Privacy notice

Data and sources

When you use the project enquiry form or email BITAN, we may receive your name, work email, company, website, telephone or WhatsApp number if you choose to provide it, project requirements and correspondence. We also receive meeting details when you book a call, and source page, referral and campaign parameters when they are available.

The enquiry form prepares a message in your email application. It is not sent until you choose to send it. If secure enquiry delivery or the isolated BITAN CRM is introduced, this notice will be updated before that processing begins.

Why and on what basis

• To receive, assess and answer a project enquiry, based on BITAN’s legitimate interest in responding or necessary steps requested before a contract, as applicable.
• To prepare proposals, deliver agreed work and manage a client relationship, based on contract or requested pre-contract steps.
• To prevent abuse, secure systems and preserve necessary audit evidence, based on legitimate interests and legal obligations.
• To use Google Analytics 4 (GA4) for consented, aggregate website measurement only after a separate affirmative analytics choice.
• To send optional marketing only after separate affirmative marketing consent. Agreeing to a reply to an incoming enquiry does not subscribe you to marketing.

Google Workspace and GA4

Google Workspace may process project correspondence in Gmail, appointment details in Google Calendar, and call or invitation details in Google Meet. These services are used to communicate with people who contact BITAN or book a call; they are not used to turn an incoming enquiry into marketing consent.

GA4 loads only after you choose “Allow analytics” in the cookie banner. The site sends an allowlisted page path, sanitized campaign values, a referrer origin, page title and fixed interaction events. Names, email addresses, phone numbers, enquiry text and marketing lists are not sent to GA4. Google signals, advertising features and automatic form or outbound-link collection are disabled.

Outbound contact

If BITAN researches a business contact for relevant outbound communication, we record the source, date, channel and the legitimate-interest rationale and balancing assessment where that basis is used. We use consent where applicable law requires it. An opt-out is recorded in a global suppression registry checked across all BITAN campaigns and channels. See the outbound contact policy for the procedure.

Who may receive data

Access will be limited to BITAN’s authorised operators and service providers needed for hosting, security, Google Workspace, the isolated BITAN CRM when launched, and GA4 only after consent. Provider agreements, subprocessors and transfer safeguards will be reviewed before those systems process live data.

International transfers

Some providers may process information outside Serbia or the EEA. Before live processing, BITAN will document the actual data flow and use an applicable adequacy decision, contractual safeguards or other lawful transfer mechanism under Serbian law and, where applicable, the GDPR.

Retention

Unqualified enquiries and resolved sales opportunities are kept for up to 12 months from the last meaningful contact, then removed or anonymised unless a contract, legal obligation or legal claim requires longer retention. Project, invoice and contract records are kept for the periods needed for delivery, accounting and defence of claims. Workspace correspondence and Calendar or Meet records are reviewed on the same basis, subject to provider backups and settings.

Security logs use a shorter documented period. Marketing consent is kept until withdrawal and for as long as needed to demonstrate the choice. A minimal suppression record may be kept after withdrawal so BITAN does not contact you again. GA4 receives no enquiry content; its retention follows the configured GA4 property settings.

Contact form choices

The required acknowledgement on the project enquiry form covers using the submitted details to review and answer that specific request. The optional marketing checkbox is a separate choice and is not required to receive a reply. You can withdraw marketing consent at any time by emailing BITAN or using the opt-out method in any marketing message.

Your rights

Depending on the circumstances, you may request access, correction, deletion, restriction, portability, or object to processing based on legitimate interests. You may withdraw consent at any time without affecting earlier lawful processing. BITAN does not use solely automated decisions with legal or similarly significant effects.

You can contact hello@bitan.studio. You also have the right to complain to Serbia’s Commissioner for Information of Public Importance and Personal Data Protection at poverenik.rs. If the GDPR applies, an appropriate EU supervisory authority may also be available.

Required information

Fields marked as required are needed to assess and answer an enquiry. Without them, BITAN may not be able to respond. Optional contact methods and marketing consent are not required to request a project.

Changes

This notice will be updated before live form or CRM processing begins and whenever purposes, providers or legal facts materially change. The effective date above will change with it.