Legal

DATA PROTECTION NOTICE

The Writing Fields S.A. fully shares your concerns regarding the protection of your personal data.
We are committed to processing personal data in a lawful, fair and transparent manner, in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable data protection laws.

Our goal is to explain clearly what personal data we collect, why we collect it, how we use it, how long we retain it, and what rights you have in relation to your personal data.

This Notice applies to the use of our website, our communication channels, our newsletter, and any interaction you may have with The Writing Fields S.A. as a customer, prospective customer, supplier, partner or website visitor.

I. WHAT PERSONAL DATA WE COLLECT AND FOR WHAT PURPOSES

The Writing Fields S.A. collects and processes personal data for the purpose of providing its products and services, communicating with customers and partners, responding to requests, fulfilling legal obligations, improving its website and services, and supporting its commercial activities.

In particular, through this website and our communication channels, we may collect and process personal data for the following purposes:

Contact

When you contact us by telephone, email, contact form or other published contact details, we may collect personal data such as your name, surname, email address, telephone number, country and the content of your message.

We process this information in order to respond to your request, provide information about our products and services, manage communication with you, and maintain a record of our correspondence where necessary.

Newsletter

If you subscribe to our newsletter, we collect your email address and, where applicable, any additional information you voluntarily provide. We use this information to send you news, product updates, collection launches, offers, company announcements and other communications related to The Writing Fields.

You may unsubscribe from our newsletter at any time by using the unsubscribe link included in our emails or by contacting us at [email protected].

Customer Requests, Orders and Commercial Communication

When you request information about our products, customization options, diaries, notebooks, corporate gifts, sustainable collections or other services, we may process the personal data necessary to handle your request, prepare proposals, provide support, and manage our business relationship with you.

Website Use

When you browse our website, certain technical information may be collected automatically, such as IP address, browser type, device information, pages visited, time of access and cookie preferences. This information helps us operate the website securely, improve performance, understand usage and maintain website functionality.

Social Media and Social Plugins

Our website may include links or plugins related to social media platforms. When you interact with these platforms, your interaction may be governed by the privacy policy and cookie policy of the respective platform.

The Writing Fields S.A. may only access information that is publicly available or information made available to us through your interaction with our official social media pages.

Points of Sale and Partners

Where applicable, our website may include information about partner stores, points of sale, distributors or commercial partners, such as store name, telephone number, location and website. This information is published to help prospective and existing customers locate our products.

II. LEGAL BASES FOR PROCESSING

The Writing Fields S.A. collects and processes personal data only when at least one lawful basis applies. Depending on the specific case, processing may be based on:

• Performance of a Contract: Processing is necessary for the performance of a contract with you or in order to take steps at your request before entering into a contract. For example, we may process your data in order to provide products, respond to a commercial request, prepare an offer, manage an order or provide support.
• Legal Obligation: Processing is necessary for compliance with legal obligations, including accounting, tax, commercial, consumer protection and other obligations imposed by applicable law.
• Legitimate Interests: Processing is necessary for the legitimate interests pursued by The Writing Fields S.A. or by a third party, provided that such interests are not overridden by your rights and freedoms. Such interests may include the proper operation of our business, website security, prevention of fraud, protection of our reputation, customer service, business development, and the establishment, exercise or defense of legal claims.
• Consent: Where required by law, we process personal data based on your consent. This may apply, for example, to newsletter subscriptions, non-essential cookies, marketing cookies or certain forms of commercial communication. You may withdraw your consent at any time.
• Vital Interests: In exceptional cases, processing may be necessary to protect the vital interests of an individual.

III. HOW LONG WE RETAIN YOUR PERSONAL DATA

We retain personal data only for as long as necessary to fulfill the purpose for which it was collected, unless a longer retention period is required or permitted by law.

The retention period may vary depending on the type of data, the purpose of processing, legal requirements, contractual obligations, limitation periods, and the need to establish, exercise or defend legal claims.

When personal data is no longer required for a clearly defined and lawful purpose, we delete, anonymize or securely destroy it in accordance with our internal data retention and deletion procedures.

IV. TO WHOM WE DISCLOSE AND/OR TRANSFER YOUR PERSONAL DATA

The Writing Fields S.A. may disclose personal data where necessary and lawful to:

• Authorized employees and internal departments of The Writing Fields S.A.
• External service providers entrusted with specific tasks, including IT service providers, hosting providers, website support providers, administrative support providers, accounting advisors, legal advisors, consultants, marketing service providers and communication service providers.
• Third parties that provide services related to your request or order, including courier companies, transport companies, banks, payment service providers and other commercial partners.
• Public authorities, supervisory authorities, independent authorities, judicial authorities, prosecutorial authorities, tax authorities or other competent bodies, where required by law or within the scope of their responsibilities.
• Third parties where disclosure is necessary for the establishment, exercise or defense of legal claims, the protection of our rights, or the prevention of unlawful activity.

Where we use external service providers, we take appropriate measures to ensure that they process personal data securely and only in accordance with our instructions and applicable law.

V. INTERNATIONAL TRANSFERS

As a general principle, The Writing Fields S.A. aims to process personal data within the European Union and the European Economic Area.

