Legal information
Last updated: 2026-06-04
Data Protection and Cookie Information
This page explains how Ephemersys LLC collects, uses, stores, and protects personal data when you visit our website, contact us, book a meeting, or use our services.
We process personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR).
This policy applies to the Ephemersys website and to personal data processed in connection with enquiries, meeting bookings, business communication, and service delivery.
1. Data Controller and Contact Details
The data controller responsible for processing personal data is:
Ephemersys LLC
Company registration number: 01-09-370099
Registered address: 1174 Budapest, Erdőkövesd utca 46., Hungary
Email: dataprotection@ephemersys.com
For general enquiries, you may also contact us at: info@ephemersys.com
2. What personal data we collect
Depending on how you interact with us, we may process the following categories of personal data:
| Category | Examples |
|---|---|
| Contact details | Name, email address, phone number, company or organization |
| Business communication | Messages, enquiries, meeting notes, project-related information you provide |
| Meeting booking data | Selected meeting time, booking details, information submitted through Microsoft Bookings |
| Website usage data | Page views, referrers, approximate location, device type, and interactions with website buttons collected through Umami Analytics |
| Technical data | Basic server logs, browser type, device information, IP address where technically necessary for security or website operation |
| Contract and service data | Information needed to provide services, manage projects, prepare proposals, issue invoices, or maintain business records |
We do not intentionally collect special categories of personal data through our website.
Please do not send us sensitive personal data unless it is necessary for a specific purpose and we have requested it.
3. How we collect personal data
We may collect personal data when:
- you contact us by email;
- you book a meeting with us;
- you communicate with us about our products, services, or possible collaboration;
- you use or visit our website;
- you become a customer, supplier, subcontractor, or business partner;
- you voluntarily provide information to us for another reason.
4. Why we process personal data and the legal basis
We process personal data only when we have a valid legal basis.
| Purpose | Personal data | Legal basis |
|---|---|---|
| Responding to enquiries | Name, email address, company, message content | Legitimate interest or steps prior to entering into a contract |
| Managing meeting bookings | Name, email address, selected time, booking details | Legitimate interest or steps prior to entering into a contract |
| Providing products or services | Contact details, business communication, project information | Performance of a contract |
| Preparing proposals and managing business relationships | Contact details, company information, communication history | Legitimate interest or steps prior to entering into a contract |
| Website analytics and improvement | Aggregated website statistics through Umami Analytics | Legitimate interest |
| Website operation and security | Technical data and server logs | Legitimate interest |
| Legal, accounting, and compliance obligations | Contract, invoice, and business records | Legal obligation |
Our legitimate interests include operating our business, improving our website and services, communicating with potential customers and partners, protecting the security of our website, and understanding how our website content performs.
5. Website analytics
We use Umami Analytics to collect privacy-friendly, aggregated website statistics, such as page views, referrers, approximate location, device type, and interactions with website buttons.
Umami does not use cookies and does not track visitors across websites.
We use this information to understand website performance, improve our content, and evaluate which parts of the website are useful to visitors.
The legal basis for this processing is our legitimate interest in improving our website, content, and services.
6. Meeting bookings
We use Microsoft Bookings to allow visitors and potential customers to schedule meetings with us.
If you book a meeting, we may process the information you provide, such as your name, email address, company, selected meeting time, and any message or other details submitted through the booking form.
We use this data to arrange and manage the meeting, communicate with you about your request, and follow up where appropriate.
Microsoft provides the booking service as part of Microsoft 365. Microsoft may process personal data as a service provider according to its own applicable terms and privacy documentation.
7. Cookies
Our website uses only cookies or local storage that are necessary for basic website functionality, such as remembering cookie notice preferences.
We also use Umami Analytics for cookieless website statistics. Umami does not use cookies.
If you open or interact with third-party services from our website, such as Microsoft Bookings, those services may use their own cookies or similar technologies. These are controlled by the relevant third-party provider.
You can control or delete cookies through your browser settings. Blocking cookies may affect the functionality of some websites or third-party services.
8. Service providers
We may use trusted third-party service providers to operate our website, communicate with you, manage bookings, and provide our services.
These may include:
| Provider | Purpose |
|---|---|
| GitLab Pages | Website hosting and delivery |
| Umami Analytics | Cookieless website analytics |
| Microsoft Bookings / Microsoft 365 | Meeting scheduling, email, calendar, and business communication |
We may also use professional advisers, accounting providers, legal advisers, IT service providers, or other suppliers where necessary for business operations, legal compliance, or service delivery.
We do not sell personal data.
9. International data transfers
Some of our service providers may process personal data outside the European Economic Area.
Where personal data is transferred outside the European Economic Area, we rely on appropriate safeguards under applicable data protection law, such as adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms.
10. Data retention
We retain personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required by law.
| Data category | Retention |
|---|---|
| Enquiries and general communication | As long as necessary to handle the enquiry and maintain reasonable business records |
| Meeting booking data | As long as necessary to manage the meeting and related follow-up |
| Customer, supplier, and contract data | For the duration of the business relationship and any legally required retention period |
| Accounting and invoice records | As required by applicable accounting and tax laws |
| Website analytics data | According to the analytics configuration and only in aggregated or privacy-friendly form |
| Technical logs | For a limited period necessary for security, troubleshooting, and website operation |
When personal data is no longer needed, we delete it or anonymize it where appropriate.
11. Your rights
Subject to applicable law, you may have the right to:
- request access to your personal data;
- request correction of inaccurate or incomplete personal data;
- request deletion of your personal data;
- request restriction of processing;
- object to processing based on legitimate interest;
- request data portability where applicable;
- withdraw consent where processing is based on consent;
- lodge a complaint with a supervisory authority.
To exercise your rights, contact us at:
We may need to verify your identity before responding to your request.
12. Security
We use appropriate technical and organizational measures to protect personal data against unauthorized access, loss, alteration, disclosure, or destruction.
These measures may include access controls, secure communication tools, restricted access to business systems, monitoring, and other security practices appropriate to the nature of the data and the risks involved.
No method of electronic transmission or storage is completely secure, but we take reasonable steps to protect personal data.
13. Links to other websites
Our website may contain links to other websites or third-party services.
We are not responsible for the privacy practices, content, or security of websites and services that are not operated by Ephemersys.
14. Contact
For questions about this policy or how we process personal data, contact us at:
Ephemersys LLC
1174 Budapest, Erdőkövesd utca 46.
Hungary
Email: dataprotection@ephemersys.com
15. Complaint to the authority
If you believe that our processing of your personal data violates applicable data protection law, you may lodge a complaint with the Hungarian National Authority for Data Protection and Freedom of Information.
Hungarian National Authority for Data Protection and Freedom of Information
Address: 1055 Budapest, Falk Miksa utca 9–11., Hungary
Phone: +36 (1) 391-1400
Email: ugyfelszolgalat@naih.hu
Website: https://www.naih.hu/
16. Changes to this policy
We may update this policy from time to time to reflect changes in our website, services, tools, or legal requirements.
The latest version will be published on this page, and the date of the latest update will be shown at the top of the document.