Data Usage Policy

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Data Usage Policy

Last updated: December 2025

1. Purpose

This policy explains how BITORA Solution collects, processes, stores, and protects data in compliance with GDPR and other applicable data protection regulations.

2. Data Collection Principles

We adhere to the following principles:

  • Lawfulness and Transparency: Data is collected legally with clear purposes
  • Purpose Limitation: Data is used only for specified, explicit purposes
  • Data Minimization: We collect only necessary data
  • Accuracy: We maintain accurate and up-to-date information
  • Storage Limitation: Data is kept only as long as necessary
  • Security: Appropriate technical and organizational measures protect your data

3. Types of Data We Process

Client Data:

  • Contact information (name, email, phone)
  • Company details
  • Project specifications and requirements
  • Communication records
  • Contractual and financial information

Website Visitor Data:

  • IP addresses and browser information
  • Cookies and tracking data
  • Form submissions (contact forms, quote requests)

Newsletter Subscriber Data:

  • Email addresses
  • Subscription preferences
  • Engagement metrics (open rates, click-through rates)

4. Legal Basis for Processing

We process personal data based on:

  • Consent: You have given explicit permission
  • Contract: Processing is necessary to fulfill a contract
  • Legal Obligation: Required by law
  • Legitimate Interests: For business operations that don't override your rights

5. Data Storage and Security

Security measures include:

  • Encrypted data transmission (SSL/TLS)
  • Secure cloud storage with access controls
  • Regular security audits and updates
  • Employee training on data protection
  • Backup and disaster recovery procedures

5a. Email Sending and Suppression Management

For email delivery, BITORA Solution uses Amazon Simple Email Service (Amazon SES). Delivery, bounce, and complaint events are processed through Amazon Simple Notification Service (Amazon SNS). We use these events to maintain sender reputation, detect delivery problems, and automatically suppress addresses that unsubscribe, complain, or hard bounce.

Suppressed addresses are retained only as needed to ensure we do not send further marketing emails to those addresses and to comply with anti-abuse and email deliverability requirements. Our internal suppression list is checked before every marketing or newsletter send.

6. Data Sharing

We share data only when:

  • You have provided explicit consent
  • Required for service delivery (e.g., hosting providers, payment processors)
  • Legally obligated (e.g., court orders, regulatory compliance)

All third parties are contractually obligated to protect your data.

7. International Data Transfers

If data is transferred outside the EU/EEA, we ensure adequate protection through:

  • Standard contractual clauses
  • Adequacy decisions by the European Commission
  • Other approved transfer mechanisms

8. Your Rights

You can exercise these rights by contacting us:

  • Right to Access: Request a copy of your data
  • Right to Rectification: Correct inaccurate information
  • Right to Erasure: Request deletion ("right to be forgotten")
  • Right to Restrict Processing: Limit how we use your data
  • Right to Data Portability: Receive your data in a structured format
  • Right to Object: Object to certain processing activities
  • Right to Withdraw Consent: Withdraw consent at any time

9. Data Breach Notification

In the event of a data breach that may affect your rights, we will notify you and relevant authorities within 72 hours as required by GDPR.

10. Contact and Complaints

For data protection inquiries or to exercise your rights:

Email: privacy@bitora.dev
Data Protection Officer: dpo@bitora.dev

You also have the right to lodge a complaint with your local data protection authority.

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