Privacy policy.

1. Controller and contact details

Webmode Jakub Rzemieniecki is the controller of your personal data. You can contact us about your data at office@webmode.pl.

2. Data we collect

The contact form asks for your name or company name, email address, phone number and message. These fields are required to submit an enquiry; selecting a subject is optional. Providing your data is voluntary, but we cannot accept a form submission without the required information.

The system also records the submission date and your IP address. Enquiries are stored in the website’s administration area, which is accessible only to authorised people. Please do not include passwords or sensitive personal data in your message.

3. Purposes and legal grounds

We use your data to reply, understand your requirements and prepare a proposal. If you contact us to enter into a contract on your own behalf, processing is necessary to take steps at your request before entering into that contract — Article 6(1)(b) GDPR. For other enquiries, including when you represent a business, we rely on our legitimate interest in handling correspondence and enquiries — Article 6(1)(f) GDPR.

Technical data is also used to protect the form, prevent misuse and investigate errors. The legal ground is our legitimate interest in keeping the website secure — Article 6(1)(f) GDPR.

4. How long we keep your data

We keep data relating to a standard enquiry for no longer than 12 months after the last contact about it. If an enquiry leads to a working relationship, we keep the relevant data for the duration of the contract and afterwards for as long as legal obligations or the legitimate establishment, exercise or defence of legal claims require.

This retention rule applies to enquiries in the CMS, messages in our mailbox and local copies of correspondence, including PST archives. We review and delete data manually, taking the history of each enquiry into account. We do not automatically delete all copies.

5. Recipients, hosting and email

OVHcloud hosts the website and its enquiry database. Access is limited to the controller, people authorised to handle enquiries, and the infrastructure provider to the extent necessary to maintain and secure the service.

The form stores the enquiry in Drupal Webform and sends its full contents to office@webmode.pl using OVH Zimbra. The notification includes the enquiry reference, form language, name or company name, email address, any phone number provided, the selected service and the message. The sender’s email address allows us to reply directly. OVH Zimbra also handles our other email correspondence.

We also retrieve email in classic Outlook using POP3 and keep local copies of correspondence in PST files. We use IMAP on our phone. Access to the CMS, email and local archives is restricted to authorised people.

The form is protected by Cloudflare Turnstile, provided by Cloudflare, Inc. It analyses technical data, including the IP address and information about the browser and connection, to distinguish users from bots and reduce spam. The browser connects to Cloudflare servers for this purpose. Details: https://www.cloudflare.com/turnstile-privacy-policy/.

6. Your rights

You can request access to your data, rectification, erasure or restriction of processing. You also have the right to data portability where the GDPR provides for it. You can object to processing based on legitimate interests. The scope of each right depends on the legal ground and circumstances of processing.

To exercise your rights, contact the controller at office@webmode.pl. If you believe your data is being processed unlawfully, you can lodge a complaint with the President of the Personal Data Protection Office, the Polish supervisory authority. Information on complaints is available at uodo.gov.pl.

When handling an erasure request, we check the CMS, mailbox and the local correspondence archives we use. Deleting an enquiry in the CMS does not automatically remove its email copies or copies in PST files. The limitations for backups are explained below.

7. Cookies and browser storage

You can browse the website without consenting to optional cookies. Essential session cookies may be used when you sign in to the administration area and to keep form interactions secure. You can manage cookies in your browser settings; blocking them may limit these features.

The website’s fonts, images and scripts are served from our own server. We do not use third-party analytics or advertising tools.

8. Technical logs and backups

The server records request information, including IP addresses, dates, requested URLs and browser information. Logs rotate according to limits on file size and the number of archives; the time period they cover depends on website traffic. Records relating to an incident may be needed to investigate and safeguard the matter.

Data deleted from the live system may remain in access-restricted backups until the relevant backup is replaced or deleted. Backups are used to restore and protect the system, not to handle current enquiries. Previous erasure actions must be taken into account when restoring a backup.