Privacy Policy

2. Scope

2.1 This policy applies to personal data collected through our website, subscription forms, in-person interactions, and any other channels where Xena operates

2.2 It is relevant to all users in the European Union (EU) and complies strictly with GDPR requirements.

 

3. Data we Collect

3.1 Contact Information: We collect your name, email address, and phone number when you:

• Subscribe to updates or newsletters through our website.

• Provide your information at events or fairs.

3.2 Cookies and Tracking Data:

• Functional Cookies: Enable essential website features.

• Analytics Cookies: Help us understand user behaviour to enhance your experience.

• Marketing Cookies: Allow us to deliver personalised promotions.

3.3 No payment or financial data is collected directly through our website

 

4. How we use your data

We use personal data to:

4.1 Respond to Inquiries: Address your questions and provide requested quotes or service information.

4.2 Marketing: Send newsletters and promotional emails to users who have opted in.

4.3 Personalisation: Collaborate with third-party suppliers to fulfil personalised requests such as custom decor items.

 

5. Use of Cookies

5.1 Cookies allow us to enhance your experience. You can control cookie preferences through your browser settings.

5.2 Details of the cookies we use:

• Necessary Cookies: Ensure the website functions correctly.
• Performance Cookies: Track website performance metrics anonymously.
• Advertising Cookies: Deliver tailored advertising based on your preferences.

More information here: Cookies Policy

 

6. Sharing of Data

6.1 We may share data with trusted third-party suppliers, specifically for fulfilling custom or personalised orders.

6.2 We never sell, rent, or share your data with external parties for their marketing purposes.

When you leave comments on the website we collect the data shown in the comments form, and also the IP address and browser user agent string to help spam detection.

 

7. Data Storage & Security 

7.1 Storage: Personal data is securely stored on cloud-based platforms with access restricted to authorised personnel

7.2 Security Measures:

• Encryption to protect sensitive information.
• Regular software updates and access control systems.

7.3 Retention: Data is retained only for as long as necessary and in accordance with GDPR guidelines.

 

8. Your rights under GDPR

Under GDPR, you have specific rights regarding your personal data:

8.1 Access and Rectification: You can request to view or correct inaccuracies in your data.

8.2 Data Deletion: You can request deletion of your data unless required by law.

8.3 Restriction of Processing: You can limit how your data is processed in certain circumstances.

8.4 Data Portability: Request a copy of your data in a structured format.

To exercise these rights, please contact us using the form available on our website.

 

9. Marketing Communication

9.1 Opt-In/Out: You will only receive marketing emails if you have opted in. You can unsubscribe at any time using the link provided in our communications

 

10. Legal Basis for Processing Data

10.1 We process your data in accordance with GDPR based on:

• Your consent (e.g., opting in for newsletters).
• Legitimate interest (e.g., responding to inquiries).
• Contractual necessity (e.g., fulfilling service requests).

 

11. Data Breach Policy

11.1 While we take every precaution, in the event of a data breach, we will:

• Notify affected users promptly.
• Take immediate action to secure data and resolve vulnerabilities.
• Report the breach to relevant authorities as required by GDPR.

 

12. Third Party Services

12.1 We do not embed content like videos or maps from third-party sources that could collect additional data.

13. Updates to this Policy

13.1 This policy may be updated periodically to reflect changes in laws, technologies, or business practices. Significant changes will be communicated via our website.

14. Contact

For questions, concerns, or to exercise your data rights, please reach out through our Contact Form on our website.