Privacy Policy

1. Data controller

The controller of personal data collected through this website is:

Velantra Chem is a commercial brand of Velantra Sp. z o.o.; it is not a separate legal entity. We have not appointed a Data Protection Officer. Please send any question about this policy, or any request concerning your rights, to info@velantrachem.com.

2. Scope of this policy

This policy applies to people who visit velantrachem.com and to people who contact us through the website, by email, or through the request for quotation form.

This document is an information notice, not an agreement. Visiting the website does not mean you accept it, and you are not asked to consent to it. It explains what we do with personal data and what you can require of us.

3. Personal data we collect

Through the request for quotation form we collect the product, quantity, required specification, purity or concentration, packaging, delivery country, delivery city or port, preferred Incoterm and required delivery date, together with:

• Company name
• VAT or tax number
• Contact person
• Business email address
• Telephone number

Through the contact form we collect:

• Name
• Company name
• Email address
• Telephone number
• Subject and message content

You may also attach documents to a quotation request — typically a safety data sheet, a technical specification or a previous certificate of analysis. Attachments are limited to PDF, XLS, XLSX, DOC and DOCX files totalling no more than 10 MB. Whatever you put in those files is processed as part of your enquiry.

If you write to us by email, we process whatever the message and its attachments contain.

Our hosting provider records standard server request data when a page is served — this ordinarily includes the IP address, browser and device information, the time of the request, the requested address and referrer information. We use this to run and protect the website. We do not combine it with enquiry data to build a profile.

Your language choice (English, Turkish or Polish) is stored in your browser. Section 8 and the Cookie Policy describe this.

4. Purposes and legal bases

5. Whether you have to provide data

Providing data is voluntary. The fields marked as required on each form are the minimum we need to identify what you are asking for and to reply to you. Without them we may be unable to answer your enquiry or prepare a quotation. Every other field, and every attachment, is optional and simply helps us match your requirement more accurately.

6. Who receives the data

We disclose only what a given recipient needs. Depending on the enquiry, recipients may include:

• Our hosting and cloud infrastructure provider
• Our email and business communication provider
• IT maintenance and security providers
• Manufacturers, importers, distributors and other suppliers approached to quote your requirement — normally the technical specification only, not your identity or commercial terms, unless you ask us to identify you
• Freight forwarders, carriers and customs agents engaged to move or clear a shipment
• Accounting, legal, compliance and other professional advisers
• Banks and insurers, where a transaction requires it
• Public authorities, where disclosure is required by law

Where a service provider processes personal data on our behalf, it does so as a processor, under a written agreement and on our instructions. We do not sell personal data and we do not disclose it for third-party advertising.

7. Transfers outside the European Economic Area

Our business connects European supply with buyers in Türkiye and other markets, so answering an enquiry can involve sending data to a recipient outside the European Economic Area — for example a customer, supplier, forwarder or customs agent in Türkiye. Some technology providers may also process data outside the EEA.

Where a transfer takes place we rely on a valid transfer mechanism: an adequacy decision of the European Commission, the Commission's Standard Contractual Clauses, or the fact that the transfer is necessary to perform or conclude a contract with you or in your interest. We apply supplementary safeguards where these are required. You can ask us which mechanism applies to a particular transfer.

8. How long we keep data

We apply the following criteria:

• Enquiries that do not lead to a commercial relationship: for as long as needed to answer and follow up, ordinarily no more than 12 months after the last substantive contact, unless a dispute or legal obligation justifies longer.
• Data connected with an established commercial relationship: for the duration of the relationship, and afterwards for the applicable accounting, tax, regulatory and limitation periods.
• Server and security logs: for the period necessary to operate and protect the website and investigate incidents, according to our hosting provider's settings.
• Attachments sent with an enquiry: for the same period as the enquiry they belong to.
• Data processed on the basis of consent: until consent is withdrawn or the purpose ends, subject to any records needed to demonstrate compliance.

9. Your rights

You have the right to:

• Access your personal data
• Have inaccurate data corrected
• Request erasure
• Request restriction of processing
• Receive your data in a portable form, where applicable
• Object to processing based on our legitimate interests
• Withdraw consent at any time, where consent is the legal basis; withdrawal does not affect processing carried out before it

To exercise any of these, write to info@velantrachem.com. We will respond within one month; that period can be extended where a request is complex, and we will tell you if it is. These rights are subject to the conditions and exceptions in the GDPR, so we may not be able to grant a request in full.

You also have the right to lodge a complaint with the President of the Personal Data Protection Office:

10. Automated decision-making

We do not use information submitted through this website to make decisions about you by automated means alone, and we do not profile visitors.

11. Security

We apply technical and organisational measures proportionate to the risk, including encrypted transport for the website and its forms, access controls on the mailbox that receives enquiries, and limiting access to enquiry data to people who need it. No method of transmission or storage is completely secure, and we do not claim otherwise. We hold no security certification.

12. Changes to this policy

We may update this policy when our processing activities, our service providers or the applicable law change. The current version and its date are always available on this page. Where a change is material we will make it visible on the website.