Where personal data is transferred outside the European Economic Area, we ensure that appropriate safeguards are in place in accordance with applicable data protection laws. Such safeguards may include adequacy decisions, standard contractual clauses, contractual commitments, technical and organizational measures, or other lawful transfer mechanisms provided by the GDPR.

VI. SECURITY OF PERSONAL DATA

The Writing Fields S.A. takes appropriate technical and organizational measures to protect personal data against unauthorized access, accidental loss, alteration, disclosure or destruction.

These measures may include access controls, secure systems, internal policies, confidentiality obligations, data minimization practices, staff awareness, technical safeguards and procedures for managing information security.

Our commitment to information security is also reflected in our internal policies and our Information Security Management practices.

VII. YOUR RIGHTS

Under the GDPR, you have specific rights regarding your personal data. Subject to the conditions and limitations provided by law, you may request that we:

• Inform you and provide access to the personal data we hold about you and explain how we process it. You may also request a copy of your personal data. This is the right of access.
• Correct or update your data if it is inaccurate, incomplete or outdated. This is the right to rectification.
• Delete your personal data where we no longer have a lawful reason to retain it. This is the right to erasure, also known as the right to be forgotten.
• Restrict the processing of your personal data in specific circumstances, for example while the accuracy of the data is being verified or where you object to processing.
• Object to processing where processing is based on legitimate interests, including processing for direct marketing purposes.
• Receive your data in a structured, commonly used and machine-readable format or request that it be transferred to another controller, where technically feasible and legally applicable. This is the right to data portability.
• Withdraw your consent at any time where processing is based on consent. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
• Request human intervention and express your point of view where a decision is based solely on automated processing and produces legal or similarly significant effects concerning you.

You may submit your requests to: [email protected]

The Writing Fields S.A. will respond to all requests within one (1) month from receipt of the request. Where necessary, this period may be extended in accordance with the GDPR, taking into account the complexity and number of requests. In such case, we will inform you accordingly.

If we are unable to satisfy your request, in whole or in part, we will inform you and explain the reasons, subject to applicable legal restrictions.

If you believe that your personal data rights have been violated, you have the right to lodge a complaint with the Hellenic Data Protection Authority: www.dpa.gr.

VIII. COOKIES POLICY

Our website uses cookies and similar technologies to ensure proper website operation, improve the browsing experience, understand how visitors use our website, and, where applicable, provide relevant content and marketing communication.

Cookies are small text files stored on your device when you visit a website. They allow the website to recognize your device, remember certain preferences, support website functionality and collect information about website usage.

Types of Cookies We Use

1. Necessary Cookies: These cookies are essential for the operation of the website and cannot be disabled through our cookie settings. They support core functions such as security, navigation, language preferences, page loading and access to website features.
2. Preferences and Functionality Cookies: These cookies allow the website to remember choices you make, such as language preferences or display settings, in order to provide a more personalized experience.
3. Analytics and Performance Cookies: These cookies help us understand how visitors interact with our website by collecting statistical information, usually in aggregated or pseudonymized form. They help us improve content, usability and performance.
4. Marketing Cookies: These cookies may be used to deliver content and advertisements that are more relevant to your interests, measure the effectiveness of campaigns, and support remarketing or audience-related advertising functions.
5. Third-Party Cookies: Some cookies may be placed by third-party providers, such as analytics services, advertising platforms, embedded content providers or social media platforms. These providers may process data in accordance with their own privacy and cookie policies.

Legal Bases for Cookies

Necessary cookies are used because they are required for the operation of the website.

Non-essential cookies, such as analytics cookies, marketing cookies and certain third-party cookies, are used only where permitted by law and, where required, based on your consent.

Managing Your Cookie Preferences

You can manage your cookie preferences through the cookie banner or cookie settings available on our website. You may accept, reject or customize non-essential cookies, where such options are available.

You can also control cookies through your browser settings. Most browsers allow you to:

• View the cookies stored on your device.
• Delete existing cookies.
• Block all cookies.
• Block third-party cookies.
• Receive a notification before a cookie is stored.

Please note that disabling or blocking certain cookies may affect the functionality, performance or availability of parts of the website.

Cookie Retention

Cookies may remain stored on your device for different periods depending on their purpose. Some cookies are deleted when you close your browser, while others remain stored for a defined period or until you delete them manually.

Where possible, cookie duration is limited to what is necessary for the purpose for which each cookie is used.

Cookie List and Updates

Because cookies and similar technologies may change over time depending on website functionality and third-party services, we recommend maintaining an updated cookie list through your cookie management platform or consent tool.

This list should include, where applicable:

• Cookie name.
• Provider.
• Purpose.
• Duration.
• Cookie category.

This approach allows visitors to receive accurate and up-to-date information without relying on outdated static tables.

IX. CONTACT INFORMATION

We remain at your disposal for any questions, requests or clarifications regarding this Data Protection Notice, the processing of your personal data, or the exercise of your rights.

The Writing Fields S.A.
220 Orfeos Street, Athens 122 41, Greece
Tel: +30 210 346 1779
Email: [email protected]

X. EFFECTIVE DATE – AMENDMENTS

Version 2.0, Published on 2026

The Writing Fields S.A. may update this Data Protection Notice from time to time in order to reflect changes in legislation, regulatory guidance, website functionality, business practices or the way we process personal data.

Any updated version will be published on this page and will apply from the date of publication, unless otherwise stated.