Privacy policy

Who is responsible for your data

The controller of the personal data processed through this site is ДИП ДИАНА 2009 ЕООД, company id (ЕИК) 200785859, registered seat and management address ul. Haydushka gora 2, 1612 Sofia. Email: info@akademichenhub.com, phone: +43 660 8994700. The company is not registered for VAT (ЗДДС).

The site akademichenhub.com is an information society service under the Bulgarian Electronic Commerce Act. This policy explains which personal data we process, why, on which legal basis, for how long, and which rights you have under Regulation (EU) 2016/679 (GDPR) and the Bulgarian Personal Data Protection Act.

Which data we process and why

When you browse the site

The site is hosted by Google Ireland Limited (Firebase Hosting). On every request the server receives your IP address, date and time, the requested address, browser and operating system. We need this to deliver the pages and to protect the site from abuse, and it stays in technical logs for a short period. Legal basis: Art. 6(1)(f) GDPR (legitimate interest in a secure, working service).

When you send the enquiry form or subscribe to reminders, we also keep a one-way hash of your IP address together with a counter for one hour, so that nobody can flood the forms. After that hour it is deleted automatically. Legal basis: Art. 6(1)(f) GDPR.

If you use the shortlist, your browser stores the universities and subjects you picked (local storage). This stays on your device and reaches us only when you send an enquiry.

When you contact us

If you email, call or message us on WhatsApp, we process your name, contact details and the content of your message so that we can reply and prepare a quote. Legal basis: Art. 6(1)(b) GDPR (steps at your request before entering into a contract). WhatsApp messages pass through WhatsApp Ireland Limited (Meta), which processes metadata under its own policy. If you prefer to avoid that, use email or phone.

When you send an enquiry or book a consultation

If you send an enquiry through the site or book a call, we process your name, email, phone, the countries and universities you selected, your type of diploma and your notes, so that we can send you a concrete quote and hold the consultation. Legal basis: Art. 6(1)(b) GDPR. Bookings run through Cal.com, Inc., emails are sent through the mail server of easyname GmbH (Vienna, Austria), and the data is stored in Google Cloud Firestore in a European Union region. If no call has been booked, we follow up on your enquiry with at most two short emails, 3 and 7 days after it, and then stop. Legal basis for these emails: Art. 6(1)(f) GDPR, our legitimate interest in answering your enquiry; you can object at any time with the link in the first of them or by replying. When you send the enquiry form we store with it the date of the version of this policy shown to you (2026-10-04).

When you become a client

To prepare your applications we process the documents you give us: diplomas, transcripts, motivation letters, CV and, where a university requires it, identity documents. Legal basis: Art. 6(1)(b) GDPR (performance of a contract) and Art. 6(1)(c) GDPR (accounting and tax obligations for invoices). We pass data to universities and application portals only on your instruction and only to the extent they require.

Deadline reminders

If you subscribe to deadline reminders, we process your email address only after you confirm the subscription (double opt-in). Legal basis: Art. 6(1)(a) GDPR (consent). You can unsubscribe through the link in every message. A subscription you never confirm is deleted after 14 days; a confirmed one stays until you unsubscribe.

Statistics and analytics

Google Analytics 4 (Google Ireland Limited) and Microsoft Clarity (Microsoft Ireland Operations Ltd) load only if you consent in the cookie banner. Google Analytics counts visits and page views; Clarity shows how pages are used (clicks, scrolling, mouse movement) as session recordings in which input fields are masked. With the same consent we remember, for the current browser session, the page on which you arrived, the site that linked to us (only its domain, for example www.google.com, never the exact page) and the campaign link that brought you (utm parameters and ad click ids such as gclid, gbraid and wbraid), and send this with an enquiry so that we know which channels work. Legal basis: Art. 6(1)(a) GDPR and Art. 4a of the Electronic Commerce Act. The details are in the Cookie policy.

Who has access to the data

We work with the following processors, each bound by a contract under Art. 28 GDPR: Google Ireland Limited (hosting, database, analytics), Microsoft Ireland Operations Ltd (behaviour analytics, only after consent), Cal.com, Inc. (bookings), easyname GmbH (email delivery), WhatsApp Ireland Limited (messaging) and the IT service provider that develops and operates the site on our behalf. With Google, Microsoft and Cal.com, data may be accessed outside the EU/EEA, in particular in the United States; in those cases we rely on the EU–US Data Privacy Framework or the European Commission's standard contractual clauses.

We do not sell personal data and do not pass it to third parties for advertising.

How long we keep the data

• Enquiries that do not lead to a contract: 24 months after the last contact.
• Contract data and documents: until the service is completed, after which the documents are deleted unless you ask otherwise.
• Invoices and accounting records: 10 years under the Bulgarian Accountancy Act.
• Reminder subscriptions: unconfirmed ones are deleted after 14 days; confirmed ones stay until you unsubscribe.
• Technical logs: up to 30 days.
• Abuse protection for the forms (hashed IP address): one hour.
• Arrival page and campaign (only with consent): for the browser session; sent with an enquiry, as long as the enquiry.

Your rights

You have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and objection (Art. 21), and the right to withdraw consent at any time without affecting the lawfulness of processing before the withdrawal. Write to info@akademichenhub.com. We reply within one month.

If you believe we process your data unlawfully, you have the right to lodge a complaint with the Bulgarian Commission for Personal Data Protection, 2 Prof. Tsvetan Lazarov Blvd., 1592 Sofia, www.cpdp.bg, or with the supervisory authority of your own EU member state.

Other

• We make no automated decisions and do no profiling.
• The site is not aimed at children under 16. If the applicant is a minor, the contract is concluded with a parent or guardian.
• Providing your data is not a legal obligation, but without it we cannot prepare a quote or an application.
• We update this policy when the services or tools we use change. The date of the last change is shown at the top of the page.