Privacy Policy

1. Who We Are

This Privacy Policy explains how personal data is collected, used, stored, and shared when you use carpartsmadeira.com ("Website"), request a quote, place an order, contact us, or otherwise interact with our services.

The controller of your personal data is:

livesysx OÜ
Registry code: 14744997
VAT number: EE102337053
Registered address: Kaunase pst 34-15, Tartu linn, Tartu linn, Tartu maakond 50706, Estonia
Email: info@carpartsmadeira.com
Phone: +372 56706926

For the purposes of applicable data protection law, including the General Data Protection Regulation (EU) 2016/679 ("GDPR"), livesysx OÜ is the data controller for personal data processed through the Website and related communications.

2. What This Policy Covers

This Privacy Policy applies to personal data collected through:

the Website;
quote request forms;
email communications;
WhatsApp messages;
uploaded files and images;
customer and supplier communications related to quotes and orders;
order processing, delivery, invoicing, and support;
analytics and cookies, where applicable.

3. What Personal Data We Collect

Depending on how you interact with us, we may collect and process the following categories of personal data:

3.1 Contact and Identity Data

name;
email address;
phone number;
company name;
VAT number;
job title or business role, where relevant.

3.2 Vehicle and Part Request Data

vehicle make, model, year, engine, VIN, and related vehicle information;
OEM part numbers or equivalent references;
descriptions of requested parts;
urgency, delivery preferences, and related notes;
uploaded photos, files, and supporting materials relevant to identifying or sourcing the part.

3.3 Order and Delivery Data

billing details;
delivery address;
parcel machine or pickup point details;
shipping contact details;
order history;
payment status and transaction references.

3.4 Communication Data

emails sent to us;
WhatsApp messages;
quote inquiries;
customer support communications;
attachments, files, and images you send to us.

3.5 Technical and Usage Data

When you use the Website, we may collect technical data such as:

IP address;
browser type and version;
device information;
operating system;
pages visited;
referral source;
approximate location derived from IP;
timestamps and usage events.

This may be collected through server logs and analytics tools, subject to applicable cookie and consent requirements.

3.6 Accounting and Compliance Data

invoices;
payment confirmations;
transaction references;
accounting records;
records needed to comply with tax, legal, and record-keeping obligations.

4. How We Collect Personal Data

We collect personal data:

directly from you when you submit a form, send an email, message us on WhatsApp, or place an order;
from files, photos, and other materials you upload or send to us;
from your use of the Website;
from payment and invoicing processes;
from shipping and logistics arrangements;
from suppliers, carriers, or business partners where necessary to complete an order or resolve an issue;
from analytics and related technologies, where enabled in accordance with your consent preferences.

5. Why We Use Your Personal Data

We process personal data for the following purposes:

5.1 To Respond to Inquiries and Provide Quotes

We use your data to:

review your request;
identify relevant parts;
communicate with you;
issue a quote;
clarify technical details;
manage follow-up communications.

5.2 To Process Orders and Deliver Parts

We use your data to:

source parts;
process payments;
arrange shipping and delivery;
issue invoices;
manage fulfillment and customer support;
communicate about order status, delays, or problems.

5.3 To Verify Compatibility and Handle Claims

We may use your data to:

review vehicle and part information;
assess delivery or conformity issues;
handle returns, complaints, or shipping claims;
review uploaded photos and documentation.

5.4 To Run and Improve the Website

We may use technical and usage data to:

secure and maintain the Website;
monitor performance;
detect abuse or fraud;
understand site usage and improve the service.

5.5 To Comply With Legal Obligations

We process personal data where necessary to comply with:

accounting obligations;
tax obligations;
fraud prevention obligations;
legal requests;
dispute handling and legal record-keeping.

5.6 To Protect Our Rights and Business

We may process data where necessary to:

prevent misuse or fraud;
defend legal claims;
enforce our contractual rights;
keep internal records of customer interactions and transactions.

5.7 Marketing and Outreach

We may use business contact details for lawful business communications, including quote follow-ups and relevant service communications.

Where required by law, we will only send marketing communications based on prior consent or another lawful basis permitted by applicable law. You may opt out of marketing communications at any time.

6. Legal Bases for Processing

We rely on one or more of the following legal bases under the GDPR:

6.1 Contract

We process personal data where necessary to take steps at your request before entering into a contract or to perform a contract with you, including quotes, orders, delivery, and support.

