This page describes what personal data we receive when you contact us through this website, why we process it, where it is kept and for how long. The controller is SIA «Voka», registration No. 50003216331, registered address Celtnieku iela 11, Talsi, LV-3201, Latvia, e-mail info@voka.lv.
What data we receive
- When you send a request or an enquiry: your name, company, e-mail address, telephone number, your description and the files you attach — drawings, models, photographs.
- Technical data the system adds itself: the time of submission, the IP address the request was sent from, and the browser identifier.
- If you write or call us: whatever you tell us in that correspondence or conversation.
Why we process it
- To review your request, prepare a quotation and get back to you. This processing is necessary for steps taken at your request before entering into a contract (Article 6(1)(b) of the General Data Protection Regulation).
- To protect ourselves, our staff and our customers from malicious messages and harmful files. For this we use the IP address, the time of submission and e-mail address confirmation — our legitimate interest (Article 6(1)(f)).
E-mail confirmation and file checks
When you have sent a request with attached files, we send a message with a confirmation link to the address you gave. Until that link is opened, the files are not opened and are not passed to our specialists. This is how we make sure the address is real and belongs to the sender. If the confirmation does not arrive within 72 hours, the request is dropped.
For every file we check the format and the actual content, and all files are scanned with antivirus software. Files in formats we do not allow are not accepted — both you and we are told about them, and they go no further.
Where the data is kept and who can see it
- The website and its database are hosted with our hosting provider.
- Requests and the files attached to them are moved to our Microsoft 365 (SharePoint) environment, where only those of our employees who need them for their work have access.
- We use our own e-mail service to send messages.
- We do not pass data to third parties for marketing and we do not sell it. We may disclose it only where the law requires us to.
How long we keep it
- An unconfirmed request is not reviewed: the confirmation link is valid for 3 days, after which the request is marked as incomplete.
- We keep a request and its files for as long as they are needed to review it and for possible cooperation, and we delete them when they are no longer needed — normally no later than 24 months after the last contact. If cooperation begins, we keep the data for as long as the contract and the law require.
- Files uploaded to the website server are deleted automatically: unconfirmed and rejected files after 7 days, the rest within 30 days of the request being handed over to our staff. After that they are kept only in our internal document system.
- Temporary download links, where they are used for passing files internally, are valid for 14 days.
Cookies
This website does not use analytics, advertising or profiling cookies and does not track what you do on other sites. Only technical cookies needed for the site and its forms are used, together with a session cookie if you sign in as a site user. See the cookies page for details.
Protection against bots
To keep automated programs from filling in the forms we use Google reCAPTCHA v3. It assesses the characteristics of the visit in the background, and in doing so Google receives your IP address and information about how your browser behaves on this page. Google’s privacy policy and terms of use apply to that. We use this check only for security, not for advertising or profiling.
Your rights
You have the right to access your data, to correct or erase it, to restrict processing, to object to processing and to receive a copy of your data. To exercise these rights, write to info@voka.lv — we will reply within one month.
If you believe we are processing your data without proper grounds, you have the right to contact the Data State Inspectorate of Latvia (dvi.gov.lv).
Contact details
SIA «Voka»
Registration No. 50003216331
Celtnieku iela 11, Talsi, LV-3201, Latvia
E-mail: info@voka.lv
Last updated: 20.09.2026.