Privacy Policy

HICE-GROUP SIA

Last updated: June 2025

This Privacy Policy explains how HICE-GROUP SIA processes personal data in connection with providing contract management document templates and related services, operating the website hice-group.com, and managing communication channels.

This Policy is written to be clear, accurate and reflective of actual data processing, including the use of ecommerce and payment systems, analytics tools, advertising platforms, and cookie management.

1. Data Controller and Contact Information

Data Controller: HICE-GROUP SIA

Registration number: 40203733106

Legal address: Parka iela 1A, Ogre, Ogres nov., LV-5001, Latvia

Website: hice-group.com

Email: info@hice-group.com

Phone: +371 29 274 345

For questions about personal data processing, exercising your data subject rights, or cookie use, please contact us at info@hice-group.com or send a written request to the legal address above.

2. Scope of This Policy

This Policy applies to personal data processed by HICE-GROUP SIA in relation to:

visitors to the website hice-group.com
persons who complete contact forms, submit enquiries, call, or email
customers who purchase digital products through the website (both individual consumers and business representatives)
business clients and their representatives who purchase or enquire about products and services
persons who contact or interact with HICE-GROUP SIA through social media platforms
job applicants who submit applications

Where separate information about data processing is provided in a specific context — for example, in a purchase confirmation, order receipt, or cookie notice — that information supplements this Policy.

3. What Personal Data May Be Processed

Depending on how you interact with us, HICE-GROUP SIA may process the following categories of personal data:

Identification data: first name, last name, job title, company name, VAT number, registration number.
Contact data: email address, phone number, billing and delivery address.
Account and order data: purchase history, downloaded products, licence details, order status, payment reference.
Payment data: transaction identifiers, payment status — note that full card details are processed exclusively by Stripe and are not stored by HICE-GROUP SIA.
Communication data: email correspondence, contact form submissions, enquiry content, support communications.
Business data: company information entered at checkout, contract type preferences, edition selections.
Website usage and technical data: IP address, device and browser information, cookie identifiers, pages visited, clicks, scroll behaviour, session data, and similar analytics data where you have given consent.
Marketing and advertising data: consent status, ad interaction data, conversion data, audience segment data, where you have given consent.
Social media data: public profile name, messages, comments, and other information you provide when contacting us through social media platforms.
Job applicant data: CV, cover letter, contact details, qualifications, experience, and other information provided by the applicant.

HICE-GROUP SIA does not request special category personal data (such as health, political opinion, or religious belief data) unless specifically required by law or voluntarily provided by the individual in a relevant context. Please do not submit sensitive information unless it is necessary for your enquiry or purchase.

4. Sources of Personal Data

Personal data may be collected:

directly from you when you complete a contact or enquiry form, place an order, create an account, make a payment, or contact us by phone or email
from your organisation or a third party who has provided your details as a contact person or representative
from orders, invoices, and transactional records generated through the purchase process
from publicly available registers where necessary for contract formation, risk assessment, or legal compliance
from website cookies and similar technologies, to the extent permitted by your cookie choices and applicable law
from social media platforms when you contact or interact with our pages

5. Purposes and Legal Bases for Processing

HICE-GROUP SIA processes personal data only for specific, lawful purposes. The main purposes, examples of data involved, and the applicable legal basis are set out in the table below.

