Privacy Policy
We are conscious of the great importance of your personal data protection. We collect and process only the data that is necessary for performance of our activities. We process personal data in a legitimate, transparent and fair manner, for pre-defined purposes and only to the extent necessary for the achievement of the purposes of processing. When processing personal data, we want them to be accurate, safe, confidential, duly stored and protected. Your personal data is managed in accordance to the General Data Protection Regulation (EU) 2016/679 adopted on 27 April 2016 (the GDPR) and in full compliance with local laws and regulations. In collecting personal data, we are acting as a data controller and we are required by law to provide you with our privacy policy.
1. WHAT IS THIS DOCUMENT?
1.1. After reading this privacy policy (the Privacy Policy) you will know how and why we process your personal data, how we receive your personal data, to whom we provide, how we store your personal data and what are your rights as the data subject.
1.2. The Privacy Policy sets privacy conditions regarding your personal data processing and our privacy rules applied in our activities with respect to use of our website https://integratedoptics.com/ (the Website) and our social networks accounts[U1] on Facebook (Integrated Optics, Inc.), LinkedIn (Integrated Optics), YouTube (Integrated Optics, UAB) as regards personal data processing and our privacy rules applied in our activities. Please read the Privacy Policy carefully, as each time you visit our Website and/or our social networks accounts, you accept the conditions of this Privacy Policy. If you do not accept these terms and conditions, please do not visit our Website and/or our social networks accounts.
1.3. The Privacy Policy is applied to anyone visiting the Website and/or our social networks accounts as well as to actions that might have been performed on the Website and/or our social networks accounts, including the review of content, submission of orders or enquiries, writing of comments, etc.
1.4. The definition ‘personal data’ used in this Privacy Policy define any information that allows us to identify you – to establish your identity directly or indirectly. Personal data might be (for example) first name, last name, e-mail, telephone number, location data and online identifier, characteristics and any other personal data, as they are specified in the GDPR.
2. WHO ARE WE?
2.1. This Website is managed and administered by us, i.e.: Integrated Optics, UAB, legal entity code 302833442, with a registered office at Vilnius, Kalvarijų str. 125B. You can contact us by mail at the above address, by email at info@integratedoptics.com [U2] or by phone +370 5 2196393.
2.2. When you provide us with your personal data (each time you use our Website and/or our social networks accounts) or we collect or get your personal data from other sources, we become controllers of your personal data and process them for the purposes indicated in this Privacy Policy. You have a right to exercise your rights (as set in the GDPR) in respect of us.
3. WHAT PRINCIPLES DO WE FOLLOW?
3.1. When processing your personal data we:
a) will comply with the requirements of the effective and applicable laws, including the GDPR;
b) will process your personal data in a legitimate, fair and transparent manner;
c) will collect your personal data for the established, clearly defined and legitimate purposes and will no longer process them for any method that is not coordinated with such purposes, except to the extent permitted by the laws;
d) will take any reasonable means to ensure that personal data which is not accurate or complete, in view of the purposes of processing, would be immediately corrected or supplemented, the processing of such would be terminated or it would be destroyed;
e) will keep such data in a form which permits to identify you for no longer than it is necessary for the purposes for which personal data is processed;
f) will not share personal data with any third parties and will not publish such data, except for the cases indicated in the Privacy Policy or the applicable laws;
g) will ensure that your personal data is processed in a manner that ensures appropriate security of personal data, including protection against unauthorised or unlawful processing and against the accidental loss, destruction or damage, using appropriate technical or organisational measures.
4. HOW DO WE COLLECT YOUR PERSONAL DATA?
4.1. We process your personal data received under the following methods:
a) When you provide data to us.
You provide us with your personal data and other information by using the Website and/or by visiting our accounts on social networks, through your active actions i.e. by writing to us, by submitting your enquiries and/or complaints, by giving feedback about our products, by creating your account, by applying for a job, by submitting your comments on our posts, etc. Please note that in case you contact us in writing, we will store the data of correspondence.
b) When you use our Website and/or our accounts.
When you use our controlled Website and/or visit our accounts on social networks, certain information (e.g. internet address (IP), type of used browser, year, number of visits, reviewed websites, time spent on the Website, internet source (that you were redirected from), information on the used device, language, country, internet provider, etc.) is collected automatically.
c) When we receive your personal data from other persons in accordance with the procedure established by the laws and/or this Privacy Policy.
