Privacy Policy

Akwadrat Accounting Office – Privacy Policy

Introduction

This Privacy Policy describes how Akwadrat Sp. z o. o. with its registered office at ul. Barkocińska 6/lok. 23, 03-543 Warsaw, Poland (“Office”, “we”, “us” or “our”) collects, uses and shares your personal data in connection with your use of the website https://www.akwadrat.info.pl/pl/ (“Website”). The policy also explains what rights you have in relation to the processing of your personal data and how you can contact us regarding privacy matters.

Data controller and contact details

The controller of your personal data within the meaning of Regulation (EU) 2016/679 of the European Parliament and of the Council (“GDPR”) is:
Akwadrat Sp. z o. o.
st. Barkocińska 6/lok. 23, 03-543 Warsaw
E-mail: [email protected]
Phone: +48 664 137 754

Data Protection Officer

The Data Protection Officer in our Office is Agnieszka Kopyłowska. You can contact the Inspector by e-mail [email protected] or in writing to the address of our registered office with the note “Data Protection Inspector”. Contact with the Inspector serves in particular to exercise your rights under the GDPR.

Information we collect

We collect different types of information for different purposes to improve our Website, provide our services to you, and provide you with the best possible experience.

Personal data

We may collect personal data such as your name, email address, telephone number and other data you choose to provide to us, in particular when:

  • you contact us using the contact form or by e-mail to [email protected] ,
  • you conclude a contract with us or submit a request for quotation,
  • you give us consent to receive marketing information (newsletter, information about promotions),
  • you participate in promotional campaigns, training courses or events organized by us.

Non-personal data

We may also collect non-personal data that does not directly identify you. This may include:

  • usage data, such as the pages you visit on the Website, the time spent on those pages, and the links you click,
  • device data such as IP address, browser type, browser language, device type and operating system,
  • data collected using cookies, tracking pixels and similar technologies (for details, see the “Cookies and similar technologies” section below).

Cookies and similar technologies

Our Website uses cookies and similar technologies (e.g. tracking pixels) to improve your experience while using the website, ensure its security, maintain statistics, and display advertisements tailored to your preferences. Cookies are small text files sent by our server and stored on your device (e.g. computer, tablet, smartphone).

In particular, we use the following types of cookies:

  1. Necessary cookies – these are files necessary for the proper functioning of the Website. They enable navigation around the website and the use of its basic functions (e.g. maintaining a session, displaying content, handling forms). The basis for data processing using these files is our legitimate interest (Article 6, paragraph 1, letter f of the GDPR) in ensuring the proper functioning of the Website.
  2. Analytical cookies – collect information about how the Website is used, such as the most frequently visited subpages, time spent on the website, and any errors. We use this data to analyze, report and optimize the operation of the Website. For this purpose, we use, among others, Google Analytics (details in the “Google Analytics” section). The basis for data processing using these files is your consent (Article 6, paragraph 1, letter a of the GDPR), expressed via the cookie banner.
  3. Advertising and marketing cookies and pixels – used to display advertisements tailored to your preferences and to measure the effectiveness of our advertising campaigns (conversion tracking). They may be linked to content viewed on the Website or your online activity. In particular, we use Google advertising tools (e.g. Google Ads) and Meta tools, including the Meta Pixel (Facebook/Instagram), which allow us to target ads to specific audiences (remarketing, custom audiences, lookalike audiences). The basis for data processing using these technologies is your consent (Article 6, paragraph 1, letter a of the GDPR), expressed via the cookie banner.

When you first visit our Website, a banner is displayed informing you about the use of cookies and enabling you to manage your consent. You can change your cookie preferences at any time (including withdrawing consent to analytical or advertising cookies) using the settings available in the banner or in your web browser settings. Withdrawal of consent does not affect the lawfulness of processing carried out before its withdrawal.

Most web browsers accept cookies by default. However, you can manage cookies yourself and specify the conditions for their storage – for example, block their storage completely, limit their operation or delete those already stored on your device. Please note that disabling essential cookies may make it difficult or impossible to use certain features of our Site.

Google Analytics

The Website may use Google Analytics, a web analytics service provided by Google Ireland Limited / Google LLC (“Google”). Google Analytics uses cookies to analyze how users use our Site. The information generated by cookies about your use of the website (including your IP address, device data, website activity data) may be transmitted to and stored on Google’s servers.

Google uses this information to evaluate your use of our website, to compile reports on website activity for us and to provide other services related to internet usage. Google may transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. We have concluded an appropriate data processing agreement with Google in accordance with the requirements of the GDPR.

Google Analytics is only used after you have consented to the use of analytical cookies via the cookie banner. You also have the option to block Google Analytics by configuring your browser accordingly or by using add-ons offered by Google (e.g. the “Google Analytics Opt-out” add-on).

Meta pixel (Facebook, Instagram)

We may use the Meta Pixel on our Site, provided by Meta Platforms Ireland Limited (“Meta”). The Meta Pixel is a piece of code placed on the Website that allows Meta to record your visits and behavior on our website (e.g. viewing a page, completing a contact form) and then – based on this information – display our ads to you on Facebook, Instagram and other Meta services.

Using the Meta Pixel we can, in particular:

  • measure the effectiveness of our advertising campaigns (so-called conversions),
  • create groups of recipients of our advertisements (so-called custom audiences) based on activity on the Website,
  • target ads to users with similar characteristics (so-called lookalike audiences),
  • adapt the content of advertisements to the interests and behavior of users (marketing profiling).

Data collected using the Meta Pixel includes, among others, information about the browser, device, time of visit, content displayed and events (e.g. form submission). The processing of this data by us and by Meta is based on your consent to the use of advertising cookies and pixels (Article 6 (1) (a) GDPR), expressed via the cookie banner. To the extent that we and Meta jointly determine the purposes and means of data processing for statistical and marketing purposes on Meta services, we may be treated as joint controllers of personal data within the meaning of Article 26 of the GDPR. Basic information about the principles of data processing by Meta and the division of responsibilities within the joint administration are available in Meta’s privacy policy.

Data processed by Meta may be stored on servers located outside the European Economic Area (in particular in the United States). Meta applies appropriate safeguards provided for by the GDPR (e.g. standard contractual clauses) to ensure an adequate level of data protection. You can manage your interest-based advertising preferences directly within your Meta account settings (e.g., “Ad Settings” on Facebook and Instagram), and you can withdraw your consent to our use of advertising cookies via the cookie banner on our Site.

Use of your data

We use the information we collect for various purposes, including:

  • providing, maintaining and operating the Website,
  • handling inquiries sent via contact forms and e-mail and maintaining ongoing communication,
  • preparing offers and concluding contracts, as well as implementing concluded contracts, including settlements,
  • conducting direct marketing activities for our services (including sending newsletters and presenting advertisements on the Internet),
  • matching marketing content to your interests (marketing profiling based on your activity on the Website and in our communication channels – without causing any legal consequences for you),
  • analyzing and improving the operation of the Website and our services (e.g. through web analytics),
  • prevent abuse, ensure the security of the Website and protect our rights,
  • establishing, pursuing or defending against claims.

Legal basis for data processing

The legal basis for the processing of your personal data is in particular:

  • Consent (Article 6(1)(a) of the GDPR) – in the case of data processing for marketing purposes (e.g. sending a newsletter, using analytical and advertising cookies and the Meta Pixel), provided that consent is required.
  • Necessity to perform a contract or to take action at your request before entering into a contract (Article 6, paragraph 1, letter b of the GDPR) – in the case of data processing for the purpose of preparing an offer, concluding and implementing a contract, handling enquiries and billing.
  • Fulfillment of a legal obligation incumbent on the controller (Article 6, paragraph 1, letter c of the GDPR) – to the extent that data processing results from legal provisions, in particular tax and accounting regulations.
  • Our legitimate interest (Article 6, paragraph 1, letter f of the GDPR) – in ensuring the security of the Website, pursuing or defending against claims, conducting analyses and statistics, and – to the extent permitted by law – conducting direct marketing of our services (including marketing profiling). In such a case, you have the right to object to the processing of your data for reasons relating to your particular situation, and in the case of direct marketing – to object without giving any reason.

Sharing your data

We may share your personal data with trusted third parties (data recipients) who support us in conducting our business and providing services. These include, in particular:

  • hosting companies and IT service providers who provide the infrastructure and software used by us (e.g. providers of servers, mail systems, accounting systems),
  • providers of analytical and advertising tools such as Google (e.g. Google Analytics, Google Ads) and Meta (Meta Pixel, Ads Manager),
  • entities providing marketing, PR and consulting services if they carry out marketing campaigns on our behalf,
  • accounting offices, law firms, tax advisors and other professionals, if this is necessary to fulfill our obligations or protect our rights.

These entities process data on the basis of appropriate personal data processing agreements and are obliged to maintain confidentiality and apply appropriate security measures. We may also disclose your information if required by applicable law or necessary to protect our rights, property or safety or the rights of others.

We generally do not transfer your personal data outside the European Economic Area (“EEA”), unless this is necessary due to the use of certain tools (e.g. Google, Meta). In the event of transfer of personal data to third countries (outside the EEA), we ensure that this is done using appropriate safeguards provided for by the GDPR, in particular on the basis of an adequacy decision or standard contractual clauses adopted by the European Commission.

Your rights

In connection with the processing of your personal data, you have the following rights:

  • the right to access data – to obtain information as to whether we process your data and, if so, to what extent,
  • the right to rectify (correct) data – if the data is incorrect or incomplete,
  • the right to delete data (“the right to be forgotten”) – in cases provided for in the GDPR,
  • the right to restrict processing – e.g. when you question the accuracy of the data or object to its processing,
  • the right to data portability – to the extent that data is processed on the basis of consent or contract and in an automated manner,
  • the right to object to processing – in particular to data processing for direct marketing purposes, including profiling; in the event of an objection to direct marketing, we will cease processing the data for this purpose,
  • the right to withdraw consent – to the extent that processing is based on consent (e.g. consent to receive the newsletter, consent to analytical and advertising cookies); withdrawal of consent does not affect the lawfulness of processing carried out before its withdrawal.

To exercise your rights, you can contact us or our Data Protection Officer using the contact details provided above. You also have the right to lodge a complaint with the President of the Personal Data Protection Office if you believe that the processing of your personal data violates the provisions of the GDPR.

Automated decision-making and profiling

We do not make decisions about you based solely on automated data processing, including profiling, that would produce legal effects for you or significantly affect you in a similar way. However, we may use information about your activity on the Website, in our communication channels and in advertising services (e.g. Google, Meta) to tailor marketing content and advertisements to your interests (marketing profiling). These activities are carried out based on your consent to the use of appropriate cookies and pixels and our legitimate interest in promoting our services. You can object to profiling for direct marketing purposes at any time.

Data security

We have implemented appropriate technical and organizational measures to ensure a level of security appropriate to the risk of infringement of the rights and freedoms of natural persons as a result of personal data processing. These measures include, among others, access control, encryption of selected data, appropriate authorization procedures, and regular reviews and testing of the security measures in place. We regularly monitor our systems for potential vulnerabilities and attacks.

Data storage

We only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. The data storage period depends in particular on:

  • the duration of the contract and the need to fulfill the obligations arising therefrom,
  • legal provisions (e.g. regarding the storage of accounting and tax documentation),
  • limitation period for potential claims,
  • the duration of data storage resulting from the consent granted (until its withdrawal),
  • principles adopted in our internal data retention policy.

Changes to the Privacy Policy

We may update this Privacy Policy from time to time, including due to changes in law, technology, or the way we provide services. The updated version of the Policy will be published on our Website and will be dated accordingly. In the event of significant changes, we may additionally inform you about them via available communication channels (e.g. e-mail, message on the Website). We encourage you to review the Policy regularly to stay up to date with information about how we protect your personal data.

Contact

If you have any questions about this Privacy Policy or how we process your personal data, please contact us:

Akwadrat Sp. z o. o.
st. Barkocińska 6/lok. 23, 03-543 Warsaw
E-mail: [email protected]
Phone: +48 664 137 754

You can also contact our Data Protection Officer directly at [email protected] . We will be happy to answer all your questions and dispel any doubts about how we protect your personal data.

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