Purpose	Examples of data	Legal basis
Receiving and responding to enquiries	Name, email, phone, enquiry content	Steps prior to contract; legitimate interests
Processing and fulfilling digital product orders	Name, email, billing address, company details (B2B), order details, product licence	Performance of contract
Processing payments via Stripe	Transaction identifiers, order amount, payment status — card data processed by Stripe directly	Performance of contract; legal obligation
Delivering digital products and managing licences	Email address, order reference, licence key or download link, download history	Performance of contract
B2B order processing	Company name, VAT/registration number, billing address, contact person name and email	Performance of contract; legal obligation
Invoicing, accounting, financial records	Invoice data, payment status, buyer details, accounting documents	Legal obligation; legitimate interests
Customer support and after-sales communication	Email correspondence, order reference, support requests, complaint handling	Performance of contract; legitimate interests
Website operation and security	Technical logs, IP address, device information, necessary cookies	Legitimate interests in maintaining a secure and functional website
Website analytics and user behaviour analysis	Pages visited, clicks, session duration, device/browser data, cookie identifiers, Microsoft Clarity heatmaps and session data	Consent given in the cookie banner
Advertising, remarketing, and campaign measurement	Cookie/pixel identifiers, ad clicks, conversions, audience segments	Consent given in the cookie banner
LinkedIn social media communication	Profile name, messages, comments, engagement data	Consent when you contact us; legitimate interests
Facebook social media communication	Profile name, messages, comments, reactions, engagement data	Consent when you contact us; legitimate interests
Direct marketing communications	Email address, name, purchase history	Consent; or legitimate interests for existing customers where permitted by law
Protecting legal rights and interests	Contracts, correspondence, payment records, evidence, dispute documents	Legitimate interests; legal obligation
Job applicant assessment	CV, cover letter, contact details, qualifications, interview notes	Steps prior to employment contract; legitimate interests; consent for extended retention

6. Ecommerce, Orders, and Payment Processing

When you purchase a digital product on hice-group.com, the order is processed through WooCommerce. You may purchase as an individual consumer or as a business, with the option to add company details (name, VAT number, registration number) at checkout.

Payment is processed by Stripe, a third-party payment service provider. HICE-GROUP SIA does not store your card number, CVV, or full card details — these are transmitted directly to Stripe’s secure environment. HICE-GROUP SIA receives only a transaction confirmation and reference identifier.

Your order data (name, email, billing address, product purchased, licence reference) is retained for the purpose of contract fulfilment, licence management, customer support, and statutory accounting obligations.

Purchased digital products are delivered electronically. The download or access link is sent to the email address provided at checkout. HICE-GROUP SIA takes reasonable technical measures to protect the security of file delivery and to limit unauthorised access to purchased documents.

7. Analytics, Advertising, and Technical Tools

HICE-GROUP SIA uses the following analytics, advertising, tag management, and user behaviour tools on hice-group.com. Analytics and marketing cookies, pixels, and similar technologies are activated only after you have given consent in the cookie banner.

Tool / Service	Purpose	Possible data	Activation
Google Tag Manager	Manages and controls the loading of analytics and marketing scripts	Technical tag data; activates other tools depending on configuration and consent	Necessary tags may load for site function; analytics and marketing tags only after consent
Google Analytics 4 (GA4)	Website visit statistics, user flow analysis, conversion tracking	Pages visited, session data, device/browser information, approximate location, cookie identifiers	Only after analytics cookie consent
Google Search Console (GSC)	Technical search visibility, indexation monitoring, search performance	Aggregated search result data, clicks, page indexation, technical errors; no individually identifiable personal data targeted	Used for technical site administration; personal data processing limited to what is necessary
Meta Pixel (Facebook/Instagram)	Ad campaign measurement, audience building, and remarketing on Meta platforms	Cookie/pixel identifiers, page visits, clicks, conversions, device information	Only after marketing cookie consent
LinkedIn Insight Tag	Ad campaign measurement, professional audience retargeting, LinkedIn conversion tracking	Cookie identifiers, page visits, job title/industry segments where LinkedIn profile is active, conversions	Only after marketing cookie consent
Microsoft Clarity	User behaviour analysis, heatmaps, click and scroll tracking, session recordings	Clicks, scrolling, pages visited, session recording data, device/browser information, IP or derived approximate location, cookie identifiers	Only after analytics cookie consent. Form field inputs are masked in Clarity configuration.

The providers of these tools may also process data as independent controllers or joint controllers for certain purposes, such as personalising advertising on their own platforms. In such cases, Google, Meta, Microsoft, LinkedIn, and other providers’ own privacy policies also apply.

