OfficeFleet 216 003 3553 View plans

Privacy Policy

Last updated: 25 September 2026

This Privacy Policy describes how we collect, use, store, and protect the personal data of visitors and clients of the officefleet.gr website and our registered office and virtual office services, in compliance with the General Data Protection Regulation (GDPR – Regulation (EU) 2016/679), Greek Law 4624/2019, and applicable data protection legislation.

1. Data Controller

The Data Controller responsible for your personal data is:

  • Company Name: ESTATE FLEET SINGLE MEMBER S.A. (ESTATE FLEET ΜΟΝΟΠΡΟΣΩΠΗ Α.Ε.)
  • Tax ID: 802011859 · GEMI: 168112858000
  • Commercial Brand: OfficeFleet
  • Postal Address: 9 Loulou Str., Chania, Postal Code 73133, Greece
  • Privacy & Contact Email: info@officefleet.gr
  • Telephone: +30 216 003 3553

2. Service Description & Scope of Use

OfficeFleet provides registered and virtual tax office declaration services exclusively for lawful business and professional purposes. It operates as an official address and postal drop point where public authorities (AADE, GEMI, EFKA) and third parties may serve notices, documents, and formal correspondence.

The use of the registered office is strictly limited to the aforementioned purpose and does not grant permanent or daily physical desk occupancy, beyond what is specifically stipulated in the chosen subscription plan. Subleasing or granting use of the space or associated rights to unauthorized third parties is strictly prohibited.

3. Personal Data We Collect

Depending on your interaction with our website and checkout process, we collect:

  • Contact & Identification Details: Full name, email address, mobile phone number, Greek Tax ID (AFM), Tax Office (DOY), physical address, and legal representative details where applicable.
  • Business & Legal Entity Information: Company name, trade name, legal form (sole proprietorship, private company/IKE, general partnership, etc.), operational stage (existing, starting now, or starting from abroad), and GEMI registration number.
  • Subscription & Service Data: Selected plan duration (3, 6, or 12 months), start and expiration dates, unique Service ID, activation status, renewal history, and issued invoices.
  • Payment Information: Transaction identifiers, payment status, date, and transaction amounts. OfficeFleet never collects or stores credit or debit card numbers, expiration dates, or CVV security codes.
  • Technical Data & Cookies: IP address, device metadata, and strictly necessary session cookies required for cart, checkout, and client account portal functionality.

4. Purposes and Legal Bases for Processing

  • Performance of a Contract (Article 6(1)(b) GDPR): To process orders, establish customer accounts, issue lease agreements, activate the registered office, and provide service renewal notifications.
  • Compliance with Legal Obligations (Article 6(1)(c) GDPR): To issue tax invoices and receipts, maintain statutory accounting records, and submit lease declarations to the Greek tax authorities (Taxisnet / AADE).
  • Legitimate Interests (Article 6(1)(f) GDPR): To maintain information security, prevent fraud, and establish, exercise, or defend legal claims.
  • Consent (Article 6(1)(a) GDPR): Where explicitly requested, such as for optional communications or non-essential cookies.

5. Data Recipients & Payments via Viva.com

Your personal data is treated with strict confidentiality and is disclosed only to necessary service providers and processors:

  • Payment Provider (Viva.com): Online card payments are securely handled by Viva Payment Services Single Member S.A. (Viva.com) as an independent licensed electronic money institution. OfficeFleet receives only transaction outcome confirmations.
  • Tax & Public Authorities: Independent Authority for Public Revenue (AADE), tax offices, commercial registry (GEMI), and judicial authorities when required by statutory law.
  • Google (Google Workspace): Our business email (info@officefleet.gr) and our internal service-management spreadsheet are hosted on Google Workspace. Google Ireland Ltd acts as a processor under a data processing agreement. Any transfer outside the EU is based on the EU-US Data Privacy Framework or the European Commission’s Standard Contractual Clauses.
  • Website hosting (Hostinger): The website and its database are hosted on servers within the European Union, under a data processing agreement.

6. Data Retention Period

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected:

  • Customer account and subscription records: for the duration of the active service plus up to five (5) years following termination for legal dispute protection.
  • Tax and invoicing records: for at least ten (10) years in accordance with applicable Greek tax legislation.
  • Server security logs: for a limited duration of up to six (6) months.

7. Data Security

We implement robust technical and organizational measures, including TLS/SSL encryption across all network transmissions, strict access controls limited to authorized personnel, strong password policies, and scheduled system backups.

8. Data Subject Rights

Under the GDPR, you possess the following rights regarding your personal data:

  • Right of access: To know whether and how your data is being processed.
  • Right to rectification: To request correction of inaccurate or incomplete information.
  • Right to erasure (“right to be forgotten”): To request deletion of your data, subject to legal and statutory tax retention duties.
  • Right to restriction of processing: To request restriction under specific statutory conditions.
  • Right to data portability: To receive your data in a structured, commonly used format.
  • Right to object: To object at any time to processing based on legitimate interests (Article 21 GDPR).
  • Right to withdraw consent: Where processing is based on consent, without affecting the lawfulness of prior processing.

To exercise your rights, please submit a written request to: info@officefleet.gr. For your protection, identity verification may be requested before fulfilling your request.

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Hellenic Data Protection Authority (HDPA) (1-3 Kifissias Ave., 115 23 Athens, Greece, www.dpa.gr).

9. Updates to this Policy

We reserve the right to amend this Privacy Policy periodically. The current valid version will always be published on this page, accompanied by the latest revision date.