Privacy Policy

1. Introduction

E V International Ltd respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains what personal data we collect through the EV International ERP portal, machine-registration pages, warranty and service processes; why and on what legal basis we process it; who may receive it; how long it may be retained; and what rights you have.

Please read this Policy carefully before submitting personal data. By using the registration form, you acknowledge that you have been informed about the processing described here. Where processing requires consent, consent will be requested separately and may be withdrawn at any time.

2. Data Controller

The data controller responsible for the processing described in this Privacy Policy is:

Questions about this Policy or the processing of personal data may be sent using the contact details above.

3. Scope of this Privacy Policy

This Privacy Policy applies to personal data processed through:

• the EV International ERP portal;
• machine-registration forms accessed by QR code or direct registration link;
• warranty registration, administration and verification;
• maintenance, repair, technical-support and service requests;
• communications relating to registered products;
• security, fraud-prevention and system-protection processes connected with these services.

Separate privacy notices may apply to other websites, mobile applications, recruitment activities, business relationships or marketing campaigns operated by E V International Ltd.

4. Personal Data We Collect

4.1 Machine and product information

• serial number, serial prefix and serial-range information;
• machine type, product model and product category;
• registration date and registration reference;
• warranty status, warranty dates and service history;
• maintenance, repair and technical-support records;
• information linking the machine to a distributor, invoice or authorised service partner.

4.2 Customer information

• full name;
• telephone number;
• email address;
• country;
• address, city, region or postal code where required for warranty or service delivery;
• messages and information submitted in connection with the registered machine.

4.3 Distributor and service information

• distributor name and contact information;
• records identifying the distributor responsible for the machine;
• authorised service-centre information;
• records of warranty, maintenance and support activities.

4.4 Consent and compliance information

• confirmation that this Privacy Policy has been presented and accepted;
• marketing preferences, where separately requested;
• cookie-consent preferences;
• date, time and version of the relevant notice or consent;
• records necessary to demonstrate compliance with applicable data-protection requirements.

4.5 Technical and security information

Where necessary to secure the portal and prevent misuse, we may process limited technical information, including:

• IP address;
• browser, device and operating-system information;
• session identifiers and security logs;
• CAPTCHA or anti-abuse verification results;
• failed validation, login or registration attempts.

We do not intentionally request special-category personal data, such as health data, racial or ethnic origin, religious or philosophical beliefs, political opinions, trade-union membership, genetic data, biometric data used for identification, or information concerning a person’s sex life or sexual orientation through the public machine-registration form.

5. How We Collect Personal Data

We may collect personal data:

• directly from you when you complete a registration, warranty or service form;
• from an authorised distributor, reseller or service partner;
• from purchase, invoice, serial-range, product, warranty and service records maintained in the EV International ERP System;
• from communications between you, E V International Ltd, the distributor and authorised service partners;
• automatically through essential session, security and anti-abuse technologies.

Where information is received from a distributor or service partner, we take reasonable steps to keep the processing transparent and limited to the relevant registration, warranty, service, safety or product-support purpose.

6. Why We Process Personal Data

Machine registration and validation

To validate the serial number, identify the machine type, confirm that the serial number is recognised, prevent duplicate or invalid registration, and register the machine in the ERP System.

Warranty administration

To activate, verify and administer warranty coverage, maintain warranty records and determine whether warranty conditions are met.

Distributor identification

To identify the distributor associated with the machine and assign the registration or service request to the appropriate distributor or authorised service partner.

Service and technical support

To provide maintenance, repair, technical assistance, product information and other after-sales support.

Customer communication

To send registration confirmations and communicate about warranty matters, service appointments, product-safety information, technical support and enquiries concerning the registered product.

Fraud prevention and system security

To detect invalid, duplicated, manipulated or fraudulent registrations; investigate suspicious activity; maintain reliable service records; and protect customers, distributors, service partners and the ERP System.

Legal compliance and record keeping

To comply with accounting, taxation, consumer-protection, product-safety and other applicable obligations, and to establish, exercise or defend legal claims.

Optional marketing

To send product news, promotional information or commercial communications only where you have provided separate, optional consent or where another lawful basis permits the communication.

7. Legal Bases for Processing

Depending on the circumstances, processing is based on one or more of the following grounds under Article 6 GDPR:

Performance of a contract or steps requested before entering into a contract

Processing may be necessary to register the machine, administer contractual warranty rights, provide requested support or take steps requested by you in connection with a product or service.