8. Cookie Use

Cookies are small text files or similar technologies stored on your device when you visit a website. hice-group.com uses cookie management provided by Complianz, which allows you to review and manage your preferences at any time.

Cookie category	Purpose	Legal basis
Necessary cookies	Core website function, security, session management, storing your cookie preference	Legitimate interests; cannot be disabled
Analytics cookies	Visit statistics, user flow, usability improvements — Google Analytics 4, Microsoft Clarity	Your consent
Marketing cookies	Ad campaign measurement, personalised and remarketing advertising — Meta Pixel, LinkedIn Insight Tag	Your consent
Functional cookies (if used)	Additional functionality such as language preferences or saved settings	Your consent or legitimate interests where the function is specifically requested

On your first visit you are shown a cookie banner with the option to accept or decline analytics and marketing cookies. You can update your choice at any time using the cookie settings link in the website footer.

If you do not consent to analytics or marketing cookies, those tools are not activated and no data is collected for their purposes. Necessary cookies may still be used to ensure website operation and security.

For a detailed cookie list, see the Complianz cookie settings panel available in the website footer.

9. Recipients of Personal Data

HICE-GROUP SIA does not share personal data with third parties without a lawful basis. Data may be accessed or transferred only to the extent necessary by the following categories of recipients:

HICE-GROUP SIA employees and authorised persons who require access to fulfil their duties
IT, hosting, website maintenance, email delivery, and security service providers
WooCommerce and related ecommerce infrastructure providers
Stripe, for payment processing purposes
Google, Meta, Microsoft, LinkedIn, and other digital analytics or advertising tool providers — only in accordance with your cookie consent and tool configuration
Accounting, legal, document management, and debt recovery service providers
Banks and payment service providers where required for transaction processing
Public authorities, courts, law enforcement, tax administration, and other bodies where required by law or for the protection of HICE-GROUP SIA’s legal rights
Business partners, subcontractors, or suppliers where objectively necessary for the delivery of a specific product or service

Where required, HICE-GROUP SIA enters into appropriate data processing agreements with processors, or verifies that the provider ensures processing in accordance with applicable data protection requirements.

10. Transfers Outside the EU and EEA

When using international service providers — including Stripe, Google, Meta, Microsoft, LinkedIn, WooCommerce/Automattic, or their subprocessors — personal data may be processed or accessed outside the European Union and European Economic Area, including in the United States or other countries.

Such transfers are made only where an appropriate legal basis and safeguards exist, such as a European Commission adequacy decision, Standard Contractual Clauses, or another mechanism provided under the General Data Protection Regulation.

Where service providers offer privacy or data governance configuration options, HICE-GROUP SIA selects settings that minimise the volume of personal data processed and limit use for purposes inconsistent with the original collection purpose.

11. Data Retention Periods

Data type	Retention principle
Enquiries and communications from potential customers	As long as necessary to handle the enquiry, prepare a response, and protect legitimate interests
Order data, invoices, and accounting records	As required by statutory accounting and tax obligations and as long as necessary in case of disputes
Digital product licences and download records	For the duration of the licence and as long as necessary for support, dispute resolution, and legal compliance
Payment transaction records	As required by financial and accounting law; card data is not stored by HICE-GROUP SIA
Analytics and marketing data	In accordance with your consent, tool settings, and cookie retention periods; consent may be withdrawn at any time
Social media communications	As long as necessary to handle the communication and for a reasonable period thereafter
Job applicant data	During the recruitment process and thereafter as long as necessary, or longer with the applicant’s separate consent
Data retained for legal protection	As long as necessary for bringing, defending, or handling a claim, in accordance with applicable limitation periods

Where processing is based on your consent, data is processed until consent is withdrawn or the relevant purpose no longer exists, unless there is another lawful basis for continued retention.

