Terms & Privacy Notice

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Last updated: 12.09.2025

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This page explains how Kokuma ("we", "us") processes personal data submitted through the Contact & Request Documentation/Samples form on our website.

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1. Who we are (Data Controller)
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Kokuma
Rue Clément Ader 10, 6041 Charleroi, Belgium
Located at Brussels South Charleroi BioPark
General/press: media@kokuma.tech‍

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‍2. What data we collect via this form
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We collect only what you enter in the form and minimal technical information required to deliver it securely :

• First name* and Last name*
• Company* and Role*
• Country*
• Your selection for Tonasulike‑D (Documentation / Sample) and Tonasulike‑P (Documentation / Sample – where available)
• Email* and (optional) Phone number
• Message (free text)

Technical & security metadata (minimal):We may receive your IP address, date/time, and user‑agent to prevent abuse, maintain security, and keep consent records.

Please do not share sensitive data (e.g., health, political opinions, special categories under GDPR) in the free‑text message.

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‍3. Why we use your data (Purposes)

• Respond to your inquiry and provide requested documentation.
• Arrange samples where requested and available (we may follow up for shipping details).
• Maintain basic CRM records of B2B interactions.
• Ensure security and prevent abuse of our forms and systems.
• Comply with legal obligations (e.g., record‑keeping, responding to data‑subject requests).

We do not use this form to subscribe you to newsletters or send marketing communications unless you explicitly opt‑in elsewhere.

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‍4. Legal bases (GDPR Article 6)
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• Art. 6(1)b
  Contract / pre‑contractual steps: responding to your request for information, documentation, or samples.
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• Art. 6(1)f
  Legitimate interests: running and protecting our services and following up on B2B leads. We balance these interests against your rights.
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• Art. 6(1)c
  Legal obligation: where applicable (e.g., compliance and record‑keeping).
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Consent is not used as the legal basis for marketing here because this form does not include a marketing opt‑in.

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‍5. How long we keep your data (Retention)
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We retain data only as long as needed for the stated purposes or to meet legal obligations.
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Contact inquiries & documentation requests : 
Up to 24 months from last interaction
Sample requests & related logistics data : 
Up to 24 months from last interaction (or longer if legally required)

Security & form logs (IP/user‑agent/timestamp) :
‍Up to 12 months

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We may keep data longer where necessary to establish, exercise, or defend legal claims, or to comply with applicable law.

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‍6. Who processes your data (Recipients)
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Access is limited to our team members who need it to handle your request. We also use trusted service providers (processors) for hosting, email delivery, and form/CRM operations. These providers only process data on our instructions.

Typical providers (replace with your actual vendors):

• Hosting / infrastructure: Amazon Web Services
• Form processing / website platform: Webflow

We will update this list if our providers change.

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‍7. International data transfers
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If any provider is located outside the EEA, transfers are protected by EU Standard Contractual Clauses (SCCs) or an equivalent safeguard, and we assess provider practices where appropriate.

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‍8. Your rights under GDPR
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You can exercise the following rights subject to legal limits:

• Access your data and obtain a copy.
• Rectify incomplete or inaccurate data.
• Erase your data ("right to be forgotten").
• Restrict or object to certain processing.
• Portability of data you provided to us.
• Withdraw consent where processing relies on consent (not applicable to this form’s core purposes).

Supervisory authority (Belgium):You also have the right to lodge a complaint with the Autorité de protection des données / Gegevensbeschermingsautoriteit (APD/GBA) if you believe your rights have been infringed.

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‍9. Security
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We apply reasonable technical and organizational measures to protect your data. No online system can be 100% secure, but we work to prevent unauthorized access, disclosure, alteration, or destruction.

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‍10. Children
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This form is intended for professionals. Do not submit data if you are under 16 without verified parental consent.

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11. Samples & documentation terms
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‍12. Changes to this notice
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We may update this notice from time to time; the “Last updated” date at the top reflects the latest version. Significant changes will be highlighted on this page.

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‍13. What the checkbox means

By ticking “I accept the terms” on the form, you confirm that:

1. You have read and understood this Terms & Privacy Notice.
2. You have the authority to share the provided business contact details.
3. You will not include sensitive data in your message.
4. You understand this is not a marketing opt‑in and you will not be added to marketing lists via this form.

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