Privacy and cookie policy
Who processes your data, for what purpose, for how long and what rights you have. Without legal fog — in language you can read once and understand.
1. Data controller
The controller of your personal data is Royal Instal System spółka z ograniczoną odpowiedzialnością, with its registered office at ul. 11 Listopada 1, 41-300 Dąbrowa Górnicza, Poland, entered in the National Court Register under KRS 0000885782 by the District Court Katowice-Wschód in Katowice, 8th Commercial Division, Tax ID (NIP) 6292499296, REGON 388254211.
Contact on data protection matters: biuro@royal-system.pl, phone +48 794 626 676, or by post to the registered office.
The company has not appointed a data protection officer — for matters concerning data processing please contact us directly using the details above.
2. What data we collect and why
| Purpose | Scope of data | Legal basis | Retention period |
|---|---|---|---|
| Answering an enquiry from the form or by e-mail, preparing a quote | name, phone, e-mail, location of the building, content of the enquiry | Article 6(1)(b) GDPR — steps prior to entering into a contract | until the correspondence ends, then up to 12 months |
| Performance of an installation, inspection or service contract | contact details, address of the building, contract and invoicing data | Article 6(1)(b) GDPR — performance of a contract | for the duration of the contract |
| Tax and accounting settlements | data from invoices and accounting documents | Article 6(1)(c) GDPR — legal obligation | 5 years from the end of the tax year |
| Handling complaints and warranties, pursuing claims | contract data, documentation of the work performed, correspondence | Article 6(1)(f) GDPR — legitimate interest | until claims become time-barred |
| Ensuring the security and correct operation of the website | IP address, technical browser data in server logs | Article 6(1)(f) GDPR — legitimate interest | server logs: normally up to 30 days, in line with the server configuration at the hosting provider |
Providing data is voluntary, but without a phone number or e-mail address we cannot answer an enquiry, and without registration data we cannot conclude a contract or issue an invoice.
3. Who we share data with
We do not sell data and we do not share it for marketing purposes. Access may only be given to entities that provide the company with services necessary for its operation:
- Website and mail hosting provider — OVH SAS, 2 rue Kellermann, 59100 Roubaix, France (server located in a data centre within the European Union)
- Accounting office — for accounting documents and settlements
- Equipment suppliers and manufacturers — only where necessary to handle a warranty or order parts
- Public authorities — where disclosure is required by law
With every entity processing data on our behalf the company concludes a data processing agreement in accordance with Article 28 GDPR.
4. Transfers outside the European Economic Area
The company does not transfer personal data outside the EEA in its commercial and service activity. The exception is the external technical services used by this website, described in point 7 — if any of them processes data in a third country, this takes place on the basis of standard contractual clauses approved by the European Commission.
5. Your rights
- Access to data — the right to know what data we process and to receive a copy of it
- Rectification — correcting inaccurate data or completing incomplete data
- Erasure — where the data is no longer needed for the purpose for which it was collected
- Restriction of processing — pausing processing while a matter is being clarified
- Objection — to processing based on the company's legitimate interest
- Data portability — receiving your data in a machine-readable format
- Withdrawal of consent — at any time, where processing was based on consent; this does not affect the lawfulness of processing before withdrawal
A request sent to biuro@royal-system.pl is enough. We reply without undue delay and no later than one month from receipt of the request.
You also have the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stawki 2, 00-193 Warsaw, Poland, if you consider that the processing of your data infringes the GDPR.
6. Profiling and automated decisions
We do not profile your data and we do not take decisions about you on a solely automated basis. A quote is prepared by a person, not an algorithm.
7. Cookies and external services
The website uses no marketing or advertising cookies. It does use a few external technical services which, by their nature, see the visitor's IP address — we list them explicitly, because an honest privacy policy calls things by their name.
| Service | Purpose | What it sees |
|---|---|---|
| Fontshare (api.fontshare.com) | loading the typefaces used on the site | IP address and technical browser data when the font files are fetched |
| OpenStreetMap (openstreetmap.org) | map showing the office location on the Contact page — loaded only after you click “Load map” | IP address and technical browser data, only once the map is loaded |
| Analytics and statistics | not used — the site runs no Google Analytics and no other analytics tool | nothing; we do not profile or track visitors |
Cookie settings can be changed in any browser — usually under "Privacy and security". Blocking technical cookies may affect the operation of the form and the map.
8. Data security
The site runs entirely over an encrypted HTTPS connection. Access to the mailbox and to client documentation is limited to people who need it to carry out a job. Paper documents are kept in a locked room at the company's office.
9. Changes to this policy
If the law, the scope of our services or the tools used by the site change, we will update this document and give a new date below. Earlier versions are available on request.
A question about your data?
Write to biuro@royal-system.pl or call — a person answers, not a form.