Privacy policy — aOKtion
Version 2026-10
1. Controller
The aOKtion platform is operated by YENTXA OÜ (registry no. 17170367), with registered office at Narva mnt 5, 10117 Tallinn, Estónia. Privacy contact: info@aoktion.com.
2. Data we process
- Company data: legal name, country, VAT, tax and registry numbers, address, website and business activity.
- Contact person data: name, job title, email, phone and preferred language.
- Beneficial owners: name, country and percentage or type of control, as declared by the company.
- Verification documents: commercial registry certificate, beneficial ownership declaration and any other documents the company sends.
- Verification results: VAT validation in VIES and screening against the EU consolidated list of financial sanctions.
- Access data: password (stored only in hashed form), login dates and the IP address used in login attempts.
- Auction data: participation, bids (with date and time), awards and communications on the platform.
3. Purposes and legal basis
- Verifying companies before admission and periodically (VIES, documents, beneficial owners and EU sanctions lists) — compliance with EU restrictive measures, which prohibit making funds or economic resources available to sanctioned persons and entities (Art. 6(1)(c) GDPR), and legitimate interest in preventing fraud (Art. 6(1)(f)).
- Managing the account and the auctions, including the bid log and the performance of sales and purchases — performance of a contract or pre-contractual steps (Art. 6(1)(b)).
- Keeping the platform secure and fair, including detecting abusive bidding — legitimate interest (Art. 6(1)(f)).
- Meeting legal obligations, namely tax and accounting (Art. 6(1)(c)).
- Sending news from aOKtion and YENTXA — only with your consent, which you can withdraw at any time (Art. 6(1)(a)).
Automatic checks only flag possible matches. No company is rejected or suspended without review by a person.
4. Retention
We keep data while the account is active. Verification data and documents and the bid log are kept for 5 years after the relationship ends, as evidence of compliance with the obligations above. Rejected registrations are deleted within 12 months, unless there is a confirmed match with a sanctions list. Tax-relevant documents are kept for the period required by law.
5. Sharing
Data is not sold or shared for third-party marketing. It is processed by providers acting on behalf of YENTXA, under contract and confidentiality duties: the website, database and email are hosted in a data centre in the Netherlands (EU), operated by Namecheap, Inc. (USA); if a payment provider is used, it will also process the data needed for payment. VAT numbers are checked against the European Commission's VIES system. Other auction participants cannot see the identity of competing companies. We may disclose information to the competent authorities where the law requires it. Any transfer of, or access to, data from outside the European Economic Area (for example by the hosting provider in the USA) is made with appropriate safeguards, such as the European Commission's standard contractual clauses.
6. Cookies
The platform only uses a technical session cookie, needed to keep you logged in and to protect forms. We do not use advertising or analytics cookies.
7. Security
Connections are encrypted (HTTPS), passwords are stored with purpose-built hashing algorithms, documents are kept outside the public area of the server and each area is restricted to its own users.
8. Your rights
You may request access, rectification, erasure, restriction or portability of your data, or object to processing, by writing to info@aoktion.com. Some data cannot be erased while there is a legal duty to keep it. You also have the right to lodge a complaint with a supervisory authority: the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, www.aki.ee) or the authority of the country where you live or work.
9. Changes
If this policy changes materially, we will inform users and ask for renewed acceptance where needed.