This is an English translation provided for convenience. In the event of any discrepancy between the language versions, the Polish version shall prevail.
Below we explain for what purpose, on what legal basis and for how long we process your personal data, who we share it with and what rights you have. These rules follow from Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation, GDPR) and from Polish law.
1.Data controller
The controller of your personal data is KVADRA Design Studio Tomasz Sobkowiak, ul. Folwarczna 31/4, 61-064 Poznań, tax identification number (NIP) 9720831722, REGON 634634969 (a sole trader, hereinafter "the Controller" or "we").
Contact on matters relating to personal data: email info@kvadra3d.com, phone +48 604 277 734. We have not designated a data protection officer.
2.What data we process and why
Contact form
When you send an enquiry through the form, we process your name, email address and message, as well as any data you provide voluntarily: company name, phone number, preferred deadline and attached files. We also record the date and wording of your consent and a keyed hash of your IP address (not the address itself), which is used solely to prevent abuse.
- Purpose: replying to your enquiry, preparing a quote and discussing the commission.
- Legal basis: your consent (Article 6(1)(a) GDPR), which you give by ticking the box in the form. If the enquiry leads to a contract, we then process the data in order to conclude and perform it (Article 6(1)(b) GDPR).
Email and phone contact
When you write to our email address or call us, we process the data you give us: email address, phone number, name and the content of the correspondence.
- Purpose: replying and conducting correspondence.
- Legal basis: our legitimate interests, namely conducting business correspondence (Article 6(1)(f) GDPR), and for steps taken at your request before entering into a contract, Article 6(1)(b) GDPR.
Performing commissions and settlements
If we conclude a contract, we process the data needed to perform it, issue sales documents and settle payments.
- Legal basis: performance of the contract (Article 6(1)(b) GDPR) and obligations under tax and accounting law (Article 6(1)(c) GDPR).
Website security and abuse prevention
The server hosting the website records technical connection data in its logs (IP address, date and time, requested resource, browser data). The contact form limits the number of submissions from a single address, for which it uses a keyed hash of the IP address.
- Purpose: keeping the website secure and detecting attacks and spam.
- Legal basis: our legitimate interests (Article 6(1)(f) GDPR).
Legal claims
Where necessary, we process data for the establishment, exercise or defence of legal claims. The legal basis is our legitimate interests (Article 6(1)(f) GDPR).
3.Do you have to provide your data
Providing your name, email address and message is voluntary, but necessary for us to reply to your enquiry. If you do not provide it, we will not be able to reply. The other data in the form (company, phone, deadline, attachments) is entirely optional.
4.Who we share data with
We share personal data only to the extent necessary:
- with the providers of the website hosting and email services we use to receive and store enquiries, who process data on our behalf as processors,
- if a contract is concluded: with providers of accounting and, where necessary, legal services,
- with public authorities, where required by law.
We do not sell data or pass it on for marketing purposes. Data from the form and correspondence is not transferred to countries outside the European Economic Area. Statistical data may be an exception if you consent to analytics cookies (details in section 8).
Materials sent as attachments (drawings, models, photos, documentation) are treated as confidential and used solely to prepare a quote and carry out the commission.
5.How long we keep data
- A form message stored on the website server: 30 days from receipt, if it was delivered to our email inbox. If delivery failed and the message is awaiting handling, we keep it for up to 90 days. Attachments are added to the email and do not remain on the website server, unless sending fails: in that case until the message is resent or deleted.
- Correspondence in our email inbox: if the enquiry does not lead to a collaboration, no longer than 12 months from the last contact. If a contract is concluded, for its duration and then until the end of the calendar year in which the limitation period for claims under the contract expires (as a rule 3 years for claims related to business activity).
- Accounting and tax documents: 5 years from the end of the tax year in which the tax liability arose.
- Keyed hash of the IP address in the anti-spam counters: up to 48 hours. The hash stored with a message is deleted together with it.
- Server logs: for the period set by the hosting provider, no longer than necessary to ensure security.