Compliance with a legal obligation

Certain records may be processed or retained where required by accounting, taxation, consumer-protection, product-safety or other applicable law.

Legitimate interests

We may process personal data where necessary for legitimate interests pursued by E V International Ltd, an authorised distributor or a service partner, including maintaining accurate product, warranty and service records; identifying the responsible distributor; preventing fraud and duplicate registration; protecting systems; improving operational reliability; handling complaints; and establishing, exercising or defending legal claims.

Before relying on legitimate interests, the relevant interests are considered against the rights and freedoms of the affected person. We will not rely on legitimate interests where those rights and freedoms override the proposed processing.

Consent

Consent is used for optional marketing communications, non-essential cookies or other processing for which consent is required. You may withdraw consent at any time. Withdrawal does not affect processing lawfully carried out before consent was withdrawn.

8. Required and Optional Information

Fields marked as required must be completed so that we can validate and register the machine and provide the requested warranty or support service. If required information is not provided, we may be unable to:

• validate the serial number;
• complete machine registration;
• identify the responsible distributor;
• activate or administer warranty coverage;
• provide requested maintenance, service or technical support.

Optional marketing consent is not required for machine registration, warranty support or access to essential portal functions.

9. Automated Serial-Number and Distributor Checks

The ERP System may automatically:

• check whether a serial number follows an authorised format;
• determine whether it falls within a valid serial-number range;
• identify available machine types from the serial prefix and product records;
• search invoice, distribution and warranty records;
• identify or suggest the responsible distributor;
• detect duplicate or potentially fraudulent registrations.

These checks support registration, warranty administration and fraud prevention. Where an automated check cannot verify the product or distributor, the registration may be referred for manual review. The public registration process is not intended to make a solely automated decision that produces legal effects or similarly significant effects concerning you.

10. Who May Receive Personal Data

Access is limited according to professional responsibilities and operational necessity. Personal data may be disclosed to:

• authorised employees and administrators of E V International Ltd;
• the distributor responsible for the registered machine;
• authorised maintenance, repair and service partners;
• IT, hosting, communication, ERP-support, security and backup providers acting under appropriate instructions and safeguards;
• CAPTCHA, anti-abuse or website-security providers where configured;
• professional advisers, including legal, accounting, auditing and insurance advisers;
• courts, regulators, law-enforcement bodies or other public authorities where disclosure is required or permitted by law;
• an organisation involved in a merger, restructuring, acquisition, financing or transfer of business, subject to appropriate confidentiality and data-protection safeguards.

Distributors and service partners receive only the information reasonably necessary for warranty, maintenance, repair or technical support. Depending on the circumstances, they may act as processors on behalf of E V International Ltd or as independent controllers responsible for their own legal and customer-service obligations.

Personal data is not sold to advertisers or data brokers.

11. International Data Transfers

EV International may work with distributors, service partners and technology providers in different countries. Where personal data is transferred outside the European Economic Area, reasonable steps will be taken to ensure that the transfer is lawful and that appropriate protection is maintained.

Depending on the destination and circumstances, safeguards may include an adequacy decision, approved Standard Contractual Clauses, supplementary technical and organisational measures, or another lawful transfer mechanism permitted under applicable data-protection law.

12. Data Retention

Personal data is retained only for as long as reasonably necessary for the purposes described in this Policy and for applicable legal, accounting and evidential requirements.

Machine-registration, warranty and service records may be retained:

• for the duration of the applicable warranty;
• while maintenance, repair, technical-support or product-safety obligations remain relevant;
• for the useful service life of the product where service-history information remains necessary;
• for applicable statutory limitation periods;
• for periods required by accounting, taxation, consumer-protection or other law;
• while a complaint, claim, investigation or legal dispute remains pending.

Security logs, unsuccessful registration attempts and anti-abuse records are retained for a limited period appropriate to the security purpose, unless longer retention is required to investigate misuse or comply with law. Marketing information is retained until consent is withdrawn or the relevant retention period expires.

When personal data is no longer required, it will be securely deleted, anonymised or placed beyond operational use, unless continued retention is required or permitted by law.

13. Data Accuracy and Security

We take reasonable steps to keep personal data accurate and up to date. You should inform us if your contact details, distributor information or other relevant registration data changes.

