Privacy Policy

1. Data Controller and Scope

This Privacy Policy describes how XPROTEC OOD processes personal data through xprotecpro.com, the XPROTEC B2B dealer portal, dealer applications, customer accounts, quotation and proforma workflows, price offers, contact forms, and related commercial communications.

2. Personal Data We Collect

Depending on how you interact with us, we may collect:

• Identity and contact data: name, work email, telephone or WhatsApp number, job or contact role.
• Company data: legal name, country, registered address, VAT or tax number, business type, target markets, and expected purchasing quantities.
• Account data: login identifier, account status, approved customer level, access history, and account-security events.
• Commercial data: selected products, requested quantities, customer-specific pricing level, quotation and proforma requests, price offers, order history, delivery information, and correspondence.
• Technical data: IP address, browser and device information, session activity, security records, and strictly necessary cookie identifiers.

We do not intentionally collect payment-card details through the dealer portal. Payment instructions, where applicable, are handled through the relevant commercial documents and agreed payment channels.

3. How We Collect Data

We collect data directly from you when you submit a dealer application, create or use an account, send a contact or technical-support request, request a quotation or proforma, respond to an offer, or communicate with us. We also collect limited technical and security information automatically when you use protected account functions.

4. Purposes and Legal Bases

We process personal data for the following purposes and legal bases:

• To review applications, create accounts, prepare offers, proformas, and orders, and respond to pre-contract enquiries — steps requested before entering into a contract and performance of a contract.
• To maintain business, accounting, customs, tax, and compliance records — legal obligations.
• To secure accounts, prevent misuse, maintain service continuity, and administer customer relationships — legitimate interests.
• To send optional marketing communications — consent or another lawful basis where permitted.

Where processing is based on consent, you may withdraw that consent at any time without affecting processing carried out before withdrawal.

5. Dealer Applications and Account Approval

Dealer applications are reviewed manually. Registration does not guarantee approval. We may verify the information provided, request supporting documents, approve or reject the application, or assign an account level different from the level requested.

Approved account levels may include Small Dealer, Dealer, Distributor, and Key Account. The assigned level is used to determine access to customer-specific prices, stock indicators, minimum order quantities, carton multiples, proforma tools, and price offers.

6. Quotations, Proformas, Offers, and Orders

We process customer and company information to prepare and manage quotation requests, proforma requests, commercial offers, product quantities, pricing, delivery discussions, and related documents. These records may be retained as part of the commercial history of the account and to meet legal or accounting requirements.

7. Cookies and Similar Technologies

We use cookies or similar storage that is necessary to provide requested functions, including account login, authentication, security, user preferences, and maintaining a proforma list. These technologies are required for the service to operate.

We do not state that advertising or analytics cookies are used unless such tools are separately enabled and an appropriate notice and consent mechanism is provided.

8. Recipients and Service Providers

Personal data may be shared only where necessary with service providers supporting communications, document delivery, business administration, logistics, accounting, legal compliance, or secure operation of the service. Data may also be disclosed to public authorities where required by law.

We do not sell personal data to advertisers.

9. International Data Transfers

Where a service provider processes personal data outside the European Economic Area, we seek to use a lawful transfer mechanism and appropriate safeguards as required by applicable data-protection law.

10. Data Retention

We retain data only for as long as necessary for the purpose for which it was collected, including maintaining an active account, responding to enquiries, managing quotations, proformas, offers and orders, meeting tax and accounting obligations, resolving disputes, and protecting account security.

Retention periods vary according to the type of record and applicable legal requirements. When data is no longer required, it may be deleted, anonymised, or access-restricted.

11. Security

We use appropriate organisational and technical measures intended to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. No online service can guarantee absolute security. Users must keep account credentials confidential and promptly inform us of suspected unauthorised access.

12. Your Data-Protection Rights

Subject to applicable law, you may request access to your personal data, correction of inaccurate data, deletion, restriction of processing, data portability, or object to certain processing. You may also withdraw consent where consent is the legal basis.

Requests may be sent to purchase@xprotecpro.com. We may ask for information necessary to verify your identity and protect the account.

13. Complaints

You may lodge a complaint with the competent supervisory authority. In Bulgaria, the supervisory authority is the Commission for Personal Data Protection (CPDP). We encourage you to contact us first so that we can review and address your concern.

14. Children and Third-Party Links

The website and dealer portal are intended for professional business users and are not directed to children. We do not knowingly seek personal data from individuals under 18.

Links to third-party websites or documents are provided for convenience. Their privacy practices are governed by their own policies.

15. Changes and Contact

We may update this Policy to reflect changes in our services, business processes, or legal obligations. The current version and revision date will be published on this page.