This Privacy Policy explains how Soinikova Digital collects, uses, stores and protects personal data when you visit soinikova.digital, contact us, submit an enquiry through the Website, or communicate with us regarding our services.

Soinikova Digital is based in Greece and provides digital communication, content, web and AI-supported services primarily to organisations, businesses, projects and professionals operating within the European Union and the wider European project and funding ecosystem.

We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable Greek data protection legislation.

1. Data Controller

The Data Controller responsible for personal data processed through this Website is:

For questions concerning this Privacy Policy or the processing of your personal data, you can contact us using the email address above.

2. Scope of this Privacy Policy

This Privacy Policy applies to personal data processed when you:

• visit or interact with the Website;
• submit a contact, consultation, project or service enquiry;
• request information or an estimate;
• communicate with us by email or through other business communication channels;
• discuss a potential project, partnership or service engagement;
• become a client or professional contact of Soinikova Digital.

The Website and our services are primarily intended for professional and organisational use.

3. Personal Data We May Collect

Depending on how you interact with us, we may process the following categories of personal data.

Contact and identification information

This may include:

• your name;
• email address;
• telephone number, where provided;
• organisation or company name;
• job title or professional role.

Project and enquiry information

When you contact us about a project or service, we may collect information you choose to provide, such as:

• the type of organisation or project you represent;
• information about your website, programme, campaign or communication needs;
• project objectives and requirements;
• preferred services;
• languages, markets or audiences involved;
• estimated timelines;
• budget information, where requested or voluntarily provided;
• documents, links or other materials you choose to share with us;
• correspondence relating to your enquiry.

Please avoid submitting sensitive or special-category personal data unless it is genuinely necessary for the specific project and we have agreed that such information should be provided.

Technical and usage information

When you use the Website, certain technical information may be processed automatically by the Website, hosting infrastructure and security systems. Depending on the technologies enabled on the Website, this may include:

• IP address;
• browser and device information;
• operating system;
• referring pages;
• pages visited;
• date and time of access;
• technical logs;
• cookie and consent information.

Non-essential analytics or similar technologies will only be used where permitted by applicable law and, where required, after you have provided consent.

4. How We Collect Personal Data

We may collect personal data:

Directly from you, for example when you complete a Website form, email us, request an estimate, book or request a consultation, or communicate with us about a project.

Automatically through the Website, through essential technical processes, server logs, security technologies and, where applicable, cookies or analytics technologies.

In a professional context, where you contact us or where information is exchanged in connection with a potential project, partnership, EU-funded initiative, consortium or professional collaboration.

In limited circumstances, we may also use professional information that has been made publicly available by you or your organisation where this is relevant to legitimate business-to-business communication or an existing professional relationship.

5. Why We Process Your Personal Data

We process personal data only where there is a defined purpose and an appropriate legal basis.

Responding to enquiries and preparing potential projects

We use information submitted through Website forms, email or other communications to:

• understand your request;
• assess whether and how we can assist;
• respond to questions;
• arrange discussions or consultations;
• prepare estimates, proposals or scopes of work;
• take steps towards a possible service agreement.

The legal basis is normally Article 6(1)(b) GDPR — taking steps at your request before entering into a contract.

Where an enquiry is made on behalf of an organisation rather than in your personal capacity, processing may also be based on our legitimate interests under Article 6(1)(f) GDPR in conducting professional business communications.

Delivering contracted services

If you become a client, we process relevant information to manage and deliver the agreed services, communicate about the project, manage deliverables and administer the business relationship.

The legal basis is Article 6(1)(b) GDPR — performance of a contract, where applicable.

Business and project administration

We may process information for invoicing, accounting, record keeping and other administrative requirements.

The legal basis may be Article 6(1)(c) GDPR — compliance with a legal obligation, including applicable Greek accounting and tax requirements.

Website operation and security

Technical data may be processed to maintain Website functionality, detect technical problems, prevent misuse, protect the Website and maintain appropriate security.

The legal basis is generally our legitimate interest under Article 6(1)(f) GDPR in maintaining a secure and functional Website.

Analytics and non-essential cookies

Where the Website uses non-essential analytics or similar technologies requiring consent, processing is based on Article 6(1)(a) GDPR — your consent.

You may withdraw that consent through the Website's cookie controls where such technologies are enabled.

6. Website Forms

The Website contains forms through which you may contact Soinikova Digital about specific services or projects.

Depending on the form, we may ask for information necessary to understand your enquiry and respond appropriately.

Information submitted through a form is not used simply because you ticked a general “consent to processing” box. Where you contact us specifically to request information, an estimate, a consultation or services, processing will normally be necessary to respond to your request or take pre-contractual steps.

Fields marked as required should be limited to information reasonably necessary for the relevant request.

7. EU-Funded Projects and Professional Collaboration

Part of our work relates to European organisations, EU-funded projects, programmes, partnerships and professional networks.

Where you contact us in this context, we may process professional contact details and project-related information necessary to:

• discuss potential collaboration;
• assess project communication or digital requirements;
• prepare proposals or scopes of work;
• coordinate project activities;
• communicate with relevant project representatives.

Where necessary for a specific project, relevant professional information may be shared with authorised project partners, contractors or service providers. Such sharing will be limited to what is reasonably necessary for the relevant purpose.