4.2. We can combine personal data received directly from you with data collected individually from public or available sources. For example, your presented personal data can be combined with data received by using cookies on Websites or social networks, data collected when providing services to you or with data that was legally obtained from third parties or found in public sources. You will always be able to request the correction of erroneous personal data and exercise any other rights granted to you as the data subject.
5. WHAT PERSONAL DATA, WHY AND HOW DO WE PROCESS?
5.1. We process your personal data for the following purposes:
a) To create account for you or the organization for which you work and manage it.
Registration on the Website enables you to use additional functions of the Website: to form your shopping cart, make and follow your orders, directly apply for a job, comment our posts on the Website, handle your account settings, to maintain accurate and updated information such as contact details.[U3] You can use the Website in convenient and quick manner, edit your personal data or delete the account at any time. We can also update your account, orders and transactions in a convenient way. We use your account to provide you with our announcements about our products, also where necessary to send you important notices, such as system notices and alerts, and changes to our terms and conditions, and policies.
For this purpose, we process such personal data as first name, last name, organization, e-mail address, country, encrypted password, user image[U4] . We ask for work-related information such as your organization and country information to ensure that you have a genuine interest in content, products and services we provide. We also process following categories of personal data of your account, if you choose to provide it to us or make purchases on our Website: company name, your position, VAT number of the company, address, telephone number, shipping address, billing address, shopping history, order status, details and history, payment status, details and history, shipment details, status and history, any other personal information you provide us when using issues report form, email ID. [U5]
For this purpose, we use personal data received from you, from banks and related companies in relation to payment status and details, from logistic companies in relation to shipping status and details.
For this purpose, your personal data may be supplied to or shared with legal persons providing Website maintenance and other IT services.
We process this data based on your consent, our legitimate interest, legal obligation and contract performance grounds.
You have the right to terminate your account at any time, if you choose to do so your account will cease to exist. [U6] We will keep your personal data only if there are any legal requirements or if there is a pending dispute.
b) To enter into sales or any other contract with you or the organization for which you work, fulfil your orders, perform our contractual obligations and provide customer support.
We typically enter into sales and service contracts with business partners who are legal entities. In such cases, we process your personal data if you are a representative and/or contact person of such legal entity. Your personal date is used to verify the order and financial transactions, also where necessary to contact you if we have trouble processing your order. We use this information to provide you with customer support.
For this purpose, we process such personal data as first name, last name, position, organization, (mobile) phone number, e-mail address, address, shipping address, billing address, personal identification number, number of the identity document, VAT-number or similar identification number, order and payment details (invoice number, date and time of purchase, details of purchased items, quantity, invoice amount, bank account details), status and history of orders, payments and shipments, items not yet purchased in shopping bag, navigation and browsing history, clicks history, IP address, all correspondence in the matter, email ID, information you submit us when sending sales query, distribution query, technical support forms, credit information[U7] .[U8]
For this purpose, we receive your personal data from you or the organization of which you are a representative or contact person, from banks and related companies in relation to payment status and details, from logistic companies in relation to shipping status and details[U9] .
For this purpose, your personal data may be supplied to or shared with legal persons providing Website maintenance and other IT services, logistic companies for delivery purpose, banks and other financial institutions for payment purpose, law firms for legal services. [U10]
Your personal data is processed for the purpose of entering in to contract or to perform applicable contract, if we are legally obligated to process this data, if we have a legitimate interest to process your personal data or you consented to such use.
For this purpose, your personal data is stored during the term of the agreement and 1 year after the end of the agreement. [U11] This period may be extended in the event of a (legal) dispute, in such a case the personal data shall be stored until the date of the mutual agreement and/or until the final decision enters into force. If the agreement is not concluded, we store your personal data for no longer than 90 calendar days from the moment of making such a decision.
c) For the purpose of quality control of our goods and services and ensuring of functionalities of the use of Website and/or account(s).
We process and store your personal data when you submit your enquiries, complaints, feedback about our products or services, send us communication or submit comments. When you contact us (or we contact you in case of receipt of your enquiry), we process information received by phone, e-mail, via Website or any other form of communication.
