Privacy Policy

Last updated: 10/21/2025

The following Privacy Policy applies to the processing of personal data through the website: https://wtbsystem.pI (hereafter: „Website”) and selected other aspects of WTB System sp. z o.o. sp. k.’s activities.

I.       Data Controller

The Controller of your personal data is WTB System sp. z o.o. sp. komandytowa, with its registered office in Wrocław, at ul. Michała Śniegockiego 24 (52-414), registered by the District Court for Wrocław-Fabryczna in Wrocław, VI Wydziat Gospodarczy Krajowego Rejestru Sadowego under KRS number 0000619566, NIP: 894307903, hereinafter referred to as: „WTB” or „Controller”).

Contact with the Controller is possible via e-mail: biuro@wtbsystem.pI, as well as via post at the above indicated registered office address.

II.      Purposes and legal basis for processing personal data

We will process your personal data for the following purposes:

  1. Maintaining contact and providing answers, including to questions asked via the contact form.
    We will process your personal data for the purpose of contacting you and responding to your enquiries, including those submitted via our contact form on the Website. For this purpose, we will process your name, surname, e-mail address, telephone number, information contained in your message/inquiry.
    The basis for the processing is Article 6(1) (f) GDPR, i.e. the necessity of the processing to fulfil the legitimate purposes WTB of keeping in contact with you.

  2. Conclusion and execution of contracts
    We will process your data for the purpose of entering into a contract with you and for the subsequent fulfilment of the contract. For this purpose, we will process in particular your name, surname, company name, PESEL number, VAT ID or REGON number, address, e-mail address, telephone number, information about the details of the concluded contract and the ways of its execution.
    The basis for the processing is Article 6(1)(b) of the GDPR, i.e. the necessity of the processing for the performance of a contract to which the data subject is a party, or for the taking any action upon your request, prior to the conclusion of the contract.

  3. Fulfilment of legal obligations
    The conclusion of the contract imposes certain obligations on us, in particular tax obligations. We will process your personal data to fulfil these obligations. For this purpose, we may process data such as your name, surname, company name, PESEL number, VAT ID number, company ID number, REGON number, address, your personal data and current residence contact information, information on the amount owed or other information regulated by law.
    The basis for the processing is Article 6 (1)(c) GDPR, i.e. the necessity of the processing for the performance of legal obligations.

  4. Data processing of staff members
    If you are a member of staff of our client or contractor, we will process your personal data for the purpose of fulfilling the contract concluded with that client or contractor. For this purpose, we may process your name, information about the company you represent, your position, email address and telephone number.
    The basis for the processing of the data is Article 6 (1)(f) GDPR, i.e. the legitimate interest to maintain contact with the staff of clients/contractors for the purpose of conducting business.

  5. Establishing, investigating and defending against claims
    We may process your personal data for the purposes of establishing, investigating or defending against claims, including for the purpose of running an internal investigation. The extent of the data processed for the aforementioned purposes shall depend on the type of case to which the dispute relates. This may include, but is not limited to, your first name, surname, PESEL/NIP/REGON number, contact details, address, information regarding the course of the cooperation.
    The basis for the processing is Article 6(1)(f) GDPR (and, in the case of special category data, Article 9(2)(f) GDPR), i.e. our legitimate interest to establish, assert or defend against claims.

  6. Recruitment of staff
    We may process your personal data in order to carry out the recruitment process. The scope of the data processed and the grounds for processing are set out below:

a) as regards the data specified as mandatory in the Labour Code, i.e. name, surname, date of birth, contact details, education, professional qualifications and course of previous employment, the basis for their processing is Article 61(c) of the DPA and Article 22(1) § 1 and § 2 of the Labour Code, i.e. the necessity to comply with the obligation imposed on us by law;

b) in the event that you include in your application documents other data than those specified above (the provision of such data is voluntary and depends solely on you), the basis for processing is Article 6(1)(a) GDPR, i.e. your consent. By submitting your application documents containing the above additional data, you will be deemed to have given your consent to their processing;

c) as regards data on the employee’s expected salary and availability, the basis for the processing is Article 6(1)(f) of the GDPR, i.e. our legitimate interests in hiring an employee with our expected availability and salary;

d) If you give additional consent to process your data also for future recruitment purposes, the basis for processing is Article 6(1)(a) GDPR, i.e. your consent.

III.      Obligation to provide data

The provision of your personal data is voluntary. However, should you decide to make use of the services we provide, to cooperate with us or contact us, the processing of your data may be necessary for the performance of these services, for example:

1.     in the case of your data collected for the purpose of concluding or performing a contract, is necessary for the conclusion and subsequent performance of the contract;

2.    when contacting us, their provision is necessary in order to receive a reply;

3.    in the case of recruitment, their provision is necessary for the assessment of your application.

IV.      Data retention period

We shall retain your personal data for the following periods:

1.    in the case of data necessary for the conclusion and performance of the contract, for the duration of the contract and thereafter until the expiry of the limitation period for claims;

2.    in the case of data necessary for the performance of legal obligations, for the period necessary for their performance;

3.    in the case of data processed for the purposes of recruitment – within 3 months after completion of process of recruitment, and in the case of data processed for purposes of future recruitment processes – no longer than for a period of 1 year

4.    in the case of other data for which processing is based on our legitimate interests, the data will be processed until you object to such processing except:

  1. our interests outweigh your interests, rights or freedoms, in which case we will process the data further, but not longer than is necessary for the purposes of the processing;

  2. we need your data to establish, assert or defend claims, in which case we will process your data until the final outcome of arbitration, court or enforcement proceedings (if any).

5.    where processing is based on consent, until it is formally withdrawn.

V.      Rule of law

In connection with our processing of your personal data, you have the following rights: access to data, rectification, erasure, restriction of data processing, as well as the right to data portability.

You also have the right to withdraw your consent to the processing of your data, if it has been given to us, although your exercise of this right will not affect the lawfulness of the processing carried out until you withdraw your consent.

You have the right to lodge a complaint to the President of the Office for the Protection of Personal Data about our processing of your data.

You also have the right to object to the processing we carry out on the grounds of our legitimate interests (based on Article 6(1)(f) GDPR). In this case, we will no longer be able to process your data unless our legitimate interests outweigh your interests, rights or freedoms in a particular case and where we need your data to establish, assert or defend a claim.

VI.      Recipients and transfers of data

We may transfer your personal data to companies that provide us with hosting services (including website hosting), IT services, accounting software, recruitment portals, postal or courier services, solicitors or barristers who work with us.

Your personal data may be transferred outside of the European Economic Area to countries that the European Commission has deemed to provide an adequate level of data protection, including in particular the US under the EU-US Data Privacy Framework. In addition, we may also transfer such data to countries for which the European Commission has not made such a decision, and such transfer will always be subject to the appropriate safeguards required by the GDPR, including on the basis of standard contractual clauses. To obtain a copy of the above safeguards, please contact us via the contact details set out in point I above.

VII.      Automated decision-making

We do not make any automated decisions based on your personal data.