Privacy Policy - Gaia Pole

Last updated: 2025/12/12

1. Introduction

Gaia Pole (“we”, “our”, or “us”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you visit or make a purchase from gaiapoleeurope.com, including our WooCommerce store, forms, and interactive features.

This Policy is designed in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and other applicable European privacy regulations.

By accessing our website or purchasing our products, you agree to the practices described in this Policy.

2. Data We Collect

We collect and process the following categories of personal data:

2.1 Information You Provide Directly

Contact details: name, email address, phone number.
Order details: billing address, shipping address, order history.
Account information: username, password (encrypted), preferences.
Form and quiz responses: any information you choose to submit.
Communication data: customer service inquiries, support messages.

2.2 Information Collected Automatically

When you use our website, we may automatically collect:

Device and browser information (IP address, device type, operating system).
Usage data (pages visited, time spent on site, referral URLs).
Cookies and tracking technologies, including those for analytics, functionality, security, and advertising.

See Section 7 for detailed information about cookies.

2.3 Payment Information

Payments are processed through secure third‑party gateways. We do not store your full credit card details on our servers.

3. Purpose and Legal Basis for Processing

We process your data according to the lawful bases defined under GDPR:

3.1 To Fulfil Orders and Provide Services (Contractual Necessity)

Processing and delivering your orders.
Managing payments and invoicing.
Providing customer support.

3.2 To Improve and Secure Our Services (Legitimate Interest)

Website optimization and performance monitoring.
Fraud detection and prevention.
Analytics and product improvement.

3.3 With Your Explicit Consent

For optional cookies (analytics, marketing, personalization).
For newsletters, marketing communications, and promotional content.
For forms and quizzes where consent is required.

3.4 To Comply with Legal Obligations

Tax, accounting, and regulatory requirements.
Responding to lawful requests from authorities.

4. How We Use Your Personal Data

Your information may be used for the following purposes:

Processing orders and delivering products.
Managing your customer account.
Communicating order status and updates.
Responding to inquiries and providing support.
Sending marketing communications (only when consent is given).
Improving website functionality and user experience.
Conducting analytics and performance monitoring.

5. Data Sharing and Transfers

We may share your data with:

5.1 Service Providers (Data Processors)

Including but not limited to:

Payment processors
Shipping and logistics partners
IT service providers
Email and communication tools
Analytics and marketing platforms

These partners act under contractual agreements ensuring GDPR compliance.

5.2 International Data Transfers

If personal data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards such as:

Standard Contractual Clauses (SCCs)
Transfers to countries with an adequacy decision by the European Commission

We take measures to ensure your data remains protected at all times.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

Order and billing information: up to 7 years (legal requirement).
Customer accounts: until you request deletion.
Marketing data: until you withdraw consent.
Analytics data: according to cookie expiration periods.

7. Cookies and Tracking Technologies

Our website uses essential and optional cookies.

7.1 Types of Cookies

Strictly Necessary Cookies – required for website functionality and cannot be disabled.
Functional Cookies – enhance site experience.
Analytics Cookies – measure performance and visitor behavior (only with consent).
Marketing Cookies – used for advertising and remarketing (only with consent).

You can manage your cookie preferences at any time via our Cookie Consent Banner.

8. Your Rights Under GDPR

You have the following rights regarding your personal data:

Right of access – request a copy of your data.
Right to rectification – correct incomplete or inaccurate information.
Right to erasure (right to be forgotten) – request deletion of your data.
Right to restrict processing – limit how your data is used.
Right to data portability – request transfer of your data in a readable format.
Right to object – object to processing based on legitimate interests or marketing.
Right to withdraw consent – revoke consent at any time.

To exercise any of these rights, contact us at: europe@gaiapole.com.

9. Security Measures

We implement technical and organizational measures to protect personal data, including:

Encrypted data transmission (SSL/HTTPS).
Secure servers and access controls.
Minimization and pseudonymization where possible.
Regular security audits and monitoring.

Despite our efforts, no method of transmission over the internet is fully secure, and we cannot guarantee absolute protection.

10. Third‑Party Links

Our website may include links to external sites. We are not responsible for their privacy practices. We encourage you to review their policies before providing any personal information.

11. Children’s Privacy

Our website is not intended for individuals under the age of 16. We do not knowingly collect data from minors.

12. Changes to This Privacy Policy

We may update this Policy from time to time. The “Last updated” date will always indicate the most recent revision. Significant changes will be communicated via our website.