01Who we are and what this policy covers
Fiori Agency is the trading name used by this platform, with public support based in Albania. Contact [email protected] for privacy questions. The registered operator’s name, registered address and registration number still need to be confirmed before this draft is issued as a final notice.
This policy covers website visitors, people who submit enquiries or questionnaires, client contacts with portal accounts, and people who receive or upload shared files. It also describes client information entered by our team to manage the relationship. Separate employment and supplier notices should cover staff payroll and supplier administration.
For our own enquiries, account administration and billing, we decide how and why information is used. Where a client supplies personal data for us to handle only on its instructions as part of an agency service, that client may be the controller and we may be its processor. Those responsibilities and instructions belong in the relevant service and data processing agreement.
02Information we receive
The information depends on which part of the platform you use.
- Enquiries and estimates: your name, email address and/or phone number, company, country, website, services of interest, budget and message. The team can add a source, notes, follow-up details and an estimate to your enquiry.
- Questionnaires: your answers about the business, industry, audience, goals, current marketing and service needs; contact details and preferred contact time; your request for follow-up; recommended services; and the submission time. Answers are also saved as a draft on your device while you work.
- Client accounts: name, email, phone, business and industry details, avatar if supplied, address and optional location coordinates, website and social links, tax identifier if supplied, account status, language preference, password hash and last login time. Staff can associate an account with an enquiry, referrer or responsible team member.
- Service and billing records: services and quantities, negotiated prices, billing intervals, contract dates, renewal settings, contract documents, invoices, payment method descriptions, payment dates and payment, cancellation or refund status. The client billing workflow records payments; it does not collect card numbers or card security codes.
- Files and collaboration: uploaded content, file and folder names, file types and sizes, previews or thumbnails, ownership, sharing permissions, transfer titles and messages, expiry dates and download-link request counts. Project tasks and internal notes may also refer to client contacts.
- Notifications: recipient names and email addresses, service messages and relevant account or invoice details, send attempts, delivery-provider identifiers and status, and whether an in-app notification has been read.
- Technical information: request URLs and methods, operational errors and timestamps. IP addresses are used for rate limiting; completed uploads through a public Drive link also record the uploader’s IP address and browser user-agent alongside the file, share and upload time.
03Where information comes from
We receive information from you, from the browser or device connecting to the platform, and from team members managing an enquiry or client relationship. A business contact, referrer or file sender may give us your details. For example, a sender can enter your email address so that we can deliver a transfer link without you having an account.
Please provide only information relevant to your request and make sure you are authorised to provide other people’s details or files. The enquiry forms do not ask for health information, identity documents, payment-card details or other sensitive personal information. If such material is necessary for a project, agree an appropriate handling arrangement with us first.
Required fields identify the information needed to submit a form or use an account. Without sufficient contact details we cannot respond, and without the necessary account or billing information we may be unable to provide the requested service. Optional fields can be left blank.
04Why information is used
The legal basis depends on the relationship and the purpose, rather than treating all use of the website as consent.
| Purpose | Basis |
|---|---|
| Respond to an enquiry, prepare a requested estimate and arrange a strategy conversation. | Steps you request before a contract; legitimate interests in responding to business representatives. |
| Provide agreed services, manage accounts, share project files and send service notifications. | Performance of a contract with you; legitimate interests in administering a client organisation’s relationship. |
| Maintain invoices, payment records and records required for accounting or tax. | Applicable legal obligations, alongside contract administration. |
| Control access, limit abusive requests, investigate incidents and resolve disputes. | Legitimate interests in protecting the platform, its users and legal claims. |
| Carry out an optional activity for which we separately ask permission. | Consent, where required; it can be withdrawn for that activity. |
05Questionnaire recommendations and messages
Questionnaire recommendations use rules that match your answers to our service categories. They help suggest a starting point for a discussion. They do not buy a service, approve a contract or set a binding price. You can discuss or challenge the recommendations with our team.
Account invitations, password resets, transfer links, invoice notices and renewal or overdue reminders are operational messages. Submitting an enquiry or questionnaire does not enrol you in a newsletter. The questionnaire confirmation records your request for us to use your answers to prepare and discuss your enquiry.
06Who can receive information
Team members with the relevant access can handle enquiries, accounts, projects and billing. A submitted enquiry can notify the sales or management team responsible for its market. A portal account receives its own client-facing records; internal notes and administrative records are not all shown in that portal.
The file-storage integration uses DigitalOcean Spaces. The transactional email integration supports Postmark when email delivery is enabled; that provider receives the recipient details and message content necessary to send the email. Application hosting, database, storage and email providers also process the technical information needed to operate their services.
The live hosting and database providers, enabled email service, storage locations and provider arrangements must be confirmed before this draft is finalised. External websites and documents opened through a link are governed by their operators’ privacy information.
Information may also need to be disclosed to professional advisers or competent authorities where necessary for an actual legal obligation or claim. This draft does not authorise unrelated advertising or resale of personal information.
07Public links and uploaded files
A public Drive link gives its holder access to the shared item or folder, including accessible contents below that folder. Some links also allow uploads. Files you add to a shared folder can become visible to other people holding that same link, as well as the team with access to the folder. A public link is not restricted to its original recipient.
Transfers can have an expiry date and an optional download password. Transfer metadata, including titles, messages, file names, sizes and types, is returned to holders of the transfer link even when file downloads require a password. Do not put confidential information in those labels or messages.
Revoking or expiring a link prevents new access through that link, but cannot recall copies already downloaded. A download URL issued before revocation may remain usable until its own expiry. Files and previews are processed by our servers and storage provider; this is not an end-to-end encrypted file service.
Avatars and published blog images are served using public image URLs. Avoid using an avatar for an image you need to keep confidential.
08Cookies and browser storage
The website uses storage for language, appearance, session access and saved form state. On public pages, Google Tag Manager loads for every visitor, with Google Analytics and Google Ads denied until you choose in Cookie settings. While they are denied, they store nothing on your device and cannot recognise you: Google receives the page address, the referring address and the usual request information, and uses it for aggregate and estimated totals only. Allowing analytics lets Google Analytics measure public-page visits, questionnaire starts, successful enquiries and contact-link clicks. Allowing marketing lets Google Ads use the same events to measure our ad campaigns and to show our ads to past visitors on Google and partner sites. Form answers and contact details are not included in these events. You can withdraw either choice through Cookie settings in the footer; this clears the related Google cookies and reloads the page to stop the loaded tracking scripts. Private pages, such as the portal and administration, load no Google tag at all.
Your cookie choices are stored in the fiori_cookie_consent cookie for up to six months. Google Analytics uses _ga and _ga_* cookies when you accept analytics. Google Ads uses _gcl_* cookies on this website and its own cookies on Google domains when you accept marketing. Their duration is controlled by the Google configuration. Without those choices, no analytics or advertising cookie is set and no advertising identifier is sent. Questionnaire drafts are saved on this device only when you allow preferences and saved progress.
| Storage | Purpose and duration |
|---|---|
| Language (i18next cookie) | Remembers the selected language. Locale routing sets it for up to one year and refreshes it on later visits. |
| Appearance (app-settings cookie; browser theme storage) | Remembers display and interface preferences. The settings cookie has no fixed expiry and follows the browser session; theme values in local storage persist until reset or cleared. Browsers may restore session cookies. |
| Sign-in (fiori_access_token and fiori_principal_kind in session storage) | Keeps the account session in the browser tab. Sign-out removes these values; browser session handling and token expiry also limit access. |
| Questionnaire (fiori:get-a-quote:draft in local storage) | Saves answers and progress, including contact details if entered. There is no timed expiry. Removed after successful submission, by Clear draft, or when you clear the site’s storage. |
| Other local application state (app-checkout) | The shared application shell can store cart or form state. This does not process a payment or purchase an agency subscription. It remains until reset or cleared. |
09Your browser controls
You can clear or block cookies and site storage in your browser, reset appearance preferences through the settings controls, and use Clear draft in the questionnaire. Clearing storage can sign you out, reset preferences or remove unfinished answers. Closing a tab does not clear a questionnaire draft saved in local storage.
Clearing your browser does not delete information already submitted to us. To ask about submitted data, contact [email protected].
10How long information is kept
Retention must take account of the enquiry or service relationship, the need to resolve issues or claims, and applicable accounting and legal requirements. Account deactivation or subscription cancellation does not automatically erase associated client, invoice, contract, project or notification records. A fixed retention schedule for those records, logs and backups still needs business confirmation.
Transfers stop accepting new access after their stated expiry. An hourly cleanup is designed to remove expired transfer records and attempt deletion of their stored files. Storage deletion is best effort, so expiry is not a promise that every stored copy is immediately erased.
Drive files moved to trash remain recoverable until permanently deleted. Public-share expiry does not delete the underlying Drive files. Drive trash is not automatically deleted after 30 days.
Used or expired password-reset codes are scheduled for daily cleanup. Email delivery history can remain separately after a code or file transfer has expired. Browser-storage periods are described above.
If you request deletion, we need to assess the information concerned, any client instructions and any records that must be retained. We will explain relevant exceptions; there is no self-service account-erasure function in the client portal.
11Security and international processing
The platform uses hashed passwords, role and account access controls, rate limits on selected public endpoints and temporary download URLs for private files. These controls reduce risk but cannot guarantee absolute security. Keep passwords and private links secure and contact us if you suspect unauthorised access.
People in Albania and infrastructure providers in other countries may process information. The current storage integration defaults to a Frankfurt endpoint, but that setting alone does not establish where all production data, support access or backups are located.
The actual destinations and applicable transfer safeguards, including any required contractual safeguards, need verification before publication. We cannot claim that all information stays in Albania or the European Economic Area, or that a particular transfer agreement has been signed, from the platform configuration alone. Contact us for the arrangements applicable to your service.
12Your rights and how to contact us
Subject to the applicable conditions, you can request access, correction, erasure, restricted processing or a portable copy of your information; object to processing based on legitimate interests; and withdraw consent for consent-based processing. Withdrawal does not undo lawful earlier processing. You may object to direct marketing at any time.
Email [email protected] with enough context to identify the account, enquiry or file concerned. We may need proportionate identity verification, but do not send your password. The portal lets you view available service and billing records and change your password or language; other data requests are handled through contact with us.
Requests are normally free. Under Albanian data protection law, the usual response deadline is 30 days; where the GDPR applies, it is one month. Any lawful extension must be explained within the applicable initial period.
You can complain to Albania’s Commissioner for the Right to Information and Protection of Personal Data, or to another competent data protection authority where applicable. You do not have to contact us first.
Contact the Albanian data protection Commissioner13Children and changes to this policy
The agency services and client portal are intended for business enquiries and authorised client contacts, not for children to create accounts independently. If a child’s information has been supplied by mistake, contact us so we can assess its removal. Including children’s images in project files requires an appropriate lawful arrangement with the client.
The review date identifies this version. A final policy must be updated when the platform or actual data practices change, and any new use requiring additional information or consent must be addressed before that use begins.