Privacy notice

Who is responsible

Surfing Dog, Lda (NIPC 517113325), the company behind Viabrio, is responsible for your data (the “controller”). Contact: hello@viabrio.org.

What we collect

When you reserve, the form asks for:

• your business name and, if you have one, your NIF;
• the name, email address and phone number of the person we should talk to;
• your website, if you give it;
• your logo file, if you add it to the form (or the email and the file, if you send your logo to hello@viabrio.org after paying);
• the spot you chose, the month you chose to start and any message you write;
• that you accepted the terms, and when.

When you pay, Stripe collects your payment details, your billing address and, if you give it, your VAT number. We see the billing address, the VAT number and whether a payment succeeded, but never your full card details.

To keep the site and its forms safe, our hosting provider processes technical data such as IP addresses. We also keep a scrambled (hashed) form of your IP address for up to three days, to limit repeated attempts on our forms. We don’t store the address itself, and we never use it to follow anyone around the web.

We only use the cookies the site needs to work. We don’t use advertising or tracking cookies.

Why we use it

• To handle your reservation, take payment, review your logo (and refund you if we can’t approve it, or if the van doesn’t go on the road) and run your sponsorship. This is needed for our contract with you.
• To keep accounting and tax records, as the law requires.
• To keep the site secure and prevent abuse. This is our legitimate interest.

We don’t sell your data, and we don’t use it for advertising.

What becomes public

Once you are a sponsor, your logo, and your business name with it, appear on the van, on viabrio.org, on our social networks and in photos and videos of our work. That is the point of sponsoring. Your contact details are never published. Before we keep a JPG logo, we remove the hidden details a photo file can carry, such as where it was taken.

How long we keep it

• Reservations that don’t go ahead (never paid, not approved and refunded, or refunded because the van didn’t go on the road): deleted, together with the logo, within 6 months. If a payment was made and refunded, we keep only the record of it that accounting law requires.
• Sponsors: for as long as the sponsorship runs. Within 6 months of the end, we delete the logo file and the contact details, and keep only what accounting and tax law requires (the business name, the NIF and the payments), for as long as it requires (in Portugal, generally 10 years).
• Logos sent by email: we delete the email and its file from our inbox once the logo is on your reservation, and at the latest when the reservation’s logo is deleted (above).
• Security logs: kept only briefly by our hosting provider. The hashed IP addresses we use against abuse: up to three days.

Who helps us

We use a few service providers. They process your data only on our instructions:

• Cloudflare: hosting for the website, its database, the logo files and our inbox for hello@viabrio.org.
• Stripe: payments.
• Our email service (currently Cloudflare Email Service): sending the emails about your reservation, and receiving the emails you send to hello@viabrio.org.

Some of these providers may process data outside the European Union. When they do, they are bound by safeguards recognised under the GDPR, such as the European Commission’s standard contractual clauses.

Your rights

Under the GDPR, you can ask us to:

• show you the data we hold about you;
• correct it;
• delete it, unless the law requires us to keep it;
• limit how we use it, or object to how we use it;
• give you a copy in a format you can take elsewhere.

Write to hello@viabrio.org. We’ll reply within one month.

If you have a complaint about how we handle your data, you can also contact the Portuguese data protection authority, the Comissão Nacional de Proteção de Dados (CNPD), at www.cnpd.pt.

Changes

If we change this notice, we’ll update the date at the top. If a change matters to you, we’ll tell you by email.