Privacy Policy

Principles for processing personal data on the website „https://perfectbot.ai/” („Website”) 

In a nutshell

When you, as an individual, contact us or use our services, whether on your own behalf or on behalf of another person (e.g. our customer, supplier, etc.), or when we have received your personal data from other sources (e.g. from publicly available industry websites or when your data has been disclosed to us as contact details for the performance of contracts) we start to process your personal data. We handle all information about you responsibly and in accordance with the law – in particular Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (further: the „GDPR”).

The following information is intended to explain who we are, how we obtain information and what we do with that information in our business, sales, marketing and contact relationship with you. If anything is not clear to you or if you have any concerns, please contact us.

I. Controller

The Controller of your personal data is PerfectBot Sp. z o.o. with its registered seat in Warsaw, 44a Domaniewska Street, 02-672 Warsaw, entered into the Register of Entrepreneurs of the National Court Register kept by the District Court for the Capital City of Warsaw, XIII Commercial Division of the National Court Register under the KRS number: 0000877033 [„PerfectBot”].

You can contact us via the contact e-mail address: hello@perfectbot.ai

We have also appointed a Data Protection Inspector in PerfectBot. Direct contact to Inspector: iod@k2.pl

II. Glossary – basic terms

Personal Data – all information we process about you. This includes your name, surname, e-mail, telephone.

Processing – all the activities we perform on your personal data. These include collecting, storing, updating, sending you messages,

User – a person who has filled in a form and, in the case of entries concerning cookies, a person who uses the Controller’s Website,

III. What personal information do we collect and what is our purpose and legal basis for doing so?

The scope of the data we process depends on what information you give us and the form of contact you choose to have with us and what information is necessary in connection with our relationship – this primarily includes the content of our correspondence/communications. These include in particular:

• identifying information, including name;
• telephone number, e-mail address

We therefore obtain the above information directly from you.

We process this information for the purpose of answering your inquiries, improving our communication, and marketing our services.

The legal basis for processing your personal data depends on the context of the communication. 

1. You contact us at our e-mail address or contact us by phone – the basis will be our „legitimate interest” as a controller (arising from the purposes identified above; Article 6(1)(f) of the GDPR).
2. Your inquiry is aimed at entering into a contract, or is in relation to a contract already entered into other than for the provision of our services (as set out in Section III below) – the legal basis will be „taking action at the request of the data subject prior to entering into a contract” or the necessity to perform the contract (Article 6(1)(b) of the GDPR).
3. If you visit our website, you may consent to our use of cookie technology, which allows our website to function properly and analyze information about how you use the site. We process this data to improve our site’s quality, tailor content to our visitors’ interests, and continually improve its performance. Some cookies also allow us to market our products and services within our website. The legal basis for the use of cookies and similar technologies is your consent, except where their use is necessary for the operation of our website, in which case we rely on a legal provision (Article 173(3)(2) of the Polish Telecommunications Act) and, respectively, our legitimate interests (Article 6(1)(f) of the GDPR).
4. If you have not provided us with your data on your behalf, i.e. you are acting on behalf of another entity, we process your data to carry out the contact, in the context in which you are acting on behalf of the third party, as well as to conclude or perform a contract with the third party or to carry out a joint venture. The basis for the processing of your personal data for this purpose will be our legitimate interest (Article 6(1)(f) of the GDPR) – building and maintaining relations with the third party on whose behalf you act, including the conclusion and performance of relevant agreements with him, as well as the intention to build a positive image of PerfectBot
5. Regardless of the above, your personal data, especially name, e-mail address, phone number can be used by us to send you occasional correspondence (e.g. Christmas greetings) or to contact you to promote PerfectBot products or services. The basis for the processing of your personal data for this purpose, will be our legitimate interest (Article 6(1)(f) of the GDPR) – the intention to maintain our relationship, build a positive image of PerfectBot and market our products or services.
6. We may also process your personal data in order to defend against potential claims or to direct our own claims – the basis for processing your personal data for this purpose will be our legitimate interest (Article 6(1)(f) of the GDPR).
7. If you use our services and therefore have entered into a contract with us:
   1. service agreement in accordance with the PerfectBot Terms of Service,
   2. an agreement for the provision of electronic services available on the Website,
      we process your Personal Data for the purpose of entering into and performing that contract (Article 6(1)(b) of the GDPR), as well as for the purpose of investigating any complaints or claims relating to the contract in question.
8. In any case, we send commercial information to electronic addresses (e-mail/telephone) only if you have given your prior consent (required under the Polish Act on Provision of Electronic Services and the Telecommunications Act) in connection with our legitimate interests (Article 6(1)(f) of the GDPR).

The personal data you provide is not subject to automated decision-making or profiling.

IV. Is the provision of data by you voluntary?

Providing your personal data is voluntary, however it is necessary in order to respond to your inquiry, to conduct correspondence or to conclude a contract for the provision of services. 

V. Do we transfer your data outside the European Economic Area?

We will process the personal data you provide only within the European Economic Area. We transfer personal data outside the EEA only when necessary and with an adequate level of protection, primarily by:

• use of entities from countries for which a relevant decision of the European Commission has been issued,
• use of standard contractual clauses issued by the European Commission
• application of binding corporate rules approved by the competent supervisory authority;

We always inform you of our intention to transfer personal data outside the EEA at the stage of collection.

If you enter into a contract with us for the use of our services from our services that we provide in accordance with the PerfectBot Terms of Service, we may use entities outside the European Economic Area, which we will inform you of in the data processing entrustment agreement you enter into with us.

VI. How long do we process your data?

Data processed on the basis of our legitimate interest will be processed until you object or the purpose for which it was processed has been fulfilled.

We store data collected solely in connection with your current contact, if you are not our contractor, for a period ranging from a few weeks (certain cookies) to a maximum of 2 years (more detailed inquiries and conversations that may be relevant to our contact in the future), depending on the category of the individual information.

We process data related to the provision of services under a contract for the duration of the contract, until the termination of the contract and the statute of limitations for claims that may arise therefrom.

We process data processed solely on the basis of your consent until you withdraw your consent, if any, or until the purpose for which consent was given has been fulfilled.

VII. Who has access to your personal information?

Your personal information can only be accessed by:

• duly authorized employees or associates of PerfectBot, who are obliged to keep them confidential and not to use for purposes other than those for which PerfectBot obtained the data;
• entities that support us in providing services, based on appropriate agreements to entrust personal data for processing, such as e-mail marketing platforms, providers of contact tools (instant messaging), providers of legal, consulting and accounting services, hosting providers, couriers, providers of tools to authenticate customers using our services;

All of these entities have access to only the information they need to perform specific actions.

VIII. What rights do you have?

Right of access to personal data

You can always request access to your personal data to see what data we process about you and get detailed information about you.

• whether we process your personal information,
• for what purpose,
• what categories of data we process,
• Who is their recipient,
• where possible, what the intended period of retention is, and where this is not possible, the criteria for determining that period,
• if the personal information was not collected from you, any available information about its source.

In order to streamline the process of providing information, requests for access to personal data should be sent to the following e-mail address: iod@k2.pl, with „data access – the GDPR” in the subject line.

Right of rectification of personal data

If, in your opinion, information about you is inaccurate or incomplete, you have the right to request that we correct such information that you believe is inaccurate or incomplete in scope.

To facilitate the process of rectification of information, requests for rectification or supplementation should be sent to the following e-mail address: iod@k2.pl, with „data rectification – the GDPR” in the subject line.

The right to the erasure of personal data

In certain situations, the GDPR grants you the so-called right to be forgotten. Circumstances that justify you making such a request include:

• no further necessity of the personal data for the purposes for which they were collected or otherwise processed;
• your withdrawal of consent to process your personal data where there is no other legal basis for further processing;
• you object to the processing of your personal data where there are no overriding legitimate and justified grounds for the processing;
• you object to the processing of your personal data for marketing purposes;
• processing your data unlawfully,
• implementation of a legal obligation under the law of the Union or the law of a Member State to which PerfectBot is subject.

To facilitate the deletion process, please send deletion requests to the following e-mail address: iod@k2.pl, with „data deletion – the GDPR” in the subject line.

Right to restrict processing

You may request that we restrict the processing of your personal data where:

• you question the accuracy of the personal data we process, for a period that allows us to verify the accuracy of the data,
• the processing of your personal data is unlawful, but you prefer to restrict the processing instead of erasing it,
• you have objected to processing your personal data – only until the dispute is resolved.

Successful submission of a request for restriction of processing will result in the restriction of the actions undertaken by us on the data you have specified and for the specified processing operations/purposes to the minimum necessary – essentially to storage only.

To facilitate the process of restricting the processing of your information, please send your restriction requests to the following e-mail address: iod@k2.pl, with „restriction of data processing – the GDPR” in the subject line.

Right to object

You have the right to object at any time to the processing of your data for direct marketing purposes, including profiling, if the processing is based on the legitimate interest of the Controller. 

In addition, you have the right to object at any time to the processing of your data on grounds relating to your particular situation in cases where the legal basis for the processing is the legitimate interest of the Controller. Please note, however, that where, despite your objection, we conclude that there are compelling legitimate grounds for processing overriding your interests, rights and freedoms, or grounds for establishing, asserting or defending claims, we will continue to process your objected data. If you do not agree with this assessment of the situation, you can exercise your right to lodge a complaint with a supervisory authority (more information below).

To facilitate the handling of objections, please direct them to the following e-mail address: iod@k2.pl, with „objection – the GDPR” in the subject line.

Right to withdraw consent

If we process your data on the basis of your consent, you have the right to withdraw your consent at any time by sending an e-mail to: iod@k2.pl , writing „withdrawal of consent – the GDPR” in the subject line. The withdrawal of consent to the processing of personal data does not affect the lawfulness of the processing carried out before its withdrawal.

Right to data portability

You have the right to receive, in a structured, commonly used format, personal data concerning you. You also have the right to request that this data be sent to another controller, provided that this is technically possible.

The right to data portability does not apply in situations where we process your personal data on the basis of our legitimate interest (Art. 6(1)(f) of the GDPR).

Right to lodge a complaint with a supervisory authority

In relation to our acting as a controller of your personal data, you have the right to lodge a complaint with the supervisory authority, i.e. the President of the Office for Personal Data Protection.

IX. What are „cookies” and other similar technologies? How and for what purpose do we use them?

A „cookie” is a small piece of text information sent by a server and stored on your device (in the memory of your computer, phone, tablet or other device you use to connect to our sites). It stores information that we may need to adapt to the way you use our website and to gather statistical information.

During your visit to our website, we have the ability to collect data about your ISP’s domain name, browser type, operating system type, IP address, the web pages you visit, items you download, and usage data or information about the location of the device you are using.

We assure you that all information received in this way, is used by us only for the purposes indicated in this policy and is in no way harmful to you or the device you are using, as it does not make any configuration changes to it.

You can, of course, change the way you use cookies, including blocking them completely or deleting them using your web browser or the configuration of the service. However, you must remember that this type of operation may prevent or significantly hinder the proper functioning of our website, for example by significantly slowing it down, so we recommend that you do not disable their use in your browser.

Cookies used on the website:

• Technical – includes cookies: necessary for the proper functioning of the site needed to enable the functionality of the site, but their operation has nothing to do with tracking the user
• Analytical – used to analyze user behavior on the website, for statistical and analytical purposes (improving website performance), but does not include information that allows to identify a specific user
• Marketing – used to analyze user behavior and provide information that identifies a specific user, including for marketing purposes within third party websites:
  • Google Analytics
  • Google Tag Manger
  • Linkedin
  • Facebook
  • Livechat Inc.
  • PipeDrive
  • Happier Leads
  • Clearbit
  • HotJar
  • Intercom

You can, of course, change the way you use cookies, including blocking them completely or deleting them using your web browser or the configuration of the service. However, you must remember that this type of operation may prevent or significantly hinder the proper functioning of our website, for example by significantly slowing it down, so we recommend that you do not disable their use in your browser.