Unmanned Defense Systems
Website Privacy and Cookie Policy

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Effective Date: 16/09/2024

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Document Version: 1

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At Unmanned Defense Systems, we value your privacy and are committed to protecting your personal information. This Privacy and Cookie Policy outlines how we handle and protect your data when you use our website or communicate with us. It details what types of personal data we collect, the purposes for which we use this data, and your rights concerning your information.

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Responding to Your Enquiries

When you contact us through our general email, telephone, or submit a form on our website, we may collect and use specific personal data to respond effectively. This data collection is necessary for us to carry out business communications and maintain the quality of our services.

The personal data we process for these purposes may include:

• Full Name
• Job Title
• Organization Name
• Email Address
• Phone Number
• Your Message
• Any other relevant information you provide to us

We process this information based on our legitimate interest in maintaining communication and fulfilling your requests. Please ensure that any personal data you share is relevant and necessary to the query, as excessive information (e.g., sensitive financial details) should not be included. If you do not provide the essential details, we may be unable to fulfill your request or respond.

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Personal data related to inquiries will be stored for a period of up to one year.

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Direct Marketing

Unmanned Defense System may also use your personal data for direct marketing purposes. This includes informing you of new products, services, or upcoming events that may interest you.

We process your data for marketing on the following legal bases:

• Your explicit consent, provided separately, for receiving promotional materials.
• Our legitimate interest in informing you about similar services we offer, as long as you have not opted out of receiving such information.

The personal data processed for marketing purposes may include:

• Full Name
• Job Title
• Organization Name
• Phone Number
• Email Address

You can withdraw your consent or opt out of marketing at any time by following the instructions in our communications or by contacting us at info@udefenses.com. We store marketing-related data for up to two years after the last communication, or until you opt out.

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Sale of Products and Services

We may process personal data when it is necessary to fulfill a contract, including the sale of products or the provision of services. This information is processed to ensure the proper execution of agreements.

Personal data processed for these purposes may include:

• Full Name
• Job Title
• Represented Organization
• Phone Number
• Email Address
• Any other contact information necessary to fulfill contractual obligations

This data is stored for up to ten years after the expiration or termination of a contract, in compliance with legal obligations.

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Career Opportunities

If you are interested in working with us, you may submit your CV and related information through our website or via email. This information will be processed to assess your suitability for open positions.

The personal data processed for recruitment purposes may include:

• Full Name
• Contact Information
• Employment History
• Education History
• Motivational Letter
• Recommendations, if any

We request that you avoid submitting excessive or sensitive personal data (e.g., health information). Candidate data is stored for the duration of the recruitment process and up to six months thereafter. With your consent, we may retain your information for future opportunities for up to one year.

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Use of Cookies

When you visit our website, we may store cookies on your device to enhance your browsing experience. Cookies help us analyze website traffic and improve site functionality.

Cookies are small text files that store information about your visit, such as the frequency of visits, pages accessed, and user preferences.

We use the following types of cookies:

• Necessary: Essential for basic site functionality and security.
• Analytics: Used to understand site traffic and usage patterns.
• Functional: Helps improve user experience, including social media sharing.
• Advertising: Tracks user behavior to deliver relevant ads.
• Other: Cookies that do not fall into the above categories.

You can manage or disable cookies via your browser settings. However, please note that disabling cookies may affect your ability to use some features of the site. For more information, visit www.aboutcookies.org.

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Sharing Your Personal Data

In some cases, we may share your personal data with third-party service providers, such as web hosting companies, cloud services, and marketing platforms. These third parties only access your data to the extent necessary for service provision, and we ensure they comply with data protection laws.

Please be aware that some of your personal data may be transferred to third parties located in both European Economic Area (EEA) countries and non-EEA countries. For example, if we use services like Google Analytics, certain data may be transferred to service providers in the United Kingdom. While data protection standards in non-EEA countries may be lower than those in the EEA, we take careful measures to assess the level of protection in place to ensure that your personal data is handled securely during and after its transfer to any non-EEA country.

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Data Retention

We retain your personal data only for as long as it is necessary to fulfill the purposes for which it was collected, in accordance with this Privacy and Cookie Policy and in line with applicable legal, regulatory, and operational requirements.

• Inquiries and Communications: Personal data collected through inquiries or general communications will be retained for up to 1 year after the last interaction, unless further retention is required for legal or regulatory purposes.
• Direct Marketing: Data processed for marketing purposes will be retained for up to 2 years from the last communication, or until you withdraw your consent or opt-out from receiving further communications.
• Contractual Obligations (Sale of Products and Services): Personal data collected in relation to contracts will be retained for up to 10 years after the contract has been terminated or expired, to comply with legal, tax, and accounting requirements.
• Job Applications and Recruitment: Data collected for recruitment purposes will be stored for the duration of the selection process, and for up to 6 months after the process ends. With your consent, we may retain your information for future opportunities for up to 1 year.
• Cookies: Information collected through cookies is retained in accordance with the retention period set for each specific cookie type, as outlined in our cookie policy, with some cookies expiring immediately upon the end of your session and others remaining for longer periods (e.g., up to 2 years).

In certain cases, we may retain personal data for longer periods when it is necessary to:

• Comply with legal obligations (e.g., for tax, legal, or regulatory reasons)
• Resolve disputes or legal claims
• Enforce our agreements
• Ensure backup purposes and other legitimate business needs

Once your data is no longer needed, it will be securely deleted or anonymized. We regularly review the data we store to ensure it is properly managed and that retention periods are adhered to.

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How We Ensure the Security of Your Personal Data

At Unmanned Defense Systems, we are committed to protecting your personal data in accordance with the highest security standards. We comply with the European Union General Data Protection Regulation (Regulation (EU) 2016/679) and applicable local data protection laws.

To ensure the security of your personal data, we have implemented a range of technical and organizational safeguards to prevent unauthorized access, data breaches, and unlawful processing. These measures include:

• Encryption of personal data both in transit and at rest
• Strict access controls and regular monitoring of data access
• Frequent internal audits and assessments of our security protocols
• Ongoing staff training on privacy best practices and data security
• Established incident response procedures to address potential data breaches in compliance with legal obligations

We continually update and improve our security measures to ensure your data remains secure.

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Your Rights Under Data Protection Law

As a data subject, you have several rights under the General Data Protection Regulation (Regulation (EU) 2016/679) and relevant national laws, which grant you control over how your personal data is handled. These rights include:

• Right of Access: You have the right to request access to the personal data we hold about you and understand how it is being processed.
• Right to Rectification: You may request that we correct any inaccuracies or incomplete information regarding your personal data.
• Right to Erasure (Right to be Forgotten): In certain situations, you have the right to request that we erase your personal data, particularly when it is no longer necessary for the purposes it was collected.
• Right to Restriction of Processing: You can ask us to restrict the processing of your personal data if you dispute its accuracy or lawfulness.
• Right to Object: You have the right to object to the processing of your personal data, especially when it is used for direct marketing or based on our legitimate interests.
• Right to Withdraw Consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time.
• Right to Data Portability: You may request that we transfer your personal data to another organization in a structured, commonly used, and machine-readable format.

If you would like to exercise any of these rights, please contact us at info@udefenses.com. We will respond to your request in accordance with the legal timeframes specified by the relevant data protection laws.

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