Privacy Policy

Outmatic Prosta S.A. ("Outmatic", "we", "us", or "our") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share your information when you visit our website at outmatic.pl (the "Website") or use our services.

We act as the data controller for personal data processed through the Website. We process personal data in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation, "GDPR") and applicable Polish data protection law.

Outmatic Prosta S.A.
Registered office: Poland
Email: privacy@outmatic.pl

If you have any questions about how we handle your personal data, please contact us using the details above.

We may collect and process the following categories of personal data:

Contact information: name, email address, phone number, and company name, provided when you fill in our contact form or book a call.

Technical data: IP address (anonymised), browser type and version, operating system, referring URL, pages visited, time and date of access. This data is collected via Google Analytics with IP anonymisation enabled.

Booking data: when you use the Cal.com widget to schedule a call, Cal.com processes your name, email, and scheduling preferences as a separate data controller. Please refer to Cal.com's privacy policy for details.

Communication data: the content of messages you send us through contact forms or email.

We process your personal data for the following purposes:

To respond to your enquiries: when you submit a contact form or book a call, we use your data to follow up. Legal basis: legitimate interest (Art. 6(1)(f) GDPR) or performance of a contract (Art. 6(1)(b) GDPR).

To improve our website: we use anonymised analytics data to understand how visitors use the Website and to optimise performance and content. Legal basis: consent (Art. 6(1)(a) GDPR), obtained via our cookie consent banner.

To comply with legal obligations: we may process data where required by law. Legal basis: legal obligation (Art. 6(1)(c) GDPR).

Our Website uses cookies and similar technologies. For detailed information about the cookies we use, their purposes, and how to manage your preferences, please see our Cookie Policy.

With your consent, we use Microsoft Clarity for behavioural analytics and session replay. Clarity records clicks, scrolls, and page interactions to help us understand how visitors use the site. Sensitive inputs (form fields, text entered by users, emails, phone numbers) are masked by default and are not transmitted to Microsoft. IP addresses are anonymised.

You can manage your cookie preferences at any time by clicking the "Cookie preferences" link in the website footer.

Our contact and application forms use Google reCAPTCHA v3 to protect against spam and abuse. reCAPTCHA collects hardware and software information (such as device and application data) and sends it to Google for analysis.

By using these forms, you acknowledge that the information collected by reCAPTCHA is processed in accordance with the Google Privacy Policy (https://policies.google.com/privacy) and Terms of Service (https://policies.google.com/terms).

The legal basis for this processing is our legitimate interest in preventing spam submissions and ensuring the security of our services (Art. 6(1)(f) GDPR).

We do not sell your personal data. We may share your data with:

Service providers: such as Google (analytics and reCAPTCHA), Microsoft (Clarity behavioural analytics and session replay), and Cal.com (booking), who process data on our behalf or as independent controllers. These providers are based in the US and may transfer data outside the EEA under appropriate safeguards (Standard Contractual Clauses and, where applicable, the EU-US Data Privacy Framework).

Microsoft Azure Communication Services: for sending transactional emails related to form submissions.

Legal authorities: if required by applicable law, regulation, or legal process.

We retain your personal data only for as long as necessary to fulfil the purposes described in this policy:

Contact form submissions: up to 24 months after your last interaction.
Analytics data: up to 26 months (Google Analytics default).
Cookie consent records: for the duration of the consent cookie (up to 12 months).

After these periods, data is deleted or anonymised.

Under the GDPR, you have the following rights:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: request correction of inaccurate data.
Right to erasure: request deletion of your personal data ("right to be forgotten").
Right to restriction: request that we limit how we process your data.
Right to data portability: receive your data in a structured, machine-readable format.
Right to object: object to processing based on legitimate interests.
Right to withdraw consent: withdraw consent at any time (e.g. for analytics cookies).

To exercise any of these rights, contact us at privacy@outmatic.pl. We will respond within 30 days.

You also have the right to lodge a complaint with the Polish supervisory authority: Prezes Urzedu Ochrony Danych Osobowych (PUODO), ul. Stawki 2, 00-193 Warszawa, www.uodo.gov.pl.

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include encrypted data transmission (TLS/SSL), secure hosting infrastructure, and access controls.

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.