We value your privacy, and we try to write this policy the way we write everything else: clearly, without hiding the important parts in small print. It explains what personal data we collect when you use our website, contact us or work with us, why we do it, and what rights you have.
1. Who we are (the controller)
The controller of your personal data is WIDNET SOLUTIONS Sp. z o.o., ul. Olszewskiego 6, 25-663 Kielce, Poland, entered in the National Court Register (KRS) under number 0000970456, NIP: 9592051845, REGON: 521945912 (hereinafter: “WIDNET”, “we”, “us”).
You can contact us about anything related to your personal data:
- by email: contact@widnetsolutions.com
- by post: WIDNET SOLUTIONS Sp. z o.o., ul. Olszewskiego 6, 25-663 Kielce, Poland
We have not appointed a Data Protection Officer, because the law does not require it in our case. All data protection matters are handled at the email address above.
2. Scope of this policy
This policy applies to personal data we process:
- when you visit our website widnetsolutions.com (including its Polish version);
- when you contact us by the contact form, email, phone, WhatsApp or social media, or book an intro call;
- when you are a client, potential client, partner or supplier, or a representative or contact person of one;
- when you meet us at events, trainings or presentations;
- when you visit our profiles on social media (LinkedIn, Facebook, Instagram, YouTube).
It does not cover personal data we process on behalf of our clients when they use our products (for example the answers of employees in LUCY – HR Survey). In that case our client is the controller, and we act as a processor under a separate data processing agreement (see section 10). VinetoHR is provided by FoxIT Poland Sp. z o.o., which applies its own privacy policy.
3. Why we process your data and on what legal basis
The legal bases below refer to Article 6(1) of Regulation (EU) 2016/679 (the General Data Protection Regulation, “GDPR”).
3.1 Answering your messages and enquiries
- Data:
- name, email address, phone number, company, job title, the content of your message, and any data you choose to share
- Legal basis:
- our legitimate interest in replying to you and in business communication (Art. 6(1)(f) GDPR); if your enquiry concerns a contract, steps taken at your request before entering into it (Art. 6(1)(b) GDPR)
- How long:
- until the matter is closed, and then up to 12 months in case you come back to it, unless it turns into a contract
3.2 Booking a free intro call
- Data:
- name, email address, company, the time you choose and any notes you add; if the call takes place online, your image and voice during the call (we do not record calls without telling you first and asking for your consent)
- Legal basis:
- steps taken at your request before entering into a contract (Art. 6(1)(b) GDPR) and our legitimate interest in organising meetings (Art. 6(1)(f) GDPR)
- How long:
- up to 12 months after the call, unless it turns into a contract
3.3 Concluding and performing contracts
- Data:
- identification and contact data of the client or partner and of its representatives and contact persons, billing data, and correspondence related to the contract
- Legal basis:
- performance of the contract (Art. 6(1)(b) GDPR); for representatives and contact persons, our legitimate interest in performing the contract with the organisation they represent (Art. 6(1)(f) GDPR)
- How long:
- for the duration of the contract, and then until the limitation period for claims expires
3.4 Accounting and tax obligations
- Data:
- data on invoices and accounting documents
- Legal basis:
- compliance with legal obligations (Art. 6(1)(c) GDPR), in particular under the Polish Accounting Act and tax laws
- How long:
- for the period required by law, usually 5 years from the end of the calendar year in which the tax obligation arose
3.5 Marketing of our own services
- Data:
- name, email address, company, job title, and the history of our contact
- Legal basis:
- our legitimate interest in direct marketing of our own services (Art. 6(1)(f) GDPR). We send commercial information by email or phone only if you have agreed to it, as required by the Polish Electronic Communications Law (Prawo komunikacji elektronicznej)
- How long:
- until you object or withdraw your consent
3.6 Website analytics and marketing cookies
- Data:
- technical data such as IP address, device and browser data, pages visited and the time spent on them, and cookie identifiers
- Legal basis:
- your consent (Art. 6(1)(a) GDPR), given in the cookie banner. Essential cookies are used on the basis of our legitimate interest in running a secure, working website (Art. 6(1)(f) GDPR)
- How long:
- as stated in our Cookie Policy for each cookie
3.7 Our social media profiles
- Data:
- your public profile name and picture, and the content of your comments, reactions and messages
- Legal basis:
- our legitimate interest in running our profiles, communicating with our community and promoting our services (Art. 6(1)(f) GDPR)
- How long:
- for as long as the content stays on our profile, or until you object
3.8 Events, photos and videos
- Data:
- your image and voice in photos and videos from events, trainings, interviews and video recordings, and your name and company if we mention them
- Legal basis:
- our legitimate interest in documenting and promoting our activities (Art. 6(1)(f) GDPR) for general event photos; your consent (Art. 6(1)(a) GDPR), together with the permission required by Polish copyright law, where you are the main subject of a photo or video, a guest in our videos, or shown on our team pages
- How long:
- for as long as the material is published, or until you withdraw your consent or successfully object
3.9 Security and legal claims
- Data:
- the data needed in a given case, including technical logs
- Legal basis:
- our legitimate interest in protecting our website and systems, and in establishing, exercising or defending legal claims (Art. 6(1)(f) GDPR)
- How long:
- until the limitation period for claims expires (usually up to 6 years under Polish law)
3.10 Job and cooperation applications
- Data:
- the data in your CV and application
- Legal basis:
- steps taken at your request before entering into a contract (Art. 6(1)(b) GDPR) and, for data you choose to add beyond what is needed, your consent (Art. 6(1)(a) GDPR). If you agree, we keep your data for future recruitment on the basis of your consent
- How long:
- until the end of the recruitment, or up to 12 months if you consent to future recruitment
4. Where we get your data
Most data comes directly from you. Sometimes we receive it from your employer or the organisation you represent (for example when you are named as a contact person in a contract), from event organisers, or from public sources such as company registers and professional profiles on LinkedIn.
5. Is providing data required?
Providing personal data is voluntary. However, without some data we cannot answer your message, book a call or conclude a contract with you. Where the law requires certain data (for example on invoices), providing it is a statutory requirement.
6. Who receives your data
We share personal data only when needed and only with:
- IT, hosting, email and website service providers;
- providers of tools we use to organise meetings and communication (for example Calendly, Google Workspace or Microsoft 365, Zoom or Microsoft Teams, WhatsApp);
- providers of analytics and marketing tools, if you consent to the relevant cookies (for example Google and LinkedIn);
- accounting, legal and translation service providers bound by professional secrecy;
- our partners in a joint offer, for example FoxIT Poland Sp. z o.o. for the Complete HR Suite (with VinetoHR), but only when you ask about that offer or take part in it;
- public authorities, when the law requires it.
Our service providers process data on our instructions under data processing agreements, or as independent controllers where they decide on the purposes themselves (for example social media platforms).
7. Transfers outside the European Economic Area
Some of our providers (for example Google, Microsoft, Meta, LinkedIn or Calendly) may process data outside the European Economic Area, in particular in the United States. In such cases we make sure the transfer is protected by an adequate safeguard: an adequacy decision of the European Commission (including the EU–U.S. Data Privacy Framework for certified companies) or the European Commission’s Standard Contractual Clauses. You can ask us for information about these safeguards at contact@widnetsolutions.com.
8. Our social media profiles
When you visit our profiles on LinkedIn, Facebook, Instagram or YouTube, the platform operator also processes your data, under its own privacy policy. For page statistics (“insights”) on Facebook, Instagram and LinkedIn, we and the platform operator act as joint controllers under Article 26 GDPR. The operator is primarily responsible for this processing and for handling your rights in relation to it. You can find the details in the privacy policies of Meta Platforms Ireland Ltd., LinkedIn Ireland Unlimited Company and Google Ireland Ltd.
9. Cookies and similar technologies
Our website uses cookies. We use essential cookies to keep the website working, and analytics and marketing cookies only with your consent. Videos from YouTube and the booking calendar are loaded only after you click on them. You can change your choice at any time using the “Cookie settings” link at the bottom of every page. Full details are in our Cookie Policy.
10. Data in our products (LUCY – HR Survey)
When a company uses LUCY – HR Survey, it decides why and how its employees’ data is processed, so it is the controller of that data. WIDNET processes the data only on its behalf, under a data processing agreement (Art. 28 GDPR). Employees who want to exercise their rights should contact their employer first; we will help the employer respond.
LUCY – HR Survey is designed to show results only for groups large enough to protect individual identities, and to support decisions made by people, not to make decisions about individual employees.
11. Automated decisions and profiling
We do not make decisions about you based solely on automated processing, including profiling, that produce legal effects for you or similarly significantly affect you. If you consent to analytics and marketing cookies, our providers may analyse how you use our website and, in the case of advertising platforms, show you relevant ads. This does not lead to decisions about you.
12. Your rights
Under the GDPR you have the right to:
- access your personal data and receive a copy of it;
- have inaccurate data corrected (rectification);
- have your data erased (“the right to be forgotten”);
- restrict the processing of your data;
- receive your data in a structured, commonly used format and have it transferred to another controller (data portability), where processing is based on consent or a contract and carried out by automated means;
- object to processing based on our legitimate interest, for reasons related to your particular situation, and at any time to processing for direct marketing;
- withdraw your consent at any time, without affecting the lawfulness of processing before the withdrawal;
- 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 Warsaw, Poland, uodo.gov.pl.
To exercise your rights, write to contact@widnetsolutions.com. We will reply within one month. In complex cases this may be extended by up to two more months, and we will tell you if that happens. We may ask you to confirm your identity before we act on your request.
13. How we protect your data
We use technical and organisational measures appropriate to the risk, including encrypted connections (HTTPS), access control, secure passwords and multi-factor authentication for our systems, and confidentiality obligations for everyone who works with the data. We are a team that builds compliance into software, and we apply the same approach to our own data.
14. Children
Our website and services are intended for businesses and professionals. We do not knowingly collect data from children under 16.
15. Links to other websites
Our website contains links to other websites, such as LinkedIn profiles of our team and partners, YouTube and vinetohr.com. Those websites have their own privacy policies, and we are not responsible for how they process data.
16. Changes to this policy
We may update this policy when our services, tools or the law change. The current version is always available on this page, with its effective date at the top. If we make significant changes, we will make them clearly visible on the website.
WIDNET SOLUTIONS Sp. z o.o.
ul. Olszewskiego 6, 25-663 Kielce, Poland
KRS: 0000970456 · NIP: 9592051845 · REGON: 521945912