§1 Who is the controller of your data?
SYSGROUP SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ (a Polish limited liability company)
ul. Gdańska 119, 85-022 Bydgoszcz, Poland
EU VAT: PL9671432180 · KRS: 0000819054
Email: info@sysgroup.pl
Pursuant to Article 37 GDPR, SYSGROUP Sp. z o.o. has not appointed a Data Protection Officer. Privacy matters are handled directly by the company at the contact address above.
§2 Why this policy matters
This privacy policy explains in clear language what data we collect, why we collect it, how long we keep it, with whom we may share it, and what rights you have.
The document forms an integral part of our service terms. We comply with Regulation (EU) 2016/679 of 27 April 2016 (the "GDPR") and the Polish Personal Data Protection Act.
§3 Core privacy principles
3.1 We respect your privacy
- We collect only the data necessary to provide our services
- We use it solely for the purposes we tell you about
- We apply appropriate security measures
- We never sell your personal data
3.2 Transparency
We always inform you clearly and intelligibly about how we use your data. If you have any questions, we'll answer them.
§4 What data we collect, and why
| Category | Scope | Purpose |
|---|---|---|
| Identification | First name, surname, tax ID | User identification, invoicing, contract performance |
| Contact | Email, phone | Communication, order delivery, customer service |
| Address | Residential / delivery address | Deliveries, accounting documents |
| Technical | IP address, browser | Security, statistics, site optimisation |
§5 Legal bases for processing
- Art. 6(1)(a)Your consent (e.g. newsletter, marketing)
- Art. 6(1)(b)Performance of a contract (order fulfilment, customer service)
- Art. 6(1)(c)Legal obligation (accounting, tax)
- Art. 6(1)(f)Legitimate interest (security, statistics)
§6 How long we keep data
| Category | Retention period |
|---|---|
| Contract performance | Until the contract is completed |
| Accounting records (invoices) | 5 years from the end of the tax year (Polish law) |
| Marketing (consent-based) | Until consent is withdrawn or objection raised |
| Claims defence | Until claims are time-barred (max 10 years) |
§7 Who do we share data with?
Hosting, technical support
Physical deliveries
Online transaction handling
Bookkeeping
Newsletter delivery
Where required by law
§8 Your rights
You can obtain confirmation of whether we process your data and receive a copy.
You can correct inaccurate data or complete incomplete data.
You can request deletion when data is no longer necessary or where you withdraw consent.
You can request restriction of processing in defined situations.
You can receive your data in a machine-readable format for transfer to another controller.
You can object to processing for marketing purposes.
Where processing is based on consent, you can withdraw it at any time.
You can complain to the Polish supervisory authority (UODO, ul. Stawki 2, Warsaw) if you believe we infringe the GDPR. EU residents may also contact their local supervisory authority.
Email info@sysgroup.pl or write to ul. Gdańska 119, 85-022 Bydgoszcz, Poland. We respond within 30 days.
§9 Cookies
9.1 What cookies are
Cookies are small text files that websites place on your device. They can help remember preferences, analyse traffic, ensure security and personalise content. This site does NOT set any cookies and uses no analytics trackers.
9.2 Cookie categories (for reference)
9.3 Managing cookies in your browser
Even though we don't set any, you can manage cookies in your browser settings:
§10 Social media plugins
This site does NOT use social media plugins (e.g. Facebook, Instagram, X/Twitter, LinkedIn). Any social links are plain HTML and load no third-party scripts.
§11 Security
We take all reasonable measures to protect your personal data against unauthorised access, accidental loss, destruction or unlawful disclosure.
All site traffic is encrypted with TLS.
Servers are protected by current security baselines and active monitoring.
Only authorised personnel can access personal data.
We review our systems and controls on a recurring basis.
§12 Transfers outside the EEA
In standard operations we do not transfer data outside the European Economic Area. We use infrastructure and subprocessors located in the EU/EEA. Should such a transfer become necessary, we apply appropriate safeguards:
- SCCStandard Contractual Clauses — approved by the European Commission
- ECAdequacy decisions — of the European Commission for specific countries
- GDPR VOther mechanisms — in line with Chapter V of the GDPR
§13 Changes to this policy
We may update this privacy policy. We will announce material changes via a notice on the website or, where we hold your address, by email.
The version published on the website at any given time is the binding version.
§14 Contact
For any data protection matters, you can reach us at: