Privacy Policy

1. Data Controller

The data controller for your personal data is Canbi sp. z o.o., with its registered office at ul. Samotna 4, 61-441 Poznań, Poland.

Contact: privacy@canbi.pl

2. Information We Collect

We may collect the following categories of personal data:

• Identification data (name, surname, email address)
• Contact data (phone number, mailing address)
• Company data (company name, country, VAT ID / Tax ID)
• Technical data (IP address, browser type, operating system, device identifiers)
• Usage data (how you use our services, system logs)
• Marketing data (communication preferences, consent history)
• Financial and transaction data (for paid services – billing and invoice data)

3. Data Collected in the Registration Form

The form used to express interest in Remanently collects the following data:

• first name,
• last name,
• business email address,
• company name,
• country,
• VAT ID / Tax ID,
• phone number.

Together with the submission we also record proof of document acceptance: the submission reference, the exact date and time of acceptance, the accepted Terms of Service version and the Privacy Policy version, as well as the IP address from which the submission was sent. This data is processed in order to demonstrate compliance and to establish which document wording a given person accepted.

Data submitted via the form may be processed in order to:

• handle the submission,
• identify and verify the company,
• contact the applicant,
• determine the needs of the organisation,
• prepare and enable the appropriate access to Remanently,
• present an offer regarding Remanently services, where related to the submission.

Company data may be verified and supplemented on the basis of the VAT ID / Tax ID in publicly available business registers.

The mandatory checkbox next to the form covers only acceptance of the Terms of Service and confirmation that the Privacy Policy has been read. It is not a marketing consent.

Submitting the form does not automatically create an account or start a paid subscription.

4. Processing Purposes

Your personal data may be processed for the following purposes:

• handling the expression of interest in using Remanently,
• contacting the applicant in connection with the submitted form,
• identifying and verifying the company,
• determining the needs of the organisation and preparing an appropriate scope of access to the Platform,
• preparing and presenting an offer regarding Remanently services,
• creating and operating an Account once a decision to grant access has been made,
• performing the concluded agreement and providing the Services,
• ensuring technical support and the security of the Platform,
• conducting billing and accounting,
• pursuing or defending against claims,
• evidencing the fact and scope of acceptance of the Terms of Service and of having read the Privacy Policy,
• analysing how the Platform is used and improving the quality of the Services,
• carrying out marketing activities or sending commercial information only where an appropriate legal basis for such communication exists.

5. Legal Basis

Personal data is processed in accordance with Art. 6 GDPR, in particular on the basis of:

• Art. 6(1)(b) GDPR — where processing is necessary for steps taken at the request of the data subject prior to entering into a contract, or to perform a concluded contract,
• Art. 6(1)(c) GDPR — where processing is necessary to comply with a legal obligation of the Controller,
• Art. 6(1)(f) GDPR — where processing is necessary for the legitimate interests of the Controller, in particular ensuring the security of the Platform, pursuing and defending against claims, evidencing document acceptance, and developing and improving the quality of the Services,
• Art. 6(1)(a) GDPR — in cases where processing is based on freely given consent.

Submitting the registration form and contact regarding that submission do not require separate marketing consent.

6. Data Recipients and Processors

Personal data may be transferred to entities supporting the Controller in conducting its business and providing the Services, in particular:

• providers of IT infrastructure, hosting and cloud services,
• providers of email, communication and customer service systems,
• providers of analytics and security systems,
• accounting, legal and advisory entities,
• payment service providers, where required in connection with paid Services,
• public authorities or other entities where the obligation to disclose data follows from law.

Where an entity processes personal data on behalf of the Controller, processing takes place on the basis of an appropriate data processing agreement or another required legal basis.

Some data recipients may act as separate controllers where this follows from the nature of the services they provide or from applicable law.

7. Data Transfer Outside EEA

In connection with the use of technology providers, personal data may in certain cases be processed outside the European Economic Area.

Where such a transfer takes place, the Controller applies the mechanisms required by the GDPR, in particular European Commission adequacy decisions, standard contractual clauses or other legally permitted safeguards.

Detailed information on the providers used and the transfer mechanisms applied may be made available on request.

8. Cookies and Tracking Technologies

The Remanently website may use cookies and similar technologies in order to:

• ensure the correct and secure operation of the website,
• remember user settings,
• keep statistics and analyse how the website is used,
• carry out marketing activities and measure their effectiveness, where the user has given the required consent.

Detailed information on the cookies used, the providers involved and the options for managing consents is available in the Cookie Policy and in the consent management tool available on the website.

9. Retention Period

Personal data is retained for the period necessary to achieve the purpose for which it was collected, taking into account applicable law and limitation periods for claims.

In particular:

• data related to a submission and to pre-contractual negotiations may be retained for the period necessary to handle the submission and for the period needed to establish, pursue or defend against any claims,
• data related to the performance of an agreement is retained for its duration and for the period required by law after it ends,
• accounting and tax data is retained for the period resulting from applicable legislation,
• data concerning acceptance of the Terms of Service and document versions may be retained for the period needed to evidence the terms on which the Services were provided,
• data processed on the basis of consent is retained until consent is withdrawn, unless another legal basis for further processing exists,
• technical logs and security data may be retained for the period necessary to ensure the security of the Platform and to analyse incidents.

After the relevant periods elapse, data is deleted, anonymised, or processed only to the extent required by law.

10. Data Subject Rights

You have the right to:

• access your data,
• rectification,
• erasure ("right to be forgotten"),
• restriction of processing,
• data portability,
• object to processing,
• withdraw consent at any time.

To exercise these rights, please contact us at: privacy@canbi.pl.

We will respond within 30 days.

11. Right to Complaint

Every data subject has the right to lodge a complaint with the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, if they consider that processing violates GDPR provisions.

12. Security Measures

The Controller applies appropriate technical and organisational measures intended to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

The scope of the safeguards applied is adjusted to the nature of the data processed, the risk involved in the processing and the technical infrastructure currently in use.

Access to personal data is held only by authorised persons or entities that need such access in order to perform the tasks entrusted to them.

13. Contact

For matters related to personal data protection, please contact: