Privacy Policy – Boards OÜ
Last updated: 01/10/2025

This Privacy Policy explains how Boards OÜ (“Company”, “we”, “us”) collects, uses, and protects personal data submitted through www.boards.ee. We are committed to handling your data responsibly and in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

1. Who We Are
Boards OÜ
Registry code: 17310638
Address: Erika tn 1-20, 10416 Tallinn, Estonia
Email: info@boards.ee
Website: www.boards.ee

2. What Data We Collect
When you submit a rental request or contact form, we may collect the following information:
– Full name and company/organization details
– Registration code (if applicable)
– Contact details (email, phone)
– Delivery address
– Rental package preferences and comments
– Communication history with us

We do not collect sensitive personal data.

3. How We Use the Data
We use personal data for the following purposes:
– To process and confirm rental requests
– To deliver and pick up equipment
– To manage invoicing and payments
– To communicate with clients about ongoing rentals
– To send service-related updates or marketing about new products (only to active clients)
– To meet accounting and legal obligations

4. Legal Basis for Processing
We process data under the following GDPR bases:
– Contract performance: to provide the rental service you requested
– Legal obligation: to keep records for accounting and tax purposes
– Legitimate interest: to inform active clients about new products or offers
– Consent: for optional marketing emails where required

5. Data Retention
– Rental request data: kept for the duration of the rental and up to 3 years after completion for accounting and legal purposes.
– Accounting records (invoices, payment details): retained for 7 years as required by Estonian law.
– Marketing data: retained until you unsubscribe or request deletion.

6. Data Storage & Security
– Data is stored securely in Google Drive (currently private account), our email system (zone.ee) and internal spreadsheets.
– We use secure hosting services (zone.ee) for our website and email.
– Access to data is limited to Boards OÜ management only.
– We do not sell, rent or share your data with third parties for profit.

7. Cookies & Website Analytics
– Our website may use cookies for technical purposes (form submission, language selection, etc.).
– If analytics or marketing cookies (e.g. Google Analytics, Facebook Pixel) are activated, users will be asked for consent through a cookie banner.
– You can manage or disable cookies in your browser settings.

8. Data Sharing
We may share data only with trusted service providers where necessary to provide the service:
– Website hosting and email provider: zone.ee (Estonia)
– Cloud storage provider: Google (EU/EEA data centers, subject to Google’s data protection terms)
– Payment services: SumUp (when using the shop for payments, subject to SumUp’s privacy policy)

We do not transfer data to unrelated third parties.

9. Your Rights
You have the following rights under GDPR:
– Access your personal data
– Request correction of inaccurate data
– Request deletion of your data (except where we must retain it by law)
– Restrict or object to processing
– Withdraw consent for marketing at any time
– File a complaint with the Estonian Data Protection Inspectorate (www.aki.ee)

To exercise these rights, contact us at info@boards.ee.

10. Updates to This Policy
We may update this Privacy Policy as needed. The latest version will always be available on www.boards.ee.