Legal
Privacy policy
Last updated: [—]
Who we are
This policy explains how SIMPLY CONTACT LTD (“Copler”, “we”) collects and uses personal data when you visit thecopler.com, contact us or receive services from us.
Controller: SIMPLY CONTACT LTD, Bulgaria, 1463 Sofia, 66 “Vitosha” Blvd., fl. 4 · registration number [number] Contact for privacy matters: [privacy@copler…] [If a data protection officer or EU/UK representative is appointed: name and contact.]
What data we collect
Data you give us. When you use the contact or quote form you provide your name, company, work email, optionally a phone number, and what you write in the message. The quote form also asks about your IT environment: number of users, sites and servers, and the systems in use. This is information about your company, but the message and your contact details are personal data.
Data collected automatically. When you visit the site, our hosting provider and analytics tools record technical data: IP address, browser and device type, pages visited, referring page, date and time. See the Cookie policy for which tools set cookies and how you can refuse them.
Data from clients and their staff. When Copler provides services, we process personal data contained in our clients’ systems (user accounts, contact details, support requests) on the client’s instructions. For that data the client is the controller and Copler is the processor; the terms are set in the service agreement, not in this policy.
Why we use it and on what basis
| Purpose | Data | Legal basis (GDPR / UK GDPR) |
|---|---|---|
| Replying to your message or quote request and preparing a proposal | Form data | Steps prior to a contract at your request (Art. 6(1)(b)); for questions not linked to a contract, our legitimate interest in responding (Art. 6(1)(f)) |
| Concluding and performing a service agreement | Contact details of client representatives | Contract (Art. 6(1)(b)) |
| Keeping the site secure and working | Technical data, server logs | Legitimate interest (Art. 6(1)(f)) |
| Understanding how the site is used | Analytics cookies | Consent (Art. 6(1)(a)) |
| Sending news about our services, if you agreed | Consent (Art. 6(1)(a)); you can withdraw it at any time | |
| Meeting accounting, tax and legal obligations | Contract and invoice data | Legal obligation (Art. 6(1)(c)) |
We do not sell personal data and do not use it for automated decisions that have legal effects on you.
Who receives it
- Service providers that host the site, deliver email, store form submissions and run analytics: [hosting provider, form/CRM tool, email provider, analytics provider]. They process data on our instructions under data processing agreements.
- Professional advisers (accountants, lawyers) where needed.
- Authorities, where the law requires it.
Within Copler, your data is seen by the engineer and manager who handle your request and by administrative staff who need it for invoicing.
Transfers outside your country
Copler is based in Ukraine and works with clients in the EU, the UK and the US. Data may therefore be transferred between these countries. For transfers from the EU or UK to Ukraine or the US we rely on [standard contractual clauses / the UK International Data Transfer Agreement / the EU–US Data Privacy Framework where the provider is certified]. You can ask us for a copy of the safeguards in place.
How long we keep it
- Messages and quote requests that do not lead to a contract: [12 months] after the last contact.
- Client contract data: for the term of the agreement and [the period required by accounting and tax law thereafter].
- Server logs: [30 days].
- Analytics data: as set by the tool and described in the Cookie policy.
- Marketing consent: until you withdraw it.
Your rights
Depending on the law that applies to you, you can ask us to:
- tell you what data we hold about you and give you a copy;
- correct data that is inaccurate;
- delete data, where we have no reason to keep it;
- restrict or object to processing based on legitimate interest;
- give you your data in a portable format;
- withdraw consent, without affecting processing that happened before.
Write to [privacy@copler…]. We reply within one month. You can also complain to a supervisory authority: in Poland the President of the Personal Data Protection Office (UODO), in the UK the Information Commissioner’s Office (ICO), in Ukraine the Ukrainian Parliament Commissioner for Human Rights, or the authority in your country of residence.
US residents. Copler does not sell or share personal data for cross-context advertising. If a US state privacy law applies to you, you can exercise the rights it grants by writing to the address above.
Security
Access to form submissions and client data is limited to staff who need it, protected by role-based access, two-factor sign-in and encryption in transit. Copler’s own security policies apply to the same standard we apply to clients’ systems.
Children
The site and services are for businesses. We do not knowingly collect data from anyone under 18.
Changes
We update this policy when the law or our practices change. The date at the top shows the current version. Material changes are announced on the site.