Privacy policy

Last updated: 10 September 2026

This policy explains how Vayvana OÜ collects, uses, stores and protects personal data provided when you use its corporate website or contact it by email. Digital platforms operated by Vayvana OÜ may have separate privacy policies adapted to their features and data-processing activities.

1. Data controller

The data controller is Vayvana OÜ, an Estonian private limited company (osaühing), with registered office at Pärnu mnt. 139b - 14, Tallin, 11317, Eesti and registry code 17554932.

Contact: vayvana@proton.me

2. Data we process

When you contact us by email, we may process the following information, depending on what you choose to provide:

– your email address;
– your name, organisation name or any other identifying information you provide;
– your telephone number, if provided;
– your address or country, if provided;
– the content of your message and any attachments;
– the date, time and technical metadata associated with the exchange, to the extent supplied by email services or required for security.

Technical browsing data

When you visit the website, technical logs may contain your IP address, date and time, requested resource, response status, browser and referring page when provided. They support website operation, security and incident diagnosis, based on our legitimate interest in maintaining a reliable service. Authorised administrators and hosting provider OVHcloud may access them within the scope of their duties.

Retention periods for technical logs and backups depend on server configuration and diagnostic and security needs. You can request the applicable details using the contact address in this policy.

3. Purposes of processing

This data may be used to:

– respond to your request and communicate with you;
– assess and direct an enquiry concerning Vayvana OÜ, one of its platforms, a partnership or a professional relationship;
– take pre-contractual steps or perform an agreement entered into with you where an enquiry results in a contractual relationship;
– prevent abuse, spam and security incidents and protect our rights;
– comply with legal, accounting or regulatory obligations.

4. Legal bases

Depending on the context, processing is based on Article 6(1)(b) GDPR for pre-contractual steps or contract performance, Article 6(1)(f) for our legitimate interests in responding to enquiries, securing our services and protecting our rights, or Article 6(1)(c) where a legal obligation applies.

5. Retention periods

Enquiries that do not result in a contractual relationship may be retained for up to three years from the last exchange in order to maintain communication records and protect our rights, unless deleted earlier when retention is no longer necessary.

Data relating to a contract, partnership, invoice, accounting record or dispute may be retained for longer where required by law or for as long as necessary to establish, exercise or defend legal claims.

6. Recipients and processors

Data is accessible only to people within Vayvana OÜ who need it to handle your request. It is not sold or rented to third parties.

OVHcloud provides website hosting and Proton Mail the contact email service. Technical providers, including hosting, email, maintenance or security providers, may process certain data on our behalf and only within the scope of their services. Where an enquiry concerns a platform operated by Vayvana OÜ, it may be forwarded to the internal service responsible for that platform.

7. International transfers

Where one of our providers processes data outside the European Economic Area, we ensure that a valid transfer mechanism and appropriate safeguards are used in accordance with the GDPR.

8. Security

Vayvana OÜ applies reasonable technical and organisational measures to protect data against unauthorised access, loss, alteration, disclosure or destruction. As no system can guarantee absolute security, these measures are adapted to the nature of the data and identified risks.

9. Your rights

Subject to the conditions set out in the GDPR, you may request:

– access to your personal data;
– correction of inaccurate or incomplete data;
– erasure of your data where the relevant conditions are met;
– restriction of processing;
– objection to processing based on our legitimate interests;
– data portability where this right applies.

To exercise your rights, contact us at vayvana@proton.me. We may request reasonable information to verify your identity before responding.

We normally respond within one month, subject to the extensions permitted by the GDPR for complex or numerous requests.

10. Complaint to a supervisory authority

If you believe that the processing of your data infringes the GDPR, you may lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon) or with the competent authority for your habitual residence, place of work or the place of the alleged infringement.

Estonian Data Protection Inspectorate website

11. Cookies and language selection

This public website sets no session, preference or advertising cookies. The language is specified in the page URL and preserved in navigation links.

Fonts and scripts are hosted with the website. Displaying the pages does not require a connection to Google Fonts or an advertising service.

This corporate website includes no advertising trackers or non-essential audience measurement tools. The platforms presented may have their own processing activities, described in their respective policies.

12. Changes to this policy

Vayvana OÜ may amend this policy to reflect changes to its corporate website, contact methods, providers or applicable law. The update date shown at the top of the page identifies the applicable version.

For any question about this policy or the processing of your data, contact us at vayvana@proton.me.