For this purpose, we process such personal data as first name, last name, internet address (IP), related company, country, e-mail address, telephone number, content of complaint, enquiry or feedback, purchased item code, serial no., service and product evaluation, service timing, date and time of your application, communication information, content of comment you wished to publish.[U12]
Please check that content of your communication does not contain your personal ID code, bank account number, health data, other specific data and make sure that the remaining personal information is only indicated to the extent necessary for the purposes for which the message is sent. We never ask for any “sensitive” information such as religious beliefs, political affiliation, racial or ethnic origin or any other information.
In this case, we receive this personal data directly from you. We process the said data on the basis of your consent expressed by your active actions. We can also create personal data by ourselves (e.g. having received your complaints, we contact third persons regarding the factual circumstances and record them, etc.).
For this purpose, your personal data may be supplied to or shared with legal persons providing Website maintenance, other IT or legal services.
For this purpose, your personal data is stored for a period of 1 year [U13] from the day of recording, except for the cases, when there are grounds to believe that a crime or any other illegal actions have been committed or internal investigation is initiated until the end of the examination of the respective investigation and/or the case.
d) For the purpose of direct marketing.
We use your personal data in order to provide you with newsletters, announcements, including proposals and information on our goods and/or services or the goods and/or services of persons related to us and our partners[U14] , events or any other information and in order to improve our services.
For this purpose, we may process your e-mail address, telephone number, first name and last name, details of your account in our Website, shopping history, how you navigated and clicked on the Website, what products and offers you have clicked on.[U15]
We receive this personal data directly from you[U16] or third parties as the result of cookies use (please see Article 7.5 of the Privacy Policy).
We process your personal data when we obtain your consent to such processing (on the basis of your consent) or when you are our client and expressly not objected to processing your data for direct marketing of similar services or products, where you have been duly notified of such processing beforehand (on the basis of our legitimate interest).
For this purpose, your personal data is stored until we get your withdrawal of the consent regarding relevant data processing.
We do not share personal data collected for marketing purpose with third parties[U17] .
For more information of the processing of personal data for the purposes of direct marketing, please read Section 6 of this Privacy Policy.
e) For the purpose of recruitment.
If you contact us regarding the possibility to join our team, we will process your personal data for the purposes of the recruitment based on your consent expressed by submitting this data.
For this purpose, we will process your personal data received directly from you, (e.g. your first name, last name, e-mail address, email ID, job title, your CV and cover letter, as well as other data you submitted such as telephone number, education, fields of activities, information about professional experience, foreign language skills, etc.), and/or received from other persons (e.g. current or former employers or recommendations of acquaintances, public information means, etc.). [U18]
Please check that your content of your communication does not contain ID code, bank account number, health data, other specific (sensitive) data, etc. and make sure that the remaining personal information is only indicated to the extent necessary for the purposes for which the message is sent. We never ask for any “sensitive” information such as religious beliefs, political affiliation, racial or ethnic origin or any other information[U19] .
Please note that we can contact your former employers for information about your qualifications and professional skills. Information from your current employer may be collected only when you express us your unambiguous consent. We may also collect information about you from publicly and legally available sources.
For this purpose, your personal data is supplied to or shared with legal persons providing Website maintenance and other IT services. Please note that your data will be accessible to our personnel department [U20] and the department managers responsible for the position.
If your application is followed by the conclusion of an employment contract, your transferred data may be stored in your personnel file for the purpose of the usual organisational and administrative process in compliance with the relevant legal regulations.
For this purpose, your data is stored for a period of 1 year [U21] from the day when a specific selection procedure is completed, unless we receive your separate consent to process such data for a longer period.
f) To offer better and customized services, to improve our Website.
Your personal data, including personal data received by using our Website and/or visiting our social networks accounts, will be used to offer better and more customised services and to improve and develop the Websites.
We retain and evaluate information on your recent visits to our website and how you navigated in our website for analytics purposes. We use this information to understand how people use our website so that we can make it more intuitive and efficient. We also create customer profiles to offer products and services of their interest, to provide them with customized content they might be interested in.[U22]
For this purpose, we use personal data received from you or created when using the Website and/or received from other persons (including the controllers of social networks).
For more detailed information on how we use cookies and similar technologies and what personal data cookies collect please read Section 7 of the Privacy Policy.
g) To publicise recommendations or comments.
If our Clients (or other persons) recommend us and write a public recommendation text, we publish it.
For this purpose, we process such personal data as first name, last name, job title, (name of) affiliated company, related brand, photo, the content of the comment to be disclosed (including a description of the goods or services provided without specifying the details of a separate instruction and disclosing the confidential information entrusted to us by the Client unless the Client clearly instructs otherwise).
In this case, we receive this personal data directly from you.
For this purpose, personal data is supplied or transferred to legal persons providing website maintenance and other IT services, also such personal data may be published in our Website and/or social networks accounts.
For this purpose your personal data is stored until we get your withdrawal of the consent regarding relevant data processing.
h) For any other purposes [U23] when we are obliged to process your personal data by the laws or on the basis of any legal interest or on any other grounds for legitimate processing of personal data stipulated by the laws.
5.2. Each purpose of the processing of personal data is individual and separate (e.g. if you apply to us in order to join our team (as stipulated in Article 5.1.e)) and present us with your personal data, it does not mean that we will start to process such data in order to publicise recommendations or comments (as stipulated in Article 5.1.g)) or for other purposes). In case of any questions which specific personal data we process about you, please feel free to contact us by exercising your rights indicated in Article 12.1 of the Privacy Policy.
6. DO WE USE YOUR PERSONAL DATA FOR DIRECT MARKETING AND WHAT ARE THE RULES FOR SUBSCRIPTION TO OUR NEWSLETTERS?
6.1. Upon the receipt of your additional consent or on the basis of our legitimate interest, we can use your personal data for the purpose of direct marketing in order to provide you with our offers and information on our goods and services, which we consider to be interesting for you.
6.2. For this purpose, we process such personal data as stipulated in Article 5.1.d).
6.3. You can choose whether to allow us to use your personal data for direct marketing. You can do so by entering your e-mail address on Website column ‘Get updates[U24] ’ and clicking the approval for subscription.
6.4. We can combine the available information about you with information available from third parties.
6.5. If you give your consent to use your personal data for direct marketing, we can use your personal data for the analysis and improvement of the effectiveness of our Websites, advertising and market research and any other purposes of our marketing and sales. In such case, we will use depersonalised data.
6.6. Even if you gave your consent to process your personal data for direct marketing, this consent can be withdrawn at any time for all or part of actions of processing. In such case, you can:
a) notify us on the withdrawal by the method indicated in electronically received messages and/or proposals (e.g. by clicking on the link regarding the refusal of subscription at the bottom of our e-mail);
b) send us the application by e-mail (our contact e-mails are available in Section 15 of the Privacy Policy). Your first name and last name and other data (if any) shall be clearly indicated in the application. If you express your wish to withdraw your consent by this method, we can ask to submit the documents proving your identity.
6.7. If you withdraw your consent, we will try to terminate the processing of your personal data for the purposes of direct marketing as soon as possible.
6.8. The withdrawal of consent automatically does not oblige us to destroy your personal data or to provide you with information on our processed personal data, therefore, if you want us to perform these actions as well, you should inform us on such request separately.
7. HOW DO WE USE COOKIES?
7.1. We collect information about you by using cookies and similar technologies. Cookies are small text files which are recorded temporarily to the hard disk of your device and allow us to recognise you during your next visits on the Website, social networks, save the person’s browsing history, options, to adapt the content, to accelerate the searches performed on the Website, to create a comfortable and friendly environment on the Website, to provide it in a more effective and reliable manner. Cookies are a usual practice of browsing on the websites that facilitate the use of website.
7.2. Information obtained by using cookies is used for the following purposes:
a) to ensure the functionality of Website (e.g. in order to use personalisation of specific Website);
b) in order to improve Website or to develop it to better reflect your needs;
c) for the development of services and analysis of the use of Website;
d) for targeted orientation of marketing solutions.
7.3. Without prejudice to the legal acts, we can combine information received by using cookies with information received about the person by other means (e.g. information on the use of Website, your submitted personal data).
7.4. We have enabled only cookies which are strictly necessary to provide service over the Website. Cookies which are helpful or convenient but not essential are used only when you consent to them.
