Introduction
This Privacy Policy explains what personal data Vulpes Tech collects when you visit vulpes-tech.net, contact us or request an estimate, why we process it, who receives it and what rights you have. We process personal data in line with the Law of Ukraine “On Personal Data Protection” and, where it applies to visitors from the European Economic Area, the UK and Switzerland, the General Data Protection Regulation (GDPR).
This policy covers our website and our own communication with you. When we build or maintain software for a client and handle their users’ data, we act on the client’s instructions under a separate agreement, and the client’s privacy policy applies to that data.
Who Is Responsible for Your Data
The controller of personal data collected through this website is Vulpes Tech, operated by sole proprietor (FOP) Bohdan Ruslanovych Mazur, Ukraine. You can reach us about any privacy matter here:
- mail@vulpes-tech.net
- Phone
- +380 75 214 36 22
- Address
- Bila Tserkva, Ukraine
Information You Provide
We only collect the data you choose to send us:
- Contact form: your name, email, and optionally your company, industry, the service you are interested in and your message
- Cost calculator: your email, the project options you selected and the estimated price range
- Newsletter: your email address
- Call booking: when you book a call through our scheduling page, your name, email, the time you choose and your answers to the booking questions (company or website, what you are building, any notes)
- Direct messages: whatever you share with us by email, Telegram, LinkedIn or other channels
Please do not send us special categories of data (for example health information) or other people’s personal data through the forms. If a project requires such data, we agree on how it is handled in a separate contract before any data is shared.
Information Collected Automatically
When you use the website, some technical data is processed automatically:
- Spam protection: your IP address and the time of submission are checked when you send a form; they are kept in server memory for up to one hour and are not stored in a database
- Hidden form checks: invisible fields and a timestamp help us filter out bots
- Server logs: our hosting records standard request data (IP address, browser, requested page, time) for security and troubleshooting
- Analytics data: pages visited, clicks, scrolling, approximate location, device and browser type, collected by the analytics tools described below
Service Providers We Use
Some data is processed by third-party providers on our behalf or as independent controllers:
- Google Analytics and Tag Manager: website statistics (Google Ireland Ltd / Google LLC)
- Microsoft Clarity: usage insights and session recordings with input fields masked (Microsoft Corporation)
- Telegram: delivery of form submissions and newsletter sign-ups to our team’s private chat (Telegram Messenger Inc.)
- Cal.com: the scheduling page where you book a call with us; it receives your booking details and sends the calendar invitation (Cal.com, Inc.)
- Google Maps Platform: loading the public Google reviews shown on our website (Google LLC)
- Hosting provider: runs the server that stores and delivers the website
Each provider handles data under its own privacy policy and terms. We configure these services to collect no more than we need and do not use them for advertising.
Live Chat
The chat window in the corner of the site is operated by us, not by a chat provider. When you open it and send a message, we process:
- Your messages: whatever you write, and our replies, so the conversation can continue where you left off
- A chat identifier: a random value we place in a cookie the first time you write, so we can show you the right conversation on your next visit. It is not a browser fingerprint and identifies nothing beyond this chat
- Context of the visit: the page you wrote from, your site language, the referring site, campaign parameters, and a short description of your browser and device
- Technical signals: a salted, shortened hash of your IP address and browser string, used only to recognise a returning visitor and to stop flooding. The original values are not stored
- Your email address: only if you choose to leave one when nobody is available to reply
Messages are delivered to us through the Telegram Bot API and are readable by Telegram and by the members of our internal team chat. Do not send payment details, passwords or confidential documents through the chat — use email and ask us for a non-disclosure agreement instead. The chat cookie is strictly necessary for a service you asked for, so it is set without a consent banner; if you never open the chat, nothing is stored.
