Privacy Policy | Xortech Automation

1. Introduction

Your privacy is important to Xortech Automation.

This Privacy Policy explains how personal data is collected, used, stored, and protected when you visit https://xortech.pl, contact me through the website, or communicate with me regarding industrial automation services.

I am committed to handling personal data responsibly and in accordance with applicable data protection laws, including Regulation (EU) 2016/679, commonly known as the General Data Protection Regulation (GDPR).

2. Data Controller

The controller responsible for processing your personal data is:

Xortech Tomasz Radomski

Tax Identification Number (NIP): 6482809742
Business Registry Number (REGON): 522054641
Email: info@xortech.pl
Phone: +48 663 087 521
Website: https://xortech.pl

For any questions regarding your personal data or this Privacy Policy, please contact me at info@xortech.pl.

The website operator's full business identification and postal address can be found in the Terms & Conditions.

3. Personal Data I Collect

Depending on how you interact with the website, the following categories of personal data may be processed.

3.1. Information You Provide

When you use the contact form, send an email, or contact me directly, I may receive:

Your name
Your email address
Your telephone number, if provided
Your company name, if provided
The subject and content of your inquiry
Any additional information you voluntarily share

Please avoid including sensitive personal data or confidential information unless it is necessary and appropriate for your inquiry.

3.2. Technical Information

When you visit the website, certain technical information may be processed automatically by the website infrastructure, including:

IP address
Date and time of access
Browser type and version
Operating system and device information
Requested website resources
Technical errors and security-related events

Such information may be recorded in server logs and used for the operation, security, maintenance, and troubleshooting of the website.

3.3. Cookies and Similar Technologies

The website may use cookies and similar technologies to support its functionality, maintain security, or provide additional features.

Further information is provided in Section 8 of this Privacy Policy.

4. Purposes and Legal Bases for Processing

Personal data is processed only where there is a valid legal basis under the GDPR.

4.1. Responding to Inquiries

Personal data provided through the contact form, email, or telephone may be processed to respond to questions, discuss potential projects, and communicate regarding industrial automation services.

The legal basis is:

Article 6(1)(b) GDPR, where processing is necessary to take steps at your request before entering into a contract with you.
Article 6(1)(f) GDPR, where processing is necessary for the legitimate interest in handling business inquiries and communicating with prospective clients or their representatives.

4.2. Performing Contracts and Managing Business Relationships

Where a business relationship is established, relevant personal data may be processed to manage communication, coordinate projects, fulfil contractual obligations, and maintain business records.

Depending on the circumstances, the legal basis may be Article 6(1)(b), Article 6(1)(c), or Article 6(1)(f) GDPR.

Additional information about the processing of personal data may be provided in connection with particular contracts or projects.

4.3. Website Operation and Security

Technical data may be processed to maintain website functionality, identify technical problems, prevent abuse, and protect the website against unauthorized access.

The legal basis is Article 6(1)(f) GDPR — the legitimate interest in operating and securing the website.

4.4. Compliance with Legal Obligations

Personal data may be processed where necessary to comply with applicable legal obligations, including accounting and tax requirements.

The legal basis is Article 6(1)(c) GDPR.

4.5. Establishing, Exercising, or Defending Legal Claims

Where necessary, personal data may be retained and processed to establish, pursue, or defend legal claims.

The legal basis is Article 6(1)(f) GDPR.

4.6. Consent-Based Processing

Where a particular processing activity requires your consent, the relevant data will be processed on the basis of Article 6(1)(a) GDPR.

You may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected.

The applicable retention period depends on the nature of the information and the purpose of processing.

Contact inquiries: Personal data is retained for the period necessary to respond to the inquiry, conduct relevant follow-up communication, and, where justified, protect against legal claims.
Business relationships: Data is retained for the duration of the relationship and, where applicable, for any additional period required by contractual obligations or applicable law.
Accounting and tax records: Data is retained for the periods required under applicable Polish law.
Technical logs: Data is retained according to the operational, security, and retention requirements of the website infrastructure, subject to applicable law.
Legal claims: Relevant records may be retained until the expiry of the applicable limitation period or the final resolution of a dispute.

After the applicable retention period expires, personal data is deleted or anonymized unless further retention is legally required.

6. Sharing Personal Data

Personal data may be made available to trusted third parties where necessary for legitimate business, technical, or legal purposes.

