Legal

Privacy policy

1. Data controller

Bitácora Sistemas, S.L. (hereinafter, «Bitácora Sistemas») is the controller of the personal data collected through its contact channels and services.

Email: administracion@bitacorasistemas.es
Telephone: 663 46 34 40
Data Protection Officer: there is no requirement to appoint one. Bitácora Sistemas does not process data on a large scale or carry out systematic monitoring of people.

2. What data we process and how we obtain it

We process the data you provide when you contact us by email, WhatsApp, telephone or web form, as well as data generated during the business relationship or the provision of the service.

Depending on the circumstances, this data may include your name and surname, company, contact details, information about the enquiry, order, device or technical incident, quotations, invoices and communications with us.

Please do not send particularly sensitive data through ordinary contact channels unless it is strictly necessary and we expressly ask you to do so.

3. Why we process your data and the legal basis

Each purpose has its own legal basis:

Handling enquiries, requests for information and quotation requests received by form, email, telephone or WhatsApp. — Taking pre-contractual steps requested by the data subject, or legitimate interest in responding to the enquiry.
Managing the sale of products, device assembly, software development, maintenance, technical support, warranties and other contracted services. — Performance of a contract or taking pre-contractual steps.
Managing invoicing, collections, accounting and compliance with tax and legal obligations. — Compliance with legal obligations and performance of the contract.
Managing service communications: incidents, technical updates, notices and appointments. — Performance of the contract and legitimate interest in ensuring the proper provision of the service.
Sending marketing communications about our own products or services similar to those contracted. — Legitimate interest where permitted by law, or consent where necessary. You may object or withdraw your consent at any time.
Measuring website use anonymously to find out which pages are visited. — Legitimate interest. No one is identified and no profiles are created.
Defending our rights, handling complaints and preventing misuse. — Legitimate interest and, where appropriate, compliance with legal obligations.

We do not make automated decisions that produce legal effects on people, nor do we create profiles with such effects.

4. If you do not provide the data

Data identified as necessary in forms or contracting processes is essential to handle the request or provide the service. If it is not provided, we may be unable to manage it properly.

5. Who else sees your data

We do not sell or disclose personal data to third parties. It is only shared where necessary to:

Provide the contracted service: technology providers, hosting, email, business management or messaging.
Manage payments, transport, warranties or repairs.
Comply with legal obligations to public authorities, financial institutions or competent authorities.
Defend our rights before professional advisers or authorities, where necessary.

Providers processing data on our behalf do so as processors, under contract and following our instructions. At present, they are:

Dinahosting, S.L. (Spain) — domains and corporate email.
Cloudflare, Inc. (United States, with an EU subsidiary) — hosting and distribution of the public website and protection against attacks.
Our accountancy firm — accounting, invoicing and tax obligations.
WhatsApp / Meta Platforms Ireland Ltd. — only if you choose to write to us through that channel.

Customer records, quotations, invoices and repair histories are stored on a Bitácora Sistemas server located in Spain, not on a third-party service.

Some of these tools may involve international transfers of data. Where this occurs, Bitácora Sistemas will apply the safeguards required by law: an adequacy decision, the European Commission's standard contractual clauses or the relevant mechanism.

6. How long we keep it

We keep data for as long as necessary for the relevant purpose and then for the periods required by law to deal with potential liabilities. Specifically:

Enquiries that do not result in a contract: up to 12 months from the last interaction.
Customer and supplier data: while the relationship remains in force and then for the applicable statutory limitation periods.
Invoicing and accounting: for the periods required by law.
Marketing communications: until you withdraw your consent or object to receiving them.

7. Your data on equipment we repair

The files on your computer belong to you. We only access them when essential for work you have approved —for example, to copy them before replacing a drive—. We do not copy them to our equipment beyond what is necessary, delete them from any temporary copy when we return the equipment, and do not look at or discuss them with anyone. Nevertheless, we recommend making your own backup before handing over the equipment.

8. Cookies and storage in your browser

This website does not use its own or third-party cookies for advertising, tracking or profiling. There are no advertising networks, pixels or third-party analytics. For that reason, you will not see a consent banner.

Three things that you cause when using the website are stored in your own browser, and only there:

The light or dark mode preference, so that the website looks as you left it.
The shop basket contents, so that they are not lost when you change page.
A random session identifier, which is deleted when you close the tab and is used solely to avoid counting the same visit twice.

Of those three, only the session identifier leaves your device, and it does so anonymously together with the page visited, screen width and the domain from which you arrived. This tells us which pages are of interest; we do not know who you are, it is not combined with any other data and it is not shared with anyone. Fonts are served from our own domain, so your browser does not connect to Google or any other third party to display them. You can delete all of the above from your browser at any time.

9. Communications by WhatsApp and email

When you contact us by WhatsApp or email, we will process the data included in your message to reply to you and, where applicable, manage the business or contractual relationship.

We recommend that you do not send passwords, complete bank details or particularly sensitive information through these channels unless it is strictly necessary and we have agreed a secure means of doing so.

10. Security

Bitácora Sistemas applies appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or improper disclosure, taking into account the nature of the data and the risks of processing. These include: encrypted communications, restricted and password-protected access to the customer record, backups and a log of who accesses what.

11. Your rights

You may request access to, rectification or erasure of your data, object to or request restriction of its processing, and request its portability. You may also withdraw your consent at any time, without affecting the lawfulness of processing carried out before its withdrawal.

To exercise them, write to administracion@bitacorasistemas.es, put «Data protection» in the subject line and identify yourself sufficiently. We will reply within one month.

If you believe that your rights have not been properly addressed, you may lodge a complaint with the Spanish Data Protection Agency (AEPD): www.aepd.es.

12. Changes to this policy

We may update this privacy policy to reflect changes in legislation, technology or our processing activities. The current version will always be available at bitacorasistemas.es/politica-privacidad, with its update date.

13. Languages

This text is available in Spanish, Catalan and English. The Catalan and English versions are provided to make it easier to understand; in the event of any discrepancy, the Spanish version will prevail.

Any questions? Write to us at administracion@bitacorasistemas.es or use the contact page. See also the legal notice and the General Terms and Conditions of Contract.