How We Use Your Data and Why
We use personal data only for the purposes below, each based on a legal ground under Article 6 GDPR and the Law of Ukraine “On Personal Data Protection”:
- Replying to enquiries: steps you ask us to take before a contract, and our legitimate interest in answering business requests
- Estimates and proposals: steps you ask us to take before a contract
- Delivering services: performance of a contract with you or your company
- Newsletter: your consent, which you can withdraw at any time
- Analytics and improvement: your consent, given in the cookie banner and withdrawable at any time
- Security and spam prevention: our legitimate interest in keeping the website and our inbox safe
- Legal obligations: compliance with accounting, tax and other laws, and the establishment or defence of legal claims
We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects for you. Providing data is voluntary, but without an email address we cannot reply to your request.
Who We Share Data With
We do not sell your personal data or share it for behavioural advertising. We disclose it only to:
- Team members and contractors: people working on your request, bound by confidentiality obligations
- Telegram: messages you send through the live chat are delivered to our team through the Telegram Bot API (Telegram FZ-LLC, United Arab Emirates)
- Service providers: the providers listed above, only to the extent needed for their service
- Authorities: when disclosure is required by law or a binding request
- Successors: in a merger, acquisition or reorganisation, with the same level of protection
- Anyone else: only with your explicit consent
International Data Transfers
Vulpes Tech is based in Ukraine, and some of our providers process data in the European Union, the United States and other countries. When personal data of visitors from the EEA, the UK or Switzerland is transferred to a country without an adequacy decision, we rely on appropriate safeguards, such as the European Commission’s Standard Contractual Clauses or the provider’s certification under the EU-U.S. Data Privacy Framework, or, where applicable, on the transfer being necessary to handle a request you have sent us.
How We Protect Your Data
We use technical and organisational measures appropriate to the data we handle:
- Encrypted HTTPS connection across the entire website
- Service credentials kept on the server and never exposed in the browser
- Spam and abuse protection on every form
- Access to enquiries limited to the people who handle them
No method of transmission or storage is completely secure. If a personal data breach is likely to put your rights at risk, we will notify you and the competent authority as required by law.
How Long We Keep Data
We keep personal data only as long as needed for the purpose it was collected for:
- Enquiries and estimate requests: up to 24 months after our last communication, unless they lead to a contract
- Call bookings: up to 24 months after the call, unless it leads to a contract
- Live chat transcripts: up to 12 months after the last message on our server; the copy in our Telegram workspace stays until we delete it there
- Client and contract records: for the term of the contract and afterwards as long as accounting and tax laws require
- Newsletter: until you unsubscribe
- Spam-protection data: up to one hour, in server memory only
- Analytics data: according to the retention settings of Google Analytics and Microsoft Clarity, kept at the shortest periods that still give meaningful statistics
When data is no longer needed, we delete or anonymise it.
Your Rights
Depending on the law that applies to you, you have the right to:
- Access: get a copy of the personal data we hold about you
- Rectification: have inaccurate or incomplete data corrected
- Erasure: have your data deleted when there is no reason to keep it
- Restriction: ask us to limit how we use your data
- Portability: receive the data you gave us in a machine-readable format
- Objection: object to processing based on our legitimate interests, including analytics
- Withdrawing consent: at any time, without affecting earlier processing
- Complaint: lodge a complaint with a supervisory authority
To exercise your rights, email mail@vulpes-tech.net. We reply within one month and may ask you to confirm your identity. In Ukraine, the supervisory authority is the Ukrainian Parliament Commissioner for Human Rights; in the EEA, you can contact the data protection authority of the country where you live or work.
Third-Party Websites
Our website links to external sites such as our social media profiles, client projects and Google reviews. Their owners process data under their own privacy policies, which we recommend reading. We are not responsible for their content or practices.
Children
Our website and services are intended for businesses and are not directed at children under 16. We do not knowingly collect their personal data. If you believe a child has sent us personal data, contact us and we will delete it.
Changes to This Policy
We update this policy when our services, tools or legal requirements change. The current version is always published on this page with its “Last updated” date. If a change significantly affects how we use data you have already given us, we will inform you directly where possible.
Contact Us
For questions about this policy or requests about your personal data, write to us:
- mail@vulpes-tech.net
- Phone
- +380 75 214 36 22
- Address
- Bila Tserkva, Ukraine
