Privacy Policy

Last updated: April 2026

This Privacy Policy describes how Softwise Group sp. z o.o. collects, processes and protects the personal data of users in connection with the use of the softwise.pl website and direct contact with the company. The document complies with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR).

1. Data Controller

The controller of your personal data is:

SOFTWISE GROUP SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ
ul. Hoża 86 / 410, 00-682 Warsaw, Poland
KRS: 0000821821  |  VAT (NIP): 7010962402  |  REGON: 385249400
Email: biuro@softwise.pl  |  Phone: +48 506 506 036

The controller has not appointed a Data Protection Officer, as no such obligation arose under Article 37 of the GDPR. For data protection matters, please contact the controller directly at biuro@softwise.pl.

2. Purposes and legal bases

We process your personal data for the following purposes and on the following legal bases:

  • Contact form handling — processing data to respond to your inquiry. Legal basis: Art. 6(1)(f) GDPR (legitimate interest in answering correspondence).
  • Contract performance or pre-contractual steps — processing necessary to prepare a quote, enter into and perform a service agreement. Legal basis: Art. 6(1)(b) GDPR.
  • Legal obligations — processing under tax and accounting law, including retention of accounting documentation. Legal basis: Art. 6(1)(c) GDPR.
  • Direct marketing of our products and services — sending commercial information electronically only after your explicit, voluntary consent. Legal basis: Art. 6(1)(a) GDPR. You can withdraw consent at any time without affecting the lawfulness of processing before the withdrawal.
  • Claims — processing for the establishment, exercise or defense of legal claims. Legal basis: Art. 6(1)(f) GDPR.

3. Categories of data processed

Depending on the purpose, we may collect the following categories of personal data:

  • first and last name,
  • email address,
  • phone number,
  • company name and details (including VAT ID, address) if the contact concerns a B2B relationship,
  • content of correspondence and project description provided via form or email,
  • technical data (IP address, browser type, cookies) — collected automatically for analytics.

We do not process special categories of personal data within the meaning of Article 9 GDPR (sensitive data).

4. Recipients of data

Your personal data may be shared with the following categories of recipients:

  • IT and hosting providers delivering services to the controller (as processors under data processing agreements),
  • email communication and CRM tool providers,
  • accounting and legal firms serving the controller,
  • government authorities or other entities authorized by law, to the extent required by law.

The controller does not sell personal data to third parties.

5. Transfers outside the EEA

Some tools used by the controller (e.g. cloud services, analytics tools) may be provided by entities based outside the European Economic Area (EEA). In such cases the controller applies appropriate safeguards, in particular:

  • Standard Contractual Clauses approved by the European Commission (Art. 46(2)(c) GDPR),
  • transfers only to countries covered by a European Commission adequacy decision.

Detailed information on the safeguards applied is available by contacting the controller.

6. Retention period

Personal data is retained for:

  • Contact form data — until the inquiry is handled, then for a period justified by protection against claims (up to 3 years from the last contact).
  • Contract-related data — for the duration of the contract and afterwards for the period resulting from the statute of limitations (generally 3 years for claims related to business activity, no longer than 6 years).
  • Accounting and tax records — for 5 years from the end of the tax year to which they relate.
  • Data processed based on consent — until consent is withdrawn.

7. Your rights

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

  • Right of access (Art. 15 GDPR) — you can confirm whether your data is processed and request a copy of it.
  • Right to rectification (Art. 16 GDPR) — you can request correction of inaccurate data or completion of incomplete data.
  • Right to erasure (Art. 17 GDPR) — you can request deletion in the cases specified by the GDPR (e.g. when data is no longer necessary for the purposes for which it was collected).
  • Right to restriction of processing (Art. 18 GDPR) — you can request restriction in cases indicated in the GDPR.
  • Right to data portability (Art. 20 GDPR) — you can receive your data in a structured, commonly used, machine-readable format and transmit it to another controller (for data processed based on consent or contract).
  • Right to object (Art. 21 GDPR) — you can object to processing based on the controller's legitimate interest, including direct marketing.
  • Right to withdraw consent — if processing is based on your consent, you can withdraw it at any time without affecting the lawfulness of processing before the withdrawal.

To exercise these rights, contact the controller at biuro@softwise.pl. The controller will respond within 30 days of receiving the request.

You also have the right to lodge a complaint with the supervisory authority — President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl) — if you believe the processing of your data violates the GDPR.

8. Cookies and tracking technologies

The softwise.pl website may use cookies — small text files stored in your device's browser. We distinguish the following types of cookies:

  • Essential — required for the site to work correctly (e.g. remembering theme preference). Cannot be disabled without losing functionality.
  • Analytics — allow us to measure traffic and analyze user behavior to improve the site (e.g. Google Analytics). Used only after consent.
  • Marketing — used for ad personalization and campaign tracking. Used only after consent.

You can manage cookie settings via the consent banner shown on first visit and through your browser settings. Disabling certain cookie categories may limit some site features.

9. Data protection contact

For matters concerning personal data processing, you can contact the controller:

  • Email: biuro@softwise.pl
  • Phone: +48 506 506 036
  • Postal address: Softwise Group sp. z o.o., ul. Hoża 86 / 410, 00-682 Warsaw, Poland

The controller reserves the right to amend this Privacy Policy. Any changes will be published on this page with an updated date. For material changes, users whose data is processed will be notified electronically.

This English version is provided for convenience. The Polish version is the legally binding reference.