- Data processed on the basis of consent: until consent is withdrawn, subject to the periods above where we have grounds to keep the data (e.g. to defend against claims).
6.Your rights
You have the right to:
- access your data and obtain a copy of it,
- rectify data that is inaccurate or incomplete,
- have your data erased,
- restrict processing,
- data portability, where we process the data on the basis of consent or a contract and by automated means,
- object to processing based on our legitimate interest,
- withdraw your consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before its withdrawal.
To exercise these rights, write to info@kvadra3d.com. We will reply without undue delay, and in any event within one month of receipt of your request.
You also have the right to lodge a complaint with the supervisory authority: the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stanisława Moniuszki 1A, 00-014 Warsaw, Poland, uodo.gov.pl.
7.Automated decision-making
We do not make automated decisions about you and we do not profile website visitors.
8.Cookies and similar technologies
This website stores cookies and local storage data in your browser. We divide them into two groups: necessary ones, which do not require consent, and analytics ones, which we enable only with your consent. We serve fonts and scripts from our own server, and there are no social media plugins or advertisements on the website.
Necessary (without your consent)
They remember your choices: your cookie settings (so that we do not ask for consent on every visit) and the site theme, light or dark. They do not require consent and are not used for tracking.
Data stored:
- kvadra_consent (kvadra3d.com, valid for 6 months): Stores your cookie choice: the version of the settings, your consent to analytics and the date of your choice.
- kvadra_theme (kvadra3d.com, browser local storage, valid for 12 months): Remembers the theme you choose with the button in the header. It is saved only after you click the button, contains only the word "light" or "dark" and a date, and is not sent to the server or to anyone else.
Analytics (only with your consent)
We use Google Analytics 4 to see, in aggregated statistics, which pages are viewed and where visitors come from, and to improve the website on that basis. The tool collects, among other things: page views and events (e.g. a click on the phone number), approximate location (country, region, city), device type, browser, operating system, language and traffic source, as well as a random browser identifier stored in cookies. Google uses the IP address to determine the approximate location, and it is not stored in the statistics. We do not pass the content of the contact form or contact details to Google.
Data stored:
- _ga (Google, valid for 13 months): A random browser identifier that lets us tell visitors apart and count their visits.
- _ga_8TQ38C18M9 (Google, valid for 13 months): Stores the state of the current session in Google Analytics.
Key information about analytics:
- Legal basis: your consent (Article 6(1)(a) GDPR) and the rules on the storing of information, or the gaining of access to information already stored, in terminal equipment. Consent is voluntary, and not giving it does not limit your use of the website.
- Recipient: Google Ireland Limited. Data may be transferred to Google LLC in the USA on the basis of the European Commission's adequacy decision (EU-U.S. Data Privacy Framework).
- How long: we keep data in Google Analytics for 2 months, and the cookies themselves are valid for 13 months.
- Withdrawing consent: at any time, as easily as giving it, with the button below or the "Cookie settings" link in the footer of every page. Withdrawing consent removes the Google Analytics cookies from your browser and stops measurement.
You can find out more about how Google processes data in the Google Privacy Policy.
The website may contain links to external services, e.g. WeTransfer, which is used to send large files. We are not responsible for the privacy policies of those services.
9.Data security
Data from the form is sent over an encrypted connection (HTTPS). Only the Controller has access to stored messages. We use safeguards against abuse, including limits on the number of submissions and form verification, and we delete stored messages after the periods described above.
10.Trade marks
Autodesk and 3ds Max are registered trade marks of Autodesk, Inc. and/or its subsidiaries and/or affiliates in the USA and/or other countries. Chaos Corona is a trade mark of Chaos. All other brand, product and service names mentioned on this website belong to their respective owners and are used for identification purposes only, without implying any affiliation, sponsorship or endorsement.
11.Changes to this policy
We may update this policy, e.g. when the law or the way the website works changes. The current version is always available on this page, and the date of the last update is shown at the top.