Privacy policy

1Who is responsible for your data

Geoks Vara OÜ is the controller for the website geoksvara.ee, for enquiries, calls and messages that reach us before a contract is signed, and for letters to apartment associations. A client signs the accounting services contract with Geoks Vara OÜ or with Geoks Digital OÜ. The company named in the contract is the controller of the client’s data.

If you have a question about your data, write to info@geoksvara.ee.

2What data we receive and why

Enquiries, calls and messages

When you write to us through the form on the website, call us or send a message, we receive your name, your phone number or email address, your question and any files you attach. We use this data to reply to you and, at your request, to prepare a contract. If you write on behalf of a company or an association, we reply to you on the basis of legitimate interest. In the website form, your name and a phone number or email address are required: without them we cannot reply.

If you are our client

We receive the contract data, our correspondence with you and the data that the Money Laundering and Terrorist Financing Prevention Act requires us to collect to check a client (customer due diligence). The client questionnaire shows which data we need for the checks. We process the data of a sole trader (FIE) under our contract with them. We process the data of a representative of a company or an association on the basis of legitimate interest, so that we can perform our contract with that company or association. We process the data from the checks because the law requires it. Without the checks, the law does not allow us to sign a contract.

Visiting the website

The server records your IP address, the time of your visit, the pages you opened, the address of the page you came from, and your device and browser type, so that the website works and stays secure. We count visits on the website’s own server to see which pages people read. We keep server logs and visit statistics on the basis of legitimate interest. If you came to the website through a link with a source tag, including a link from one of our videos, the website remembers this tag while the browser tab is open. When you send an enquiry, the website attaches this tag, the first page you opened on the website and the address of the site you came from. This shows us how people find out about us, and we do it on the basis of legitimate interest. The website also saves a few notes in your browser for your convenience: whether you closed the ‘Kompass on your phone’ tip, how many times you opened Kompass (our guides section in Estonian and Russian) and which items you ticked in the guides. These notes stay on your device and do not reach us. The website does not use cookies.

Letters to apartment associations

From the open register data at ariregister.rik.ee, we take the association’s name and registry code, the building address, the association’s email address and the names of the management board members. We write to the board to offer accounting services, and we do this on the basis of legitimate interest.

You can opt out of our letters at any time. Reply to the letter with the word ‘Unsubscribe’ or write to info@geoksvara.ee. It is free of charge. After you opt out, we will not send you offers again.

3Who we share data with

We may share data with:

• companies that provide us with website hosting, email, cloud storage, accounting software and communication services;
• the other Geoks company, when this is needed to handle your enquiry or contract;
• public authorities, when the law requires it.

Our email and cloud storage provider may also process data in the United States. The provider takes part in the EU-US Data Privacy Framework, so these transfers are covered by the European Commission’s adequacy decision for the United States.

Messages on Telegram, Viber and social media pass through the servers of these services, which may be located outside the European Union.

4How long we keep data

• We keep enquiries, call data, emails and messages that did not lead to a contract for up to 12 months after the last contact.
• We keep the contract with a client and the invoices under it for 7 years from the end of the financial year in which the contract ended, as the Accounting Act requires. We keep the data from client checks for 5 years after the contract ends, as the Money Laundering and Terrorist Financing Prevention Act requires.
• We keep correspondence with a client for up to 7 years after the contract ends, on the basis of legitimate interest, to protect our rights if a dispute arises.
• We keep the contact details of apartment associations for up to 12 months after the last letter. If an association opts out of our letters, we keep its email address on our opt-out list for as long as we send such letters.
• We keep server logs and visit records for up to 12 months.

5Your rights

You can ask us to show you what data we hold about you (right of access) and to correct it (rectification). You can also ask us to erase it if there is no longer a reason to keep it (erasure), to restrict its processing, or to transfer the data you gave us for the contract to you or to another company you name (data portability).

You can object at any time to our use of your data on the basis of legitimate interest. This includes letters with offers.

To use any of these rights, write to info@geoksvara.ee. If you think we are breaching your rights, you can contact the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon).