Privacy policy

1. Data controller

The controller of personal data is Office Line P.S.A., ul. Prymasa Augusta Hlonda 10C, 02-972 Warsaw, Poland; VAT ID (NIP) 9512643740, REGON 544203302, company register (KRS) 0001227501.

For all data protection matters please write to office@officeline.pl. No data protection officer has been appointed.

2. Scope and purposes of processing

We process personal data for the following purposes:

• Contact form — name, company, email address, phone number (optional) and message content; to respond to your enquiry and prepare a commercial offer.
• Email correspondence — data contained in your messages; for ongoing communication with trade partners.
• Business cooperation — contact details of partner representatives; to conclude and perform contracts and handle settlements.
• Technical data — IP address, request date and time, browser type, stored in server logs; to keep the website secure and operating correctly.

3. Legal bases

• Art. 6(1)(a) GDPR — consent of the data subject (submitting the contact form).
• Art. 6(1)(b) GDPR — steps taken at your request prior to entering into a contract, and performance of a contract.
• Art. 6(1)(c) GDPR — compliance with legal obligations, in particular tax and accounting duties.
• Art. 6(1)(f) GDPR — legitimate interests of the controller: handling enquiries, website security, establishing and pursuing claims.

4. Retention periods

• Contact form data — up to 12 months after the correspondence ends, unless cooperation begins.
• Contract-related data — for the duration of cooperation and until claims become time-barred.
• Accounting records — 5 years from the end of the calendar year in which the tax obligation arose.
• Server logs — up to 12 months.

5. Recipients of data

Data may be shared with providers supporting our operations: hosting and email providers, the contact-form service provider, our accounting office, IT service providers, and bodies authorised under applicable law.

Processors acting on our behalf do so under data processing agreements and solely on our documented instructions.

6. Transfers outside the EEA

Where a service provider used by the website is established outside the European Economic Area, data is transferred only on the basis of an adequacy decision of the European Commission or standard contractual clauses referred to in Art. 46 GDPR.

7. Your rights

You have the right to:

• access your data and obtain a copy of it,
• rectify inaccurate data,
• erase your data,
• restrict processing,
• data portability,
• object to processing based on legitimate interests,
• withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal,
• lodge a complaint with the President of the Personal Data Protection Office (UODO), ul. Stawki 2, 00-193 Warsaw, Poland.

8. Voluntary nature of providing data

Providing personal data is voluntary but necessary to answer your enquiry, prepare an offer, or conclude and perform a contract. Without it, these purposes cannot be fulfilled.

9. Automated decision-making

Personal data is not used for automated decision-making, including profiling that produces legal effects or similarly significantly affects the data subject.

10. Cookies

The use of cookies and similar technologies is described in a separate document — the Cookie Policy, available in the website footer.

11. Changes to this policy

We reserve the right to amend this Policy, in particular following changes in law or in the scope of our services. The current version is always published on the website together with its update date.