As your IT partner, we look after your systems and your data. This policy explains what personal information Tsop Tech collects through our websites tsop.tech and promotions.tsop.tech and when you work with us, why we collect it, who we share it with and the choices you have. We have written it to be read, not skimmed past.
Key points
- We collect only what we need to answer your enquiry, provide our services, bill you and keep our systems secure.
- Our forms ask about your project, not about sensitive matters. Please never send passwords or access credentials through them.
- We do not sell your information and we do not use it for third-party advertising.
- Analytics and advertising cookies only with your consent. Google Analytics and Google advertising cookies are only set if you accept them, and you can change your mind at any time. The other cookies and browser storage items our websites use are needed for security and for the sites to work. See our Cookie Policy.
- We do not process sensitive personal information such as health data, religious beliefs or biometric data.
- You are in control. You can ask to see, correct or delete your information, and unsubscribe from our emails at any time.
- Questions? Email [email protected] and we will reply within one month.
1. Who we are
This website and our services are provided by Tsop Tech Digital Solutions Ltd (“Tsop Tech”, “we”, “us”, “our”), a company registered in the Republic of Cyprus, with its office at Seferi 8, Limassol 4157, Cyprus.
For the personal information described in this policy, Tsop Tech is the data controller. This means we decide how and why the information is used, and we are responsible for protecting it under the EU General Data Protection Regulation (GDPR) and the Cyprus data protection law (Law 125(I)/2018).
2. What this policy covers
This policy applies when you:
- visit tsop.tech, promotions.tsop.tech (the pages that describe our services and products), or any other Tsop Tech website that links to this policy;
- send us an enquiry or a project brief through one of our forms, or contact us by email, by phone or on social media;
- sign up to our mailing list;
- become a customer, or represent a business that is one;
- use one of our online platforms, such as AIS Dashboard Pro or STYX Fleet Manager.
When we handle data on behalf of our clients
When we host a client’s website or email, manage their IT systems or provide support, we may have access to personal information that belongs to that client, for example their staff’s mailboxes or their customers’ details. In that case the client is the data controller and we act as their data processor. We only use that information to provide the agreed services, on the client’s documented instructions and under our agreement with them. If your information is held by one of our clients, please contact that client about it first.
3. Information we collect
Information you give us
| When | What we collect |
|---|---|
| You send an enquiry through the contact form on tsop.tech | First and last name, email address, phone number, the service you are interested in, your message, and a record that you accepted this policy |
| You send an enquiry or project brief through a service page on promotions.tsop.tech | Each service page has its own short form, so the questions depend on the page you use. First and last name, email address, phone number and, where you give it, your company name. The service the form belongs to and your answers about your project or setup, for example the type of website you need, pages and features, languages, domains, your current providers, the number of users, devices, mailboxes or vessels, what you use today, your timeline, and anything you write in the free-text fields. We also record the page you sent it from and that you accepted this policy. |
| You tell us about a security incident in the Cyber Security form | The short description you choose to give. Please describe what happened in general terms only. |
| You join our mailing list | Your email address and, on promotions.tsop.tech, the page you signed up from |
| You become a customer | Contact details, job title, company name, billing address, VAT or registration number, and records of the services we provide and the support requests you make |
| You use one of our platforms | Account details such as your name, email address and login credentials, and the settings and data you enter |
| You contact us by email, phone or social media | The contact details you use and the content of your messages |
Please make sure the information you give us is accurate, and let us know if it changes. Please do not send passwords, access credentials, card details or other sensitive information through our forms. If we need access to your systems for a project, we will arrange it with you through a secure channel.
Payments
Payments are handled by our payment providers: PayPal, JCC, Stripe and Bank of Cyprus. They process your card or account details under their own privacy policies. We never see or store your full card number. We only receive confirmation of the payment and the details we need for our accounting records. Orders placed through our e-shop at buy.tsop.tech, our store at crm.tsop.tech (for example from the “Get Pro” buttons on the AIS Dashboard Pro page) or our domain and hosting store at billing.tsop.tech are handled there. The hosting plan buttons and the domain search on our hosting page lead to billing.tsop.tech, and a domain name you type in the search is passed to it so it can check whether the name is available.
Information collected automatically
When you visit our websites, our web servers and our security provider, Cloudflare, record technical information such as your IP address, browser and device type, the pages you request, the date and time, and the page that referred you. With form submissions we also record the IP address and time of sending. We use this information to keep the website secure, prevent spam and abuse, and fix problems. We do not use it to build a profile of you.
