‌Effective Date: September 5, 2026‌

Welcome to the privacy policy of Fiducial Office Solutions S.A. This document outlines how we collect, use, disclose, and protect your personal information when you visit our official website www.fiducialoffice.com, browse our premium office stationery products, place orders, interact with our customer support services, and use any other features or services we provide on our e-commerce platform. As a dedicated online destination for high-quality desktop stationery and office supplies built by a team of stationery lovers, we prioritize the protection of your personal data and comply with all applicable data protection regulations to ensure your rights are fully safeguarded. This privacy policy applies to all visitors, registered users, customers, and other individuals who access or use our website, and we encourage you to read it carefully to understand our practices regarding your personal information.

1. Information We Collect From You

We only collect necessary personal information to deliver a smooth, secure, and personalized shopping experience for our 63k+ happy customers who explore our 220+ total products across desk mats, pen holders, desktop storage solutions, and other office supplies. The categories of information we may collect include:

1.1 Information You Provide Voluntarily

• ‌Account Registration Information‌: When you create an account on our website, we collect your full name, email address, physical mailing address, phone number, and a secure password for your account. This information helps you save your shipping details, track your order status easily, and access your order history without re-entering details on future visits.
• ‌Order and Transaction Information‌: When you make a purchase on our website, we collect your billing address, shipping address, payment method details (including partial payment card information processed through our certified payment processors), order details, purchase history, and contact information required to fulfill your order, arrange shipping, and process after-sales services. We never store full payment card details on our internal servers, to eliminate potential data breach risks for your sensitive financial information.
• ‌Customer Support and Communication Information‌: When you reach out to our support team via our contact page, email at vepruz@fiducialoffice.com, or phone at +352 26389932, we collect the content of your messages, your contact preferences, and any additional information you share to help us resolve your inquiries, such as questions about product specifications, shipping times, order modification requests, or return policy queries.
• ‌Survey and Feedback Information‌: From time to time, we may invite you to participate in voluntary customer satisfaction surveys to help us improve our product offering and service quality. Any feedback, ratings, or suggestions you share through these surveys will be collected and stored to optimize our operations for all users.
• ‌Subscription Information‌: If you choose to subscribe to our newsletter to receive updates about new stationery drops, exclusive promotions, and product launches, we collect your email address to send these communications. You can opt out of these marketing emails at any time using the unsubscribe link included in every newsletter we send.

1.2 Information Collected Automatically When You Use Our Website

When you browse www.fiducialoffice.com, we automatically collect certain technical information to maintain website functionality, analyze user behavior, and prevent security risks. This information includes:

• Device information: such as your IP address, browser type and version, operating system, language preferences, device model, and unique device identifiers.
• Browsing activity information: such as the pages you visit on our website, the products you view, the time you spend on each page, click paths, referring website URLs, and search terms you use on our platform.
• Cookie and similar tracking technology data: We use first-party and necessary third-party cookies to remember your cart contents, maintain your logged-in state, save your preference for currency display (all our product prices are listed in Euro, including our Heated Desk Pad priced at 17,00 €, Anti Static Desk Pad at 15,00 €, and all other items), and analyze website traffic patterns to optimize user navigation experience. You can adjust your browser settings to refuse cookies, but please note that doing so may prevent some core features of our website, such as cart persistence and smooth checkout, from working properly.

2. How We Use Your Collected Information

All personal information we collect is used for legitimate, clearly stated purposes that are directly related to operating our e-commerce platform and delivering the 97.3% customer satisfaction experience we are known for, including:

• ‌Order Fulfillment and Transaction Processing‌: We use your personal information to process your payment, arrange standard shipping that takes 5-10 business days to most regions, deliver your ordered office supplies to the correct address, generate shipping tracking links that we send to your registered email once your order ships, and handle any order-related adjustments. We also use this information to verify your identity before approving requests to modify your order within 2 hours before it ships, as stated in our order modification policy, to prevent unauthorized changes to your purchases.
• ‌Website Operation and Performance Optimization‌: We use automatically collected browsing and device information to troubleshoot technical issues on our website, improve page loading speed, optimize product display layouts, and ensure that users can easily browse our full range of 220+ office products, from our Natural Cork Desk Pad for sustainable office decor to our Rotating Desktop Pen Organizer for creative art supplies storage. This data also helps us ensure our website is compatible with all common browsers and devices for every visitor.
• ‌Personalized User Experience‌: We use your purchase history and browsing preferences to recommend relevant office products that match your interests, such as suggesting our Faux Leather Desktop Catchall Tray to customers who purchase our dual-sided PU Leather Desk Pad, or recommending our Minimalist Grey Felt Desktop Storage Basket to users who show interest in modern home office styling. This personalization helps you discover new products that fit your workspace needs without unnecessary searching.
• ‌Customer Support and Service Delivery‌: We use your contact information and communication history to respond to your inquiries in a timely manner, resolve after-sales issues, assist with return and refund requests under our Refund and Returns Policy, and notify you immediately if there are unexpected updates that affect your order, such as temporary product stock delays or shipping schedule adjustments.
• ‌Security and Fraud Prevention‌: We use your personal information to verify user identities, monitor for unauthorized access to user accounts, detect fraudulent transaction activities, protect our website and user data from cyberattacks, and maintain a safe shopping environment for all our 63k+ customers. All our products are tested for long-term daily office and study use, and we use your data to also prevent counterfeit product listings and unauthorized reseller activities that could harm our user community.
• ‌Legal Compliance and Regulatory Obligations‌: We process your personal information to comply with all applicable local and international laws, tax reporting requirements, government regulatory inspections, and valid legal requests from judicial or public authorities.
• ‌Product and Service Improvement‌: We analyze aggregated, anonymized user behavior data to identify popular product categories, understand emerging customer needs, and curate new premium stationery drops that align with what our users are looking for, building on our 5+ years of experience in the office supplies industry.

3. Sharing and Disclosure of Your Personal Information

We never sell, rent, or lease your personal information to unrelated third parties for their own marketing purposes without your explicit consent. We only share your information with trusted third parties when it is strictly necessary to operate our business and deliver the services you request, under the following limited circumstances:

• ‌Authorized Service Providers‌: We share necessary information with vetted third-party partners who perform critical business functions on our behalf, including:
  • Payment processing providers, who handle secure transaction processing and ensure your payment details are protected in full compliance with global payment security standards.
  • Logistics and shipping partners, who receive your shipping address and contact information to deliver your ordered products, handle last-mile delivery, and provide real-time shipping updates. As stated in our Shipping Policy, we support shipping to PO boxes and eligible APO locations, and we share the required minimal information with our carriers to make these deliveries possible.
  • Website hosting and cloud service providers, who host our website, store our encrypted user data, and maintain the operational stability of our e-commerce platform.
  • Analytics service providers, who help us analyze anonymized website traffic data to understand user behavior trends, with no access to your identifiable personal information for their own use.
    All these service providers are bound by strict data processing agreements that require them to protect your personal information to the same high standards we follow, and they are prohibited from using your data for any purposes outside of the services they are contracted to provide for Fiducial Office Solutions S.A.
• ‌Business Transaction Transfers‌: In the event of a merger, acquisition, sale of all or part of our company assets, or other corporate restructuring procedure, your personal information may be transferred to the relevant successor entity, under the condition that the receiving party continues to protect your personal information in accordance with the terms of this privacy policy. We will provide you with advance notice via email before any such transfer takes place if your personal data will be subjected to a different privacy framework after the transaction.
• ‌Legal Required Disclosures‌: We may disclose your personal information if we are required to do so by applicable law, court order, or mandatory government regulation, or when we reasonably believe that disclosure is necessary to protect our legal rights, protect the safety of our website users, our company property, or the general public, and cooperate with lawful law enforcement investigations.
• With Your Explicit Consent: We may share your personal information with other third parties when you give us clear, explicit, written consent to do so for a specific purpose that you fully understand.

4. Data Security Measures We Implement

At Fiducial Office Solutions S.A., we take the security of your personal information extremely seriously, and we implement industry-standard technical, administrative, and physical security measures to protect your data from unauthorized access, alteration, disclosure, destruction, or accidental loss:

• All data transmission between your browser and our website uses end-to-end TLS 1.3 encryption, so that any sensitive information you enter on our website, including your payment details and personal address information, cannot be intercepted by unauthorized parties during transmission.
• Our internal servers that store user personal information are located in secure, access-restricted data centers in Luxembourg, with multi-factor authentication controls, regular security patch updates, and 24/7 cybersecurity monitoring systems. Full payment card information is never stored on our internal servers, eliminating one of the highest risk points for financial data breaches.
• All our team members who have access to user personal information are required to complete regular data protection training, sign strict confidentiality agreements, and only have access to the minimal amount of user data that is necessary for them to perform their specific job duties. We conduct regular internal security audits to ensure all data handling processes comply with our internal policies and applicable regulations.
• We perform regular automated and manual data backup procedures, with encrypted backup copies stored in geographically separate secure locations, to prevent permanent data loss in the event of unexpected system failures or emergency incidents.
  While we have implemented comprehensive security measures, please note that no data transmission or storage system can be guaranteed to be 100% secure. If we detect a personal data breach that poses a significant risk to your rights and freedoms, we will notify you and the relevant supervisory authority in full compliance with applicable legal requirements within the required time frame.

