Privacy policy
Effective from: 5 November 2026. This is an English translation; in case of discrepancies the Polish version prevails.
1. Who is the data controller
The controller of your personal data is Piotr Karpiński, running a sole proprietorship under the business name 4matic Piotr Karpiński, ul. Michałowicza 96, 02-495 Warsaw, Poland, entered in the Central Register and Information on Economic Activity (CEIDG), tax ID (NIP) 5252325431 (“4matic”, “we”).
For matters concerning personal data, write to s.madej@4matic.pl or by post to ul. Michałowicza 96, 02-495 Warsaw, marked “Personal data”.
2. When we process your data
We process the data of people who visit 4matic.pl, send an enquiry through the form, email us or contact us in any other way about working together.
3. Purposes, legal bases and retention periods
| Purpose | What data | Legal basis | How long |
|---|---|---|---|
| Replying to an enquiry sent through the form or by email | full name, email, company name (optional), message, attached file, selected service areas | Art. 6(1)(b) GDPR (steps taken at your request before entering into a contract) and Art. 6(1)(f) GDPR (our legitimate interest in handling correspondence) | until the conversation ends; if we do not start working together — up to 12 months from the last contact |
| Preparing an offer and concluding a contract | enquiry data and company details needed for the contract | Art. 6(1)(b) GDPR | for the duration of talks and the contract |
| Establishing, pursuing and defending claims | data from correspondence and the contract | Art. 6(1)(f) GDPR | until the limitation period for claims expires |
| Tax and accounting obligations (if we sign a contract) | data from invoices and accounting records | Art. 6(1)(c) GDPR | 5 years from the end of the year in which the tax payment deadline passed |
| Website security and protecting the form against abuse | IP address, browser information, technical request data (server logs) | Art. 6(1)(f) GDPR (website security) | IP address for limiting the number of submissions — 1 hour; server logs — according to the hosting provider’s policy |
Providing data in the form is voluntary, but without your name, email address and message we cannot reply to your enquiry. We do not make decisions about you based solely on automated processing, including profiling, that would have legal effects.
If you send other people’s data in an attachment (e.g. in a brief), make sure you are allowed to share it with us. Attachments from the form reach us by email and are not stored on the website server.
4. Who we share data with
We do not sell your data. We share it only with providers that help us run the website and the business, under data processing agreements:
- the website and email hosting provider (vh.pl),
- our accounting office, law firm and IT providers — to the extent necessary for their services.
We may also disclose data to public authorities where the law requires it.
5. Transfers outside the European Economic Area
We do not transfer data outside the EEA. If we use a provider that processes data outside the EEA in the future, we will apply the mechanisms provided for in the GDPR (a European Commission adequacy decision or standard contractual clauses) and update this policy.
6. Your rights
You have the right to:
- access your data and receive a copy,
- rectify your data,
- have your data erased,
- restrict processing,
- data portability (where we process data on the basis of a contract or consent),
- object to processing based on our legitimate interest,
- withdraw consent at any time, where we process data on that basis — without affecting the lawfulness of processing before withdrawal,
- lodge a complaint with the President of the Personal Data Protection Office (Prezes UODO, ul. Stawki 2, 00-193 Warsaw).
To exercise your rights, write to the address in section 1. We will reply within one month.
7. Cookies
How we use cookies is described in the Cookie policy.
8. Links to other websites
The website may contain links to other services. Once you follow them, their owners’ privacy policies apply.
9. Changes to this policy
We may update this policy when laws, providers or website features change. The current version is always available on this page, and each change comes with a new effective date.