1Introduction
Base Agency (“Base Agency”, “we”, “us”, or “our”) respects the privacy of visitors, prospective clients, clients, partners, suppliers, job applicants, and other individuals who interact with our website.
This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you visit or interact with www.baseagy.com and its related pages, forms, features, and services (collectively, the “Website”).
This Privacy Policy applies to information collected through the Website. It does not necessarily govern information processed under a separate client contract, employment agreement, service agreement, project agreement, or other written arrangement with Base Agency, where different privacy or confidentiality terms may apply.
By using the Website or voluntarily providing information to us, you acknowledge the practices described in this Privacy Policy.
2Who We Are
Base Agency is a multidisciplinary corporate agency providing creative, digital, engineering, technology, production, security, automation, artificial intelligence, data, and business-transformation services.
Our activities include, among other areas:
- Events management and production
- Marketing, advertising, and brand communications
- Print production and promotional solutions
- Architecture, interior design, and fit-out
- Information technology, software development, and cybersecurity
- Robotics, automation, and intelligent systems
- Networking, telecommunications, and infrastructure
- Audio visual, broadcasting, and media systems
- Security, surveillance, and access-control systems
- Artificial intelligence, data analytics, and digital transformation
Base Agency operates from the Kurdistan Region of Iraq and may work with clients, partners, suppliers, applicants, and service providers in Iraq and other countries.
3Information We May Collect
The information we collect depends on how you interact with the Website.
4Information You Provide Directly
When you contact us, request information, request a proposal, apply for a position, seek technical support, discuss a partnership, or otherwise communicate with Base Agency, we may collect information such as:
- Full name
- Company or organization name
- Job title
- Email address
- Telephone number
- Country, city, or business location
- Preferred contact details
- Division or service of interest
- Project description
- Project objectives
- Estimated timeline
- Estimated budget or commercial requirements
- Company information
- Messages and correspondence
- Information contained in documents you submit
- Any other information you voluntarily provide
You should provide only information that is reasonably necessary for your inquiry.
5Proposal and Project Information
If you request a proposal or contact us regarding a potential project, we may collect information including:
- Project scope
- Technical requirements
- Business requirements
- Requested services
- Project location
- Intended users or audience
- Timeline
- Budget information
- Drawings
- Technical specifications
- Design briefs
- Reference materials
- Images
- Company profiles
- Requests for quotation
- Other project documentation
This information is used primarily to understand your requirements, assess whether Base Agency can support your project, assign the request to the appropriate team or division, and prepare recommendations, estimates, or proposals.
Submitting a proposal request does not create a contractual relationship.
6Recruitment Information
When you apply for a job or otherwise express interest in working with Base Agency, we may collect:
- Name and contact details
- CV or résumé
- Employment history
- Education
- Professional qualifications
- Skills
- Portfolio
- Cover letter
- References
- Salary expectations, if requested
- Availability
- LinkedIn or professional profile information
- Interview information
- Other recruitment-related information you choose to provide
We use this information to assess applications, communicate with candidates, manage recruitment, arrange interviews, maintain recruitment records, and consider candidates for appropriate opportunities.
Submitting an application does not guarantee employment or an interview.
7Files and Documents
The Website or related communication channels may allow you to provide files such as:
- CVs
- Portfolios
- PDF documents
- Presentations
- Project briefs
- Reference documents
You are responsible for ensuring that you have the right and authority to provide any file or information you submit to Base Agency.
Please do not submit unnecessary sensitive personal information, confidential third-party information, passwords, authentication credentials, financial account credentials, classified material, or information you are not authorized to disclose.
8Information Collected Automatically
When you access the Website, certain technical information may be collected automatically by our website infrastructure or service providers.