Depending on the services used, recipients may include:

Website hosting and infrastructure providers
Email service providers
Website maintenance and IT support providers
Professional advisers, such as accountants or legal advisers
Public authorities where disclosure is required by applicable law

Where a service provider processes personal data on my behalf, appropriate contractual and organizational safeguards are applied as required by the GDPR.

Personal data is not disclosed to third parties without an appropriate legal basis.

7. International Data Transfers

Some technology providers may process personal data outside the European Economic Area (EEA).

Where such transfers occur, they must comply with Chapter V of the GDPR and be supported by an applicable legal transfer mechanism, such as an adequacy decision or appropriate safeguards, including the European Commission's Standard Contractual Clauses where applicable.

Information about applicable transfer safeguards may be requested by contacting info@xortech.pl.

8. Cookies and Similar Technologies

Cookies are small files that websites may store on your device. Similar technologies may also be used to remember preferences, support website functions, or collect technical information.

8.1. Strictly Necessary Cookies

The website may use strictly necessary cookies or comparable technologies required for its proper functioning, security, or delivery of features expressly requested by visitors.

Such technologies do not require consent where an applicable legal exemption applies.

8.2. Analytics and Optional Cookies

If the website uses analytics, advertising, or other non-essential cookies or similar tracking technologies, these will be subject to the applicable information and consent requirements.

Where consent is required, optional technologies must not be activated before valid consent has been obtained.

Information about the relevant providers, purposes, and storage periods will be made available through the website's cookie information or preference mechanism if such technologies are enabled.

8.3. Managing Cookies

You can manage or block cookies through your browser settings.

Please note that blocking certain technologies may affect the functionality of the website.

Where a cookie preference tool is available, you may also use it to manage or withdraw consent for optional technologies.

Cookie usage is governed by applicable laws, including Article 399 of the Polish Electronic Communications Law (Prawo komunikacji elektronicznej).

9. Your Rights Under the GDPR

Subject to the conditions and limitations established by applicable law, you have the following rights:

Right of access: You may request information about the processing of your personal data and obtain a copy of that data.
Right to rectification: You may request correction of inaccurate personal data and completion of incomplete data.
Right to erasure: You may request deletion of your personal data where the legal requirements are met.
Right to restriction of processing: You may request that processing be restricted in certain circumstances.
Right to data portability: Where applicable, you may request your personal data in a structured, commonly used, and machine-readable format.
Right to object: You may object to processing based on legitimate interests, subject to applicable legal conditions.
Right to withdraw consent: Where processing is based on consent, you may withdraw that consent at any time.
Right to lodge a complaint: You may submit a complaint to a competent data protection supervisory authority.

To exercise your rights, please contact info@xortech.pl.

Requests will be handled within the time limits established by the GDPR.

You may also lodge a complaint with the Polish supervisory authority:

President of the Personal Data Protection Office
Prezes Urzędu Ochrony Danych Osobowych (UODO)

Website: https://uodo.gov.pl

10. Data Security

I take appropriate technical and organizational measures to protect personal data against unauthorized access, accidental loss, alteration, disclosure, or destruction.

These measures are selected according to the nature of the processing and the associated risks.

However, no method of electronic communication or data transmission over the internet can guarantee absolute security.

11. Third-Party Websites

The website may contain links to external websites or services operated by third parties.

These third-party websites have their own privacy practices and policies.

I encourage you to review their privacy policies before providing any personal information.

This Privacy Policy applies to personal data processed in connection with Xortech Automation and does not govern the independent data processing activities of external website operators.

12. Automated Decision-Making

Personal data submitted through the website's contact form is not used to make decisions based solely on automated processing that produce legal effects or similarly significant effects on individuals.

13. Voluntary Provision of Data

Providing personal data through the contact form or other communication channels is generally voluntary.

However, providing sufficient contact information is necessary to receive a response to your inquiry.

Failure to provide the information required for communication may prevent me from responding or addressing your request.

Certain technical information may be transmitted automatically when you access the website.

14. Changes to This Privacy Policy

This Privacy Policy may be updated to reflect changes in legal requirements, website functionality, service providers, or data processing activities.

The latest version will be made available on https://xortech.pl.

Where required by law, additional notice or consent will be obtained before implementing changes that affect the processing of personal data.

15. Contact

If you have questions about this Privacy Policy or the processing of your personal data, please contact:

Xortech Tomasz Radomski

Email: info@xortech.pl
Phone: +48 663 087 521

Website: https://xortech.pl