5. Your Rights Over Your Personal Information

Under applicable data protection laws, you hold a series of clear rights over the personal information we process about you. You can exercise these rights at any time by contacting our data protection team via email at vepruz@fiducialoffice.com, and we will respond to your request within 3 to 10 business days, with no unreasonable fees charged for legitimate access requests:

• ‌Right of Access‌: You can request a copy of all the personal information we hold about you, including details of what data we process, the purposes of processing, the categories of recipients we have shared your data with, and the expected data retention period.
• ‌Right to Rectification‌: If you find that any of the personal information we hold about you is inaccurate, incomplete, or outdated, you can request us to correct and update that information immediately. For example, if you move to a new address, you can update your shipping details directly in your user account settings, or contact us to help you modify the information before your order is shipped.
• ‌Right to Erasure (Right to be Forgotten)‌: You can request us to delete all your personal information from our systems, under circumstances including when the data is no longer necessary for the original purposes we collected it for, when you withdraw your consent to the processing, or when you object to the processing and we have no overriding legitimate legal grounds to continue retaining your data. We will comply with your erasure request, except for information we are legally required to retain for tax, accounting, or regulatory compliance purposes for the mandatory legal retention period.
• ‌Right to Restriction of Processing‌: You have the right to request that we suspend the processing of your personal information, under circumstances such as when you contest the accuracy of the data, when the processing is unlawful but you do not want us to delete the data, or when we no longer need the data for our original processing purposes but you require the data for the establishment, exercise, or defense of legal claims.
• ‌Right to Data Portability‌: You can request us to provide your personal information in a structured, commonly used, machine-readable format, so that you can transfer this data to another service provider easily, where the processing is based on your consent or on a contract with you.
• ‌Right to Object to Processing‌: You can object to our processing of your personal information at any time, for reasons related to your specific situation, when the processing is based on our legitimate business interests. We will stop processing your personal information unless we can demonstrate compelling legitimate grounds for the processing that override your rights, freedoms, and interests, or the processing is for the establishment, exercise, or defense of legal claims. You also have the absolute right to object to direct marketing communications at any time, and we will immediately stop sending you marketing emails once you submit your request.
• ‌Right to Withdraw Consent‌: If you have previously given us your consent to process your personal information for specific purposes, such as subscribing to our newsletter, you can withdraw your consent at any time, without affecting the lawfulness of processing we carried out before your withdrawal of consent.
  If you are not satisfied with how we handle your personal information or the response we provide to your request, you also have the right to submit a complaint to the relevant data protection supervisory authority in your country of residence.

6. Data Retention Period

We will not retain your personal information for longer than it is necessary to fulfill the specific purposes for which we originally collected it:

• For order-related transaction data, we retain the relevant information for 10 years after your order is completed, to comply with Luxembourg local tax and commercial record-keeping legal requirements, and to help you resolve any after-sales product quality issues that arise during the period of use for your purchased items.
• For account registration information, we retain your data for as long as your account remains active, or as needed to provide you with the services you requested. If you request to delete your user account, we will erase all your personal account data within 30 days, except for the data we are legally required to retain for compliance purposes.
• For marketing communication related contact information, we retain your email address for marketing purposes until you unsubscribe from our newsletter or request us to delete your contact details from our marketing list.
• For automatically collected browsing and analytics data, we anonymize or delete this data within 24 months after it is collected, once we have completed our website performance analysis and user behavior trend research.
  After the applicable retention period expires, we will securely delete or anonymize your personal information, so that it can no longer be associated back to you as an identifiable individual.

7. Children’s Privacy

Our e-commerce platform and the office supplies we sell are designed and intended for use by adult customers, professionals, home office users, and students above the age of 16. We do not knowingly collect personal information from children under the age of 16. If you are a parent or legal guardian and you become aware that a child under 16 has provided us with their personal information without your prior consent, please contact us immediately via our email vepruz@fiducialoffice.com. We will take prompt steps to delete that information from all our servers and systems as soon as possible. If we discover that we have inadvertently collected personal data from a child under 16, we will immediately terminate the relevant account and erase all such data completely.

8. Third-Party Links

Our website www.fiducialoffice.com may contain hyperlinks to third-party websites, such as our social media profile pages, our certified payment processor portals, or industry-related office decor recommendation websites that we share for user reference. We do not control the content, operations, and privacy policies of these external third-party websites. Once you click a third-party link and leave our website, the processing of your personal information on those external platforms is governed by the privacy policy of that third party, and we do not take any responsibility or liability for the data handling practices of these external sites. We strongly recommend that you review the privacy policy of every website you visit after leaving our platform to understand how they protect your personal information.

9. Updates to This Privacy Policy

We may revise and update this privacy policy from time to time to reflect changes in our business operations, new legal regulatory requirements, or new features we introduce to our e-commerce website. When we make material changes to this policy, we will update the “Effective Date” at the top of this document, post the revised version prominently on our website’s dedicated Privacy Policy page, and send a notification to all registered user email addresses to inform them of the key changes. Your continued use of our website and services after the effective date of the updated privacy policy will constitute your acknowledgment and acceptance of the revised terms. We encourage you to review this privacy policy periodically to stay informed about how we protect your personal information.

10. Contact Information

If you have any questions, concerns, or requests related to this Privacy Policy, or any matters regarding how we process your personal information, you can contact us at any time using the following details:
‌Company Name‌: Fiducial Office Solutions S.A.
‌Website‌: www.fiducialoffice.com
‌Email Address‌: vepruz@fiducialoffice.com
‌Physical Address‌: 1-7 Rue Nina et Julien Lefèvre, L-1952 Luxembourg, Luxembourg
‌Contact Phone Number‌: +352 26389932