Virtua IT, d.o.o.
Kotnikova ulica 25
1000 Ljubljana

T: +386 590 91780
E: [email protected]

Reform of the EU legislative framework for the protection of personal data (GDPR)

Privacy Policy

Your privacy is important to us and we want you to know how we collect, use, share, and protect your information.
All personal data is protected by the company in accordance with the new General Data Protection Regulation (GDPR) and in accordance with internal policy.
The provider stores for an indefinite period the IP addresses of all visitors to the online store and for the registered members also: first and last name, e-mail address, contact telephone, primary address and delivery address, country of residence, time and date of registration and archive of communication with the provider.
The provider will use personal data exclusively for the needs of his business. In no case shall the user’s information be handed over to unauthorized persons.

What information we collect about you

Information you give us when ordering a product from our online shop:
Account and Profile Information:
• Name and surname
• Email address
• Phone number
• Mailing address
• Credit card number or other payment information related to a Paypal account or Crypto payment

In case the user is a company, we collect:
• Company’s name
• Registration number

Information you give us about others
User may give us information about other people, like the name and contact information of someone who will pick up items at the store. We only use this information for the specific reason you provide.

Information from other sources
We may receive information about you from other sources, including third parties that help us update, expand, and analyze our records and identify new customers, and provide products and services that may be of interest to you.

Information collected automatically online
We may collect information about your interactions with us, including your IP address and your browsing behavior while on our website.
VIRTUA IT collects content using analytics techniques like cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole. Users can control the use of cookies at the individual browser level. VIRTUA IT has no access to your device’s settings and cannot control those.

Information you provide through our Service Desk:
Our services include ServiceDesk help, therefore you may choose to submit information regarding a problem you are experiencing related to our services or your daily operations. Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.

How we use information we collect:

The information we use depends on which of our services or products you are using. We might use the information provided to us in the following cases:

Client support:
We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve our services. If we implement anything new as a technical solution on your webpage, CRM system, etc., we usually check on client’s side after a couple of days if everything works as expected.

We use your contact information to send transactional communications via email or phone, including confirming your purchases, reminding you of subscription expirations, responding to your comments, questions and requests, providing customer support, and sending you technical notices, updates, security alerts, and administrative messages.

Confirming online orders, Fulfilling orders and requests for products, services, or information, Delivering and installing products/services: We use the information provided from you, so that we can deliver the required by you service, deliver the ordered product(s) or provide the needed information.

Marketing and advertising products and services:
We might use your contact information about how you use our services to send you an email with promotional communications that may be of specific interest to you. The purpose of these communications is to give you information about new features, product offers, promotions, survey requests, newsletters, and events we think may be of interest to you. You can control whether you receive these communications and unsubscribe from newsletters anytime. Instructions for unsubscribing are at the bottom of every newsletter.

For research, analysis and development:
We may use information about your interactions with us, including your IP address and your browsing behavior while on our website. All this is done with the sole purpose to identify trends, usage, activity patterns and areas for integration and improvement of our services.

With your consent:
We might use information from you for any other reason when you specifically give us your consent to use the information for a specific purpose – to publish testimonials, recommendations or promote our services with your permission.

For legal purposes:
We might process information about you only where we have legal bases for doing so under applicable EU laws. The legal bases depend on the services you use and how you use them.

In all the above mentioned cases the information shared by you is used in controlled environment, and only a certain number of people can access it. The departments who have access to personal data are the IT, marketing and vodenje projektov.
We do not provide any data to third parties.

Data retention:
The data retention period is for the time of operation of the company or if the user wishes to delete the aforementioned personal data from our system.

As a customer, you may at any time request to delete personal data from our database by sending and e-mail to [email protected] or a letter to our company address: Kotnikova ulica 35, 1000 Ljubljana.

How We Share Your Information

VIRTUA IT does not sell, rent, or trade your personal information to third parties. We share your information only in the ways described below. We may share your information with third parties to perform services on our behalf such as:
• Fulfilling orders and delivering packages
• For accounting reasons
• Sending marketing communications

In exceptional circumstances, we may be required to share information about you with a third party for legal reasons, for example, if we are required to do so by a regulation, court order or other legal process.

Sometimes we work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing and other services for us, which may require them to access or use information about you.  If a service provider needs to access information about you to perform services on our behalf, they do so under close instruction from us, including policies and procedures designed to protect your information.

With your consent:
We share information about you with third parties when you give us consent to do so.  For example, we often display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.

How We store and Secure Information We Collect

We use data hosting service providers in Slovenia to host the information we collect, and we use technical measures to secure your data. Personal data is saved in our CRM system, on our servers, in folders at the office and in the emails sent by you. Due to the nature of the Internet,  we cannot guarantee that data during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others, but we do take all the necessary measures to secure our premises, the systems, prevent interception of data transmitted and restrict access to the databases.

We ensure data security with the following technical measures:
• Use of antivirus programs, firewall, routinely install security updates for hardware and software
• Effective destruction of data on paper and electronic devices
• Regular change of internal passwords
• All passwords are encrypted
• Use of SSL to encrypt all communication

We are committed to protecting your information, but every user should create on his own a strong password and protect against unauthorized access to the passwords and computer.

We have installed cameras on all our entrances in the office (CVI Camera 1,3 Mpix digitcam) and also inside the premises (CVI Camera Dome HDW2401RPDAHUA 4Mp), so that all the hard copies where personal data is provided, are also protected. The only authorized person to check the cameras is the Office Manager and her access is possible only via a special application on her mobile phone. In case the cameras are checked, a formular with the reason and other details for that is filled out by her.

Organizational measures:
Clean tables at the premises.
Documents and folders with personal data are locked in our premises and not left without supervision on the tables. Access to the keys has the Office Manager.

Computers and correctly selected passwords:
Computers and laptops used in the premises are always being locked, when left without supervision (WIN+L) and everyone has his own unique password for it. Passwords from the type *1234* are not used for any of the computers, systems or servers.

Education of employees
Internal training determining what can be done with personal data, who is responsible for individual collections of personal data, and which people may, due to the nature of their work, process certain personal data.

How to access and control client’s information

You may at any time:
• Access and update your personal information
• Deactivate your account
• Delete your information
• Request that we stop using your information
• Unsubscribe out of communications: You may opt out of receiving marketing or promotional e-mails from us by using the unsubscribe link within each email
• Turn off cookies

To do any of these, let us know by one of these methods:
• Follow the directions in a marketing e-mail, direct mail, or mobile communication that you receive from us.
• Provide your request and current contact information through one of the contact methods listed under “Contact Us” below.
• Please note: Even if we are able to anonymize or make your content or information no longer visible, this does not ensure complete or comprehensive removal of your content or personal information from the Internet.

Protecting Children’s Privacy

We are committed to protecting children’s privacy on the Internet and we do not knowingly collect personal information from children under the age of 16.

Contact Us

If you have any questions about our Privacy Policy or practices please contact us.

E-mail: [email protected]
Phone: +386 590 91 780
Address: VIRTUA IT, d.o.o., Kotnikova ulica 35, 1000 Ljubljana, Slovenia

Last Updated: May 2018

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