Privacy Policy

Protecting your personal data is important to us. This privacy policy informs you, in accordance with Art. 13 GDPR, which data we process within the "Voovena" client portal, for what purpose, and what rights you have.

Data controller

The controller responsible for data processing is:

Linqbiz GmbH
Ried 1a, 6130 Schwaz, Austria
Phone: +43 (0)677 61667204
Managing director: Dietmar Harb

For data protection questions, our data protection officer, Dietmar Harb, can be reached at the same contact address.

General information on data processing

We process personal data only to the extent necessary to provide the portal, to perform our contract, or based on legitimate interests. The legal bases are in particular Art. 6(1)(b) GDPR (performance of a contract) and Art. 6(1)(f) GDPR (legitimate interest, e.g. IT security).

Registration and user account

When you register, we collect your email address, username and a securely hashed password. You may optionally provide further details such as a company name in your company profile. We process this data to provide your account and to perform the contract.

Project data and content

Within a project, messages, images, documents and milestones can be stored. This content is uploaded by you or by the project participants you invite. You are responsible for ensuring you are entitled to share any personal data of third parties contained in it (e.g. people shown in photos).

Publicly shared content

Account holders can deliberately make individual content (e.g. before/after views or a reference portfolio) publicly accessible via dedicated links. Such pages can be accessed by anyone who knows the link and may be indexed by search engines. The decision to publish rests with the respective account holder, who can revoke it at any time. If you appear in publicly shared content and do not agree with the publication, please contact the account holder or us (see legal notice for contact details) – we review reported content and block it where necessary.

Invitations

When you invite a customer or a trade partner to a project, we process the email address you provide in order to deliver the invitation and grant access to the respective project.

Payment processing via PayPal

Paid subscriptions are processed via PayPal (PayPal (Europe) S.à r.l. et Cie, S.C.A., Luxembourg, with processing partly also carried out by PayPal Inc., USA). Subscription and payment data is transmitted to PayPal; transfer to the USA takes place under PayPal's Standard Contractual Clauses. PayPal's own privacy policy also applies.

Sign-in via Google

You may optionally sign in using your Google account (Google Ireland Limited or Google LLC, USA). The data required for sign-in (e.g. email address) is exchanged between you, Google and us. Google's own privacy policy also applies.

Sending and receiving email

We send notifications via an email server operated by our hosting provider. For the optional inbound email channel (replying directly by email to a project), we operate a mailbox that automatically matches incoming messages to the right project and only processes emails from already registered project participants; all others are logged and not processed further.

Newsletter and product tips

We send usage tips and news (newsletter) only with your consent (Art. 6(1)(a) GDPR, Section 174 of the Austrian Telecommunications Act 2021), which we actively request in the portal and document with a timestamp. You can revoke your consent at any time – in account settings or via the unsubscribe link contained in every such email. Contractual and activity notifications (e.g. new messages in your projects) are independent of this and are based on the performance of the contract.

Public cancellation page

Via the cancellation page accessible without login ("Cancel contracts here"), we process the data you provide (name, email address, type and requested date of cancellation, and the reason in the case of extraordinary cancellation) together with the time of receipt. The purposes are the handling of the cancellation and the statutorily required confirmation of receipt including proof (Section 312k of the German Civil Code – BGB); the legal bases are Art. 6(1)(b) and (c) GDPR. The declaration is retained as evidence for the duration of the statutory limitation periods.

Server log data

For troubleshooting and IT security purposes, we log technical events (including timestamp, requested address, status code) based on our legitimate interest (Art. 6(1)(f) GDPR). Detailed log files are automatically deleted after 31 days; error and warning messages are additionally stored in a database table for review by our administration team.

Cookies

We use only strictly necessary cookies: an authentication cookie (keeps you signed in), a cookie for your chosen language, and a cookie for your accessibility settings (text size, contrast). We do not set any tracking, analytics or marketing cookies, so no separate consent under § 96 of the Austrian Telecommunications Act is required.

Retention period

We store account-related data for as long as your account exists or as long as necessary for the performance of the contract. We retain contractual and cancellation records (e.g. accepted versions of the contract documents, cancellation declarations) to fulfil statutory documentation duties and for the defence of legal claims. Statutory retention periods (e.g. seven years for invoice data under Section 132 of the Austrian Federal Fiscal Code – BAO) remain unaffected. Server log files are deleted after 31 days.

Recipients and processors

Besides the providers named above (PayPal, Google), we only share personal data with our hosting provider and, where legally required, with authorities. We do not share data for advertising purposes.

Your rights

You have the right to access, rectification, erasure, restriction of processing, data portability and objection to processing. You can access or export your account data, and delete your account, yourself under "Manage account → Personal data". Since this feature currently only affects your user account, please also contact our data protection officer by email for the complete deletion of your project data as well.

Right to complain

You have the right to lodge a complaint with the Austrian data protection authority: Österreichische Datenschutzbehörde, Barichgasse 40–42, 1030 Vienna, Austria, www.dsb.gv.at.

Changes to this privacy policy

We update this privacy policy whenever our data processing or the legal situation changes. The version published on this page always applies.

Contact

For data protection questions, please contact our data protection officer, Dietmar Harb, using the contact details given in the legal notice.