1. Data controller
This policy explains how personal data is processed on the Vectweb website and in connection with contact enquiries and digital assessment requests submitted through the website.
The data controller is Vectweb, Design e Tecnologias de Informática, Lda., Portuguese company tax identification number 507 644 948, with its registered office at Rua D. João V, 24 – E1.03, 1250-091 Lisbon, Portugal.
For matters relating to your personal data, please contact rgpd@vectweb.com.
2. What data we collect
Through our contact and digital assessment forms, we collect the information you provide, such as your name, company, email address, telephone number, enquiry subject, service of interest and details of your request, depending on the fields available.
For the digital assessment, we also process your questionnaire answers, which are necessary to present the initial assessment and prepare the corresponding report.
Required fields are identified on each form. Without the information necessary to identify, understand and respond to your request, it may not be possible to submit the form or provide the requested response. Optional fields may be left blank.
We also process information you send us by email or provide during a telephone conversation.
If you consent to the “Analytics” category in your cookie preferences, we also collect data about your use of the website through Google Analytics 4, such as pages viewed, interactions, identifiers assigned by cookies, technical information about your device and browser, and approximate location.
Please do not include passwords, identity documents or personal data relating to other people unless necessary for your request.
3. Purposes and legal bases for processing
We use your data to:
Assess and respond to enquiries and contact requests;
Present the assessment and prepare the digital assessment report you request;
Clarify requirements and prepare commercial proposals at your request;
Provide assistance and manage support requests;
Analyse website usage through Google Analytics 4, to assess our content and improve the website, where you consent to the “Analytics” category;
Comply with applicable legal obligations and, where necessary, establish, exercise or defend legal claims.
Where your request concerns entering into a contract with us, the processing necessary to assess and respond to it is based on taking steps at your request before entering into a contract.
Where processing is necessary to provide a service you have contracted with us, the legal basis is the performance of that contract.
For contacts made on behalf of a company and other information or assistance requests, processing is based on Vectweb’s legitimate interests in responding to people who contact us, managing professional relationships and organising those communications, subject to your rights and interests.
Processing necessary to comply with legal obligations is based on the applicable legislation, including tax and accounting requirements where a contractual relationship exists.
Website usage analysis through Google Analytics 4 is based on your consent, given in your cookie preferences. You can withdraw it at any time through “Manage cookies”, without affecting the lawfulness of processing carried out before its withdrawal.
Submitting a form does not subscribe you to promotional communications. If subscription features become available, we will provide specific information about their terms and how to unsubscribe.
4. How long we retain data
Data relating to enquiries, proposals or assessments that do not lead to a contractual relationship is retained for 12 months after the last contact relating to the request.
Where a request leads to a contractual relationship, the data necessary to manage that relationship is retained for its duration. After the relationship ends, we retain only the data necessary to comply with legal obligations or establish, exercise and defend legal claims, for the periods applicable to each purpose.
Where there is a dispute or a retention obligation, relevant data may be retained for the period necessary to resolve the dispute or meet that obligation, with access restricted to that purpose.
At the end of the applicable retention period, the data is deleted or anonymised.
5. Who can access data
Access to personal data is restricted to people who need it to assess and respond to your request, provide the service or carry out their duties.
Service providers necessary for the operation of the website and communications may also access the data, including providers of hosting, technical maintenance and email services, to the extent necessary to deliver those services and subject to the applicable data protection terms.
We use Microsoft 365 for email and to process communications associated with enquiries.
The use of this service may involve transfers of, or access to, personal data outside the European Economic Area, under Microsoft’s applicable terms. The safeguards provided include, as applicable, adequacy decisions and standard contractual clauses approved by the European Commission.
You can consult these terms in the Microsoft Products and Services Data Protection Addendum, or request information about the applicable safeguards by contacting rgpd@vectweb.com.
We use Google Analytics 4, provided by Google, to analyse website usage, only where you consent to the “Analytics” category. Usage data collected through this service is transmitted to Google. For further information, please consult Google’s Privacy Policy.
The use of Google Analytics 4 may involve transfers of, or access to, personal data outside the European Economic Area. You can request information about the applicable safeguards by contacting rgpd@vectweb.com.
Data may also be disclosed to authorities or public bodies where required by law.
6. Your rights
Subject to the conditions set out in the applicable legislation, you may request:
Access to your personal data;
Rectification of inaccurate or incomplete data;
Erasure of your data;
Restriction of processing;
Data portability, where applicable;
Object to processing based on legitimate interests, on grounds relating to your particular situation.
Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing carried out before its withdrawal.
To exercise your rights, send a request to rgpd@vectweb.com, specifying the right you wish to exercise and providing the information necessary to locate your data.
If we have reasonable doubts about your identity, we may request appropriate additional information. Please do not send a copy of your identity document unless we request it.
We will respond within one month of receiving your request. Where the complexity or number of requests justifies an extension of up to two additional months, we will inform you within the first month and explain the reason.
Exercising your rights is generally free of charge, subject to the legal exceptions for requests that are manifestly unfounded or excessive.
7. Complaints
You may lodge a complaint with the Portuguese Data Protection Authority — Comissão Nacional de Proteção de Dados (CNPD), using the channels available at www.cnpd.pt.
You may contact us first to clarify an issue, but doing so does not restrict your right to lodge a complaint with the competent supervisory authority.
8. Security and automated decisions
We implement technical and organisational measures appropriate to the risks of processing to protect personal data against unauthorised access, use, alteration, disclosure or loss.
The initial digital assessment is calculated automatically by the website itself, based on your questionnaire answers. The result is indicative and helps identify potential areas for improvement; it does not constitute a decision that produces legal effects or similarly significant effects on you.
Your assessment answers are not sent to external artificial intelligence tools to produce that assessment.
9. Cookies and external services
Information about cookies and other technologies used on this website, including Google Analytics 4, is available in the Cookie Policy.
You can view and change your preferences through the “Manage cookies” option in the footer.
When you follow a link to an external platform, you are using a service subject to that organisation’s terms and privacy policy.
10. Changes to this policy
This policy may be updated when there are relevant changes to our data processing activities or website services.
The date of the current version appears at the beginning of this page. Where applicable, we will provide additional information before using your data for a new purpose.
11. Contact details
For questions about your personal data or to exercise your rights, please contact rgpd@vectweb.com.
For commercial enquiries or information about our services, please use the Contact page or email info@vectweb.com.