Appropriate technical and organisational measures are maintained to protect personal data against unauthorised access, unlawful disclosure, accidental loss, alteration, destruction, misuse and fraudulent registration. Depending on the relevant risk and system, these measures may include:

• role-based access controls and user authentication;
• encrypted network communication;
• security logging, monitoring and access reviews;
• CAPTCHA, rate limiting and anti-abuse controls;
• backup and recovery procedures;
• system updates and vulnerability management;
• confidentiality obligations and restricted distributor access.

No online service can guarantee absolute security. We nevertheless review safeguards and take reasonable steps to address identified risks.

14. Cookies and Similar Technologies

The ERP portal may use essential cookies and similar technologies required for:

• session management and authentication;
• security and fraud prevention;
• CAPTCHA and anti-abuse protection;
• form submission and CSRF protection;
• language, interface and consent preferences.

Essential cookies are necessary for the operation and protection of the portal and cannot normally be disabled through the consent banner.

Analytics, advertising, social-media or other non-essential technologies should be activated only where they have been configured by the website owner and the required consent has been obtained. The cookie banner stores the visitor’s selected preference in the browser; any additional integration must be configured to respect that preference.

Rejecting optional cookies will not prevent machine registration or access to essential warranty and service functions.

15. Marketing Communications

Registering a machine does not automatically subscribe you to marketing communications. Where marketing consent is requested:

• it is presented separately from the required registration and warranty terms;
• it is optional;
• refusal does not affect machine registration, warranty rights or service support;
• consent may be withdrawn at any time.

Service, warranty, safety, recall and transactional communications concerning the registered machine are not treated as optional marketing where they are necessary to provide the requested service or comply with legal obligations.

16. Your Data-Protection Rights

Subject to applicable law and any lawful limitations, you may have the following rights:

• Access: to obtain confirmation whether your personal data is processed and receive a copy of relevant data.
• Rectification: to request correction of inaccurate or incomplete personal data.
• Erasure: to request deletion where there is no longer a lawful reason to retain the data. This right is not absolute.
• Restriction: to request temporary limitation of processing in certain circumstances.
• Data portability: to receive certain personal data in a structured, commonly used and machine-readable format where the legal requirements are met.
• Objection: to object to processing based on legitimate interests, including related profiling. Processing will stop unless compelling legitimate grounds or legal-claim requirements apply.
• Withdrawal of consent: to withdraw consent at any time where processing is based on consent.
• Automated decisions: to request human intervention where a decision based solely on automated processing produces legal or similarly significant effects.
• Complaint: to lodge a complaint with a competent data-protection supervisory authority.

17. Exercising Your Rights

To exercise a data-protection right, contact E V International Ltd using the details in Section 2 or Section 23.

Please provide enough information to allow us to understand the request, locate the relevant registration or account, and verify your identity where reasonably necessary. Additional information may be requested to prevent unauthorised disclosure.

Requests are normally handled without charge and within the period required by applicable law. Where permitted by law, a reasonable fee may be charged or a request may be refused if it is manifestly unfounded, excessive or repetitive.

18. Complaints

We encourage you to contact us first so that we can investigate and address your concern.

You also have the right to lodge a complaint with the Bulgarian supervisory authority:

You may also be entitled to contact the supervisory authority in the EU or EEA country where you live, work or believe an infringement occurred.

19. Children’s Privacy

The machine-registration and warranty services are intended for adults or persons legally authorised to register and manage the relevant product. We do not knowingly seek to collect personal data from children through the public registration form.

If we become aware that personal data has been submitted by a child without appropriate authority, the information may be deleted or restricted after necessary verification.

20. Links and Third-Party Services

The ERP portal may contain links to distributor websites, service partners, CAPTCHA providers or other third-party services. Independent third parties are responsible for their own privacy practices. You should review the relevant third party’s privacy notice before providing personal data directly to it.

21. Changes to this Privacy Policy

This Privacy Policy may be updated to reflect changes to systems, services, processing activities, legal requirements, security measures or the distributor and service network.

The current version and effective date are displayed at the beginning of the Policy. Where a change materially affects the processing of personal data, reasonable steps will be taken to provide an appropriate notice.

22. GDPR Compliance Statement

This statement does not claim that E V International Ltd holds a specific GDPR certification unless such certification is expressly identified in a separate official statement.

23. Contact Us

For privacy questions, requests or concerns about the processing of personal data, contact: