1. Who is responsible
Arctia Solutions ehf., kt. 500626-0620, is the controller of the personal data described here. Questions about privacy: info@arctiapro.is or +354 787 4298.
2. What we collect
- Contact details: name, contact person, email, phone and address.
- Kennitala of people and companies.
- Appliance details: type, brand, model, serial number, location, purchase date and warranty dates.
- Job details: the date and time of your report, what you told us, technician notes, parts used, time spent on site, prices and invoices.
- Portal account: your email as login and the time you signed in.
- Settings stored in your browser: language (see the cookie policy).
3. Why we use it, and the legal basis
- To book, carry out and invoice repairs and handle warranty claims: performance of a contract (GDPR Art. 6(1)(b)).
- To keep accounting records: legal obligation under the Bookkeeping Act No. 145/1994 (Art. 6(1)(c)).
- To keep the service history of each machine, prevent misuse and keep our systems secure: legitimate interest (Art. 6(1)(f)).
- To send news or offers: only with your consent, which you can withdraw at any time. We do not send marketing without it.
4. Kennitala
We use your kennitala to identify you reliably and to invoice correctly, which Art. 13 of Act No. 90/2018 allows when it has a clear purpose. If you give us a kennitala we may check the name and legal address in Þjóðskrá Íslands (people) or Fyrirtækjaskrá (companies) through an authorised provider.
5. Who sees your data
- Our staff and technicians who handle your job.
- Service providers that work for us under a data processing agreement: hosting, IT, accounting and invoicing.
- Manufacturers or their agents, when we make a warranty claim for your appliance, and only what the claim needs.
- Authorities, when the law requires it.
We never sell personal data.
6. Transfers outside the EEA
If a provider stores data outside the European Economic Area, we only use it with safeguards approved under the GDPR, such as the EU standard contractual clauses.
7. How long we keep it
- Accounting records and invoices: 7 years, as the Bookkeeping Act requires.
- Service history of an appliance: while you are a client and for up to 4 years after the last job, so warranty and complaint claims can be checked.
- Portal account: until you ask us to close it, unless a legal obligation requires us to keep some of it.
- Website form messages that do not lead to a job: up to 12 months.
8. Your rights
You can ask for access to your data, correction, deletion, restriction, a copy in a portable format, and you can object to processing based on legitimate interest. Write to info@arctiapro.is. We answer within one month.
You can also complain to Persónuvernd, the Icelandic Data Protection Authority, at personuvernd.is.
9. Security
Access to client data is limited to the people who need it. Connections are encrypted and access is logged.
10. Changes
We update this policy when our processing changes. The date at the top shows the latest version.