6.2 Legal Obligation

We process personal data where necessary to comply with legal obligations, including accounting, tax, and record-keeping obligations.

6.3 Legitimate Interests

We may process personal data where necessary for our legitimate interests, including:

running and improving the Website and services;
managing quote requests and customer communications;
fraud prevention and security;
defending legal claims;
maintaining internal records;
communicating with business contacts in a proportionate and lawful manner.

Where we rely on legitimate interests, we consider the impact on your rights and freedoms.

7. Cookies and Analytics

The Website may use cookies and similar technologies.

7.1 Strictly Necessary Cookies

We may use strictly necessary cookies or similar technologies required for the secure and proper functioning of the Website.

7.2 Analytics and Non-Essential Technologies

We use or may use analytics tools, including Rybbit, and services related to website performance and visibility such as Google Search Console.

Non-essential analytics or tracking technologies will only be activated where required consent has been obtained through our cookie consent mechanism.

8. Who We Share Personal Data With

We do not sell your personal data.

We may share personal data only where necessary and appropriate with:

hosting and server infrastructure providers;
email systems and communication tools operated by us;
our self-hosted CRM and internal systems;
payment providers, including Stripe where used;
accountants, bookkeepers, and tax advisors;
shipping carriers, logistics providers, and parcel delivery providers;
suppliers, but only to the extent necessary for fulfilling an order or confirming availability/specification;
legal, regulatory, or public authorities where required by law;
professional advisors where necessary to protect our legal rights.

As a rule, we do not share more data than is necessary for the relevant purpose.

Before order confirmation, we generally do not share more than the part request and related technical details unless it is necessary for the quote or sourcing process.

After order confirmation, we may share delivery, billing, and order-related data to the extent necessary to fulfill the order.

9. International Transfers

Our systems are self-hosted in Europe, including Estonia, and we aim to keep personal data within the European Economic Area (EEA) wherever reasonably possible.

If personal data is transferred outside the EEA, we will do so only where permitted by applicable law and with appropriate safeguards.

10. How Long We Keep Personal Data

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

As a general approach:

quote requests that do not become orders may be kept for a reasonable period for follow-up, record-keeping, fraud prevention, and service improvement;
customer communications may be kept as long as reasonably necessary to manage the relationship, resolve disputes, and maintain business records;
order, invoice, and accounting records are retained in accordance with applicable legal and accounting obligations;
where Estonian accounting retention rules apply, relevant accounting source documents and related business records may be retained for 7 years or longer where legally required.

We may also retain data for longer where necessary to establish, exercise, or defend legal claims.

11. Your Rights

Subject to applicable law, you may have the right to:

request access to your personal data;
request correction of inaccurate or incomplete data;
request deletion of your personal data;
request restriction of processing;
object to processing based on legitimate interests;
withdraw consent where processing is based on consent;
request data portability, where applicable;
lodge a complaint with a supervisory authority.

To exercise your rights, contact info@carpartsmadeira.com.

We may need to verify your identity before responding to certain requests.

12. Marketing Communications

If we send marketing communications, you may opt out at any time by:

following the unsubscribe instructions where provided; or
contacting us at info@carpartsmadeira.com.

Operational messages relating to quotes, orders, delivery, support, security, or legal obligations are not considered marketing opt-in messages and may still be sent where necessary.

13. Data Security

We take reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, disclosure, or destruction.

Because our infrastructure is self-hosted, we manage security internally, including access controls, server administration, and data handling measures appropriate to the nature of the service.

However, no method of transmission over the internet or method of storage is completely secure, and we cannot guarantee absolute security.

14. Children

The Website and Service are not intended for children, and we do not knowingly collect personal data from children.

If you believe that a child has provided personal data to us, please contact us so we can review and, where appropriate, delete that data.

15. Third-Party Websites and Services

The Website may contain links to third-party websites or services.

We are not responsible for the privacy practices of third-party websites or services that are not operated by us. We encourage you to review their privacy policies separately.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will be published on the Website with the updated date. Changes take effect when published unless otherwise required by law.

17. Contact Us

If you have questions about this Privacy Policy or want to exercise your data protection rights, contact:

livesysx OÜ
Kaunase pst 34-15, Tartu linn, Tartu linn, Tartu maakond 50706, Estonia
Registry code: 14744997
VAT number: EE102337053
Email: info@carpartsmadeira.com
Phone: +372 56706926
Website: https://carpartsmadeira.com