Privacy Policy

This Privacy Policy sets out the rules for collecting and processing personal data of Users using the CoachVoice Landing Page at coachvoice.ai, provided by them personally and voluntarily through the tools available on the Website.

This Privacy Policy is an integral part of the Terms of Service of the CoachVoice Landing Page, which sets out the rules, rights and obligations of Users using the Website.

The Controller exercises particular care to protect the privacy of Users and the security of the personal data provided.

This Privacy Policy has been drawn up in Polish and translated into English for the convenience of non-Polish-speaking Users. In the event of any discrepancy between the Polish and English versions, the Polish version prevails.

§ 1 Definitions

• Website — the CoachVoice Landing Page website located at coachvoice.ai;
• Controller — the Controller of the Website and the Personal Data Controller is Sfera0 sp. z o.o. with its registered office in Poznań, address: ul. Milczańska 22/9, 61-131 Poznań, with share capital of PLN 6,000.00, entered in the register of entrepreneurs of the National Court Register (Krajowy Rejestr Sądowy) by the District Court Poznań – Nowe Miasto i Wilda in Poznań under KRS number: 0001220454, NIP: 7822964957, REGON: 543843620;
• User — a natural person to whom the Controller provides services by electronic means through the Website;
• Device — an electronic device together with software through which the User accesses the Website;
• GDPR — 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 (General Data Protection Regulation);
• Personal data — means any information relating to an identified or identifiable natural person (“data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person;
• Processing — means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

§ 2 Contact

For matters concerning the processing of personal data, please contact the Controller directly:

• electronically at the email address: privacy@coachvoice.ai
• by traditional mail to: Sfera0 sp. z o.o. with its registered office in Poznań, address: ul. Milczańska 22/9, 61-131 Poznań

§ 3 Scope of processed data

The Controller may process personal data including:

• first and last name,
• e-mail address,
• phone number,
• company name and position,
• IP address,
• data on activity on the website,
• information collected by cookies.

Providing the data is voluntary; however, it may be necessary for the purposes of contact or marketing.

§ 4 Purpose and legal basis for processing personal data

We process Users' personal data for the following purposes:

• handling the contact form, which is necessary to take action at the user's request and to communicate within the scope indicated in the contact form (legal basis: Art. 6(1)(b) GDPR) — providing the data is voluntary but necessary to initiate discussions and to perform the requested service; the data will be processed for the period necessary to conduct discussions, prepare and send an offer, and conclude an agreement, or until the user provides final information about resigning from concluding the agreement;
• undertaking marketing activities at the User's request and sending information about the services and products offered (legal basis: Art. 6(1)(a) GDPR) — providing the data is voluntary but necessary to provide marketing information; the data will be processed until consent is withdrawn;
• analysis of traffic on the Website and statistics (legal basis: Art. 6(1)(a) GDPR) — providing the data is voluntary and is based on the User's consent; the data will be processed until consent is withdrawn;
• where it is necessary for purposes arising from legitimate interests pursued by the Controller, primarily for archival purposes, where necessary to safeguard information in case of a legal need to demonstrate facts concerning cooperation, and for the purpose of possible establishment, exercise or defence of claims (legal basis: Art. 6(1)(f) GDPR) — providing the data is voluntary but necessary to send marketing information, prepare an offer, and conclude and perform the agreement; the data will be stored until the cessation of legitimate interests in processing personal data, in particular until the limitation period for potential claims expires (i.e., as a rule, for a period of 7 years from the end of the year in which the agreement was or was to be performed, of which 6 years is the limitation period for claims, and the additional year is indicated in case claims are submitted at the last moment before the limitation period expires);
• if personal data is necessary to conduct proceedings provided for by law, the data retention period is extended until the final and legally binding conclusion of such proceedings.

§ 5 Data recipients

Data may be transferred to entities cooperating with the Controller that have appropriate authorisation or a concluded data processing agreement in accordance with the GDPR. Access to data may be granted to entities providing services necessary to achieve the purposes for which your data has been entrusted to us, responsible for maintaining the infrastructure and services necessary to operate the Website, in particular hosting providers, analytics tool providers, mailing system providers, and IT companies servicing the website. Data is transferred only to the extent necessary to perform the service.

