VEDNEX LLC Personal Data Processing Policy

In Brief

VEDNEX LLC receives personal data when a visitor submits an inquiry through the website, contacts the Company, or provides materials for a preliminary review of a task.

We use this information only to:

  • review the inquiry;
  • contact the sender;
  • clarify the task;
  • prepare a response, calculation, or commercial proposal;
  • conduct negotiations regarding possible cooperation and the conclusion of an agreement;
  • ensure the proper and secure operation of the website.

We do not sell contact details, publish them openly, or use them for advertising mailings without a separate legal basis or separate consent.

1. General Provisions

1.1. This Policy sets out the procedure for the processing and protection of personal data by Limited Liability Company “VEDNEX” (hereinafter referred to as the Operator, VedNex, or the Company).

1.2. This Policy applies to personal data received by the Operator:

  • through the website https://vednex.ru and the forms available on it;
  • from inquiries by email and telephone;
  • from documents and materials voluntarily provided by the user;
  • through the use of cookies and the Yandex Metrica web analytics service;
  • during subsequent communications relating to a submitted inquiry.

1.3. This Policy has been prepared in accordance with Federal Law No. 152-FZ dated 27 July 2006 “On Personal Data” and other applicable requirements of the legislation of the Russian Federation.

1.4. This Policy applies to website visitors, representatives of prospective and existing clients, partners, and other persons who contact VedNex.

1.5. Providing personal data through the form is voluntary. Without contact details, the Company may be unable to respond to an inquiry.

2. Information About the Operator

Full legal name:Limited Liability Company “VEDNEX”
Short name: VEDNEX LLC
OGRN (Primary State Registration Number): 1267700273631
INN (Taxpayer Identification Number): 9728177112
KPP (Tax Registration Reason Code): 772801001
Registered address: 117342, Moscow, intracity municipal district Konkovo, 17B Butlerova St., premises 1B/2/5, Russian Federation
Email: info@vednex.ru
Website: https://vednex.ru

Inquiries concerning personal data processing may be sent to info@vednex.ru with the subject line “Personal Data”.

3. What Data VedNex May Receive

Depending on the method of contact, the Operator may process the following information.

3.1. Data Provided Directly by the User

  • first name, surname, and patronymic, if provided;
  • telephone number;
  • email address;
  • organization name;
  • job title;
  • inquiry text;
  • information about goods, a shipment, route, agreement, or another task;
  • information contained in attached documents and materials;
  • other data voluntarily provided by the user in connection with the inquiry.

3.2. Technical Data

When the website is used, the following data may be processed automatically:

  • IP address;
  • date and time of the visit or form submission;
  • address of the page visited;
  • information about the browser, operating system, and device type;
  • website technical logs;
  • cookies;
  • information about user activity on the website collected through Yandex Metrica (section 9).

3.3. Data the Website Is Not Intended to Collect

VedNex does not ask users to provide through the form:

  • health information, nationality, political or religious views, or other special categories of personal data;
  • biometric personal data;
  • passport details, payment-card information, or other data not required to review the inquiry;
  • documents and information unrelated to the task submitted.

If such data is provided unnecessarily, the Operator may delete it or request a version of the document without excessive information.

4. Purposes and Legal Grounds for Processing

4.1. Reviewing an Inquiry and Providing Feedback

Purposes:

  • receiving and registering an inquiry;
  • contacting the sender;
  • clarifying initial information;
  • conducting a preliminary review of the task;
  • preparing a response, calculation, or commercial proposal;
  • discussing the terms of possible cooperation.

Data processed: contact details, company information, inquiry text, attached documents, and technical information relating to form submission.

Legal ground:the user’s consent to the processing of personal data.

4.2. Negotiations, Conclusion, and Performance of an Agreement

If communication proceeds to negotiations or the conclusion of an agreement, data may be processed for:

  • preparing and agreeing the terms of the agreement;
  • verifying the authority of representatives of the parties;
  • performing obligations;
  • business correspondence and document exchange;
  • resolving matters related to performance of the agreement.

The legal grounds for processing may include actions taken at the data subject’s initiative prior to entering into an agreement, the conclusion and performance of an agreement, and requirements of the legislation of the Russian Federation.

4.3. Website Operation and Security

Technical data may be used for:

  • proper loading and operation of website pages;
  • protection of the website against abuse and technical attacks;
  • error diagnostics;
  • confirming the fact of form submission and receipt of consent.

4.4. Traffic Analysis

When Yandex Metrica is used, website-visit data is processed for:

  • evaluating website traffic;
  • understanding which pages and materials are useful to visitors;
  • improving the structure, content, and technical operation of the website.

Form data, telephone numbers, email addresses, inquiry texts, and the contents of attached files must not be transferred to Yandex Metrica.

5. Processing Principles

VedNex adheres to the following principles:

  • processes data lawfully and in good faith;
  • defines clear processing purposes in advance;
  • does not collect more data than necessary;
  • does not use data in a manner incompatible with the stated purposes;
  • takes measures to keep data accurate and up to date;
  • limits retention periods;
  • ensures confidentiality and security of data;
  • stops processing and deletes data once the purposes have been achieved, unless another lawful basis for retention exists.

6. How Processing Is Carried Out

6.1. Processing may be carried out using automated means and without the use of automated means.

6.2. The Operator may perform the following actions with personal data:

  • collection;
  • recording;
  • organization;
  • accumulation;
  • storage;
  • clarification and updating;
  • retrieval;
  • use;
  • granting access to authorized persons;
  • transfer to persons processing data on behalf of the Operator;
  • blocking;
  • deletion;
  • destruction.

6.3. Access to data is granted only to employees and engaged specialists who require it to review an inquiry, prepare a response, perform an agreement, operate the website, or comply with legal requirements.

6.4. The Operator may entrust technical processing of data to organizations that provide:

  • website hosting and technical support;
  • corporate email services;
  • storage of inquiries and documents;
  • CRM or another record-keeping system;
  • information security;
  • web analytics.

Such persons process data within the scope of the Operator’s instructions and are required to maintain confidentiality and comply with personal-data protection requirements.

6.5. The Operator does not transfer personal data to an indefinite group of persons and does not sell personal data.

6.6. Transfer of personal data to government authorities is permitted only in the cases and in the manner provided for by the legislation of the Russian Federation.

7. Documents and Materials Attached to an Inquiry

7.1. For a preliminary review of a task, the user may attach commercial proposals, specifications, invoices, agreements, technical descriptions, and other shipment-related materials.

7.2. VedNex uses such materials only to review the inquiry, prepare a response, and perform subsequent work on the agreed task.

7.3. If documents contain personal data of other persons, the user must have a lawful basis for providing such data to VedNex.

7.4. Users are advised to provide only information genuinely required to review the task and, where possible, to remove excessive passport, banking, and other personal information from documents.

7.5. VedNex does not publish received documents and does not use the information contained in them for advertising.

8. Data Retention and Deletion

8.1. Data relating to an inquiry that does not result in the conclusion of an agreement is retained until the processing purposes have been achieved, but generally for no longer than 12 months from the date of the last substantive interaction with the user.

8.2. If an agreement is concluded or other legal relations arise as a result of the inquiry, data may be retained for the duration of such relations and thereafter for the periods established by the legislation of the Russian Federation and internal document-retention rules.

8.3. Technical information confirming form submission and receipt of consent may be retained for the period necessary to demonstrate the lawfulness of processing and protect the Operator’s legitimate interests, but for no longer than three years after the relevant processing has ended, unless a longer period is required by law.

8.4. Once the processing purpose has been achieved, data is deleted or destroyed within the period established by law, unless another lawful basis for retention exists.

8.5. If consent is withdrawn, the Operator stops processing and, if retention is no longer required, destroys the data within no more than 30 days from receipt of the withdrawal.

