Privacy Policy template

1. General Information

1. This policy applies to the Website operating at the URL: systemsmart.pl
2. The operator of the website and Administrator of personal data is: SystemSmart Łukasz Waśniewski, ul. Skrzydlata 3
3. Operator’s contact email address: info@systemsmart.pl
4. The Operator is the Controller of your personal data with respect to data provided voluntarily on the Website.
5. The Website uses personal data for the following purposes:
   • Conducting a newsletter
   • Running online chat conversations
   • Handling inquiries via form
   • Fulfillment of ordered services
   • Presenting the offer or information
6. The Website collects information about users and their behavior in the following ways:
   1. Through data voluntarily entered into forms, which is then stored in the Operator’s systems.
   2. By saving cookies on the end user’s device.

2. Selected Data Protection Methods Used by the Operator

1. Login and data entry areas are protected by SSL. Thus, personal and login data entered on the site are encrypted on the user’s device and can only be read on the destination server.
2. Personal data stored in the database are encrypted so that only the Operator with the key can read them. This protects data in the event of database theft.
3. User passwords are stored as hashes. Hash functions are one-way—cannot be reversed—meeting current standards for password storage.
4. Two-factor authentication is used on the site, adding extra protection to login.
5. The Operator regularly changes administrative passwords.
6. For data protection, the Operator performs regular backups.
7. A key part of data protection is regularly updating all software used by the Operator to process personal data, especially programming components.

3. Hosting

1. The Website is hosted on servers of: another company

4. Your Rights and Additional Information on Data Usage

1. In certain situations the Controller may transfer your personal data to other recipients if necessary to perform a contract or comply with legal obligations. These recipients include:
   • the hosting company (as a data processor)
   • mail service providers
   • insurers
   • online chat operators
   • authorized employees and collaborators who use the data to operate the site
   • marketing service providers on behalf of the Controller
2. Your personal data are processed only as long as necessary to perform related activities under applicable laws (e.g. accounting). Marketing data are not processed longer than 3 years.
3. You have the right to request from the Controller:
   • access to your personal data,
   • correction,
   • deletion,
   • restriction of processing,
   • and data portability.
4. You have the right to object to processing under section 3.3(c) (legitimate interests), including profiling, unless the Controller demonstrates compelling legal grounds for processing that override your interests, rights, and freedoms, especially for establishing, asserting, or defending legal claims.
5. You may lodge a complaint with the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw.
6. Providing personal data is voluntary but necessary for using the Website.
7. The Controller may engage in automated decision-making, including profiling, to provide services and conduct direct marketing.
8. Personal data are not transferred outside the EU.

5. Information in Forms

1. The Website collects information voluntarily provided by the user, including personal data if supplied.
2. The Website may record connection parameters (timestamp, IP address).
3. The site may embed an identifier in the URL to link form data with the user’s email if the user supplies it.
4. Form data are processed for the form’s specific purpose, e.g. service requests or sales contact. Each form clearly states its function.

6. Administrator Logs

1. User behavior on the site may be logged for administrative purposes.

7. Key Marketing Techniques

1. The Operator uses Google Analytics for traffic analysis. No personal data are shared—only anonymized information via cookies. Users can view and edit Google ad preferences at: https://www.google.com/ads/preferences/
2. The Operator uses remarketing techniques to tailor ads based on site behavior. No personal data are shared with ad networks—only cookie-based signals.
3. The Operator uses the Facebook Pixel. Facebook learns that a registered user visited the site, but the Operator does not share any additional personal data.
4. The Operator uses heatmaps and session recordings, anonymized before reaching the service provider. Passwords and personal data are not recorded.
5. The Operator may automate site interactions, e.g. sending an email after visiting a specific page, if you consent to marketing communications.

8. Cookies Information

1. The Website uses cookies.
2. Cookies are text files stored on the user’s device to facilitate website use. They typically include site name, storage duration, and a unique identifier.
3. The Operator is the entity placing and accessing cookies on the user’s device.
4. Cookies are used for:
   1. Maintaining user sessions (post-login) so users don’t have to re-enter credentials on each page;
   2. Marketing techniques described above;
5. Two main types of cookies are used: session cookies (deleted after logout or browser close) and persistent cookies (stored until expiry or manual deletion).
6. Most browsers accept cookies by default. Users can change settings to block or delete cookies—consult browser help for instructions. Blocking cookies may impair site functionality.
7. Cookies may also be used by partners: Google, Facebook, Twitter.

9. Managing Cookies – Granting and Withdrawing Consent

1. To reject cookies, adjust your browser settings, though blocking essential cookies may prevent site use.
2. To manage cookies, select your browser and follow instructions:
   • Edge
   • Internet Explorer
   • Chrome
   • Safari
   • Firefox
   • Opera
   Mobile devices:
   • Android Chrome
   • iOS Safari
   • Windows Phone