BIROKOP

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Privacy Policy

‌Effective Date: September 14, 2026‌

Welcome to the privacy policy of BIROKOP d.o.o. This document outlines how we collect, use, disclose, and protect your personal information when you visit our official website www.birokop.com, browse our curated range of premium stationery, office essentials, desk organizers, and related products, and engage with our e-commerce shopping services. At BIROKOP, we are committed to upholding the highest standards of data protection, ensuring that every personal detail you share with us is handled with full transparency, security, and respect for your privacy rights, in line with applicable data protection regulations and our core brand values of quality, usability, and genuine care for your daily desk life experience.

1. Introduction and Scope

This privacy policy applies to all visitors, registered users, customers, and other individuals who access the www.birokop.com website, use our online shopping functionalities, submit inquiries to our customer support team, or interact with our brand across any digital touchpoint linked directly to our official e-commerce platform. It covers all personal data processing activities conducted by BIROKOP d.o.o., regardless of whether the data is collected through our website contact forms, checkout processes, account registration pages, or indirect channels such as email communications, order follow-up correspondence, and voluntary customer feedback submissions.

We operate our stationery and office supplies store for every person who loves neat, inspiring work and study spaces, and this commitment extends to protecting your privacy as thoroughly as we curate our range of smooth-writing pens, sturdy file folders, thoughtful small desk tools, and premium desk organization products. This policy is designed to inform you exactly what information we gather, why we gather it, how long we retain it, and what rights you hold over your personal data, so you can shop with complete confidence when you explore our full catalog of products including our pen holders, desktop storage boxes, desk mats, file folders, and all other new arrivals and curated picks available on www.birokop.com.

2. Data Controller Identity

The data controller responsible for your personal information under applicable data protection laws is BIROKOP d.o.o., a registered company based in Slovenia. You may contact us at any time regarding any privacy-related queries, requests, or concerns using the following contact details:

  • Official Website: www.birokop.com
  • Contact Email: cakie@birokop.com
  • Registered Physical Address: Ulica 15. maja 16, 6000 Koper – Capodistria, Slovenia
  • Contact Telephone Number: +386 5 630 1660

Our team is available to respond to all privacy-related correspondence within 7 business days, and we will work diligently to resolve any questions or issues you may have about how your personal data is being processed at our e-commerce store.

3. Types of Personal Information We Collect

We only collect personal information that is directly relevant to delivering a seamless, secure, and enjoyable e-commerce shopping experience for you, and we never gather unnecessary or excessive data beyond what is required for our stated operational purposes. The categories of personal information we may collect include the following:

  • ‌Account and Registration Data‌: When you choose to create a user account on www.birokop.com, we collect your full name, email address, chosen password (stored in encrypted form), and optional contact preferences you submit during the account setup process. This data helps you save your favorite products to wishlists, track your order history, and speed up future checkout processes on our platform.
  • ‌Order and Transaction Data‌: When you make a purchase of any of our products, from our Mesh Pen Holder with 2 Compartments to our Acrylic Desktop Organizer with Clear Compartments, we collect the full name, billing address, shipping delivery address, telephone number, email address, and purchase details associated with your order. We do not store full payment card details on our own servers; all payment processing is handled through certified, secure third-party payment providers that comply with global payment card industry security standards.
  • ‌Communication Data‌: If you reach out to our customer support team via email, the contact form on our website, or telephone with questions about our products, shipping policies, return processes, or your existing order, we collect the content of your messages, your contact details, and any additional information you voluntarily share with us to help us respond to your inquiry accurately and efficiently.
  • ‌Website Usage Data‌: As you browse our website, we automatically collect limited technical data including your IP address, browser type and version, operating system, referring website URLs, pages you view on www.birokop.com, time spent on each page, click patterns, and other anonymous navigation data. This information helps us optimize our website performance, fix technical glitches, and ensure that our store is easy to navigate for every user looking to explore our curated range of desk-ready stationery goods.
  • ‌Marketing Preference Data‌: If you opt in to receive our newsletter or promotional updates about new product arrivals, exclusive discounts on our pen holders, desk mats, file folders, and other office essentials, we store your email address and your stated preferences for the type of promotional content you wish to receive, so we can only send you communications that are relevant to your interests.
  • ‌Voluntarily Submitted User Content‌: If you choose to leave product reviews, submit feedback about your BIROKOP shopping experience, or participate in customer surveys, we collect the content you submit alongside your associated display name (if you choose to make it public) for the purpose of showcasing authentic customer experiences on our product pages.

4. Legal Bases for Processing Your Personal Data

We process your personal information strictly in compliance with all applicable legal requirements, relying on the following clear, valid legal bases for every processing activity:

  1. ‌Performance of a Contract‌: Most of our data processing activities are carried out to fulfill the sales contract we enter into with you when you place an order on our website. This includes processing your shipping address to deliver your purchased stationery items, processing your contact details to send you order confirmation and tracking updates, and processing payment information to complete your transaction securely. Without this data, we would be unable to successfully deliver the products you order from BIROKOP.
  2. ‌Legitimate Interests‌: Where permitted by law, we process limited personal data for our legitimate business interests that do not override your fundamental privacy rights. These legitimate interests include optimizing the performance and usability of our e-commerce website, preventing fraudulent transactions and payment scams, improving our product catalog based on user browsing patterns, providing personalized recommendations for relevant premium stationery and desk organization goods that match your browsing history, and sending service-related administrative notifications about changes to our website functionality, shipping schedule disruptions, or order updates that impact your existing purchase. We always conduct a careful balancing assessment before relying on legitimate interests as a legal basis, to ensure your privacy rights are fully protected.
  3. ‌Your Explicit Consent‌: For processing activities that are not covered by contract performance or legitimate interests, including sending you voluntary marketing newsletters, processing non-essential cookies on our website, and publishing your public product reviews on our platform, we will always request your explicit, opt-in consent before processing your personal data. You retain the full right to withdraw this consent at any time, with immediate effect, by contacting us at cakie@birokop.com or using the one-click unsubscribe link included at the bottom of every marketing email we send.
  4. ‌Compliance with Legal Obligations‌: We may process your personal data when it is necessary for us to comply with our legal obligations as a registered business in Slovenia, including retaining transaction records for tax and accounting purposes, responding to valid legal requests from competent public authorities, and adhering to mandatory consumer protection regulations that apply to our e-commerce retail operations.

5. Purposes for Which We Use Your Personal Information

All personal data we collect is used exclusively for clear, specified, transparent purposes that are directly related to providing you with a high-quality, seamless shopping experience on www.birokop.com:

  • To process, confirm, fulfill, and deliver every order you place on our website, including sending you real-time order tracking information, coordinating with our shipping partners to ensure your premium stationery, file folders, pen holders, or desk organizers reach your designated delivery address safely and on schedule, and resolving any delivery-related issues that may arise during the shipping process.
  • To manage your user account on our platform, allowing you to view your full order history, save multiple shipping addresses for future purchases, add your favorite new arrival products to a personal wishlist, and update your account settings whenever you wish.
  • To provide responsive, efficient customer support, answering all your questions about product specifications, compatibility with your workspace, sizing details for our desk mats, inventory availability, shipping timelines, return policies, refund processing, and any other inquiries you submit to our team, and resolving any post-purchase issues as quickly as possible.
  • To continuously improve our website functionality, user interface, and overall e-commerce shopping experience, identifying and fixing technical errors, optimizing page load speeds, testing new website features, and ensuring that all visitors can easily browse our full range of curated desk goods from Mesh Desktop Storage Boxes to Customizable Desk Mats with no unnecessary friction.
  • To send you optional marketing communications, if you have explicitly opted in to receive them, sharing updates about our latest arrivals of premium stationery, exclusive limited-time offers, seasonal promotions on our popular bamboo organizers and smooth writing pens, and brand announcements that align with your stated interests. We will never send you unsolicited marketing messages, and you can opt out of all marketing communications at any time at no extra cost.
  • To prevent, detect, and investigate fraudulent activities, unauthorized payment attempts, security breaches, and other harmful activities that could threaten the security of our website, our customers, or our business operations. This processing helps us protect both your personal data and our entire community of BIROKOP shoppers from cyber risks and financial harm.
  • To comply with all our legal, regulatory, tax, and accounting obligations as a registered business operating in Slovenia and serving customers across the European Union and other global regions, ensuring that all our data processing activities adhere to the strict requirements of relevant data protection, consumer rights, and e-commerce legislation.
  • To conduct anonymized, aggregate data analysis to understand broader customer trends, identify which product categories are most popular with our community of workspace lovers, and refine our product curation process to add more high-quality, practical stationery items that skip overpriced gimmicks and bring genuine value to your daily work and study routines. All data used for this aggregated trend analysis is fully anonymized and cannot be linked back to any individual user.

6. Sharing and Disclosure of Your Personal Information

We will never sell, rent, or trade your personal information to unrelated third parties for their own marketing purposes without your explicit written consent. We only share your personal data with trusted third-party service providers when it is strictly necessary to deliver the services you have requested from us, and all these third parties are required to adhere to strict data protection agreements that mandate they protect your personal data to the same high standards we follow ourselves:

  • ‌Shipping and Logistics Partners‌: We share your full name, shipping delivery address, and contact telephone number with our trusted courier partners exclusively for the purpose of delivering the products you ordered from BIROKOP to your specified location, allowing them to coordinate successful delivery and contact you if any issues arise during the shipping process.
  • ‌Payment Processing Service Providers‌: All payment transactions on our website are handled through certified, PCI DSS compliant third-party payment processors. We share only the minimal transaction details required to complete your purchase, and we never store full credit card or debit card information on our own internal servers at any point.
  • ‌IT and Website Support Providers‌: We work with carefully selected IT service providers who assist us with website hosting, cloud server maintenance, cybersecurity monitoring, and technical troubleshooting for the www.birokop.com platform. These providers only access limited personal user data as required to perform their technical support duties, and they are not permitted to use this data for any other independent purposes.
  • ‌Professional Service Advisors‌: We may share limited necessary personal data with our registered legal advisors, accountants, and auditors when it is required to fulfill our business compliance obligations, complete official annual accounting audits, or respond to formal legal proceedings that we are legally required to participate in.
  • ‌Competent Public Authorities‌: We may only disclose your personal information to government bodies, law enforcement agencies, or judicial authorities if we are legally compelled to do so by a valid, lawful court order, official regulatory request, or other mandatory legal requirement that applies to our business operations.

In the event that BIROKOP d.o.o. undergoes a merger, acquisition, or full or partial sale of our business assets, any transferred personal user data will only be handled in a manner consistent with the commitments laid out in this privacy policy, and you will be notified of the change in data controller details well in advance if your personal information is involved in the transaction.

7. International Data Transfers

As a company based in Slovenia, which is a member state of the European Economic Area (EEA), all personal data we collect on our e-commerce website is initially stored and processed within the EEA, where it benefits from the strict, robust data protection standards mandated by the General Data Protection Regulation (GDPR). In the rare event that we need to transfer your personal data to a service provider located outside of the EEA, we will take all required, appropriate legal safeguards to ensure your privacy rights remain fully protected. This includes signing official standard contractual clauses approved by the European Commission with those third-party recipients, or verifying that the destination country has an official adequacy decision that confirms it provides a level of data protection equivalent to the standards enforced within the European Economic Area. If you would like to request a full copy of these safeguards, you can contact our data protection team at any time via cakie@birokop.com.

8. Data Retention Period

We will never retain your personal information for longer than is strictly necessary to fulfill the exact purposes for which it was originally collected. The standard retention periods we follow for different categories of personal data are as follows:

  • ‌Order and Transaction Data‌: We retain all order-related personal data for a period of 10 years after your order is completed, to comply with mandatory Slovenian tax law requirements, accounting record keeping rules, and applicable consumer warranty obligations. After this retention period expires, we will securely delete or fully anonymize all this transaction data.
  • ‌User Account Data‌: We will retain your account personal data for as long as you choose to keep your BIROKOP user account active. If you submit a formal request to delete your account, we will permanently erase all your associated personal data from our active systems within 30 business days, except for the limited data we are legally required to retain for ongoing tax, accounting, or legal compliance purposes.
  • ‌Marketing Communication Data‌: We will keep a record of your email address and your marketing preference status for as long as you remain opted in to receive our newsletter, and for a maximum of 30 days after you choose to opt out of marketing communications, to ensure we do not accidentally send you any unwanted promotional messages in the interim.
  • ‌Customer Support Communication Records‌: We retain all records of your correspondence with our customer support team for a maximum of 3 years after your last interaction with us, so we can reference previous conversations if you reach out to us again with related queries, and ensure we can provide you with consistent, high-quality support every time you contact us.
  • ‌Website Usage Analytics Data‌: All anonymized website navigation data is retained for a maximum of 12 months, after which it is fully anonymized and can no longer be linked back to any individual user.

At the end of each applicable retention period, your personal data will be securely erased, shredded, or anonymized in a manner that prevents any future identification of your person.

9. Your Data Protection Rights

Under applicable data protection law, you hold a comprehensive set of legal rights over your personal information, all of which you can exercise at any time free of charge by submitting a request to our team using the contact details provided earlier in this policy. These rights include:

  1. ‌Right of Access‌: You have the right to request a full copy of all the personal information we hold about you, along with a detailed explanation of how we process that data, what recipients we have shared it with, and the full data retention period that applies to your information.
  2. ‌Right to Rectification‌: If you discover that any personal data we hold about you is inaccurate, incomplete, or out of date, you have the right to request that we correct that information immediately, at no cost to you. This includes updating an incorrect shipping address, changing your registered email address, or fixing a misspelled name in our order records.
  3. ‌Right to Erasure (Right to be Forgotten)‌: In specific circumstances, including when your personal data is no longer necessary for the original purposes we collected it for, when you withdraw your consent that we previously relied on for processing, or when you object to processing that we conduct on the basis of legitimate interests and there are no overriding legitimate grounds to continue processing, you have the right to request that we permanently erase all your personal data from our systems, provided that there are no conflicting legal obligations that require us to retain certain records.
  4. ‌Right to Restriction of Processing‌: You have the right to request that we pause the processing of your personal data in situations where you contest the accuracy of the data, where the processing is unlawful but you do not want us to delete the data entirely, where we no longer need the data for our original processing purposes but you require it to establish, exercise, or defend legal claims, or where you have objected to processing based on legitimate interests while we complete our assessment of your objection.
  5. ‌Right to Data Portability‌: For all personal data that you have directly provided to us based on your consent or as required for the performance of our sales contract with you, you have the right to request that we provide that data to you in a structured, commonly used, machine-readable format, or request that we transmit that data directly to another data controller you nominate, where it is technically feasible for us to do so.
  6. ‌Right to Object‌: You have the full right to object at any time to processing of your personal data that we carry out on the legal basis of our legitimate interests, including personalized product recommendation activities and any direct marketing processing. If you object to direct marketing, we will immediately stop all marketing communications to you with no further delay.
  7. ‌Right to Withdraw Consent‌: If we are processing your personal data based on your explicit consent, you have the right to withdraw that consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we completed before your withdrawal request was submitted.
  8. ‌Right to Lodge a Complaint‌: If you believe that our processing of your personal data violates applicable data protection regulations, you have the right to submit a formal complaint directly to the competent national data protection authority in your country of residence, or the Slovenian Information Commissioner, at any time.

When you submit a rights request to us, we will first verify your identity using simple, non-intrusive checks to ensure we are disclosing information only to the actual owner of that personal data. We will respond to your request in full within one calendar month from the date we receive your valid request, and we will never charge you any fee for processing your data rights request unless your request is clearly manifestly excessive, repetitive, or unfounded.

10. Cookies and Website Tracking Technologies

Our website www.birokop.com uses cookies and other similar lightweight tracking technologies to distinguish your browsing session from other users on our platform, help us deliver a smooth, fast, and personalized experience when you shop for our premium stationery goods, and analyze how visitors use our website to make continuous improvements.

  • ‌Essential Cookies‌: These strictly necessary cookies are required for the core functionality of our e-commerce website to work. They allow you to add products to your shopping cart, proceed through the checkout process, log in to your user account, and use all the basic shopping features of our platform. These essential cookies do not store any personally identifiable marketing information, and they cannot be disabled through our standard cookie consent settings, as the website would not function properly without them.
  • ‌Functional Cookies‌: These cookies allow our website to remember the preferences you select when you visit us, including your preferred language, your saved shipping addresses, and your custom product display settings, to deliver more convenient, personalized features during your next visit.
  • ‌Analytics Cookies‌: These cookies help us understand how visitors navigate our website, track which product pages are most frequently viewed, measure how much time users spend browsing our New Arrivals section or our curated picks of pen holders and desk mats, and generate anonymous usage reports that help us identify and fix usability issues on our platform.
  • ‌Marketing Cookies‌: With your explicit opt-in consent, these cookies may be used by our trusted advertising partners to display relevant BIROKOP product advertisements to you on other external websites and social media platforms, based on your previous browsing activity on www.birokop.com.

When you first visit our website, you will be presented with a clear cookie consent banner that allows you to select exactly which categories of non-essential cookies you wish to allow, and which you wish to disable. You can adjust or change your cookie preference settings at any time by accessing the cookie management page linked in the footer of our website.

11. Security Measures for Your Personal Data

At BIROKOP d.o.o., we take the security of your personal information extremely seriously, and we have implemented a comprehensive set of industry-leading technical and organizational security measures to protect your data against unauthorized access, accidental loss, destruction, alteration, misuse, or any other form of unlawful processing. All sensitive personal data transmitted between your browser and our website is encrypted using up-to-date TLS 2.0+ technology, all our server databases are protected by multi-layer firewalls and regular automated security vulnerability scans, our internal team members are only granted access to the personal user data they absolutely require to perform their specific job duties, and we conduct regular mandatory data protection security training for all staff who handle customer data on a regular basis. All our physical office locations, where we process limited offline personal records, are secured with restricted access controls and 24/7 security monitoring systems, to prevent any unauthorized physical access to your personal information. While no data security system can be guaranteed to be 100% invulnerable, we continuously update and improve our security protocols in line with the latest industry cybersecurity standards, to minimize all possible risks to your personal data. In the extremely unlikely event that we experience a personal data security breach that poses a high risk to your rights and freedoms, we will notify you and the relevant supervisory authority of the breach within 72 hours of us becoming aware of the incident, in full compliance with all applicable legal notification requirements.

12. Children’s Privacy

Our BIROKOP e-commerce website and all our stationery and office supplies products are intended for use by adult users who are at least 16 years of age. We do not knowingly collect any personal information from children under the age of 16. If we ever become aware that we have inadvertently collected personal data from a child under the minimum age threshold, we will immediately take steps to securely delete that information from all our systems. If you are a parent or guardian and you believe that your child has submitted personal data to us, please contact us immediately at cakie@birokop.com, and we will resolve the situation without delay.

13. Third-Party Links

Our www.birokop.com website may occasionally contain hyperlinks to external third-party websites, for example links to the official social media pages of BIROKOP, or links to trusted partner resources that we believe may be useful for our customers looking for workspace inspiration. Please be aware that when you click on a third-party link and navigate away from our official website, this privacy policy no longer applies to your activities on that external platform. We have no control over the data processing practices, privacy policies, or content of those unrelated third-party websites, and we cannot take any responsibility or liability for the privacy protection measures used by those external sites. We strongly recommend that you review the full privacy policy of every website you visit after leaving our platform, before you submit any of your personal information to them.

14. Updates to This Privacy Policy

We may occasionally update and revise this privacy policy from time to time, to reflect changes to our business operations, new product features we add to our e-commerce store, updates to applicable legal and regulatory requirements, or improvements we make to our data protection practices. When we make material changes to this policy, we will update the “Effective Date” listing at the top of this page, and we will also place a prominent notification on the homepage of www.birokop.com to alert you to the upcoming changes at least 10 days before they go into effect. We encourage you to revisit this privacy policy page on a periodic basis to stay informed about how we are protecting your personal data. Your continued use of our website and our e-commerce shopping services after the revised privacy policy comes into effect will constitute your acknowledgement and acceptance of the updated policy terms.

15. Contact Us for Privacy Inquiries

If you have any questions, comments, concerns, or formal requests related to this privacy policy, our data processing practices, or your personal data rights, please do not hesitate to reach out to our team at any time. You can contact us via email at cakie@birokop.com, send us physical post at our registered office address Ulica 15. maja 16, 6000 Koper – Capodistria, Slovenia, or call us on our telephone line +386 5 630 1660. Our privacy team will review your inquiry as quickly as possible and provide you with a comprehensive, helpful response within 7 business days of receiving your message.