Last updated: 31 October 2026
1. Who we are
The controller of your personal data is CO2TKN OÜ, Tiskrevälja tn 59-12, 13516 Tallinn, Estonia, registry code 17212309, VAT EE102851801 (“ECOTKN”, “we”, “us”). For any privacy question, write to info@ecotkn.com.
2. What this policy covers
This policy explains how we process personal data when you visit ecotkn.com, book a meeting with us, contact us through our contact form, or contact us by email. It applies to the English and Italian versions of the site.
3. Data we process, why, and on what legal basis
| Activity | Data | Purpose | Legal basis (GDPR) |
|---|---|---|---|
| Visiting the site | IP address, browser and device data, pages visited, date and time | Delivering the site, security, error diagnosis | Art. 6(1)(f) – legitimate interest in a secure, working site |
| Cookie consent | Your consent choices, consent ID, date | Recording and proving your choices | Art. 6(1)(c) – legal obligation; Art. 6(1)(f) |
| Website statistics (Google Analytics 4) – only if you accept statistics cookies | Pseudonymous online identifiers (cookies), pages visited, clicks on buttons and links, approximate location derived from the IP address, browser and device data, referring website and campaign parameters (UTM) | Understanding how the site is used and improving it | Art. 6(1)(a) – consent, which you can withdraw at any time |
| Short links in our QR codes (e.g. ecotkn.com/stand) | Only a count of how many times each link is opened – no IP address, device data or cookies are stored | Knowing which materials are used | No personal data is processed |
| Booking a meeting (HubSpot Meetings) | Name, email, company, chosen date and time, optional message | Scheduling and holding the meeting, including at Ecomondo 2026, and contacting you about it | Art. 6(1)(b) – steps at your request before an agreement; Art. 6(1)(f) – organising business meetings |
| Contact form (HubSpot Forms) | Name, email, company, job title, phone (optional), country, topic, your message, and the campaign parameters (UTM) of the link you came from | Answering your request and following up on it; understanding which channels (e.g. QR codes at Ecomondo) bring enquiries | Art. 6(1)(b) – steps at your request before an agreement; Art. 6(1)(f) – answering business enquiries and measuring our own campaigns |
| Contacting us by email | Name, email, content of your message | Answering you | Art. 6(1)(b) or (f) |
| Business follow-up after a meeting | Name, email, company, meeting notes | Keeping in touch about the topic discussed | Art. 6(1)(f); consent where required for marketing emails |
| Automatic confirmation and reminder emails | Name, email, meeting date/time, request details | Confirming requests and meetings | Art. 6(1)(b) and (f) |
| Newsletter / marketing emails | Name, email, consent record | Marketing communications | Art. 6(1)(a) consent |
| Trade fair leads (Ecomondo) | Name, company, job title, email, phone, country, conversation notes | Follow-up after the fair | Art. 6(1)(f) |
We do not use your data for automated decision-making or profiling with legal effects. We never pass personal data on to third parties for their own commercial purposes.
A. Automatic confirmation and reminder emails
When you submit our contact form or book a meeting with us, we send you an automatic confirmation email and, for meetings, reminder emails 24 hours and 1 hour before the meeting. These emails are sent from info@ecotkn.com through HubSpot (HubSpot Ireland Ltd.) and contain the details of your request or meeting, our contact details and links to reschedule or cancel. Legal basis: steps taken at your request (Art. 6(1)(b) GDPR) and our legitimate interest in answering your request (Art. 6(1)(f) GDPR). We keep these data for 12 months after our last contact, unless a business relationship follows. Every email contains a link to manage your email preferences.
B. Marketing communications (newsletter)
We send newsletters and marketing information about ECOTKN only if you have given your consent by ticking the corresponding box in a form (Art. 6(1)(a) GDPR). The box is never pre-ticked and giving consent is not required to contact us. You can withdraw your consent at any time via the unsubscribe link in each email or by writing to info@ecotkn.com; withdrawal does not affect processing carried out before it. We keep your contact details for this purpose until you withdraw consent, and the consent record for up to 3 years afterwards as proof.
C. Trade fairs and events (Ecomondo 2026)
At trade fairs such as Ecomondo 2026 (Rimini Expo Centre, 3–6 November 2026, Pavilion D8, Stand 212) we collect business contact data in the following ways:
- Badge scan: if you let us scan your visitor badge, the organiser Italian Exhibition Group S.p.A. (IEG) provides us, via its lead retrieval app, with the data you registered with IEG (typically name, company, job title, email, country). IEG is a separate controller for its own processing; see IEG’s privacy notice.
- Business cards: if you hand us your business card, we may scan it with the HubSpot mobile app.
- Conversations and meetings at the stand: we may record short notes about your interests and agreed next steps.
- QR code: the QR code at our stand leads to our contact form; the processing described for the contact form applies.
Purpose: following up on the conversation and on your interest in our services. Legal basis: our legitimate interest in business contact and follow-up (Art. 6(1)(f) GDPR); for marketing emails, your consent where required. We store these data in our CRM (HubSpot) for 12 months after our last contact, unless a business relationship follows. You can object at any time by writing to info@ecotkn.com.
4. Cookies
We use strictly necessary cookies to run the site and store your consent. Other cookies – Google Analytics statistics cookies and those of HubSpot (Meetings and the contact form) – are set only after you consent through our cookie banner (Borlabs Cookie). You can change or withdraw consent at any time via the cookie settings link in the footer. Details are in our Cookie Policy.
5. Who receives your data
We share data only with service providers that process it on our behalf under a data processing agreement:
| Provider | Role | Location |
|---|---|---|
| Hostinger International Ltd. | Website hosting | Data centre of the hosting plan |
| HubSpot Ireland Ltd. | Meeting booking, contact form and contact management (CRM) | EU data centre; sub-processors may be in the US |
| Google Ireland Ltd. | Website statistics (Google Analytics 4) | EU / US |
| Google Ireland Ltd. | Calendar and email (Google Workspace) | EU / US |
We may also disclose data where the law requires it, or to protect our legal rights.
6. Transfers outside the EEA
Some providers or their sub-processors may process data in the United States. Such transfers rely on the EU-US Data Privacy Framework (where the recipient is certified) and/or the European Commission’s Standard Contractual Clauses, with additional safeguards where needed.
7. How long we keep data
- Server logs: up to 30 days.
- Consent records: as long as needed to prove consent, up to 12 months after the choice expires.
- Website statistics (Google Analytics): up to 14 months, then deleted automatically.
- Meeting bookings, contact form submissions and related contacts: 12 months after the last contact, unless a business relationship follows.
- Email correspondence: as long as needed to handle the request, then up to 24 months.
- Data needed for legal claims or obligations: for the applicable limitation or statutory period.
8. Your rights
You have the right to access your data, have it corrected or erased, restrict or object to processing, receive it in a portable format, and withdraw consent at any time without affecting earlier processing. You can object at any time to processing for direct marketing.
To exercise your rights, write to info@ecotkn.com. We reply within one month.
You may also complain to a supervisory authority, in particular in the EU country where you live or work, or where the alleged breach occurred. Our lead supervisory authority is the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, aki.ee). In Italy you can also contact the Garante per la protezione dei dati personali (garanteprivacy.it).
9. Security
We use HTTPS, access controls and providers with recognised security standards. No transmission over the internet is fully secure, but we act promptly on any incident.
10. Changes
We may update this policy. The date at the top shows the latest version. Material changes will be highlighted on the site.
11. Contact
CO2TKN OÜ, Tiskrevälja tn 59-12, 13516 Tallinn, Estonia, info@ecotkn.com. See also our Legal notice.