Privacy Policy

Website and business contacts

Data we collect

Navigation data. The systems that run the website automatically collect some technical data: IP address, browser and operating system, pages requested, date and time of each request, and the referring page. We use this data to deliver the pages, keep the website secure and investigate technical problems or misuse.

Contact form. When you write to us from the Contact page, we collect your full name, company, email address, mobile number (optional) and the content of your message.

Email and phone. When you write to sales@vtopia-vr.com or another Utopia address, or call us, we process your contact details and the information you choose to share.

Please do not include sensitive data, such as health information, in your messages.

Purposes and legal bases

• To reply to your request and, where relevant, prepare a proposal. Legal basis: steps taken at your request before entering into a contract (Art. 6(1)(b) GDPR) and Utopia’s legitimate interest in answering business enquiries (Art. 6(1)(f)).
• To manage the contract that may follow, including invoicing. Legal basis: performance of a contract (Art. 6(1)(b)) and compliance with legal obligations, such as tax and accounting rules (Art. 6(1)(c)).
• To operate the website and protect it from abuse. Legal basis: legitimate interest (Art. 6(1)(f)).
• To establish, exercise or defend legal claims. Legal basis: legitimate interest (Art. 6(1)(f)).

The fields marked as required in the contact form are needed to answer you; without them we cannot handle your request. The mobile number is optional.

Who receives the data

Your data is handled by Utopia staff who are authorized and instructed to do so. It may also be processed, on Utopia’s behalf, by service providers acting as data processors under Article 28 GDPR:

• the website hosting provider, Aruba;
• Optimole, which optimizes and delivers the website images and therefore receives visitors’ IP addresses;
• our email service provider, Aruba.

We may also share data with professional advisors bound by confidentiality and with public authorities when the law requires it. The full list of data processors is available on request.

Transfers outside the European Economic Area

If a provider processes data outside the EEA, for example through a content delivery network, the transfer is based on an adequacy decision of the European Commission, such as the EU-US Data Privacy Framework for certified companies, or on the Standard Contractual Clauses adopted by the Commission. You can request a copy of these safeguards by writing to info@vtopia-vr.com.

How long we keep the data

• Contact requests: for the time needed to reply and follow up, and no longer than 24 months after the last contact if no business relationship begins.
• Contract and invoicing data: 10 years, as required by Italian law (Art. 2220 of the Civil Code).
• Navigation data: for the period set by our hosting provider for security purposes, unless needed to investigate an incident.

Cookies

The website uses only technical cookies that it needs to work, such as the cookie that remembers the language you selected. Technical cookies do not require consent.

The icons for our YouTube, LinkedIn and Instagram pages are plain links. Those platforms set their own cookies only if you visit them, under their own privacy policies.