The Venla website is operated by Simán Roxána, who is the controller responsible for the personal data processing described in this policy.
Privacy contact: hello@venlaagency.com
Website: https://venlaagency.com
This policy covers website enquiries, project questionnaires, related business communications and discovery meetings recorded with your consent. We provide separate information, where relevant, about any additional processing required for an agreed client project.
We process the contact details you provide, such as your email address, telephone number or LinkedIn profile, together with your message. The project questionnaire may also request your name, company and project information. We use these details to respond, understand your requirements, arrange a discussion and prepare a proposal. Please provide only information relevant to your enquiry, and do not submit sensitive personal data or unnecessary information about other people.
Where you request steps before entering into a contract with you personally, our legal basis is Article 6(1)(b) of the General Data Protection Regulation (GDPR). Where you contact us on behalf of a company or send another business enquiry, we rely on our legitimate interest in responding to business enquiries and developing business relationships under Article 6(1)(f) GDPR. We consider your reasonable expectations and limit our use of the information to the relevant business discussion.
Providing information is voluntary. Without a usable contact method and enough information to understand your request, we may be unable to respond. Required fields are marked on the form. Submitting a form does not subscribe you to a newsletter or recurring promotional emails.
The founder receives enquiries and may share the necessary contact and project details with an authorised sales or discovery-call contractor working on Venla’s behalf. The contractor may contact you, discuss your requirements and assist with preparing a proposal. Access is limited to the assigned work and is subject to confidentiality and appropriate data protection arrangements.
Webflow’s technical systems process information such as IP addresses, request times, browser information and security events to display the website, transmit form submissions and protect against misuse. Our legal basis is our legitimate interest in operating a secure and reliable website under Article 6(1)(f) GDPR. Technical logs are retained for the period necessary to operate the service and investigate technical issues and security incidents.
With your prior consent, we record discovery meetings in Google Meet and use its built-in transcription or AI-assisted note-taking features. Depending on the features enabled, this involves processing your name, voice, camera image, shared presentation content and statements to create a recording, transcript or summary. Before starting these features, we explain which ones we will use.
The founder uses these materials when needed to clarify the requirements and commitments discussed or to address a specific question or concern arising from the sales discussion. We do not use them for public advertising or routine performance scoring of contractors. We check automated summaries for accuracy before relying on them.
Consent under Article 6(1)(a) GDPR is voluntary. You may choose a meeting without recording, transcription or AI-generated notes. You may ask us to stop these features during the meeting or withdraw your consent by contacting hello@venlaagency.com. Withdrawal does not affect the lawfulness of processing carried out before you withdrew consent.
Within Venla, only Simán Roxána has access to stored recordings, transcripts and automated summaries. Sales contractors are not given access to these materials. Google processes them as a processor to provide the service. We delete recordings and automated materials when they are no longer needed and, in any event, within 30 days of the meeting.
Webflow, Inc. provides website hosting and form processing. Submissions are stored in Webflow Forms and are also delivered to our business email account. Webflow uses additional infrastructure and security providers to deliver its services.
We use Google Workspace, Meet, Drive and Docs for email, meetings and storage of meeting materials. The contracting provider for Workspace is Google Cloud EMEA Limited, 70 Sir John Rogerson’s Quay, Dublin 2, Ireland. Google Analytics is provided by Google Ireland Limited. These providers process data under the applicable data processing terms and also use subprocessors.
Using Webflow and Google services may involve processing outside the European Economic Area, including in the United States. Transfers are subject to the safeguards set out in the providers’ data processing terms: a European Commission adequacy decision covering the recipient or, where no such decision applies, the European Commission’s Standard Contractual Clauses and applicable supplementary measures. You may request further information and a copy of the applicable safeguards by contacting hello@venlaagency.com.
Where an enquiry does not lead to an engagement, we retain the enquiry, questionnaire and related correspondence for no more than six months after the last substantive communication. We delete them sooner if they are no longer needed. This also applies to copies held in Webflow, our email account and by the sales contractor.
Recordings, transcripts and automated summaries are retained for no more than 30 days and are deleted sooner if they are no longer needed. Verified project requirements needed for further discussions are documented separately in a proposal or project record and are subject to the retention period applicable to the enquiry.
If an enquiry leads to an engagement, the information needed to perform the contract becomes part of the client record. We provide separate information about processing for the client project and contractual, tax and accounting retention obligations in connection with entering into the contract.
Where a specific legal obligation or legal claim requires retention, we keep only the relevant data for as long as necessary to comply with that obligation or to establish, exercise or defend the claim. The legal basis is Article 6(1)(c) GDPR for a legal obligation, or our legitimate interest under Article 6(1)(f) GDPR for a legal claim. Access is restricted. Deletion from active accounts may be followed by backup and final deletion periods under the providers’ terms.
With your prior consent, we use Google Analytics 4 to analyse pages viewed, actions on the website, traffic sources, and device and browser information. The purpose is to improve the website’s usability and content. The legal basis is your consent under Article 6(1)(a) GDPR. We do not send form content, your name or your contact details as analytics data. Our Cookie Policy explains your choices and the relevant retention periods.
Depending on the legal basis and applicable conditions, you may request access to, rectification or erasure of your personal data, restriction of processing, or data portability. You may object to processing based on legitimate interests on grounds relating to your particular situation. You may withdraw your consent to consent-based processing at any time.
Withdrawing consent is as easy as giving it: you can disable analytics through Cookie Settings, and tell us your decision about meeting recordings during the meeting or by email. Withdrawal does not affect the lawfulness of earlier processing based on your consent.
Please send requests to hello@venlaagency.com. We may request proportionate information to verify your identity. We normally respond within one month. If the GDPR permits an extension because of the complexity or number of requests, we will explain the reason within the first month.
You may lodge a complaint with the Hungarian National Authority for Data Protection and Freedom of Information (NAIH), https://www.naih.hu, 1055 Budapest, Falk Miksa utca 9–11., Hungary, or with the competent supervisory authority in the country of your habitual residence, place of work or the alleged infringement. You may also seek a judicial remedy.
We do not make decisions based solely on automated processing that produce legal effects concerning you or similarly significantly affect you. When our processing changes, we update this policy and its last-updated date. Where necessary, we provide additional notice or request fresh consent.