PRIVACY POLICY

Last Updated: [17/04/2026]

1. Scope and data controller

This Privacy Policy describes the manner in which Exact3D collects and processes personal data when you visit exact3d.gr, when you submit a contact or demo request, when you subscribe to the newsletter, when you interact with marketing content, when you communicate regarding an offer or collaboration, and, where applicable, when you use services or environments of the Exact3D platform.

The data controller is:

Exact3D

Email for communication regarding personal data matters: info@exact3d.gr

Contact telephone numbers publicly displayed on the website: +30 210 5746 593 and +30 2411 812758.

2. Who this policy applies to

• website visitors,
• prospective clients and business representatives requesting a demo or quotation,
• newsletter subscribers,
• existing clients and users of accounts/tools, where applicable,
• partners, suppliers, and persons communicating with Exact3D.

3. Categories of personal data

Exact3D may collect the following categories of data:

A. Identification and contact data: first name, last name, company, corporate email, telephone number, country.

B. Professional/commercial data: role within the company, company size, industry, product information, project needs, solutions of interest, number of products, existence or non-existence of 3D models, degree of product customization.

C. Usage and device data: IP address, browser type, operating system, timestamps, logs, pages viewed, referrer URLs, events, session identifiers, and information collected through cookies or similar technologies.

D. Communication and support data: message content, email correspondence, notes from sales or support requests, appointments/demo requests.

E. Account and platform data, where applicable: login details, access rights, project/workspace data, product settings, files and 3D assets, activity history, technical usage metadata.

F. Transaction and billing data, where a contractual relationship exists: billing details, subscription history, service package, payment status, and related accounting documents.

4.How data is collected

• directly from you through the contact form, demo request, newsletter form, email, or telephone communication,
• automatically while browsing the website through cookies, server logs, and analytics tools,
• from your employer/company when you act as a representative or user of a corporate account,
• from cooperating systems or integrations, where relevant technical and contractual arrangements exist,
• from public or professional sources where necessary for the evaluation of cooperation or the management of a business relationship.

5. Purposes of processing

• operation, security, and optimization of the website,
• management of contact, demo, and quotation requests,
• assessment of business needs and proposal of an appropriate service package,
• provision of SaaS services, hosting, support, onboarding, and account management,
• technical implementation of configurators, integrations, and related services,
• communication with clients and prospective clients,
• sending newsletters, updates, success stories, and marketing communications with consent or within the framework of lawful business communication where permitted,
• measurement of campaign performance and understanding the use of content/services,
• compliance with legal, tax, and accounting obligations,
• exercise or defense of legal claims.

6. Legal bases for processing

Depending on the purpose, Exact3D relies on the following legal bases:

• taking steps at the request of the data subject prior to entering into a contract, e.g. when you request a demo or quotation,
• performance of a contract, when services are provided to a client or account user,
• compliance with a legal obligation, e.g. tax/accounting retention requirements,
• legitimate interest, e.g. network security, B2B corporate communication, relationship documentation, service improvement, and prevention of abuse,
• consent, e.g. for non-essential cookies and certain promotional communications.

7. Use of the contact form and lead qualification

The public contact form on the website requests, in addition to basic contact details, professional information such as business type, role, company size, solutions of interest, number of products, existence of 3D models, and project description. This collection is in principle legitimate to the extent that it is proportionate for evaluating a demo/quotation request and providing an appropriate commercial proposal. In the final publication, it is recommended to clearly specify which fields are mandatory and why, as well as to regularly review compliance with the principle of data minimization.

8.

Newsletter and commercial communication

When you subscribe to the newsletter, Exact3D processes your email address and potentially additional metadata regarding whether you opened or interacted with a message, where a relevant email marketing tool is used. The purpose is to send updates regarding services, features, new use cases, case studies, and other related content. You may unsubscribe at any time via the unsubscribe link or by contacting info@exact3d.gr.

9. Processing roles in a B2B/SaaS environment

For data collected through the public website for marketing, sales, lead management, and corporate relationship management purposes, Exact3D generally acts as the data controller. For data processed within the services/platform environment on behalf of a client, particularly where assets, content, or project data are uploaded on behalf of a client, Exact3D may act as a data processor and a separate Data Processing Agreement (DPA) may be required. This point must be contractually reflected with precision.

10. Recipients and categories of processors

The data may be transferred to or accessible by:

• 
  hosting/cloud infrastructure providers,,
• email and productivity tools providers,
• CRM, sales pipeline, or ticketing platforms,
• analytics and marketing tools providers,
• newsletter/email automation providers,
• technical partners for development, support, or security,
• accountants, legal advisors, and other professional consultants,
• public authorities where there is a legal obligation.

11. International transfers

If certain hosting, analytics, CRM, email, or support providers are located outside the EEA or use subprocessors outside the EEA, the relevant transfers will take place only where the conditions of Chapter V GDPR are met, such as the use of an adequacy decision or Standard Contractual Clauses together with supplementary security measures.

12. Retention periods

Exact3D retains personal data only for as long as necessary for the respective purposes. Indicatively:

• contact/demo/quotation requests: for as long as required for communication and reasonable commercial follow-up, unless deletion is requested earlier,
• newsletter data: until consent is withdrawn/deletion,
• contractual relationship and account data: for the duration of the relationship and for a reasonable period after termination for support, security, and legal documentation purposes,
• accounting/tax data: for as long as required by law,
• logs and security-related data: for a period proportionate to the purpose of protection and troubleshooting.

13. Security of processing

Exact3D publicly states that it provides cloud hosting and updates and develops services with technical infrastructure. In this context, it must implement appropriate technical and organizational measures such as encryption during transmission, access control, roles/permissions, backups, event logging, security updates, restriction of access for staff/partners, and incident management procedures.

14. Data subject rights

Subject to the conditions of the law, you may exercise::

• the right of access,
• the right to rectification,
• the right to erasure,
• the right to restriction of processing,
• the right to data portability,
• the right to object to processing based on legitimate interest,
• the right to withdraw consent at any time, where processing is based on consent,
• the right to lodge a complaint with the Hellenic Data Protection Authority.

To exercise your rights, you may contact info@exact3d.gr.

15.

Automated decision-making and profiling

Based on the publicly available content of the website, Exact3D uses or may use analytics and insights to understand preferences, conversion rates, and performance. This policy provides that no decisions producing legal effects are made solely through automated means without meaningful human intervention, unless this is explicitly stated and legally justified.

16.

Children’s data

The services and content of Exact3D are primarily intended for professionals and businesses. Exact3D does not knowingly aim to collect personal data from minors. If it is determined that such data has been collected without an appropriate legal basis, it will be deleted without undue delay.

17. Links to third parties

The website may include links to social media platforms or third-party websites. Exact3D does not control the independent privacy policies of such third parties and recommends that users review them separately before interacting with the relevant services.

18. Policy updates

Exact3D may amend this Privacy Policy when services, technologies, providers, the regulatory framework, or security/compliance needs change. The updated version will be posted on the website with a new last updated date.