§ 6 Method of processing personal data

• As a rule, we will not transfer personal data provided to us to any country or entities outside the European Economic Area or to an international organisation.
• In connection with the Controller's use of tools and services of external providers, personal data may be transferred to countries outside the European Economic Area (EEA), in particular to the United States. Data transfers take place only in cases where it is necessary to use the services of IT providers, analytics tools, marketing tools or communication systems. In such cases, the Controller ensures an appropriate level of protection of personal data by applying appropriate legal safeguards, in particular:
  • adequacy decisions issued by the European Commission (where applicable), or
  • standard contractual clauses approved by the European Commission, in accordance with Art. 46 GDPR, and — where necessary — additional data protection measures.
• To review the content of the standard contractual clauses or to obtain more information about the safeguards applied in connection with data transfers outside the EEA, including a copy of these safeguards and information about where they are made available, please contact the Controller.
• Personal data will not be used for automated decision-making (profiling).
• Personal data will not be resold to third parties.

§ 7 Users' rights

A User who has provided us with personal data has the right to:

• access the data, rectify, erase or restrict processing;
• data portability, where technically feasible;
• object to processing where personal data is processed on the basis of the Controller's legitimate interest.

You may withdraw your consent to the processing of personal data at any time, which does not affect the lawfulness of processing carried out on the basis of consent before its withdrawal.

Users also have the right to lodge a complaint with the Polish supervisory authority — the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych) (www.uodo.gov.pl) or with the supervisory authority of the Member State competent based on your place of habitual residence or the place of the alleged infringement.

§ 8 Cookies and similar technologies

• The Website uses cookies (i.e. small pieces of information stored on or read from the User's device when using the Website) and similar technologies consisting of storing information on the Device or accessing information already stored on the Device, in particular local storage, session storage, pixels, tags and online identifiers. The rules for their use derive in particular from Art. 399 of the Polish Act of 12 July 2024 — Electronic Communications Law (Prawo komunikacji elektronicznej).
• The technologies referred to above are used in particular for the purpose of:
  • ensuring the proper functioning of the Website and the contact form;
  • ensuring the security of the Website;
  • remembering the User's preferences, including cookie settings;
  • analysing traffic on the Website and creating statistics on the use of the Website;
  • conducting marketing activities, including measuring the effectiveness of advertising campaigns — only to the extent requiring the User's consent and after such consent has been given.
• The Website may use the following categories of cookies and similar technologies:
  • necessary — required for the proper functioning of the Website, handling the contact form, ensuring security and remembering the User's choices regarding cookies; the use of these technologies does not require the User's consent;
  • analytical — used to analyse how the Website is used, create statistics and optimise the content of the Website; used only after the User has given consent;
  • marketing — used to conduct marketing and remarketing activities and to measure the effectiveness of advertising campaigns; used only after the User has given consent.
• If the use of cookies or similar technologies results in the processing of personal data, the basis for processing is:
  • for necessary cookies and similar technologies — the Controller's legitimate interest in ensuring the proper functioning, security and functionality of the Website (legal basis: Art. 6(1)(f) GDPR);
  • for analytical and marketing cookies and similar technologies — the User's consent (legal basis: Art. 6(1)(a) GDPR).
• The User may at any time manage cookie settings, including give, refuse or withdraw consent for the use of analytical and marketing cookies, through the consent management mechanism available on the Website or through their browser settings. Withdrawal of consent does not affect the lawfulness of actions taken before its withdrawal.
• Restricting or disabling necessary cookies may affect the proper functioning of the Website or the contact form. Lack of consent for analytical or marketing cookies does not affect the ability to use the basic functions of the Website.
• The Website may use third-party tools, in particular providers of analytical, marketing, security or hosting tools. In connection with the use of such tools, data may be transferred to these providers to the extent necessary for the operation of the given tool.
• The retention period for cookies and similar technologies depends on their type, purpose and the settings of the given tool. Session cookies are, as a rule, deleted after the browser session ends; cookies used to remember consent may be stored for a period of up to 12 months; and analytical and marketing cookies — for the period indicated by the provider of the given tool or until the User withdraws consent, whichever is earlier.

§ 9 Changes to the Privacy Policy

The Controller has the right to change this Privacy Policy with respect to the processing of personal data, of which it will inform Users who have user accounts or use the services provided through the Website by email within 7 days from the change of provisions. Continued use of the services means familiarisation with and acceptance of the introduced changes to the Privacy Policy. If the User does not agree with the introduced changes, they are obliged to inform the Controller, who will delete their data and terminate the provision of services.

Changes to this Privacy Policy with respect to the use of anonymous data or the use of Cookies require publication of the changes on the Website without the need to individually inform Users.

Changes to the Privacy Policy will be published on a dedicated subpage of the Website. Changes introduced enter into force at the moment of their publication.