Privacy Policy

The controller responsible for data processing on this website and in the client portal is:

CodeLink Systems
Email: info@codelink.systems

We are not required to appoint a Data Protection Officer (DPO) under Art. 37 GDPR. For privacy enquiries, contact us at the email address above.

This policy explains how we process personal data when you visit our website, use the contact form, or register for and use our client portal (SaaS application). It applies in accordance with the EU General Data Protection Regulation (GDPR) and the Austrian Data Protection Act (DSG).

Website visitors
When you visit our website, our hosting provider may process technical data such as IP address, browser type, operating system, referrer URL, and access time in server logs.

Contact form
If you contact us, we process your name, email address, and message content.

Client portal (registered users)
When you register and use our application, we process account data (name, email, password hash), settings you provide, usage data related to your account, and data you enter in the application (e.g. clients, invoices, delivery records) as part of providing the service.

• Website operation and security (legitimate interest, Art. 6(1)(f)): ensuring availability, stability, and security of our website.
• Contact enquiries (consent, Art. 6(1)(a), or legitimate interest in responding to business enquiries, Art. 6(1)(f)): handling your message and following up on your request.
• Client portal accounts (contract performance, Art. 6(1)(b)): creating and managing your account, providing the subscribed service, email verification, and admin approval workflow.
• Legal obligations (Art. 6(1)(c)): compliance with applicable tax, commercial, and regulatory requirements where relevant.

We share personal data with service providers only where necessary and under appropriate safeguards:

• Vercel Inc.: Website and application hosting. Location: USA / EU. Safeguards: EU Standard Contractual Clauses (SCCs) and Data Processing Agreement.
• Resend Inc.: Transactional and contact email delivery. Location: USA. Safeguards: EU Standard Contractual Clauses (SCCs).
• Neon Tech Inc.: Database hosting for the client portal. Location: EU (Frankfurt region where configured). Safeguards: Data Processing Agreement.

We do not sell your personal data to third parties.

Where data is processed outside the European Economic Area (EEA), we rely on appropriate safeguards such as EU Standard Contractual Clauses approved by the European Commission, or adequacy decisions where applicable.

• Contact form data: 12 months after the inquiry is closed, unless longer retention is required by law.
• Account and application data: For the duration of your account plus statutory retention periods (typically up to 7 years for tax-related records where applicable).
• Server logs: Up to 30 days.

Under the GDPR, you have the right to:

• Access your personal data (Art. 15)
• Rectification of inaccurate data (Art. 16)
• Erasure ("right to be forgotten") where applicable (Art. 17)
• Restriction of processing (Art. 18)
• Data portability where applicable (Art. 20)
• Object to processing based on legitimate interests (Art. 21)
• Withdraw consent at any time where processing is based on consent (Art. 7(3))

To exercise your rights, email info@codelink.systems. We will respond within one month as required by law.

You have the right to lodge a complaint with a supervisory authority, in particular in the EU member state of your habitual residence, place of work, or place of the alleged infringement.

In Austria, the competent authority is the Austrian Data Protection Authority (Datenschutzbehörde), Barichgasse 40-42, 1030 Vienna, Austria. Website: https://www.dsb.gv.at

We use only strictly necessary cookies. For details, see our Cookie Policy.

We may update this Privacy Policy to reflect legal or technical changes. The current version is always published on this page with the date of last update.