Website analytics and advertising (only with your consent)
If you accept analytics cookies on our websites, we use Google Analytics to understand how visitors use our website: for example which sections they reach, which links and buttons they use, whether they send a form, and roughly where they are and what device they use. Google Analytics does not store your full IP address, and we do not use it to identify you.
If you also accept advertising cookies, Google Ads can use this information to tell us which of our ads brought visitors and enquiries, and to show our ads to people who have visited our website. If you are signed in to a Google account and have allowed it in your Google settings, Google may also connect this information with your account (“Google signals”), for example to recognise visits from your different devices and to give us anonymous reports on visitors’ age groups and interests. We do not allow other companies to advertise to you using our data.
If you reject these cookies, or never answer, Google Analytics is not loaded and nothing is sent to Google. You can change your choices at any time with the “Cookie settings” link at the bottom of our pages. Google provides these services under its own Privacy Policy; you can also manage how Google uses your data for ads in your Google ad settings.
Spam protection on our forms
The contact, enquiry, project brief and newsletter forms on both websites are protected by Google reCAPTCHA. It loads only when you start filling in one of the forms, not while you simply browse. It collects information about your device and browser, and how you interact with the page, and sends it to Google to check that the form is being sent by a person and not by an automated program. Google provides this service under its own Privacy Policy and Terms of Service. We receive only a score of how likely the submission is to be genuine, which we use to block spam.
Sensitive information
We do not ask for, and do not want to receive, special categories of personal information such as health data, political opinions, religious beliefs or biometric data. Please do not include this kind of information in your messages to us.
4. How we use your information
We only use personal information when the law allows it. The table below sets out each purpose and the legal basis under the GDPR that we rely on.
| Purpose | Legal basis |
|---|---|
| Replying to your enquiry, reviewing your project brief and preparing a proposal or quote | Taking steps at your request before entering into a contract; our legitimate interest in responding to business enquiries |
| Providing our services, support and platform accounts | Performance of a contract |
| Invoicing, taking payments and keeping accounting records | Performance of a contract; compliance with our legal obligations |
| Sending our newsletter | Your consent, which you can withdraw at any time |
| Following up on a proposal we have sent you | Our legitimate interest in growing our business, with an easy way to tell us to stop |
| Telling existing customers about services similar to the ones they use | Our legitimate interest in growing our business, with an easy way to opt out |
| Keeping our website, systems and customers secure, and preventing spam and fraud | Our legitimate interest in protecting our business and the people who use our services |
| Measuring how our websites are used, with Google Analytics | Your consent, which you can withdraw at any time |
| Measuring how well our ads work and showing our ads to past visitors, with Google Ads | Your consent, which you can withdraw at any time |
| Improving our services | Our legitimate interest in running and developing our business |
| Meeting legal and regulatory requirements, and establishing or defending legal claims | Compliance with our legal obligations; our legitimate interest in protecting our rights |
Where we rely on legitimate interests, we have balanced them against your rights and interests. You can ask us for more information about this, and you can object at any time (see Your rights).
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
5. Cookies and browser storage
Both websites use a small number of strictly necessary cookies and browser storage items: to protect the websites against bots and attacks (Cloudflare), to stop spam when you send a form (a session cookie and Google reCAPTCHA, which loads only when you start filling in a form), to remember your cookie choices and, on tsop.tech, to shorten the intro animation on your next page view. These do not need your consent.
On both websites, Google Analytics and Google advertising cookies are used only if you accept them in the cookie banner, and one choice covers both websites. You can accept both, reject both or choose them separately, and change your choice at any time with the “Cookie settings” link at the bottom of our pages. If you withdraw your consent, we stop sending data to Google and delete its cookies from your browser.
Our Cookie Policy lists every cookie on both websites, what it does and how long it lasts. You can also block or delete cookies in your browser settings; if you do, the forms and security checks may not work as expected.
Our other websites and platforms, such as our e-shop and client portals, may use additional cookies. Where they do, they explain this on the site itself.
6. Who we share your information with
We do not sell your personal information. We share it only where necessary, with:
- Service providers who help us run our business: hosting and infrastructure (such as DigitalOcean and Amazon Web Services), website security and delivery (Cloudflare), spam protection for our forms (Google reCAPTCHA), website analytics and advertising if you accept them (Google Analytics and Google Ads), email and communication tools, our customer relationship management and helpdesk systems, and data backup services. They may only use your information to provide their services to us, and must keep it secure and confidential.
- Payment providers: PayPal, JCC, Stripe and Bank of Cyprus, to process your payments.
