1. Who processes personal data
This Privacy Policy explains what personal data Reinard Sound collects and uses when visiting the site, submitting an application, placing and completing an order, as well as during subsequent customer service.
The person responsible for the processing of personal data is:
Reinard Sound Reinard Sound is a trade name used by the seller and is not a separate legal entity.
Responsible for data processing: Roman Meritee Email: r.meritee@reinardsound.ee Phone: +372 5596 0061 Place of operation: Tallinn, Estonia
For questions regarding the processing of personal data and the exercise of their rights, the client can contact the specified email address.
2. What data do we process?
Depending on the nature of the request or order, Reinard Sound may process the following personal data:
- first and last name;
- email address;
- phone number;
- data provided through a form on the website or in correspondence;
- model of headphone/IEM used;
- selected product parameters;
- 3D model or 3D scan of a physical cast of the ear;
- information required for order delivery;
- information about ordering and payment;
- history of communication regarding ordering, landing, adjustment, repair or remanufacturing of the product;
- photographs and other materials voluntarily provided by the client to resolve issues related to the order.
Reinard Sound does not request personal data that is not necessary to process an application, manufacture a product, fulfill an order, or provide subsequent customer service.
3. What is the data used for?
Personal data may be used for:
- response to a request or request from a client;
- preparation and confirmation of the order;
- designing individual ear tips;
- manufacturing a product based on a 3D model of an ear cast;
- ensuring product compatibility with the specified headphone model;
- processing and confirmation of payment;
- organizing delivery;
- communication with the client regarding order issues;
- reviewing issues related to fit, quality or possible defects;
- adjustments or re-production of the product;
- fulfillment of duties established by law;
- protecting the legitimate interests of Reinard Sound in the event of claims or disputes.
Personal data is not used for purposes incompatible with those for which it was obtained.
4. Legal grounds for processing
The data necessary for processing the application, preparing, manufacturing and fulfilling the order is processed in connection with the execution of the contract or to take actions at the request of the client before concluding the contract.
Data that must be stored to comply with legal requirements is processed on the basis of a corresponding legal obligation.
In individual cases, data may be processed on the basis of Reinard Sound's legitimate interests, for example to establish, exercise or defend claims in the event of a dispute.
If the law requires the client's consent for certain processing, such processing is carried out only after obtaining the appropriate consent.
5. 3D models of ear casts
A 3D model of the ear impression provided by the customer is used to design and manufacture custom earpieces, check and adjust fit, resolve product claims, and potentially remanufacture the product.
Once an order is completed, the 3D model can be saved so that the customer does not need to undergo a 3D scan again if adjustments are needed or a remanufacturing order is required, including if one of the attachments is damaged or lost.
The 3D model is not used by Reinard Sound to establish or confirm the identity of the client.
Reinard Sound does not sell or provide 3D cast models to others for their own advertising or commercial purposes.
The client may request to delete the saved 3D model. If there is no other legal basis for its further storage, the model will be deleted.
Once the 3D model of the impressions has been removed, subsequent re-production of the product may not be possible without the customer providing a new suitable 3D model of the impressions.
6. Data storage period
Personal data is stored no longer than necessary for the purposes for which it was collected, or for the period required by law.
Data from an initial application that does not result in an order is deleted or anonymized after further communication is no longer necessary, unless there is another legal basis for storing it.
Data relating to completed orders, payments and other transactions for which mandatory retention periods are established by law are retained for the relevant statutory periods.
3D models of ear impressions and associated production data can be stored after an order is completed to allow adjustments and re-production of the product.
The client may request the deletion of his saved 3D impression model at any time. Reinard Sound will delete it unless there is a legal obligation or other legitimate basis for continued storage.
After the applicable retention period expires, the data is deleted, anonymized, or otherwise destroyed in a secure manner.
7. Transfer of data to other parties
Reinard Sound does not sell clients' personal information.
To the extent necessary to fulfill an order or operate the website, data may be transferred to service providers, for example:
- provider of hosting and technical infrastructure of the site;
- email provider;
- delivery service provider;
- providers of IT services used for processing and storing orders;
- payment or banking organizations to the extent necessary to process the payment.
Such recipients are only provided with the data that is necessary to provide the respective service.
Data may also be provided to government agencies or other persons if such transfer is required by law.
If the service provider used processes data outside the European Economic Area, the transfer takes place subject to a statutory mechanism for the protection of personal data.
8. Data security
Reinard Sound takes reasonable technical and organizational measures to protect personal data from unauthorized access, accidental loss, alteration, destruction or improper disclosure.
Access to 3D models of ear impressions and other order data is provided only to the extent necessary to complete the order and subsequent customer service.
9. Client rights
In accordance with applicable legislation on the protection of personal data, the client has the right to:
- obtain information about the processing of your personal data;
- request access to your personal data;
- request correction of incorrect or incomplete data;
- in cases provided for by law, demand the deletion of data;
- request restriction of processing;
- object to processing based on legitimate interest;
- in cases provided for by law, receive the data provided to them in a portable format;
- withdraw consent at any time if specific processing is carried out on the basis of consent.
Some rights are not absolute. For example, data may continue to be stored if this is necessary to comply with a legal obligation or for the establishment, exercise or defense of legal claims.
To exercise their rights, the client can contact Reinard Sound at:
Before providing data or executing a request, Reinard Sound may take reasonable steps to verify the identity of the applicant.
10. Complaints
If a client believes that his personal data is being processed in violation of the law, it is recommended that he first contact Reinard Sound to resolve the issue.
The Client also has the right to lodge a complaint with the competent supervisory authority for the protection of personal data.
In Estonia, this authority is Andmekaitse Inspektsioon (Estonian Data Protection Inspectorate).
11. Changes to the Privacy Policy
Reinard Sound may update this Privacy Policy, for example, if there are changes to the services used, the ordering process, or legal requirements.
The current version of the Privacy Policy is published on the Reinard Sound website indicating the date of last update.
12. Website analytics and cookies
With the visitor's consent, the website uses Google Analytics 4 to measure page views, general site interaction and successful request submissions. Reinard Sound does not send names, email addresses, phone numbers, form contents or ear-impression data to Analytics. Google may process technical device, browser, approximate location and interaction data as a service provider. Analytics is not loaded before consent. Visitors may reject analytics without losing access and may withdraw consent by clearing the site's stored browser data.