Privacy Policy

Introduction

This Privacy Policy applies to citizens and legal permanent residents of the European Economic Area and Switzerland who use Proto CRM, a customer relationship management platform provided by Protogramma Informatics. We are committed to ensuring your privacy is protected. Where we ask you to provide information by which you can be identified, it will only be used in accordance with this Privacy Policy.

We are committed to: clearly stating the purposes for which we process personal data; limiting the collection of personal data to what is needed for those purposes; asking for your explicit consent to process your data where consent is required; taking appropriate security measures to protect your data and requiring the same from parties that process data on our behalf; and respecting your right to access, correct or delete your data held by us.

1.1 Contact — by Phone, Mail, Email and/or Webform

When you contact us by phone, mail, email or through a webform, we process the following data for the described purpose, legal basis and retention period.

• Data collected: first and last name, account name or alias, email address, telephone number, IP address, and information about your activity on our site.
• Purpose: to be able to respond adequately to your query or request.
• Legal basis: necessary for the performance of a contract, or for pre-contractual steps taken at your request.
• Retention period: until the underlying matter is resolved, and thereafter for as long as required by our record-keeping obligations.

1.2 Registering an Account

When you or your organization register an account in Proto CRM, we process the following data.

• Data collected: first and last name, account name or alias, email address, physical address, telephone number, and IP address.
• Purpose: to create and administer your user account, and to authenticate you when you sign in.
• Legal basis: consent, and necessary for the performance of the contract between you (or your organization) and us.
• Retention period: for as long as your account is active, and for a reasonable period afterwards in line with our data retention practices.

1.3 Newsletters and Product Updates

If you subscribe to our newsletter or product updates, we process the following data.

• Data collected: first and last name, account name or alias, email address, and IP address.
• Purpose: to send you the newsletter or update you requested.
• Legal basis: consent, which you may withdraw at any time by unsubscribing.
• Retention period: until you unsubscribe, or until you ask us to remove your data from the mailing list.

1.4 Customer Support Services

When you contact our support team through the Service, we process the following data.

• Data collected: first and last name, account name or alias, email address, physical address, telephone number, IP address, and information relating to the support request itself.
• Purpose: to provide customer support and resolve technical issues.
• Legal basis: consent, and necessary for the performance of the contract.
• Retention period: for the duration of your subscription and a reasonable period afterwards, for quality and audit purposes.

1.5 Compliance with a Legal Obligation

Where required by tax, accounting or other applicable law, we process the following data.

• Data collected: first and last name, account name or alias, physical address, email address, telephone number, and IP address.
• Purpose: to comply with our statutory obligations under Greek and EU law.
• Legal basis: compliance with a legal obligation.
• Retention period: for the period required by the applicable statute of limitations.

1.6 Service Statistics and Improvement

To understand how the Service is used and to improve it, we process the following data.

• Data collected: IP address, browser and device information, pages and features used, and timestamps.
• Purpose: to analyze usage, diagnose technical issues, and improve the reliability and performance of the Service.
• Legal basis: our legitimate interest in operating and improving a secure, reliable Service, or consent where cookies are used for this purpose (see our Cookie Policy).
• Retention period: for as long as necessary for the analysis described above, after which the data is deleted or aggregated so it no longer identifies you.

Cookies

We use cookies and similar technologies to operate the platform, remember your preferences, and understand usage patterns. Full details, including how to manage your preferences, are provided in our Cookie Policy.

3. Disclosure Practices

We do not sell your personal data. We may disclose personal data if we are legally obliged to do so, if you have given us express permission, or if it is necessary in the context of an investigation into fraud, misuse of the Service, or infringement of our rights. If we transfer part or all of our business, we may transfer your data to advisers or a prospective buyer of that business.

We use data processing agreements with the infrastructure, hosting, email and support providers we rely on to operate Proto CRM, so that any processing they carry out on our behalf remains subject to the same privacy commitments described here.

Security Measures

We apply appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure or destruction, including encryption in transit, access controls, environment isolation between organizations, and regular review of our security practices. No system is completely secure, and we encourage you to use a strong, unique password and enable any available account protections.

5. Third-Party Websites and Services

This Privacy Policy does not apply to third-party websites connected to the Service by links, or to third-party tools you choose to integrate with your account. We cannot guarantee that these third parties handle your personal data in a reliable or secure manner, and recommend you read their own privacy policies.

6. Amendments

We reserve the right to amend this Privacy Policy. We recommend that you consult this Policy regularly, so that you remain informed of any changes. Where possible, we will actively inform you of material changes.

Your Rights

Subject to the conditions set out in the GDPR, you have the right to:

• Access the personal data we hold about you.
• Request rectification of inaccurate or incomplete data.
• Request erasure of your data ("right to be forgotten"), where applicable.
• Request restriction of, or object to, certain processing activities.
• Receive your data in a portable format.
• Withdraw consent at any time, where processing is based on consent.

8. Submitting a Complaint

If you are not satisfied with how we handle a complaint about the processing of your personal data, you have the right to lodge a complaint with the Hellenic Data Protection Authority (Αρχή Προστασίας Δεδομένων Προσωπικού Χαρακτήρα).

Contact Us

For any question about this Privacy Policy or to exercise your rights, please contact us at privacy@protogramma.gr or by post at Leoforos Papanikolaou 150, Pefka, 570 10, Thessaloniki, Greece. You may also lodge a complaint directly with the Hellenic Data Protection Authority (Αρχή Προστασίας Δεδομένων Προσωπικού Χαρακτήρα) (https://www.dpa.gr).

• Address: Leoforos Papanikolaou 150, Pefka, 570 10, Thessaloniki, Greece
• Email: sotiris@protogramma.gr
• Phone: +30 231 403 5800

10. Data Requests

To request access to, correction of, or deletion of your personal data, contact us at sotiris@protogramma.gr. Please identify yourself clearly so we can verify and process your request.