7.5. Please click the link [U25] to check a list of cookies used in our Website. It includes all information on the cookies used on our Website, their purpose of use, validity and data used.
7.6. Our Website uses Google Analytics, a web analysis service provided by Google Inc. The information produced by the Google Analytics cookies regarding your use of the website is generally transferred to, and stored on, a Google server in the US. You can find detailed information about Google Analytics at: https://policies.google.com/privacy?hl=en
7.7. Please note that following cookies may be used in our Website:
a) technical cookies – cookies necessary for the functioning of Websites;
b) functional cookies – cookies which, while not necessary for functioning of Websites, considerably improve their functioning, quality and user experience;
c) analytical cookies – cookies used for preparation of statistical analysis of navigation methods of Website visitors; data collected by these cookies are used anonymously;
d) targeted or advertising cookies – cookies used to show offers or other information which could be interesting to you;
e) social network cookies – cookies which are necessary in order to use information of Websites on your social profile account.
7.8. You can give your consent to use cookies on our Website in the following ways:
a) without deleting them and/or without changing the settings of website browser to disable cookies;
b) by choosing ‘Accept’ on a specific link (bar) used on the Website.
7.9. You can withdraw your consent to use cookies at any time. You can do so by changing the settings of your browser to disable cookies. The way of doing so depends on the used operating system and browser. Complete information on cookies, their use, possibilities of withdrawal is available on http://AllAboutCookies.org or http://google.com/privacy_ads.html.
7.10. In certain cases, especially in cases of disabling technical and functional cookies, non-acceptance of cookies or deletion thereof can slow down the speed of browsing online, restrict the functioning of certain specific functions on the Website or block the access to the Website.
7.11. More information on external websites is available in Section 11 of the Privacy Policy.
8. HOW DO WE SHARE YOUR PERSONAL DATA?
8.1. We guarantee that your personal data will not be sold, supplied or otherwise shared with third parties without any legitimate grounds, as well as used for any purposes other than they were collected for. We will not transfer your personal data in any ways other than pursuant to this Privacy Polity and/or the Rules for Processing of Personal Data and legal acts. However, we reserve a right to provide information about you, if we have to do so in accordance with the procedure established by the laws or if the legally operating institutions or institutions engaged in criminal prosecution request so.
8.2. We can transfer your personal data to companies that help us to perform our activities. We request such partners to process your data only according to our given instructions and according to the valid legal acts ensuring the protection of your personal data. We conclude contracts with these persons in order to oblige them to follow the requirements of protection of personal data in a strict manner.
8.3. The possibility of the aforementioned service providers to use your data is restricted – they cannot use such data for any purposes other than the provision of services to us.
8.4. A non-exhaustive list of persons and categories of such person with whom we share your personal data is provided in Article 5.1 of the Privacy Policy for each purpose of use of personal data individually.
9. HOW LONG DO WE STORE YOUR PERSONAL DATA?
9.1. We store your personal data for no longer than it is necessary for the purposes of processing of data or stipulated by the laws, if they establish a longer period for the storage of data.
9.2. Our aim is not to store outdated, irrelevant personal data, therefore, in case of update of data (e.g. specification, change of information, etc.), only relevant information is stored. Historical information is stored only if it is necessary in accordance with the procedure established by the laws or for the performance of our activities.
9.3. The terms of storage of your personal data are indicated in Article 5.1 of this Privacy Policy for each purpose of use of personal data individually.
10. HOW DO WE STORE YOUR PERSONAL DATA?
10.1. Data collected from you will be stored in the territory of the EU, but can also be transferred or stored outside the EU. They may also be processed by our personnel or the personnel of our partners based outside the EU. [U26] When transferring your data outside the EU, we will perform all the necessary actions in order to ensure that your data is processed in a safe manner and pursuant to this Privacy Policy.
10.2. Unfortunately, the transfer of information online is not completely safe. Even if put our every effort in protecting your personal data, we cannot ensure the security of data when you provide such data on the Website – you shall accept the risk related to the transfer of data to the Website. When we receive your data, we will apply strict procedures and security means for the protection of your data from any unauthorised access.
10.3. In case of unlikely circumstances of finding out about the security breach of your personal data, which may cause a considerable risk to your rights and freedoms, we would immediately inform you as soon as we find out and establish what kind of information has been accessed.
