Terms for submitting and using materials

1. Scope and recipient

These terms govern the submission to the Import Furniture furniture bureau of photographs, images, descriptions, floor plans, designs, drawings, specifications, manufacturers’ offers, correspondence, links and other documents and files (the “Materials”). The recipient and personal data controller is The Svirin Family Company, INN 7728727210, KPP 772801001, OGRN 1107746115905. Address: 18-175, Akademika Kapitsa Street, Moscow, 117647.

Materials are submitted through text fields and links in the form or by email to order@import-furniture.ru. The website form does not upload attachments. Any other method of exchanging files is agreed separately. These terms apply to the initial enquiry and related correspondence; the particulars of performing an accepted order are also determined by the contract.

Submitting Materials does not in itself conclude a paid contract, confirm that an order has been agreed or create an obligation to pay for services. Viewing the page does not replace an expression of the sender’s will or grant the bureau unlimited rights to their information.

2. Lawful submission and the sender’s authority

The sender submits Materials obtained lawfully and which they are entitled to provide for consideration of the enquiry. If acting on behalf of a client, designer, property owner or organisation, the sender must have the corresponding authority.

Before sending, remove or conceal information unrelated to the task: unnecessary contact details and images of people, passport information, payment details, passwords, access codes, the exact home address and other excessive data. Restricted-access information may be submitted only where there is a lawful basis and an agreed procedure for protecting it.

If Materials contain intellectual property, other people’s personal data or another party’s confidential information, the applicable rights, permissions or another basis provided by law must exist. Upon a justified request from the bureau, the sender clarifies the source, authority and permitted scope of use. The sender’s assurance does not replace the bureau’s duty to determine an adequate basis for processing independently.

3. Use within the enquiry and order

Within the scope of existing rights and independent lawful bases, the bureau receives and reviews Materials and performs necessary technical copying, organisation, storage and analysis to clarify the brief, compare offers, prepare a preliminary estimate and respond. Access is granted only to authorised persons to the extent necessary for their work.

Requirements may be compiled into a list of parameters, extracts, an anonymised technical brief or a comparable specification. Use of specific protected images, designs and drawings beyond permissible review requires an appropriate basis and compliance with the rights holder’s restrictions.

Once a contract is concluded, the scope of Materials, permitted actions, recipients, deliverables and timeframes are determined by the contract and the law. The initial enquiry does not grant a right to use any submitted information for any future task.

4. Sharing with manufacturers and other participants

For an initial request to a manufacturer or supplier, anonymised requirements are shared wherever possible: furniture type, dimensions, materials, quantity and required terms. An original plan, interior photograph or design is shared only to the extent necessary, where an appropriate basis exists and subject to agreed confidentiality.

Necessary disclosure of Materials to manufacturers, carriers, inspectors and other order participants is determined by the scope of entrusted activities. Technical email and hosting providers may support exchange and storage under the terms described in the data processing policy. These terms do not authorise access or disclosure to an indefinite group of persons.

Sending an enquiry does not constitute unconditional permission to transfer personal data to any foreign supplier. If such a transfer is necessary, the recipient, scope, purpose and legal basis are determined separately, and applicable security, localisation and cross-border transfer requirements are met. Information is not transferred without an adequate basis.

5. Intellectual property rights and publication

The sender and other rights holders retain their respective rights. Sending a file or link does not transfer exclusive rights or grant an unconditional licence for any and all uses.

A photograph of someone else’s piece may be used as a visual reference to discuss preferences. This does not authorise infringement of rights in the photograph, design, protected product design or other subject matter. The feasibility of making a piece from a reference, necessary permissions and conformity of the result are clarified separately.

Publication of Materials on the website, in a portfolio, on social media, in advertising or in publicly accessible databases is outside the ordinary handling of an enquiry. Its legal basis, scope and terms of use are determined separately. Sending an image does not constitute consent to publish the client’s name, home interior or review.

Materials are not sent to visitor analytics systems or used to train models on the basis of an enquiry alone. Other uses, including the grant of a licence, require an independent appropriate basis and agreement.

6. Confidentiality and secure exchange

The bureau restricts access to Materials to those who need them for the relevant task and complies with applicable information protection requirements. Special confidentiality terms, restrictions on sharing with particular persons and the need for a separate agreement should be communicated before restricted information is submitted.

Do not send executable files, malicious attachments or links that require disclosure of passwords or banking codes. The bureau may decline to open a suspicious file or request a safe format, an anonymised copy or clarification of the legal basis. This does not release the bureau from its own duties to protect and lawfully process data already received.

7. Retention periods and deletion

If no contract is concluded, enquiry Materials, including copies under the bureau’s control in email and other systems used, are retained until review is complete, but for no longer than 90 calendar days from the last substantive message or conversation. If there was no further communication, the period runs from receipt of the enquiry. An automated notification does not in itself extend the period.

Once the purpose has been achieved or the retention period has expired, Materials are deleted unless an independent lawful basis exists for further retention. Necessary contractual and mandatory accounting documents are retained for the applicable periods; the existence of such a basis does not authorise retention of excessive materials.

No public archive of client attachments is created on the website. Technical copies and backups are used only within the relevant legal basis and deleted within the established update cycle; they are not used to resume processing whose legal basis has ended.

To request clarification, restriction of use or deletion of Materials, email order@import-furniture.ru, identifying the enquiry and Materials concerned. The bureau checks the requester’s authority, lawful bases and applicable time limits. Minimal information about confirmations received and the protection of rights may be retained separately on the bases and within the limits set out in the personal data processing policy, without automatically retaining the files themselves.

8. Requests, separate consents and responsibility

An ordinary business email sent on a person’s initiative for the purpose of entering into or performing a contract does not require special consent wording to be added to every message. The bureau determines an independent basis for processing in relation to the purpose and scope of the information. The email itself is not deemed consent for any other purposes.

If a specific action requires separate consent, a rights holder’s permission, confirmation of authority or a confidentiality agreement, the bureau requests it separately before the relevant use. The form of consent and confirmation of its receipt must meet applicable requirements. The sender’s confirmation does not constitute the consent of everyone mentioned in the Materials.

The sender is responsible for complying with their own duties and for the accuracy of the information provided within the limits established by law. These terms do not impose unconditional liability on the sender for any actions of the bureau or release the bureau from its own duties and liability.

Questions, restrictions and comments should be sent to order@import-furniture.ru. These terms do not override the rights of a personal data subject, author, other rights holder or consumer. Changes to the published text do not retroactively expand rights to previously received Materials or change existing contracts without an appropriate basis.