- Professional advisers: our accountants, auditors, lawyers and insurers, where needed.
- Authorities: tax authorities, regulators, courts or law enforcement, when the law requires it or to protect our rights, our customers or others.
- A buyer or successor: if all or part of our business is sold, merged or reorganised, the new owner may receive the information under the same protections.
7. International transfers
We are based in Cyprus and store most information within the European Economic Area (EEA). Some of our service providers, and some of our work for clients in the United Arab Emirates, may involve processing your information outside the EEA. When this happens, we make sure it is protected by an adequacy decision of the European Commission (such as the EU-US Data Privacy Framework) or by the European Commission’s Standard Contractual Clauses, together with any additional safeguards that are needed. You can ask us for details of these safeguards.
8. How long we keep your information
We keep personal information only for as long as we need it for the purposes described above.
| Information | How long we keep it |
|---|---|
| Enquiries and project briefs that do not lead to a contract | Up to 24 months after our last contact with you |
| Customer, contract and billing records | For as long as you are a customer, then for as long as tax, accounting and other laws require |
| Mailing list | Until you unsubscribe. We then keep your email address on a suppression list so that we do not contact you again. |
| Platform accounts | For as long as the account is active, then as set out in the platform’s terms |
| Website analytics (Google Analytics) | 14 months, then deleted automatically |
| Server and security logs | Normally no longer than 12 months, unless we need them to investigate a security incident |
After this, we delete or anonymise the information. Copies in secure backups are overwritten in the normal backup cycle.
9. How we keep your information safe
Security is part of what we do for our clients every day, and we apply the same standards to ourselves. We use encrypted connections (HTTPS), spam and abuse protection on our forms, access controls that limit information to the people who need it, strong authentication, regular updates and monitoring, and secure backups.
No system connected to the internet can be guaranteed to be completely secure. If a personal data breach occurs that is likely to put your rights at risk, we will notify the Commissioner for Personal Data Protection and, where required, tell you without undue delay.
10. Your rights
Under the GDPR you have the right to:
- Access the personal information we hold about you and receive a copy of it;
- Correct information that is inaccurate or incomplete;
- Delete your information, where we no longer have a reason to keep it;
- Restrict how we use your information, for example while a complaint is being resolved;
- Object to our use of your information based on legitimate interests, and to direct marketing at any time;
- Data portability: receive the information you gave us in a commonly used, machine-readable format, or have it sent to another organisation;
- Withdraw your consent at any time, where we rely on it. This does not affect anything we did before you withdrew it.
To exercise any of these rights, email [email protected] or use our help centre at help.tsop.tech. We will reply within one month. This can be extended by up to two further months for complex requests, in which case we will tell you. We may need to confirm your identity before we act on a request. Exercising your rights is free, unless a request is clearly unfounded or excessive.
Making a complaint
If you are unhappy with how we have handled your information, please contact us first so that we can try to put it right. You also have the right to complain to a data protection authority:
- Cyprus: Commissioner for Personal Data Protection, dataprotection.gov.cy
- Greece: Hellenic Data Protection Authority, dpa.gr
- Other EEA countries: your local authority, listed by the European Data Protection Board
If you are located outside the EEA, for example in the United Arab Emirates, you may have similar rights under your local law. Contact us and we will help.
11. Marketing emails
We send our newsletter only to people who have signed up for it. Existing customers may also receive occasional news about services similar to the ones they use. You can unsubscribe at any time by using the link in any of our emails, or by emailing [email protected] with the word “UNSUBSCRIBE”. After you unsubscribe we will still send you service messages, such as invoices, support replies and important notices about your services. Sending us an enquiry or project brief does not sign you up to our newsletter.
12. Children
Our websites and services are intended for businesses and adults. We do not knowingly collect personal information from anyone under 18. If you believe a child has given us their information, please contact [email protected] and we will delete it.
13. Other websites
Our websites link to other websites, including our clients’ websites in our portfolio, our online store and platforms, our social media pages, our partners and our payment providers. We are not responsible for how those websites handle personal information. Please read their privacy policies.
14. Changes to this policy
We may update this policy when our services or the law change. The “Last updated” date at the top shows when it was last revised. If we make significant changes, we will post a notice on our website or tell our customers directly.
15. Contact us
For any question about this policy or your personal information, contact us at:
Tsop Tech Digital Solutions LtdSeferi 8, Limassol 4157, Cyprus
Email: [email protected]
Phone: +357 25 257935 (Cyprus) · +30 211 198 8656 (Greece)
See also our Terms & Conditions and Cookie Policy.