11. EXTERNAL WEBSITES
11.1. The Website may contain links to external websites – the websites where we have accounts [U27] and websites of our partners and distributors. By using such links to reach any of such websites, please note that these websites and services provided through such websites have their own privacy policies and we assume no responsibility or obligations for these policies or any personal data collected on these websites or by providing services, for example, contact or location data. We recommend to review such policies before submitting personal data on such websites or by using any other services. We also recommend to read the privacy statements of third parties having the control of these websites and contact the service providers directly if you have any questions on how they use your personal data.
12. WHAT ARE YOUR RIGHTS?
12.1. By processing your personal data, we guarantee your rights according to the GDPR and the Law on the Legal Protection of Personal Data of the Republic of Lithuania. As the subject of personal data, you have the following rights:
a) to know (be informed) about the processing of your personal data;
b) to familiarise with your personal data that is processed by us;
c) to request rectification or supplement, specification of your incorrect, imprecise, incomplete personal data;
d) to request to destroy personal data when it is no longer necessary for the purposes for which they have been collected;
e) to request to destroy personal data if they are processed illegally or when you withdraw your consent regarding the processing of personal data or do not give a consent, which is necessary;
f) to object to the processing of personal data or to withdraw a previously given consent;
g) to request to terminate the actions of processing of personal data (except for storage) in case of any disputes or it is necessary to inspect the legitimacy of the processing of data, precision of data, as well as in certain cases when we no longer need personal data, but you do not want us to delete such data;
h) to request to submit your personal data, where technically possible, collected according to your consent or for the purposes of performance of contract in an easily readable format or request to send to another data controller.
12.2. We will seek to ensure the realisation of your rights as a personal data subject and to form all the conditions for effective realisation of these rights, however, we reserve a right to refrain from fulfilling your claims when it is necessary to ensure the following:
a) performance of legal obligations that have been set to us;
b) national security or defence;
c) public order, prevention of criminal activities, investigation, detection or criminal prosecution;
d) important economic or financial interests of the state;
e) prevention, investigation and detection of breaches of official or professional ethics;
f) protection of your rights and freedoms as well as those of other persons.
12.3. You can submit your claims related to the realisation of your rights in person, by mail or any means of electronic communication. After the receipt of your application, we may request to submit the documents proving your identity as well as any other additional information related to the application and necessary to us.
12.4. In case of receipt of your claim, we will reply to you no later than within 30 calendar days from the receipt of your claim and the day of submission of all the documents necessary to prepare the reply.
12.5. If we consider it necessary, we will terminate the processing of your data (except for storage) until the decision regarding your application is made. If you withdraw your consent in a legitimate manner, we will immediately but no later than within 30 calendar days terminate the actions of processing of your personal data, except for the cases stipulated in Article 12.2 of this Privacy Policy and the legal acts, i.e. when we are obliged to continue to process your data by the effective laws, our legal obligations, court decisions or mandatory instructions given by the institutions.
12.6. In case of refusal to perform your claim, we will clearly indicate the reasons of such refusal.
12.7. In case of disagreement with our actions or the answer to your application, you can appeal our actions and decisions by applying to a competent state authority.
13. WHERE CAN YOU SUBMIT A COMPLAINT?
13.1. If you want to submit a complaint regarding the processing of your data, you shall submit it in writing, by indicating as much information as possible and send us. Our contact details are indicated in Article 2.1 of this Privacy Policy. We will cooperate with you and will seek to solve all the matters immediately.
13.2. If you think that your rights under the GDPR have been breached, you can submit a complaint to supervisory institution. More information and contact details are available on the website of inspectorate (www.vdai.lrv.lt/). However, our principal aim is to reach peaceful settlement of any disputes in cooperation with you.
14. HOW IS THIS PRIVACY POLICY UPDATED?
14.1. Any changes of our Privacy Policy will be published on the Website with the indication of the date of last update. We will notify you on changes of Privacy Policy, where necessary. The last version of our Privacy Policy will be always provided on the Website. We recommend you periodically check our Privacy Policy to learn of any changes.
15. HOW TO CONTACT US?
15.1. If you have questions about this Privacy Policy or about how we process your personal data, please contact us: info@integratedoptics.com.