Privacy Policy - Elka Technology Group

Effective Date: 1 January 2026

1. Introduction

Elka Technology Group ("Elka", "we", "us", or "our") is committed to protecting the privacy and security of personal information. This Privacy Policy describes how Elka Technology Group, including its subsidiaries, affiliated entities, and any software products or platforms operated under the Elka Technology Group umbrella (collectively, "Elka Entities"), collects, uses, stores, discloses, and otherwise processes personal data in connection with our websites, services, products, platforms, and business operations.

This Policy applies to all individuals who interact with any Elka Entity, including but not limited to visitors to our websites, users of our software products and platforms, clients, prospective clients, business partners, suppliers, job applicants, and other third parties whose personal data we may process in the course of our operations.

By accessing or using our website or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the practices described herein, you should discontinue use of our website and services.

Elka Technology Group operates in multiple jurisdictions and is committed to complying with applicable data protection and privacy laws, including but not limited to the General Data Protection Regulation (EU) 2016/679 ("GDPR"), the UK General Data Protection Regulation, the Australian Privacy Act 1988, and other relevant legislation in the jurisdictions in which we operate.

2. Information We Collect

Elka Technology Group may collect and process the following categories of personal information, depending on the nature of your interaction with us:

2.1 Personal Data Provided Directly

We collect personal data that you voluntarily provide to us when you interact with our website, engage our services, or communicate with us. This may include:

Full name, job title, and employer or organisation name
Contact information, including email address, telephone number, and postal address
Information provided through enquiry forms, service requests, or correspondence
Billing and payment information, where applicable to service engagements
Curriculum vitae, cover letters, and related documentation submitted as part of a job application
Any other personal data you choose to provide to us in the course of correspondence or engagement

2.2 Usage Data

When you visit our website, we may automatically collect certain technical and usage data, including:

Internet Protocol (IP) address
Browser type and version
Operating system and device type
Pages visited, time spent on pages, and navigation paths within the website
Referring URL and exit pages
Date and time of access
General geographic location derived from IP address (at the city or regional level)

This data is collected for the purposes of website administration, security monitoring, and analysis of usage patterns. It is generally processed in an aggregated or anonymised form and is not used to identify individual visitors unless required for security or legal purposes.

2.3 Cookies and Similar Technologies

Our website uses cookies and similar tracking technologies to facilitate essential website functionality and to improve user experience. Cookies are small text files that are stored on your device when you visit our website.

We use the following categories of cookies:

Essential Cookies: These are necessary for the proper operation of our website and cannot be disabled. They enable core functionality such as page navigation and access to secure areas.
Analytical Cookies: Where applicable, we may use analytical cookies to understand how visitors interact with our website. These cookies collect information in an aggregated form to help us improve website performance and content.
Functional Cookies: These cookies enable the website to remember choices you make (such as language or region preferences) and provide enhanced, more personalised features.

For detailed information about the cookies used on this website and how to manage your cookie preferences, please refer to our Cookie Policy.

3. How We Use Your Information

Elka Technology Group processes personal data for the following purposes:

Service Delivery: To provide, manage, and administer the technology services and solutions requested by our clients, including fulfilment of contractual obligations.
Communication: To respond to enquiries, requests, or correspondence you send to us, and to provide information about our services where appropriate.
Client Relationship Management: To manage and maintain our business relationships with clients, partners, and suppliers, including account administration and invoicing.
Recruitment: To assess and process job applications and manage the recruitment process.
Website Administration: To operate, maintain, and improve our website, including monitoring performance, diagnosing technical issues, and ensuring security.
Legal and Regulatory Compliance: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests, and to protect our legal rights and interests.
Security: To detect, prevent, and address fraud, unauthorised access, and other potentially prohibited or illegal activities, and to protect the security and integrity of our systems and services.
Business Operations: To support internal business operations, including auditing, data analysis, record keeping, and reporting.

We do not use personal data for automated decision-making or profiling that produces legal effects or similarly significant effects on individuals, unless expressly disclosed and consented to.

4. Legal Basis for Processing

Where applicable data protection law requires a legal basis for the processing of personal data, Elka Technology Group relies on one or more of the following legal grounds:

Contractual Necessity: Processing is necessary for the performance of a contract to which the data subject is a party, or in order to take steps at the request of the data subject prior to entering into a contract.
Legitimate Interests: Processing is necessary for the purposes of the legitimate interests pursued by Elka Technology Group or a third party, provided that such interests are not overridden by the rights and freedoms of the data subject. Our legitimate interests include operating and improving our business, managing client relationships, and ensuring the security of our systems.
Legal Obligation: Processing is necessary for compliance with a legal obligation to which Elka Technology Group is subject.
Consent: Where no other legal basis applies, we may process personal data on the basis of the data subject's freely given, specific, informed, and unambiguous consent. Where consent is relied upon, data subjects have the right to withdraw consent at any time, without affecting the lawfulness of processing carried out prior to withdrawal.

5. Data Sharing and Disclosure

Elka Technology Group does not sell, rent, or trade personal data to third parties for marketing purposes. We may share personal data with third parties only in the following circumstances:

Service Providers: We may share personal data with trusted third-party service providers who perform services on our behalf, such as hosting providers, IT support, payment processors, and professional advisers. These service providers are contractually obligated to process personal data only in accordance with our instructions and applicable data protection law.
Group Companies: Where Elka Technology Group operates through subsidiaries or affiliated entities, personal data may be shared within the corporate group for internal administrative purposes and to support the delivery of services.
Legal and Regulatory Requirements: We may disclose personal data where required by applicable law, regulation, legal process, or enforceable governmental request, including in response to a court order, subpoena, or similar legal instrument.
Protection of Rights: We may disclose personal data where we believe in good faith that disclosure is necessary to protect the rights, property, or safety of Elka Technology Group, our clients, or the public.
Business Transfers: In the event of a merger, acquisition, reorganisation, or sale of all or a portion of our assets, personal data may be transferred to the acquiring entity or successor organisation, subject to applicable data protection requirements.
With Consent: We may share personal data with third parties where the data subject has provided explicit consent to such sharing.

