Privacy Policy

This Privacy Policy explains how dotcode collects, uses, discloses, stores, and protects personal data when you visit dotcode.pro, contact us, use our website chat, book a meeting, or otherwise interact with us through this website. It also explains the privacy rights that may be available to you under applicable law.

Who we are

dotcode operates dotcode.pro and is responsible for the processing of personal data described in this Privacy Policy. In this policy, dotcode is referred to as we, us, or our.

dotcode operates internationally, with office locations in Ukraine, the United States, the United Kingdom, Canada, Australia, and the United Arab Emirates.

For questions about this Privacy Policy, requests concerning your personal data, or privacy-related complaints, please contact us through our Contact Us page.

Personal data we collect

We may collect the following categories of personal data.

• Contact and identity data, including your name, email address, phone number, country, company, job title, and other contact details you choose to provide.
• Inquiry and project data, including the content of your message, project requirements, meeting requests, correspondence, chat messages, and files or information you voluntarily share with us.
• Device and usage data, including IP address, browser type, device type, operating system, referring page, pages viewed, approximate location derived from IP address, interaction events, and the date and time of a visit.
• Cookie and preference data, including consent choices and identifiers stored by cookies or similar technologies.
• Session and interaction data, which may include clicks, scrolling, navigation paths, and session replay data. We configure our tools to mask form fields and do not intend to record the content you enter into forms.
• Scheduling data, including the information you provide when booking a meeting through Calendly.
• Social and third-party platform data when you interact with our profiles, reviews, videos, widgets, or linked third-party services.

How we collect personal data

We collect personal data in the following ways.

• Directly from you when you complete a form, use the website chat, book a meeting, email or call us, or otherwise communicate with our team.
• Automatically when you use the website, through server logs, cookies, analytics tools, session-replay technology, and similar technologies, subject to your consent where required.
• From third-party platforms when you interact with services such as Calendly, Typebot, YouTube, Clutch, DesignRush, LinkedIn, Facebook, or Instagram.
• From publicly available or business sources when permitted by law, for example if you contact us in a professional capacity or represent an organization interested in our services.

How and why we use personal data

Purpose	Data used	Legal basis where applicable
Respond to inquiries and prepare estimates or proposals	Contact, identity, inquiry and project data	Steps requested before entering a contract and our legitimate interest in responding to business inquiries
Arrange and conduct meetings	Contact, scheduling and inquiry data	Steps requested before entering a contract and our legitimate interest in managing communications
Provide contracted services and manage client relationships	Contact, project, correspondence and contract data	Performance of a contract and compliance with legal obligations
Operate, secure and troubleshoot the website	Device, usage, log and security data	Our legitimate interest in maintaining a secure and reliable website
Measure website performance and understand how visitors use it	Cookie, device, usage and session data	Your consent where required; otherwise our legitimate interest where permitted by law
Display chat, scheduling, review and media features	Contact, interaction, cookie and device data	Your consent where required and steps you request by opening or using the feature
Send marketing communications	Contact and preference data	Your consent where required, or our legitimate interest for permitted business communications. You may opt out at any time
Comply with law and protect legal rights	Any relevant records	Compliance with a legal obligation and our legitimate interest in establishing, exercising, or defending legal claims

Where we rely on legitimate interests, we consider the purpose, necessity, and possible effect on your rights. You may object to processing based on legitimate interests as described below. Where we rely on consent, you may withdraw it at any time without affecting processing that took place before withdrawal.

Cookies and similar technologies

We use cookies and similar technologies to keep the website working, remember choices, measure traffic, understand interactions, and provide third-party features. Depending on your location, non-essential cookies and tools will be activated only after you make a choice through our cookie banner. You can change or withdraw your choice at any time through the Cookie Settings link in the footer.

Our website currently uses Google Analytics 4 and Google Tag Manager for measurement and tag management, Mouseflow for behavioral analytics and session replay, Typebot for website chat, Calendly for meeting scheduling, and third-party media or review features from services such as YouTube, Clutch, and DesignRush. These providers may receive device, usage, cookie, or information you choose to submit when you use their features.

When we share personal data

We may share personal data with the following recipients when necessary for the purposes described in this policy.

• Website hosting, infrastructure, security, email, CRM, and technical support providers.
• Analytics and session-replay providers, including Google and Mouseflow, subject to applicable consent requirements.
• Communication and scheduling providers, including Typebot and Calendly.
• Media, review, and social platforms when you load or interact with their content or follow a link to their services.
• Professional advisers, auditors, insurers, and legal or regulatory authorities where disclosure is necessary or required by law.
• A buyer, investor, successor, or adviser involved in a proposed or completed merger, acquisition, financing, reorganization, or transfer of business assets, subject to appropriate confidentiality and legal safeguards.

We require service providers that process personal data on our behalf to use it only under our instructions, keep it secure, and comply with applicable data-protection requirements. Third-party platforms may also process data for their own purposes under their privacy policies.

International data transfers

We operate internationally and use service providers in several countries. Your personal data may therefore be transferred to or accessed from a country other than the one in which you live. That country may have different data-protection laws. Where required, we use an approved transfer mechanism, such as an adequacy decision, standard contractual clauses, the UK International Data Transfer Agreement or Addendum, or another lawful safeguard. You may contact us for more information about the safeguards relevant to your data.

How long we keep personal data

We keep personal data only for as long as needed for the purpose for which it was collected, including to respond to inquiries, provide services, maintain security, comply with legal and tax duties, resolve disputes, and enforce agreements. We consider the type and sensitivity of the data, the risk of harm from unauthorized use, the purpose of processing, and applicable limitation periods.

Unless a longer period is required by law, an active contractual relationship, a dispute, or a legal hold, our standard retention periods are:

• Inquiries that do not result in a client relationship: up to 24 months after the last meaningful interaction.
• Client and contractual records: for the duration of the relationship and up to 7 years after it ends, where required for legal, tax, accounting, or claims purposes.
• Typebot chat history: up to 12 months after the last interaction.
• Calendly booking data: up to 24 months after the meeting.
• Google Analytics 4 event data: up to 14 months.
• Mouseflow session recordings: up to 90 days.
• Server and security logs: normally up to 90 days, unless they are required for the investigation of a security incident.
• Records required to honor a marketing opt-out: for as long as necessary to ensure that the opt-out is respected.

Backup copies may remain for a limited additional period as part of normal backup rotation and are deleted or overwritten according to the applicable backup schedule.

We may keep a record for longer when law requires it, a dispute is active, or a legal hold applies. We delete or anonymize data when the applicable retention period ends.

How we protect personal data

We use administrative, technical, and organizational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These measures include access controls, secure transmission, system monitoring, vendor review, and staff confidentiality obligations where appropriate. No internet transmission or storage system can be guaranteed to be completely secure.

Your privacy rights

Depending on where you live and subject to legal conditions and exceptions, you may have the right to ask us to access, correct, delete, restrict, or provide a copy of your personal data; object to certain processing; withdraw consent; and complain to a data-protection authority. You may also have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects.

You may opt out of marketing emails by using the unsubscribe link in the message or by contacting us through our Contact Us page. You can withdraw cookie consent through Cookie Settings. We do not charge a fee for a valid privacy request unless applicable law permits a reasonable fee, for example when a request is manifestly unfounded or excessive. We may ask for information needed to verify your identity and protect your data before completing a request.

To exercise a privacy right or submit a privacy-related complaint, contact us through our Contact Us page. If you are in the European Economic Area or the United Kingdom, you may complain to the supervisory authority in the country where you live or work, or where you believe an infringement occurred.

Additional information for residents of certain US states

Privacy laws in California and certain other US states may provide additional rights, including the rights to know, access, correct, delete, or obtain a portable copy of personal information, and to opt out of certain sales, sharing, targeted advertising, or profiling. We do not sell personal information for money. Some disclosures involving analytics or advertising technologies may be treated as sale, sharing, or targeted advertising under a state law even when no money changes hands. Where such a law applies, you may use Cookie Settings or contact us to submit the relevant opt-out request.

We will not discriminate against you for exercising an applicable privacy right. Where permitted, you may use an authorized agent. We may need to verify your identity and the agent’s authority before acting on a request. If we deny a request, residents of states that provide an appeal right may appeal by replying to our decision.

Where applicable, you may use Cookie Settings or contact us through our Contact Us page to submit an opt-out or other privacy request.

Children’s privacy

This website and our business services are not directed to children under 16, and we do not knowingly collect personal data from them through this website. If you believe a child has provided personal data to us, contact us so that we can review and delete it where required.

Third-party websites and services

The website contains links to and features from third-party websites and services. We do not control their independent privacy practices. When you leave our website or choose to use a third-party feature, review the privacy notice of that provider.

Changes to this Privacy Policy

We may update this Privacy Policy when our data practices, vendors, services, or legal obligations change. We will publish the revised version on this page and update the Last updated date. If a change materially affects how we use personal data, we will provide additional notice or request consent where required by law.

Contact us

For privacy-related questions, requests, or complaints, use our Contact Us page.

Office locations

Lviv, Ukraine Pasichna St, 154E +380636823398	New York, USA 157 East 86th St, NY 10028 +19294376875
London, UK 25 Eccleston Pl, SW1W 9NF +442045770247	Toronto, Canada 347 Jane St, ON M6S 3Z3 +16478464818
Melbourne, Australia 80 Dorcas St, VIC 3006 +61385942257	Dubai, UAE One JLT, Jumeirah Lakes Towers +971503906208

Website: https://dotcode.pro/