Privacy Policy

Last updated: [date of publication]

1. Who is responsible for your data

The controller of personal data collected through this website is [Company name] sp. z o.o., registered office: [street and number], [postal code] [city], Poland, entered in the register of entrepreneurs of the National Court Register (KRS) kept by the District Court [city], [number] Commercial Division of the National Court Register, KRS [0000000000], NIP [0000000000], REGON [000000000], share capital PLN [5,000.00].

You can contact us about personal data at [privacy@example.com] or by post at the address above.

2. What data we process and why

  • Early-access and contact requests: your e-mail address and the cabin description you send us, to answer your request and to contact you about smartLOPA. Legal basis: Article 6(1)(f) GDPR (our legitimate interest in answering enquiries) and, where you ask for an offer, Article 6(1)(b) GDPR.
  • Customer accounts and the dashboard: sign-in data, the cabin requirements you enter, saved layouts and their results, to provide the service under the contract with your organisation. Legal basis: Article 6(1)(b) GDPR.
  • Requests written in natural language: the text you enter is sent to an AI language model provider acting as our processor, only to turn it into inputs for the calculation. Do not enter personal data in cabin descriptions.
  • Record of calculations: each request your account sends to the calculation and the answer returned, with the time, to operate and support the service and to improve it. Legal basis: Article 6(1)(f) GDPR.
  • Technical logs and usage statistics: IP address, browser type, pages visited and times, to keep the website secure and to improve it. Legal basis: Article 6(1)(f) GDPR.
  • Accounting and legal claims: data on invoices and correspondence, to meet tax and accounting duties (Article 6(1)(c) GDPR) and to establish or defend claims (Article 6(1)(f) GDPR).

3. Who receives your data

We use providers who process data on our behalf under data processing agreements: website hosting and usage analytics, database hosting, e-mail delivery, and an AI language model provider. We also share data with accounting and legal advisers where needed, and with public authorities where the law requires it.

Some providers are based outside the European Economic Area. In that case the transfer relies on an adequacy decision of the European Commission or on standard contractual clauses. You can ask us for a copy of the safeguards.

4. How long we keep data

  • Contact and early-access requests: until the conversation ends, and no longer than 24 months after the last contact.
  • Account and dashboard data: for the term of the contract, then until claims become time-barred.
  • Accounting records: 5 years from the end of the calendar year in which the tax was due.
  • Technical logs: up to 12 months.

5. Your rights

You have the right to access your data, to have it corrected or erased, to restrict its processing, to data portability, and to object to processing based on our legitimate interest. Where processing is based on consent, you can withdraw it at any time; this does not affect processing before the withdrawal.

You can lodge a complaint with the supervisory authority: the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stawki 2, 00-193 Warsaw, Poland.

6. Whether you must give us data

Giving data is voluntary. Without an e-mail address we cannot answer a request, and without sign-in data we cannot give access to the dashboard. We do not make decisions based solely on automated processing that have legal effects for you.

7. Cookies

The public website stores your colour theme choice in your browser. The dashboard sets a session cookie after sign-in; it is necessary for the service, lasts up to 12 hours, and is not used for advertising. Usage statistics are collected without advertising cookies. You can delete or block cookies in your browser settings; the dashboard does not work without the session cookie.

8. Changes

We may update this policy when the service or the law changes. The current version is always on this page, with its date.