6. International Data Transfers

As a global technology services company, Elka Technology Group may transfer personal data to, and process personal data in, countries other than the country in which it was originally collected. These countries may have data protection laws that differ from those in your jurisdiction.

Where we transfer personal data outside of the European Economic Area (EEA), the United Kingdom, or other jurisdictions with data transfer restrictions, we implement appropriate safeguards to ensure that personal data is afforded an adequate level of protection. Such safeguards may include:

Transferring data to countries that have been deemed to provide an adequate level of data protection by the relevant regulatory authority (e.g., the European Commission).
Entering into Standard Contractual Clauses (SCCs) approved by the European Commission or other competent authority with the data recipient.
Relying on binding corporate rules or other approved transfer mechanisms as provided for under applicable data protection legislation.
Obtaining the explicit consent of the data subject, where appropriate and lawful.

Further information regarding the safeguards applied to international transfers of personal data may be obtained by contacting us using the details provided in the Contact Information section below.

7. Data Retention

Elka Technology Group retains personal data only for as long as is necessary to fulfil the purposes for which it was collected, or as required or permitted by applicable law. The retention period for personal data depends on the context in which it was collected and the purposes for which it is processed.

In determining the appropriate retention period, we consider the following factors:

The nature, scope, and sensitivity of the personal data
The purposes for which the data is processed
Applicable legal, regulatory, tax, accounting, or reporting requirements
Whether there is an ongoing contractual or business relationship
Applicable limitation periods for potential legal claims

When personal data is no longer required for its original purpose and there is no legal basis for continued retention, it will be securely deleted, anonymised, or otherwise disposed of in accordance with our data retention policies and procedures.

8. Your Rights

Subject to applicable data protection law and certain limitations and exemptions, you may have the following rights in relation to your personal data:

Right of Access: You have the right to request confirmation of whether Elka Technology Group processes your personal data, and to obtain a copy of the personal data we hold about you.
Right to Rectification: You have the right to request the correction of inaccurate personal data and, where relevant, to have incomplete personal data completed.
Right to Erasure: You have the right to request the deletion of your personal data where there is no compelling reason for its continued processing, subject to applicable legal obligations and exceptions.
Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as where you contest the accuracy of the data or object to its processing.
Right to Data Portability: Where processing is based on consent or contractual necessity and is carried out by automated means, you have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to request the transfer of that data to another controller where technically feasible.
Right to Object: You have the right to object to the processing of your personal data where processing is based on legitimate interests or carried out for direct marketing purposes. Where you exercise this right, we will cease processing unless we can demonstrate compelling legitimate grounds for continued processing that override your interests, rights, and freedoms.
Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out prior to such withdrawal.
Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority in your country of residence, place of work, or the place of an alleged infringement if you believe that the processing of your personal data infringes applicable data protection law.

To exercise any of these rights, please contact us using the details provided in the Contact Information section below. We will respond to your request in accordance with applicable law and within the timeframes prescribed by the relevant legislation. We may request verification of your identity before processing your request.

9. Data Security

Elka Technology Group takes the security of personal data seriously and implements appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, destruction, or other forms of unlawful processing.

Our security measures include, but are not limited to:

Encryption of personal data in transit and at rest, where appropriate
Access controls to limit access to personal data to authorised personnel on a need-to-know basis
Regular security assessments, vulnerability testing, and penetration testing of our systems and infrastructure
Incident response and data breach notification procedures in accordance with applicable law
Staff training on data protection, information security, and confidentiality obligations
Physical security measures to protect facilities and equipment that store or process personal data
Regular review and updating of security policies and procedures

While we take all reasonable precautions to protect personal data, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee the absolute security of personal data transmitted to or stored by us. Individuals are encouraged to take appropriate precautions when transmitting personal data electronically, including the use of secure connections.

10. Children's Privacy

The website and services of Elka Technology Group are not directed at, and are not intended for use by, children under the age of sixteen (16). We do not knowingly collect, solicit, or process personal data from children under the age of sixteen.

If we become aware that we have collected personal data from a child under the age of sixteen without verification of parental or guardian consent, we will take reasonable steps to delete that information promptly. If you believe that we may have collected personal data from or about a child under the age of sixteen, please contact us immediately using the details provided in the Contact Information section below.

11. Changes to This Policy

Elka Technology Group reserves the right to update or modify this Privacy Policy at any time to reflect changes in our data processing practices, business operations, or applicable legal and regulatory requirements. Any changes to this Policy will be effective upon posting of the revised version on this page.

Where material changes are made to this Policy, we will take reasonable steps to notify affected individuals, which may include posting a prominent notice on our website or, where appropriate, providing direct notification by email.

The "Effective Date" at the top of this Policy indicates the date on which the most recent version was published. We encourage you to review this Privacy Policy periodically to remain informed about how we collect, use, and protect personal data.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or the processing of your personal data by Elka Technology Group, please contact us using the following details:

Elka Technology Group
Privacy and Data Protection
Email: privacy@elkatechnology.com

We aim to respond to all legitimate enquiries within a reasonable timeframe and in accordance with the response periods prescribed by applicable data protection law. If you are not satisfied with our response, you have the right to lodge a complaint with the relevant supervisory authority in your jurisdiction.