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Last Updated:
January 2024
Introduction
Look, we get it - privacy policies can be pretty dry. But here at Xylon Quintaris Architecture, we're serious about keeping your information safe while being upfront about what we do with it. We've been designing buildings in Kyiv and across Ukraine for years, and trust is just as important in our client relationships as it is in our structural calculations.
This policy covers how we collect, use, and protect your personal data when you interact with our studio - whether that's through our website, email, phone calls, or in-person consultations about your next architectural project. We comply with Ukrainian data protection laws and EU GDPR standards because, honestly, it's just the right thing to do.
Quick Note: If you're working with us on a project, we'll handle additional specific documentation about your property and design preferences - that's all covered here too.
What Information We Collect
Personal Details
- Your name and contact info (email, phone)
- Mailing address if you need physical documents
- Company details for commercial projects
- Preferred communication methods
Project Information
- Property location and site details
- Design preferences and requirements
- Budget parameters and timelines
- Photos or documentation you share with us
Technical Stuff We Gather Automatically
When you visit our website, we collect some basic technical data - IP address, browser type, pages you looked at, how long you stuck around. Nothing creepy, just standard analytics to help us understand what parts of our site actually work and what needs improving. We've spent too many hours debating website layouts not to track this stuff.
How We Use Your Data
We're not in the business of selling your info to random third parties - that's not our thing. Here's what we actually do with your data:
Obviously, we need your info to actually work on your project. That means reaching out with design updates, scheduling site visits, sending you preliminary sketches and final plans, discussing material choices - all the back-and-forth that goes into creating something you'll love.
Architecture involves contracts, permits, building codes, and all sorts of regulatory stuff. We maintain records as required by Ukrainian law, which typically means keeping project documentation for several years after completion. It's not exciting, but it's necessary.
We analyze project patterns and client feedback to get better at what we do. If we notice everyone's asking about sustainable materials lately, that tells us something. We might use anonymized project data for case studies or to train our team, but we'll always ask permission before featuring your specific project publicly.
If you've opted in, we might send you updates about our latest projects or architectural trends we find interesting. We're not spamming you with daily emails - maybe a quarterly newsletter at most. You can unsubscribe anytime, no hard feelings.
How We Protect Your Information
Security's pretty important when you're handling sensitive project details and personal information. Here's what we do:
Encrypted Storage
Digital files are stored on secure, encrypted servers with regular backups
Limited Access
Only team members working on your project can access your information
Secure Communication
Email encryption and secure file transfer for sensitive documents
Physical Security
Paper documents locked in our office at 15 Shevchenka Boulevard
That said, nothing's 100% foolproof in the digital world. We do our best, but if there's ever a security incident that affects your data, we'll let you know promptly and work with you to sort it out.
Your Rights Over Your Data
It's your information, so you've got rights. Under Ukrainian law and GDPR, here's what you can do:
Access & Portability
Ask us what data we have about you, and we'll provide a copy. Want to take your project info to another firm? We'll give you everything in a usable format - though we'd obviously prefer you stick with us!
Correction
Spotted something wrong in our records? Let us know and we'll fix it. Accurate information makes our job easier anyway.
Deletion
Want us to delete your data? We can do that, unless we're legally required to keep it (like completed project documentation). Just shoot us a request.
Objection
Don't want us using your data for marketing? Easy - just opt out. We'll still need basic info for active projects, but we'll stop the promotional stuff.
International Data Transfers
We're based in Kyiv, Ukraine, and most of our work happens here. However, some of the cloud services we use might store data on servers in the EU or other regions. When that happens, we make sure those providers meet adequate data protection standards equivalent to Ukrainian and EU requirements.
If we're working on a cross-border project involving property outside Ukraine, we'll let you know about any additional data transfer implications specific to that project.
How Long We Keep Your Data
We don't hoard data forever, but architecture projects have long timelines and legal retention requirements:
- Active Projects: Duration of the project plus 1 year
- Completed Projects: Minimum 10 years (Ukrainian legal requirement for architectural documentation)
- Consultation Inquiries: 2 years, then deleted if no project materializes
- Marketing Communications: Until you unsubscribe or request deletion
- Financial Records: 5 years (tax compliance requirement)
After these periods, we securely delete or anonymize your data unless there's a specific reason to keep it longer (like ongoing warranty obligations or legal disputes).
Questions or Concerns?
If you've got questions about this privacy policy, want to exercise your data rights, or just need clarification on something - reach out. We're real people and we'll actually respond.