This Privacy Policy does not automatically make Soinikova Digital the Data Controller for all personal data processed within a client's or EU-funded project's activities. Depending on the engagement, Soinikova Digital may act as an independent controller or as a processor acting on documented instructions from a client or project organisation. Where required, the respective responsibilities will be addressed contractually.

8. Service Providers and Data Recipients

We may use trusted third-party service providers to operate the Website and conduct our business.

Depending on the services currently enabled, these may include providers of:

• website hosting and infrastructure;
• WordPress functionality and website plugins;
• Website forms;
• email and email-delivery infrastructure;
• cloud storage and document collaboration;
• website security and technical maintenance;
• analytics and consent management;
• video or media hosting and embedding;
• communication and online meeting services;
• accounting or other professional services.

These providers may process personal data only where necessary for the relevant service and subject to applicable contractual and data-protection requirements.

We may also disclose information where required by law, a court, tax authority, regulatory authority or other competent public authority.

We do not sell personal data.

9. International Data Transfers

Soinikova Digital operates from Greece and primarily serves the European market.

Where reasonably possible, we favour service providers and processing arrangements compatible with European data-protection requirements.

However, some technology providers may process or make personal data accessible from countries outside the European Economic Area (“EEA”).

Where such a transfer is subject to the GDPR, we use or rely on an appropriate transfer mechanism where required, which may include:

• an adequacy decision adopted by the European Commission;
• Standard Contractual Clauses approved by the European Commission;
• another transfer mechanism permitted under Chapter V of the GDPR.

Additional safeguards may be used where appropriate.

10. Data Retention

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, accounting or contractual requirements.

As a general approach:

• enquiries that do not result in a project may normally be retained for up to three years after the last meaningful communication, unless there is a reason to retain them for a shorter or longer period;
• client and contractual records may be retained for the duration of the business relationship and afterwards for the period required by applicable legal, tax, accounting or limitation requirements;
• technical and security logs are retained for periods appropriate to their operational and security purpose;
• cookie-related information is retained according to the lifetime and settings of the relevant cookie or consent technology.

Where information is no longer required, it will be deleted, anonymised or otherwise securely disposed of where reasonably practicable.

11. Cookies and Similar Technologies

The Website may use cookies and similar technologies.

Some cookies are technically necessary for the Website to operate and do not require consent where permitted by applicable law.

Other technologies, such as certain analytics, advertising or third-party media cookies, will only be activated where the required legal conditions have been met, including obtaining consent where applicable.

Where a cookie consent mechanism is provided, you can use it to accept, reject or modify your preferences for non-essential cookies.

Further information about the specific cookies and technologies currently used on the Website should be provided in the Website's Cookie Policy and/or cookie preference panel.

12. Third-Party and Embedded Content

The Website may contain links to third-party websites or may display content provided through external platforms, such as video, media or other digital services.

When you interact with an external service or follow a third-party link, that provider may process personal data under its own privacy policy.

Where an embedded third-party service uses non-essential tracking technologies, we will implement consent controls where required by applicable law.

Soinikova Digital is not responsible for the privacy practices of independent third-party websites.

13. Data Security

We use reasonable technical and organisational measures designed to protect personal data against:

• unauthorised access;
• accidental or unlawful disclosure;
• alteration;
• loss;
• destruction; and
• other unlawful processing.

Measures may include access controls, secure connections, appropriate account security, software updates, backups and restrictions on access to personal data.

No Internet-based system can guarantee absolute security. We therefore continuously review security measures appropriate to the nature of the information we process.

14. Your Rights Under the GDPR

Where the GDPR applies, you may have the right to:

• access personal data we hold about you;
• rectify inaccurate or incomplete personal data;
• request erasure of your personal data where the legal requirements are met;
• restrict processing in certain circumstances;
• receive or transfer your data where the right to data portability applies;
• object to processing based on legitimate interests;
• object at any time to direct marketing;
• withdraw consent at any time where processing is based on consent.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

These rights are subject to the conditions and exceptions established by the GDPR and applicable law.

To exercise your rights, contact:

os@soinikova.digital

We may need to verify your identity before processing a request.

We will respond without undue delay and normally within one month, as required by the GDPR.

15. Automated Decision-Making

We do not use personal data collected through the Website to make decisions based solely on automated processing that produce legal effects or similarly significant effects on Website visitors or prospective clients.

AI tools may form part of our professional production and communication workflows, but this does not mean that Website enquiries are subject to automated decisions with legal or similarly significant consequences.

16. Children

The Website and Soinikova Digital's commercial services are directed primarily towards organisations, professionals and adult users.

We do not intentionally use the Website to collect personal data from children for commercial marketing purposes.

If you believe that a child has provided personal data through the Website inappropriately, please contact us so that we can review the situation and take appropriate action.

17. Complaints

If you have concerns about how we process your personal data, we encourage you to contact us first so that we can address the issue.

You also have the right to lodge a complaint with a competent supervisory authority.

As Soinikova Digital is established in Greece, the relevant supervisory authority is:

You may also have the right to contact the competent supervisory authority in the EU/EEA country where you live, work or where an alleged infringement occurred.

18. Changes to This Privacy Policy

We may update this Privacy Policy when our Website, services, technology providers or data-processing practices change, or where this is necessary to reflect legal or regulatory developments.

The current version will be published on soinikova.digital together with its latest revision date.

Material changes may be highlighted where appropriate.

19. Contact

For questions about this Privacy Policy, the processing of your personal data or the exercise of your GDPR rights, please contact: