PRIVACY POLICY

COOL GRAY LDA operates based on trust and transparency. This commitment reflectsd our relationship with our customers, employees, and suppliers. The privacy and security of the data and information you share with us is a priority for us.

We will only collect, store, process, transmit or delete personal data, which are mandatory for offering you an exemplar service. We will inform you of how we use your personal data and why, with the assurance that we collect, share, and store your personal data based on best practices in personal data security and protection.

We will explain to you how we manage your personal data, and we assure that we use the best market practices to store it safely and with protection.

When your data is collected, stored, processed, transmitted, or deleted by other entities, we require the same level of privacy and security.

The use and protection of Customers' personal data that are controlled by COOL GRAY LDA comply with the provisions of EU Regulation 2016/679.

If you have any questions about how we use your personal information, you can contact us via e-mail at info@coolgray.eu

 

1. Who is responsible for processing my personal data?

The entity responsible for processing personal data (the data controller) is COOL GRAY Lda, with registered office at Av. Ferreira de Castro 1220, 3720-024 Oliveira de Azeméis, Portugal.

 

2. What personal data can COOL GRAY LDA collect?

When we refer to "Personal Data" in this Privacy Policy means all of information that correlates to you and allows us to directly or indirectly identify you. Personal data might include, for example, your name, your tax identification number, your contacts (physical or electronic), any registration of your transactions and/or your contacts with us.

We might also collect your personal data from other companies, especially when they gather, process or store your data under a service agreement.

COOL GRAY LDA might collect the following categories of personal data:

i. Customer data - name, address, telephone number, e-mail;

ii. Customer data - email - when you subscribe to our newsletter;

iii. Customer data - full name and tax identification number - when you purchase our products or services in our platform or in platforms where we are integrant part.

 

a. User identification data - name, e-mail, address, tax identification number - when you make an online purchase;

c. Customer data for delivery - name, address, postcode, telephone contact, e-mail, purchase details - when requesting delivery of the purchase made.

v. Customer data for after-sales services - name, address, postcode, telephone contact, e-mail, purchase details, product guarantee - when you request a repair/alteration to a product or make a complaint regarding quality;

vi. Recording telephone calls, e-mails or chats for remote contacts - when you contact the Customer support or our commercial team.

 

3. How and why does COOL GRAY LDA use my personal data?

We use your personal data for the following reasons:

i. Marketing - to inform you of news and offers that may be of interest to you;

ii. Transaction management - for issuing invoices for the acquisition of goods and services;

iii. Delivery - so we can deliver your purchases to your office, warehouse or home;

iv. Customer support - so we can provide a support service before, during and after the sale;

v. Guarantees and after-sales - to enable you to access repair services for the products you have purchased with a guarantee and so that we can repair or replace them;

vi. Service management - to be able to provide the service you contracted from us, for example, alerts or requests concerning the availability of product stock

 

4. How long does COOL GRAY LDA store my personal data?

We only store your personal data for as long as necessary for the reasons indicated in point 3 and to comply with the law.

Once the maximum storage period is reached, your personal data will be anonymized or destroyed/erased safely.

The most significant data storage periods are as follows:

i. Marketing –  Up to 3 years after your registration

ii. Transaction management - we retain your data for a period of 10 years;

iii. Delivery - we retain your data for a period of 10 years;

iv. Customer support - we might retain the recording of your calls and records of your written interactions for 6 months;

vi. Warranties and after-sales - we retain your data for a period of 2 years;

vii. Services management - we retain your data for a period of 1 year.

 

When the maximum retention period ends, we will erase or anonymize all your personal data, unless you request otherwise, or any unforeseen situation or error occurs.

5. Who can COOL GRAY LDA share my personal data with?

COOL GRAY LDA might communicate your personal data:

i. to third-party service providers, especially companies involved in purchase and payment collection management processes, transport, storage, marketing, website hosting and bank branches.

COOL GRAY LDA subcontracts only to reputable service providers, who can only process customer data for the purposes established by COOL GRAY LDA, complying with the legal rules on personal data protection, information security and other applicable standards. Only the personal data necessary for the provision of the service in question are provided to these companies.

We may have to disclose your personal data to the authorities or to third parties, when required by law. In such cases, our control over how your personal data is limited.

6. Does COOL GRAY LDA transfer my personal data outside the European Union?

COOL GRAY LDA may transfer your personal data to third countries outside the European Union, maintaining the same level of assurance of protection of those data.

 

7. How does COOL GRAY LDA protect my personal data?

We have a variety of information security measures, in line with best national and international practices, in order to protect your personal data, including technological controls and administrative, technical and physical measures and procedures that guarantee the protection of your personal data, preventing its misuse, unauthorized access and disclosure, data loss, its improper or inadvertent alteration, or unauthorized destruction. In terms of information security, we have the same commitment to continuous improvement that guides our daily business activity.

Below are some of the more important measures we use:

i. Access to your personal data is restricted only to those who need access for the reasons set out above;

ii. Storage and transfer of personal data only by secure means;

iii. Protection of information systems through devices that prevent unauthorized access to your personal data;

iv. Implementation of mechanisms that safeguard the integrity and quality of your personal data;

vi. Continuous monitoring of information systems, with the aim of preventing, detecting and avoiding misuse of your personal data;

 

vii. Redundancy of personal data storage, processing, and communication equipment to avoid loss of availability.

We may have to disclose your personal data to the authorities or to third parties, when required by law. In such cases, our control over how your personal data is limited.

 

8. Why do we use cookies and how do we guarantee your privacy?

Cookies are small text files sent to your computer or mobile device when you visit websites. Cookies allow us to enhance the performance and your browsing experience, giving us the possibility to store and collect information about your browsing behaviors in order to personalize your experience and your preferences.

The cookies that COOL GRAY LDA collects do not allow the user to be identified. They only store generic information, namely the type and/or place of access and how the websites are used. Cookies only retain information related to your preferences as a user.

These are the types of Cookies we might use depending on the moment you access our websites:

i. Session cookies: Temporary cookies that remain in the browser's cookie file until leaving the web page, so no record is left on the user's hard drive. The information gathered by these cookies is used to analyze website traffic patterns. Session cookies allow both the content and the usability of the site to be improved.

ii. Analysis cookies: Cookies processed by us or by third parties, allowing us to quantify the number of users and to conduct statistical measurement and analysis of how users are using the service offered. We examine how you browse on our site, with the aim of improving the supply of products or services we offer you.

iii. Advertising cookies: Cookies processed by us or by third parties, allowing us to more effectively manage the offer of advertising space that exists on the site. They allow us to analyze your browsing habits and to show you advertising related to your browsing profile.

If you prefer not to allow cookies you have the option to disable cookies in the browser you use, but you should be aware that some web pages may not be presented correctly.

All browsers allow the user to accept, decline or delete cookies by selecting those actions in the advanced browser settings. Cookies can be configured in the "Options" or "Preferences" menu. You should note, however, that disabling cookies may prevent some web services from working properly, and it may totally or partially affect your browsing experience on the website.

9. How can I exercise my Personal Data Protection Rights?

In certain circumstances, you have the right to access or request:

i. Additional information about how we use your personal data;

ii. Your personal data;

iii. That we transmit the personal data you provided us to another entity;

iv. The updating of your personal data;

v. The erasure of your personal data;

vi. Not to be subject to individual and automated decisions;

vii. An objection to the processing of your personal data;

viii. The limitation of how we use your personal data while we correct or clarify any doubts about the content or what we use them for;

ix. The provision of a channel so that you can challenge decisions that have been based on your personal data.

You also have the right to withdraw or change the consent you have given us to use your personal data at any time.

The exception to the exercise of these rights is when your personal data are used to safeguard the public interest, especially in cases of crime detection and prevention.

To exercise your personal data protection rights, or whenever you have any questions about how we use your personal data, or please contact us by e-mail at info@coolgray.eu

You can also contact our Data Protection Officer by e-mail at info@coolgray.eu

If you are not satisfied with how we use your personal data or with our response to your request to exercise your rights, you may file a complaint with the Portuguese National Data Protection Commission (CNPD) - Address: Rua de São Bento, 148 – 3º, 1200-821 Lisboa – Telephone: +351213928400 – Fax: +351213976832 – E-mail: .