This may include:
- Internet Protocol (IP) address
- Browser type
- Device type
- Operating system
- Language settings
- Approximate geographic location derived from an IP address
- Referring website or page
- Pages visited
- Date and time of access
- Session information
- Interaction with Website features
- Error and diagnostic information
- Security-related information
This information may be used for Website operation, analytics, security, fraud prevention, performance monitoring, troubleshooting, and improvement.
10How We Use Personal Information
Base Agency may use personal information for purposes including:
- Responding to inquiries
- Communicating with prospective clients
- Reviewing project requirements
- Preparing proposals and quotations
- Arranging consultations or meetings
- Providing requested information
- Directing inquiries to the appropriate Base Agency division
- Managing ongoing business communications
- Providing customer or technical support
- Evaluating partnership opportunities
- Processing job applications
- Conducting recruitment
- Maintaining business and administrative records
- Managing Website security
- Detecting suspicious or unauthorized activity
- Preventing fraud or misuse
- Troubleshooting technical problems
- Measuring Website performance
- Understanding Website usage
- Improving our Website, services, and communications
- Protecting Base Agency's legal rights and interests
- Complying with legal or regulatory requirements
- Responding to lawful requests from competent authorities
We do not sell personal information.
11Legal Grounds for Processing
Where applicable data-protection law requires a legal basis for processing personal information, Base Agency may rely on one or more of the following:
- Consent: where you have voluntarily consented to a particular use of your information.
- Contractual necessity: where processing is necessary to take steps at your request before entering into an agreement, or to perform an agreement with you.
- Legitimate business interests: where processing is reasonably necessary for legitimate activities such as responding to business inquiries, operating our Website, managing client relationships, improving our services, protecting our systems, conducting recruitment, and preventing fraud or misuse.
- Legal obligations: where processing is necessary for compliance with applicable laws, regulations, legal proceedings, or lawful governmental requests.
These interests are considered against the rights and interests of the individuals concerned where applicable.
Different legal bases may apply depending on your location and the circumstances.
13Within Base Agency
Information may be shared with authorized Base Agency employees, divisions, departments, management personnel, or contractors where access is necessary to:
- Respond to your inquiry
- Review a proposal
- Evaluate a project
- Process an application
- Provide support
- Manage an existing business relationship
Access should be limited to individuals with a legitimate reason to use the information.
14Service Providers
We may use third parties to support Website and business operations, including providers of:
- Website hosting
- Content delivery
- Email services
- Data storage
- Website analytics
- Form-processing infrastructure
- IT support
- Communications systems
- Recruitment systems
- Cloud services
Such service providers may process information on our behalf to the extent necessary to provide their services.
15Professional Advisers
Information may be shared with professional advisers such as lawyers, accountants, auditors, insurers, consultants, or other advisers where reasonably necessary.
16Legal and Regulatory Requirements
We may disclose information where we reasonably believe disclosure is necessary to:
- Comply with applicable law
- Respond to legal proceedings
- Comply with a lawful request from a court, governmental authority, regulator, or law-enforcement body
- Protect Base Agency's rights or property
- Protect the safety or rights of another person
- Investigate suspected fraud, security incidents, or illegal activity
17Business Changes
If Base Agency undergoes a merger, restructuring, acquisition, financing, sale of assets, or similar business transaction, relevant information may be transferred as part of that transaction subject to appropriate safeguards and applicable law.
18International Processing and Transfers
Base Agency operates in the Kurdistan Region of Iraq and may use service providers or work with business partners located in other countries.
As a result, information submitted through the Website may be processed or stored outside your country of residence.
Where applicable law requires specific protections for international transfers of personal information, Base Agency will take reasonable steps to use appropriate safeguards.
19Data Security
Base Agency takes reasonable administrative, organizational, and technical measures designed to protect personal information against:
- Unauthorized access
- Accidental loss
- Misuse
- Unauthorized alteration
- Unauthorized disclosure
- Destruction
- Malicious activity
Measures may include access controls, security monitoring, encrypted communications, secure hosting infrastructure, account protections, backups, and other appropriate safeguards.