8.6. If immediate destruction is technically impossible, the data is blocked and destroyed within the period established by law.

9. Cookies and Yandex Metrica

9.1. The website may use technically necessary cookies, without which certain website functions may not operate correctly, as well as analytical cookies used to collect website-traffic statistics (clauses 9.2–9.5).

9.2. The Yandex Metrica service provided by YANDEX LLC (16 Leo Tolstoy St., Moscow, Russian Federation) may be used to analyze website traffic.

9.3. Yandex Metrica may receive information about activity on the website, IP address, cookies, device, browser, operating system, pages visited, and actions performed.

9.4. With respect to website visitor data, VedNex acts as the personal-data operator, while Yandex acts on VedNex’s instructions within the terms governing use of the service.

9.5. Information about the use of analytical cookies is provided to the visitor in a brief and accessible form through a notice on the website. Statistics collection begins when the website is opened. Clicking the “Got it” button confirms that the user has read the notice; the user may restrict the use of cookies in browser settings (clause 9.6).

9.6. The user may change cookie settings in the browser. Restricting cookies may affect the operation of certain website functions.

9.7. Webvisor and other analytics functions must be configured so that they do not record or transfer:

  • name;
  • telephone number;
  • email address;
  • contents of the inquiry;
  • information from attached files;
  • other data that directly identifies the user.

9.8. More information about Yandex’s processing of data is available in the Yandex Privacy Policy.

10. Storage of Data in the Russian Federation

When collecting personal data of citizens of the Russian Federation through the website, the Operator ensures that such data is recorded, organized, accumulated, stored, updated, and retrieved using databases located in the Russian Federation, except where otherwise expressly permitted by law.

11. Personal Data Protection

VedNex takes the necessary legal, organizational, and technical measures, including:

  • limiting the number of persons who have access to data;
  • granting access only to the extent necessary to perform assigned tasks;
  • using a secure connection when data is transmitted through the website;
  • applying authorization and access-control measures;
  • controlling access to email, storage systems, and accounts;
  • performing backups where necessary;
  • imposing confidentiality requirements on employees and contractors;
  • reviewing website and analytics-service settings;
  • taking measures to detect and address incidents.

12. User Rights

The user has the right to:

  • find out whether VedNex processes the user’s personal data;
  • obtain information about the purposes, methods, and periods of processing;
  • request correction of inaccurate or outdated data;
  • request blocking or deletion of data if it is processed unlawfully or is no longer necessary;
  • withdraw consent to processing;
  • request termination of processing if no other lawful basis for continuing the processing exists;
  • challenge the Operator’s actions before Roskomnadzor or a court.

To protect the user’s rights, the Operator may request information that makes it possible to verify the identity of the applicant and determine which data the request concerns.

13. Withdrawal of Consent and Personal Data Requests

13.1. The user may withdraw consent or submit another request:

  • by email: info@vednex.ru;
  • by post to: 117342, Moscow, intracity municipal district Konkovo, 17B Butlerova St., premises 1B/2/5, Russian Federation.

13.2. The request should preferably include:

  • name;
  • the contact email address or telephone number used when making the inquiry;
  • the substance of the request;
  • information allowing the relevant inquiry to be identified.

13.3. Recommended email subject:

Withdrawal of Consent to Personal Data Processing

13.4. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal was received.

13.5. In certain cases, the Operator may continue processing without consent where this is expressly permitted by the legislation of the Russian Federation, for example for performance of an agreement, compliance with a legal obligation, or protection of lawful rights.

14. Updates to This Policy

14.1. VedNex may update this Policy if the legislation, the services used, or the data-processing procedures change.

14.2. The current version is always available on the website https://vednex.ru.

15. Contact Information

For questions regarding the processing and protection of personal data:

VEDNEX LLC
Address: 117342, Moscow, intracity municipal district Konkovo, 17B Butlerova St., premises 1B/2/5, Russian Federation
Email: info@vednex.ru