Privacy Policy

This Privacy Policy explains how Relovate OÜ collects, uses and protects personal data when providing relocation, consultation and document support services. By contacting us or using our services or website, you agree to this Privacy Policy.

Relovate OÜ
Registry code: 17370391
Address: Riia mnt 59-6, 80019 Pärnu, Estonia
Email: info@relovate.eu

Relovate OÜ is the controller of your personal data.

We may update this Privacy Policy from time to time. The latest version is always available on our website www.relovate.eu.

1. How We Collect Personal Data

We collect personal data in the following ways:

1. Data provided directly by you

You provide personal data when you:
• Contact us by email
• Request an assessment
• Purchase a service
• Provide documents needed for applications
• Participate in video calls
• Submit information for yourself or your family members
• Sign and return a Power of Attorney
• Fill out forms or questionnaires

Providing certain personal data is necessary for delivering relocation-related services.

2. Data collected automatically

When you visit relovate.eu, we may collect technical data through:
• Essential cookies
• Analytics cookies (Google Analytics, Squarespace Analytics)
• Optional marketing cookies (activated only with your consent)

Your cookie preferences can be managed at any time through our cookie banner.

3. Social media

Relovate OÜ does not collect or process personal data sent through social media platforms such as Facebook, Instagram or WhatsApp.

If you send personal information or documents via social media, we will immediately redirect you to email or Trello and inform you that social media is not secure for data exchange.

We may answer general questions through social media but will not collect, store or process documents or sensitive information there.

2. What Personal Data We Process

Depending on the service, we may process the following categories of personal data:

Identification and contact data

• Full name
• Date of birth
• Nationality
• Email address
• Phone number
• Address (if required)
• Personal ID code (if required by PBGB forms)

Document and application data

• Passport or ID details
• Passport or ID scans and photos
• Family member information (name, date of birth, nationality, passport details and other required data)
• Supporting documents for visa or residency applications
• Certificates such as marriage or birth certificates
• Signed Power of Attorney
• Application forms and all data required by authorities

Special category data

Special category data may be processed when required for immigration procedures, such as:
• Racial or ethnic origin visible in passport photos
• Marital status and family relationships
• Sensitive information contained in official documents

Such data is processed only when necessary and only for immigration-related purposes.

Communication data

• Emails and attachments
• Trello comments and uploads
• Notes from Google Meet calls
• Communication during service delivery

Financial and contractual data

• Invoices and payment records
• Contract-related information
• Accounting data required by law

We do not collect more data than necessary for the specific service.

3. Purposes of Processing Personal Data

We process personal data for the following purposes:

To provide our services

• Assessing eligibility
• Preparing and submitting applications
• Communicating with PBGB, embassies and visa centres
• Guiding you through each step of the relocation process
• Booking appointments when possible

To communicate with you

• Responding to your inquiries
• Providing updates about your case
• Preparing follow-up summaries and instructions

To comply with legal obligations

• Accounting and financial reporting
• Responding to lawful requests from authorities
• Maintaining records required by Estonian law

To maintain business operations

• Ensuring service quality
• Protecting our rights in case of disputes
• Keeping communication history
• Preventing fraud or misuse

We do not sell your data, do not use it for profiling and do not use it for automated decision making.

4. Legal Bases for Processing

We process personal data based on the following legal bases:

• Contract performance
• Legal obligations (such as accounting requirements)
• Legitimate interests (communication, business operations, service quality)
• Consent (for cookies, special category data when required or optional activities)

5. Sharing Your Personal Data

We share personal data only when necessary for service delivery or when required by law.

1. Authorities

• Estonian Police and Border Guard Board (PBGB)
• Embassies and visa centres inside and outside the EU
• Other government institutions involved in your application

2. Service providers acting as processors

• Trello (Atlassian) for case management
• Google (Gmail, Google Drive, Google Meet)
• Squarespace (website hosting and analytics)
• LHV Bank for payment processing
• Accounting service providers

3. Legal or financial requirements

• Auditors
• Legal representatives (only if required by law)

Relovate OÜ does not have employees or subcontractors who access client data. Only the controller has access unless sharing is required to provide the service.

We do not share data with third parties for marketing or advertising.

6. International Transfers

Some service providers store data outside the EU, including:
• Trello (USA)
• Google services (EU or USA depending on storage location)
• Squarespace (USA)

When data is transferred outside the EU/EEA, we ensure appropriate safeguards such as:
• Standard Contractual Clauses
• Encryption and secure access controls
• GDPR-compliant protections

Data may also be shared with embassies or visa centres located outside the EU when required for the application.

7. Data Retention

We retain personal data only as long as necessary for the purposes described in this Policy.

Retention periods:
• Relocation case files and application documents: up to 3 years after service completion
• Communication records: up to 3 years
• Invoices and accounting documents: 7 years as required by Estonian law
• Cookie data: according to cookie type and your preferences

After the retention period, data is securely deleted from Trello, email and Google Drive unless a longer retention period is required by law or needed to protect legitimate interests.

8. Personal Data of Minors

We may process the personal data of minors when required for relocation services and only when submitted by a parent or legal guardian.

We do not provide services directly to unaccompanied minors and do not collect data from minors independently.

Retention and deletion rules apply the same way as for adults.

9. Your Rights

Under GDPR, you have the right to:

• Access your personal data
• Receive a copy of all data processed about you (identity verification required)
• Rectify inaccurate or incomplete data
• Request erasure in certain circumstances
• Restrict processing
• Object to processing based on legitimate interests
• Data portability
• Withdraw consent at any time (for consent-based processing)

To exercise your rights, email us at info@relovate.eu. We will respond within 30 days.

Identity verification is required before providing copies of personal data to ensure the request is legitimate and secure.

10. Complaints

If you believe your data protection rights have been violated, you may contact:

Andmekaitse Inspektsioon (Estonian Data Protection Inspectorate)
Address Tatari 39, 10134 Tallinn, Estonia
Website www.aki.ee
Email info@aki.ee

If you reside outside Estonia, you may also contact your local supervisory authority.

11. Cookies and Website Tools

Relovate.eu uses:
• Essential cookies
• Analytics cookies (Google Analytics, Squarespace Analytics)
• Optional marketing cookies (activated only with your consent)

You can manage or withdraw your cookie preferences at any time through the cookie banner on our website.

12. Data Security Measures

Relovate OÜ applies appropriate technical and organisational measures to protect personal data, including:

• Password-protected laptop and phone
• Multi-factor authentication for cloud systems
• No use of public Wi-Fi
• Secure storage through Google Workspace and Trello
• Encrypted connections (HTTPS)
• No printing of client documents
• Regular backups in Google Drive
• Controlled access by the controller only

While we take all reasonable steps to protect your data, no system can be guaranteed completely secure.

13. Contact

For questions about this Privacy Policy or data protection, contact Relovate OÜ info@relovate.eu.

Last updated: 22.12.2025