However, no website, communication system, transmission method, or storage system can be guaranteed to be completely secure.
Users should therefore avoid transmitting information that is not necessary for the relevant inquiry or communication.
20Data Retention
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including:
- Responding to inquiries
- Managing proposal requests
- Maintaining business records
- Managing client relationships
- Processing recruitment applications
- Maintaining support records
- Resolving disputes
- Protecting legal rights
- Meeting accounting, regulatory, or legal obligations
- Maintaining appropriate security records
Retention periods may vary depending on the nature of the information and our relationship with you.
When information is no longer reasonably required, we may delete, anonymize, securely destroy, or archive it as permitted or required by applicable law.
21Recruitment Records
Base Agency may retain applicant information after a recruitment process has ended where reasonably necessary for recruitment administration, legal compliance, record keeping, or consideration for future opportunities.
Where applicable, candidates may request that their information no longer be considered for future positions.
22Confidential and Sensitive Information
Unless specifically requested by Base Agency through an appropriate and secure process, you should not submit:
- Passwords
- Private authentication credentials
- Full banking credentials
- Highly sensitive personal records
- Classified information
- Trade secrets belonging to another organization
- Confidential information that you are not authorized to disclose
A confidentiality or non-disclosure obligation should not be assumed merely because information is submitted through the Website.
Where a project requires confidential disclosure, appropriate confidentiality arrangements should be agreed separately.
23Children's Privacy
The Base Agency Website is intended primarily for businesses, professionals, job applicants, organizations, and other persons seeking information about our corporate services.
It is not designed or directed specifically at children.
We do not knowingly seek to collect personal information from children through the Website without appropriate authorization where such authorization is required by law.
If you believe that a child has provided personal information to us improperly, please contact us.
24Your Privacy Rights
Depending on your location and applicable law, you may have rights relating to your personal information, including the right to:
- Ask whether we process information about you
- Request access to information we hold about you
- Request correction of inaccurate information
- Request deletion of information in certain circumstances
- Request restriction of certain processing
- Object to certain processing
- Withdraw consent where processing relies on consent
- Request a copy of certain information
- Raise a concern regarding our handling of your information
These rights are not absolute and may be subject to legal, contractual, security, record-retention, or other permitted exceptions.
We may need to verify your identity before fulfilling a privacy request.
26External Content and Embedded Services
Certain Website pages may contain or display content, functionality, media, maps, videos, social media functionality, security services, or other resources supplied by third parties.
Those third parties may process technical information when their services are loaded or used.
Where appropriate, such processing may also be governed by the third party's own privacy policy.
27Security Incidents
If Base Agency becomes aware of a security incident affecting personal information, we will assess the incident and take reasonable steps appropriate to its nature and severity.
Where notification to individuals or competent authorities is required by applicable law, Base Agency will make such notifications in accordance with the applicable requirements.
28Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in:
- Website functionality
- Services
- Business practices
- Technology
- Security measures
- Legal or regulatory requirements
The latest version will be published on this page and identified by the “Last Updated” date.
Material changes may be communicated through the Website or other appropriate channels where required.
29Governing Legal Framework
Base Agency handles information in accordance with laws and legal requirements applicable to its operations in the Kurdistan Region of Iraq and the Federal Republic of Iraq.
Additional privacy or data-protection requirements may apply where Base Agency processes information relating to individuals in other jurisdictions.
Nothing in this Privacy Policy is intended to limit any mandatory privacy right that cannot lawfully be excluded.
30Contact Us
For questions about this Privacy Policy, requests concerning your personal information, or privacy-related concerns, please contact:
- Base Agency
- Erbil, Kurdistan Region of Iraq
- Email: info@baseagy.com
- Website: www.baseagy.com
You may also contact Base Agency through the official Contact page on the Website.
When making a privacy request, please provide sufficient information for us to identify the relevant records and respond appropriately.