Privacy Policy

1. Scope and data controller

CLOUD-EX Information Systems Ltd (“CLOUD-EX”, “we”, “us” or “our”) is the controller of personal data collected through this website and its project inquiry form.

Our office is at 12 Nigritas Street, Office 401, Ria Court 34, 6018 Larnaca, Cyprus. You can contact us at info@cloud-ex.com or +357 97 616230.

This policy covers the public CLOUD-EX website. Personal data processed for client projects, employment, supplier relationships, or contracted services may be governed by additional notices or contractual terms.

2. Personal data we collect

• Inquiry information: your full name, email address, inquiry type and message, together with any company name or telephone number you choose to provide.
• Submission records: consent status, submission date and time, and the status of any email notification generated by the website.
• Technical and security information: hosting and security systems may temporarily process information such as IP address, browser or device details, requested pages, timestamps, and diagnostic or security events. The inquiry rate limiter does not store a raw IP address.
• Communications: information contained in subsequent emails, telephone calls, or other correspondence relating to your request.

3. Purposes and legal bases

We use personal data only where there is an appropriate legal basis. Depending on the context, processing is carried out to:

• Review and respond to inquiries, including taking steps requested before a possible contract (Article 6(1)(b) GDPR) or pursuing our legitimate interest in managing genuine business communications (Article 6(1)(f)).
• Contact you about the request you submitted where you have expressly agreed to this (Article 6(1)(a)). You may withdraw consent at any time, without affecting processing already carried out.
• Protect the website and prevent misuse, based on our legitimate interests in security, fraud prevention, service availability, and troubleshooting (Article 6(1)(f)).
• Comply with legal obligations and establish, exercise, or defend legal claims where applicable (Articles 6(1)(c) and 6(1)(f)).

We do not sell personal data. Inquiry information is not used for unrelated advertising or added to a marketing list without a separate, valid basis.

4. Project inquiry form

Fields marked as required are needed so that we can understand and respond to your request. Optional fields help us contact you or understand the relevant organisation. If required information is not provided, the form cannot be submitted.

A submitted inquiry is stored as a private WordPress record accessible only to authorised administrators. If production email delivery is configured, a copy is also sent to the designated CLOUD-EX inquiry mailbox.

5. Cookies and similar technologies

The public-facing website does not currently use advertising or audience-analytics cookies. WordPress may use strictly necessary cookies for authenticated administrators, security, and session functionality. These are not used to build advertising profiles.

The cookie notice stores its version, your acknowledgement, and the acknowledgement date in this browser’s local storage so it is not shown repeatedly. This preference is not used to identify you or track activity across websites. You can remove it by clearing this website’s stored site data.

If non-essential analytics, advertising, or embedded third-party services are introduced, this policy and any required consent controls will be updated before those technologies are enabled.

6. Recipients, service providers, and transfers

Personal data may be available to authorised CLOUD-EX personnel who need it to handle an inquiry or operate the website. We may also use service providers for website hosting, email delivery, backups, security, maintenance, and professional advice. Those providers may process data only for the relevant service and subject to appropriate confidentiality and data-protection obligations.

We may disclose information where required by law, a court, or a competent authority, or where reasonably necessary to protect legal rights and system security.

If personal data is transferred outside the European Economic Area, we use a recognised transfer mechanism where required, such as an adequacy decision or the European Commission’s Standard Contractual Clauses, together with supplementary safeguards where appropriate.

7. Retention

The private WordPress record created by the project inquiry form is normally deleted automatically after 365 days. We may delete it earlier when it is no longer needed.

Related email correspondence and business records may be retained for a different period where necessary to manage a prospective or active business relationship, meet legal or accounting obligations, resolve disputes, or establish and defend legal claims. Technical logs and backups follow the retention schedules of the systems and service providers concerned.

8. Security

We use reasonable technical and organisational measures intended to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. Access to website inquiries is restricted to authorised administrators, and the form includes validation, anti-abuse controls, and privacy-preserving rate limiting.

No internet transmission or storage system is completely secure. If you believe information submitted through this website has been compromised, contact us promptly.

9. Your data-protection rights

Subject to the conditions and exceptions in applicable law, you may have the right to:

• request access to your personal data;
• ask us to correct inaccurate or incomplete data;
• request erasure of personal data;
• request restriction of processing;
• object to processing based on legitimate interests;
• receive data you provided in a structured, commonly used, machine-readable format where data portability applies;
• withdraw consent at any time where processing relies on consent; and
• lodge a complaint with a competent supervisory authority.

We do not use website inquiry information for solely automated decisions, including profiling, that produce legal or similarly significant effects.

10. External websites

This website links to third-party websites, including client, product, app-store, map, and technology-provider pages. Their operators are responsible for their own privacy practices. Review the privacy information on those websites before providing personal data.

11. Changes to this policy

We may update this policy when the website, our processing activities, service providers, or legal requirements change. The current version and its last-updated date will remain available on this page.

12. Contact and complaints

To exercise a right or ask a privacy question, email info@cloud-ex.com, call +357 97 616230, or write to CLOUD-EX Information Systems Ltd at the Larnaca office address above. We may need to verify your identity before acting on a request.

You also have the right to lodge a complaint with the Office of the Commissioner for Personal Data Protection in Cyprus. You may contact CLOUD-EX first so that we have an opportunity to address your concern, but this does not limit your right to approach the supervisory authority.