12. Data Security

HICE-GROUP SIA implements reasonable technical and organisational measures to protect personal data against unauthorised access, accidental or unlawful destruction, loss, alteration, disclosure, or other inappropriate processing. These measures may include access controls, password protection, employee access restrictions, data processing instructions, secure document storage, IT system maintenance, and assessment of service providers.

Payment data security is handled by Stripe, which operates under PCI DSS compliance standards. HICE-GROUP SIA does not store payment card data.

Despite security measures, data transmission over the internet or by email cannot be considered absolutely secure. We ask that you do not submit sensitive or unnecessary information if it is not required for your enquiry or purchase.

13. Direct Marketing

HICE-GROUP SIA may send commercial communications where you have given consent, or where permitted under applicable law for existing customers in relation to similar products or services where they have not opted out.

You may unsubscribe from marketing communications at any time by using the unsubscribe link in any email, or by writing to info@hice-group.com. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

Advertising tools such as Meta Pixel and LinkedIn Insight Tag are used for personalised or remarketing advertising only after you have consented to marketing cookies.

14. Social Media

HICE-GROUP SIA maintains pages on LinkedIn and Facebook. If you contact us or interact with our content through these platforms, we may process your public profile name, messages, comments, reactions, and other information you provide in the relevant platform.

Social media platforms set their own data processing purposes and means. Your data on these platforms is also subject to the privacy policies of LinkedIn and Meta. HICE-GROUP SIA is not responsible for independent data processing carried out by social media platforms.

15. Automated Decision-Making and Profiling

HICE-GROUP SIA does not make decisions that produce legal effects concerning you or similarly significantly affect you based solely on automated data processing.

Analytics and advertising tools may use automated segmentation or audience building for advertising purposes where you have given consent. This processing is not used to make legally binding decisions about you.

16. Your Rights

Under applicable data protection law, you have the right to:

receive information about whether HICE-GROUP SIA processes your personal data, and to access that data
request correction of inaccurate or incomplete personal data
request erasure of personal data where it is no longer necessary or where another legal basis for erasure exists
request restriction of processing in applicable circumstances
object to processing based on legitimate interests, including processing for direct marketing purposes
receive your personal data in a structured, commonly used, and machine-readable format where data portability rights apply
withdraw consent at any time where processing is based on consent
lodge a complaint with the supervisory authority

To exercise your rights, please write to info@hice-group.com or send a request to HICE-GROUP SIA’s legal address. To protect your data, HICE-GROUP SIA may request additional information to verify your identity where necessary. HICE-GROUP SIA will respond within the timeframe required by applicable law.

17. Right to Lodge a Complaint with a Supervisory Authority

If you have concerns about how HICE-GROUP SIA processes your personal data, we encourage you to contact us first so we can try to resolve the matter. If you believe that processing of your personal data does not comply with applicable law, you have the right to lodge a complaint with the Data State Inspectorate in Latvia.

Data State Inspectorate (Datu valsts inspekcija)

Elijas iela 17, Rīga, LV-1050, Latvia

www.dvi.gov.lv

If you are located in another EU/EEA country, you may alternatively lodge a complaint with the supervisory authority in your country of residence.

18. Changes to This Privacy Policy

HICE-GROUP SIA may amend this Privacy Policy if data processing practices, tools, applicable law, or services change. The current version of the Policy is published at hice-group.com.

In the case of material changes, HICE-GROUP SIA may additionally inform data subjects in an appropriate manner, for example by publishing a notice on the website or sending information to the contact details provided where this is necessary and proportionate.

19. Summary: Cookie Consent and Analytics Activation

Analytics and advertising data on this website is collected only after the user has confirmed the relevant cookies in the cookie banner. If a user does not give consent or withdraws it, Google Analytics 4, Meta Pixel, LinkedIn Insight Tag, Microsoft Clarity, and other analytics or marketing tools are not used to collect data for that user, except for technically necessary website operation and security functions.

Cookie preferences can be managed at any time through the cookie settings available in the website footer.