This policy explains what personal data HOLD KLIM sp. z o.o. processes when you use this website or contact us, why we do so, and what rights you have.
Data controller
The controller of your personal data is HOLD KLIM SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ (a Polish limited liability company) with its registered office in Toruń, ul. Władysława Łokietka 5, 87-100 Toruń, Poland, entered in the Register of Entrepreneurs of the National Court Register (KRS) under number 0001257872, tax identification number (NIP) 879-277-88-76, statistical number (REGON) 545370835 (the “Controller”, “we”, “us”).
You can contact us about any data protection matter:
- by e-mail: holdklim@op.pl,
- by phone: +48 724 424 395,
- by post: ul. Władysława Łokietka 5, 87-100 Toruń, Poland.
This policy has been prepared in accordance with Articles 13 and 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation, “GDPR”).
What data we process
We only process data needed for the purposes described below:
- contact form data: full name, company name (optional), e-mail address, phone number (optional), type of building, the service you are interested in, message content, and confirmation that you have read this policy;
- data from e-mail and phone conversations: data you provide to us yourself, such as your name, e-mail address, phone number, property address and a description of your needs;
- data related to concluding and performing a contract: identification and contact details, the address where the work is carried out, invoicing details;
- technical data: IP address, date and time of the request, browser and device information, and other data recorded in server logs by the hosting provider;
- your cookie settings choice stored in your browser (see the Cookie Policy for details).
The air conditioner power calculator runs entirely in your browser. The values you enter are not sent to us or stored anywhere.
Purposes and legal bases of processing
| Purpose | Legal basis | Retention period |
|---|---|---|
| Replying to an enquiry sent via the form, by e-mail or by phone | Art. 6(1)(f) GDPR – our legitimate interest in handling correspondence and replying to enquiries | until the matter has been handled and then until the limitation period for possible claims expires, as a rule no longer than 3 years unless a contract is concluded |
| Taking steps at your request before entering into a contract (e.g. site visit, equipment selection, preparing a quote) and performing the contract | Art. 6(1)(b) GDPR; for contact persons of business clients – Art. 6(1)(f) GDPR | for the duration of the contract and, after it ends, until the limitation period for claims expires |
| Complying with legal obligations, in particular accounting and tax obligations | Art. 6(1)(c) GDPR in conjunction with Polish accounting and tax laws | 5 years from the end of the calendar year in which the tax obligation arose, or another period required by law |
| Establishing, pursuing or defending claims | Art. 6(1)(f) GDPR – our legitimate interest in protecting our rights | until the limitation period for claims expires and, if proceedings are initiated, until they are finally concluded |
| Ensuring the operation and security of the website, including technical logs | Art. 6(1)(f) GDPR – our legitimate interest in keeping the website available and secure | short-term, in line with the hosting provider’s practice |
| Remembering your choice regarding cookies and similar technologies | Art. 6(1)(c) GDPR in conjunction with Article 399 of the Act of 12 July 2024 – Electronic Communications Law (Prawo komunikacji elektronicznej) | 12 months from your choice, or until you change it or clear your browser data |
If in the future we process data based on your consent (Art. 6(1)(a) GDPR), for example in connection with analytics tools, we will add this to the policy before such processing begins. The website currently uses no analytics or marketing tools.
Providing data is voluntary
Providing your data is voluntary. Required fields in the contact form are marked – without them we cannot accept and handle your enquiry. Providing the data needed to conclude a contract is a condition of concluding it, and providing data required by law (e.g. for issuing an invoice) is a statutory obligation.
How the contact form works
Messages from the form are delivered to our mailbox through a server function running on Cloudflare’s infrastructure and an e-mail delivery provider. If server-side sending is unavailable at a given moment, the form opens your own e-mail program with the message prefilled – in that case you send the e-mail from your own mailbox, and it is delivered through your e-mail provider.
You can also contact us directly by e-mail or phone – see the Contact section.
Recipients of data
Your data may be disclosed, only to the extent necessary for the purposes described, to the following categories of recipients:
- hosting and IT service providers, including Cloudflare, Inc. (hosting the website on Cloudflare Pages and handling the form);
- e-mail service providers, including the provider of our mailbox and the provider delivering messages from the form;
- providers of accounting services to us;
- legal advisers, to the extent necessary to protect our rights;
- public authorities and other entities authorised by law, where we are legally required to disclose data.
Entities processing data on our behalf do so under data processing agreements or terms of service containing the commitments required by Article 28 GDPR.
Transfers outside the European Economic Area
Cloudflare, Inc. is based in the United States and operates a global server network, so technical data may be processed outside the European Economic Area (EEA). Such transfers are based on the European Commission’s adequacy decision under the EU–US Data Privacy Framework (to the extent the provider is certified under it) or on standard contractual clauses approved by the European Commission (Art. 46(2)(c) GDPR). You can obtain a copy of the safeguards applied by contacting us.
If an e-mail service provider processes data outside the EEA, the same rules apply.
Your rights
In connection with the processing of your personal data, you have the right to:
- access your data and obtain a copy (Art. 15 GDPR),
- rectification (Art. 16 GDPR),
- erasure (Art. 17 GDPR),
- restriction of processing (Art. 18 GDPR),
- data portability – for data processed by automated means on the basis of a contract or consent (Art. 20 GDPR),
- object to processing based on our legitimate interest, on grounds relating to your particular situation (Art. 21 GDPR),
- withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing carried out before the withdrawal.
To exercise your rights, write to holdklim@op.pl or send a letter to our registered office. We will reply without undue delay and in any event within one month of receiving the request; where justified, this period may be extended in accordance with Art. 12(3) GDPR, and we will inform you of this. We may ask for additional information needed to confirm your identity.
Right to lodge a complaint
If you believe that we process your data unlawfully, you may lodge a complaint with the supervisory authority – the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stawki 2, 00-193 Warszawa, Poland, uodo.gov.pl. You may also contact the supervisory authority in your EU country of residence.
Sources of data
We receive data directly from you. When we work with a company or institution, we may receive the data of its contact persons (name, position, business e-mail and phone) from that organisation. In that case we process them to carry out the cooperation on the basis of Art. 6(1)(f) GDPR.
Automated decision-making
We do not make decisions based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you.
Changes to this policy
We may update this policy, for example when the law, the way the website works or our service providers change. The current version is always available on this page together with the date from which it applies. We will clearly inform you on the website of any material changes to data processing.
The rules for using the website are set out in the Website Terms, and the company’s registration details in the Legal Notice.