Privacy Policy

Privacy Policy exa365.com

Effective Date: February 18, 2025​

This Privacy Policy describes how exa365.com (hereinafter "we", "us", "our website") collects, uses, and protects the personal data of users (hereinafter "you", "User") using our website. We care about your privacy and make every effort to ensure that your personal data is processed in accordance with applicable regulations, including the General Data Protection Regulation (GDPR).

1. Data Controller

The controller of your personal data is:

JMK Technologie, NIP: PL6812020266 with its registered office at: Rudnik 66, 32-410 Dobczyce, Poland

2. What personal data do we collect?

We collect the following categories of personal data:

  • Identification and contact data: First name, last name, email address, telephone number, company name (if applicable), position (if applicable), other contact details provided in contact forms.
  • Website usage data: IP address, browser type, operating system, login data, pages visited, time spent on the website, clicks, demographic data and interests (anonymous and aggregated, collected using Google Analytics and Google Ads).
  • Conversion data: Information about submitted contact forms (including personal data provided in the form and conversion information tracked using Google Ads, including potentially hashed contact data such as email address and telephone number, as part of Enhanced Conversions for Leads).

3. Purposes and legal bases for data processing

We process your personal data for the following purposes and on the following legal bases:

  • Provision of services and response to inquiries: Based on Article 6(1)(b) GDPR (processing is necessary for the performance of a contract or to take steps at the request of the data subject prior to entering into a contract) - to respond to your inquiries submitted via contact forms, present offers, process orders, and provide services.
  • Direct marketing: Based on Article 6(1)(f) GDPR (legitimate interest of the controller) - to inform you about our products, services, promotions, and news, including personalized marketing (profiling), or based on your consent (Article 6(1)(a) GDPR), if required by law (e.g., email marketing). You have the right to withdraw your consent to direct marketing at any time.
  • Website improvement and analysis: Based on Article 6(1)(f) GDPR (legitimate interest of the controller) - to analyze website traffic, statistics, optimize the website, tailor content to user needs, and ensure website security.
  • Conversion tracking in Google Ads (Enhanced Conversions for Leads): Based on Article 6(1)(f) GDPR (legitimate interest of the controller) - to measure the effectiveness of Google Ads campaigns, optimize campaigns, and deliver personalized advertising. For this purpose, as part of the Enhanced Conversions for Leads feature, we may transfer hashed contact data (email address, telephone number) provided by you in contact forms at the time of form submission to Google. This data is used by Google solely to match conversions to ad clicks and is not used for other purposes. Data processing within Enhanced Conversions for Leads is carried out in accordance with the​ Google Ads Data Processing Terms.

4. Sharing of personal data

We may share your personal data with the following categories of recipients:

  • Data processors acting on our behalf (processors): IT service providers, hosting providers, marketing service providers, analytical tool providers (e.g., Google Analytics, Google Ads), CRM and ERP system providers (Odoo). We ensure that all our data processors guarantee an adequate level of personal data protection.
  • Google: To the extent of data processed within Google Analytics and Google Ads, including Enhanced Conversions for Leads. Data processing by Google is carried out in accordance with the Google Privacy Policy and Google Ads Data Processing Terms.
  • Public authorities: If we are required to do so by law.

5. Transfer of personal data to third countries

In connection with the use of Google services (Google Analytics, Google Ads), your personal data may be transferred outside the European Economic Area (EEA), including to the United States. We ensure that data transfer takes place in accordance with applicable regulations, based on appropriate legal mechanisms, such as Standard Contractual Clauses approved by the European Commission.

6. Security of personal data

We implement appropriate technical and organizational measures to ensure the security of your personal data and protect it against unauthorized access, loss, destruction, or alteration. We use, among other things, data encryption, access control, regular security updates, and staff training.

7. Retention period of personal data

The retention period of your personal data depends on the purpose of processing:

  • Data processed for the purpose of providing services and responding to inquiries: We store it for the period necessary to provide the service, respond to the inquiry, and then for the period of limitation of claims.
  • Data processed for marketing purposes: We store it until you withdraw your consent to marketing or object, but no longer than for a period of 5 years from the date of their collection, unless the law requires a longer retention period.
  • Data collected for analytical and statistical purposes: We store it for a period of 3 years or until the analytical tools are deactivated.
  • Data processed as part of Enhanced Conversions for Leads: They are stored by Google in accordance with their data retention policy. We store contact form data in accordance with general data retention principles.

8. Your rights

You have the following rights related to the processing of your personal data:

  • Right of access to data: The right to obtain information on whether we process your personal data, and if so, the right to obtain a copy of the data and information about the processing.
  • Right to rectification: The right to request the rectification of incorrect personal data or the completion of incomplete data.
  • Right to erasure ("right to be forgotten"): The right to request the erasure of personal data in certain situations (e.g., when the data are no longer necessary for the purposes for which they were collected, when you withdraw consent to processing).
  • Right to restriction of processing: The right to request the restriction of processing of personal data in certain situations (e.g., when you contest the accuracy of the data, when the processing is unlawful).
  • Right to object: The right to object to the processing of personal data, including to direct marketing and profiling.
  • Right to data portability: The right to receive, in a structured, commonly used, machine-readable format, the personal data you have provided to us, and the right to transmit this data to another controller (if the processing is based on consent or contract and is carried out by automated means).
  • Right to withdraw consent: If we process personal data based on your consent, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out on the basis of consent before its withdrawal.
  • Right to lodge a complaint with a supervisory authority: You have the right to lodge a complaint with the President of the Personal Data Protection Office if you believe that the processing of your personal data violates the provisions of the GDPR.

9. Cookies and tracking technologies

Our website uses cookies and other tracking technologies for analytical, statistical, marketing purposes and to ensure the proper functioning of the website. Detailed information on cookies and tracking technologies can be found in our Cookie Policy.

10. Changes to the Privacy Policy

We reserve the right to change this Privacy Policy. We will inform Users of any changes by publishing a new version of the Privacy Policy on our website. We encourage you to review the Privacy Policy regularly.

11. Contact

If you have any questions regarding this Privacy Policy or the processing of personal data, please contact us at: privacy@exa365.com