01 / Controller
Who we are
Vooglin provides workflow automation, digital systems, integrations, websites, forms, spreadsheets, email and document automation, technical support and related services.
Vooglin processes personal data in connection with enquiries, offers, projects, automation services, integrations, support and customer relationships. For this information, Vooglin acts as the data controller.
For privacy questions and requests, email egor@vooglin.ee.
02 / Data
Information we process
Depending on the enquiry, project or service, Vooglin may process:
- first and last name;
- organisation or company name and job or role information;
- email address and telephone number;
- information submitted through website forms and customer requests;
- preferred meeting dates and times submitted with a consultation request;
- project and service information and communication history;
- workflow and process information;
- files and documents supplied by the customer;
- information required to set up, maintain or support an automation;
- information stored in customer systems where access is required to perform the service;
- customer relationship management information; and
- technical information necessary to configure or maintain integrations.
Vooglin seeks to process only the information reasonably necessary for the relevant purpose.
03 / Purpose
Why we process information
Information may be processed to respond to enquiries, arrange requested consultations, communicate with potential and existing customers, prepare offers, deliver projects, configure automations, maintain integrations, provide technical support, manage customer relationships, improve service quality, protect security, resolve technical problems, fulfil contracts and comply with applicable legal obligations.
Depending on the situation, the legal basis may be taking steps at your request before entering into a contract, performing a contract, Vooglin’s legitimate interests in operating and protecting its services and customer relationships, consent where applicable, or compliance with a legal obligation.
04 / Systems
Customer systems and integrations
Some projects require temporary or continuing access to customer-controlled services such as Google services, email systems, forms, spreadsheets, APIs, CRM systems, websites, automation platforms or other services selected by the customer.
Vooglin uses this access only where necessary to configure, maintain or support the agreed automation or service. The customer continues to own and control its accounts.
Where an automation processes personal data belonging to a customer or the customer’s users, Vooglin processes that data only as needed to provide the agreed service. The customer is responsible for ensuring it has a lawful basis and the necessary authority to provide and use that data. Access should be limited to what the project requires.
Where Vooglin handles personal data solely on a customer’s documented instructions, Vooglin may act as a data processor and the applicable project terms and instructions also govern that processing.
05 / Access
API keys and account access
Some integrations require API keys, access tokens, OAuth permissions, service credentials or other technical secrets. These credentials are processed only when necessary to provide the agreed service, should be stored carefully, and access should be limited to what is required.
Where possible, scoped tokens, OAuth permissions or dedicated API credentials should be used instead of sharing a primary account password.
Credentials and access should be deleted, revoked or returned when they are no longer required. Customers may ask Vooglin to remove its access at any time. Credentials required for an active maintenance or support service may remain in use while that service remains active, but they do not automatically remain active for the general three-year record-retention period.
06 / CRM
CRM and customer relationships
Vooglin may maintain a customer or contact CRM containing organisation name, contact person, email address, telephone number, communication history, project or service information, enquiry or project status, and notes necessary to manage the customer relationship.
CRM and customer-contact information may generally be retained for up to three years after the most recent meaningful interaction. If the same person or organisation contacts Vooglin again, the retention period may restart from the latest meaningful interaction.
Information needed to provide an active maintenance or support service may be retained throughout that service relationship.
07 / Retention
Data retention
- CRM and contact information
- Generally up to three years after the latest meaningful interaction. A new meaningful interaction may restart this period.
- Project and customer records
- Generally up to three years after the project or customer relationship ends where reasonably necessary for service history, dispute resolution, follow-up work or the protection of legitimate interests, unless a longer period is required by law.
- Active maintenance and support
- Information necessary to provide the service may be retained while the service remains active.
- API keys and access credentials
- Only for as long as reasonably necessary for the active integration, maintenance or support. They should be removed or revoked when no longer required.
- Accounting and legal records
- For the period required by applicable law.
Some information may be deleted earlier when there is no longer a legitimate reason to retain it.
08 / Providers
Service providers and third-party services
Vooglin may use service providers for hosting, email delivery, automation webhooks, cloud storage, automation platforms, CRM, forms and customer-selected integrations where necessary to provide the requested service. Data may be processed by those providers to the extent required for their role.
Automations may connect to independent third-party services selected or used by the customer. Those services have their own privacy policies and terms. Vooglin does not control and is not responsible for changing the privacy practices of independent third-party platforms.
Information may also be disclosed where required by applicable law or necessary to establish, exercise or defend legal claims.
09 / Security
Security
Vooglin applies appropriate technical and organisational measures in light of the information and service involved. Access should be limited to the people and services that need it, data access should be minimised, credentials should be handled carefully, and unnecessary access should be revoked.
No method of storage or transmission can guarantee absolute security, but Vooglin aims to reduce risk through proportionate safeguards and careful access management.
10 / Rights
Your rights
Where applicable under data protection law, you may have the right to:
- request access to your personal data;
- request correction of inaccurate or incomplete data;
- request erasure of your personal data;
- request restriction of processing;
- object to processing based on legitimate interests;
- receive or transfer certain data in a portable format where applicable; and
- withdraw consent at any time where processing is based on consent.
You may also lodge a complaint with the competent data protection authority. Some information may still need to be retained where required by law or necessary for legitimate legal claims.
To exercise a privacy right, email egor@vooglin.ee.
11 / Deletion
Data deletion
You may ask Vooglin to delete your personal information by emailing egor@vooglin.ee. Where there is no legal, contractual or legitimate reason requiring continued retention, the information will be deleted.
If a request concerns an API key, token, account permission or other access, you may also ask Vooglin to revoke or remove that access. You can additionally revoke access directly in the relevant customer-controlled service where that option is available.
12 / Updates
Changes to this policy
This Privacy Policy may be updated when Vooglin’s services, working practices or legal requirements change. The latest version will be published on this page, and the date at the top shows when it was last updated.