Privacy Policy

PRIVACY POLICY 

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This privacy policy (hereinafter: "Privacy Policy") sets out the rules for the processing of personal data by Zencal sp. z o.o. Capitalized terms have the meaning given to them in the Terms and Conditions. Whenever the word "we" is used in this document, it shall mean Zencal sp. z o.o.

‍Personal data controller‍

The controller of your personal data is Zencal sp. z o.o. with its registered office in Kraków, ul. Mogilska 65, 31-545 Kraków, entered in the Register of Entrepreneurs of the National Court Register kept by the District Court for Kraków Śródmieście in Kraków, XI Economic Division of the National Court Register under KRS number: 0000990807, NIP: 6751770090, share capital: PLN 5,000.00.

We comply with the data protection requirements of generally applicable legislation and, in particular, with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (hereinafter: "GDPR").

You can contact us via:

  • postal address: Zencal sp. z o.o., ul. Mogilska 65, 31-545 Kraków;
  • e-mail address: hello@zencal.io;
  • the contact form on the Website and in the User Account;
  • chat available on the Website and in the User Account.

In the case of the personal data of Participants and/or members of the User's team, the controller of their personal data is the User, while Zencal sp. z o.o. acts as a processor. It is the User, in each case, who decides on the purpose and manner of data processing and sets the retention periods of personal data individually. At the same time, we draw your attention to the fact that to the extent that the information concerning the persons referred to in the preceding sentence, which is processed by us in connection with the use of tracking tools (in particular cookies), constitutes personal data - Zencal sp. z o.o. will be the controller of such a person's personal data.

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Scope of personal data, purposes, the legal basis for processing, and retention periods‍

  1. Entering into, performance, and settlement of the agreement for the provision of services 

We may process the following personal data for the purpose of entering into, performing, and settling an agreement (including the assertion of any contractual claims): identification data (name, surname, company), address data, tax identification number (e.g. NIP), e-mail address, telephone number and other data provided by you. 

Legal basis:

In the case of persons representing legal persons and organizational entities without legal personality, the personal data controller’s legitimate interest in being able to verify that the representatives are authorized to enter into an agreement and to contact Users acting through their representatives (Article 6(1)(f) of the GDPR).

In the case of natural persons, including sole traders - a necessity for the performance of the agreement (Article 6(1)(b) of the GDPR). 

With regard to data facilitating the performance of the agreement, including communication with the User (not necessary for the performance of the agreement) - the personal data controller's legitimate interest in maintaining contact with Users (Article 6(1)(f) of the GDPR). 

With regard to the fulfillment of the personal data controller’s obligations under the law, including but not limited to tax and accounting legislation - necessary to fulfill the personal data controller’s legal obligation (Article 6(1)(c) of the GDPR).

Storage period: For the purpose of entering into, performing, and settling an agreement for the provision of services (including the assertion of any contractual claims), your data will be processed for the duration of the agreement and for 3 years from the date of its termination. In order to comply with our tax and accounting obligations, your data will be stored for 5 years from the end of the financial year from which the invoice in question originates.

  1. Creation and maintenance of a User Account

In order to create and maintain a User Account, we may process the following personal data: first name and surname, profile picture, and e-mail address; when logging in with Facebook: first name, surname, gender, and profile picture; when logging in with Google: first name, surname, profile picture, an e-mail address; when logging in with Outlook: username, e-mail address.

Legal basis: Necessity for the performance of the agreement (Article 6(1)(b) of the GDPR).

Storage period: In order to create and maintain your User Account, your data will be processed for 7 days after you request the deletion of your User Account.

  1. Marketing of the personal data controller’s products and services

For the marketing of our products and services, including the sending of newsletters, we may process the following personal data: name, surname, e-mail address, telephone, company, and other data obtained from publicly available sources.

Via Google Analytics: Google Analytics cookies (data related to your device and browser, IP address, and your activities on the Website or the Zencal platform), advertising identifiers (cookies related to Google advertisements), and IP address.

Via HotJar: HotJar cookies (data related to your device and browser, IP address, and your activities on the Website or the Zencal platform), advertising identifiers, and IP address.

Via MailerLite: e-mail address and IP address. 

In order to market our products and services, we also use social media (Facebook, Instagram, LinkedIn, and Vimeo). We then process the data you have shared when using these social media (e.g. your ID, photo, posts, comments, and likes).

The rules for the processing of personal data by the personal data controllers of the aforementioned social networks can be found at the following links:

Legal basis: the personal data controller's legitimate interest in marketing its own products and services (Article 6(1)(f) of the GDPR). 

Storage period: Your data will be processed until you either withdraw your consent to receive marketing communications or object to the processing of your data for this purpose unless we decide beforehand to stop sending you such communications. 

  1. Contact via e.g. chat and contact forms 

We may process the following personal data in order to respond to the questions you ask in the chat and/or contact form: name, surname, company name, e-mail address, telephone number and other data you indicate in your message. 

In order to send you an e-mail regarding your failure to complete the User Account setup process, we may process your e-mail address. 

Legal basis: The personal data controller's legitimate interest in maintaining contact with customers (Article 6(1)(f) of the GDPR).

Storage period: Your data will be processed for a period of time that allows us to maintain continuous correspondence with you. After this period, once your data has been archived, we may process it for the purpose of establishing, investigating, and/or defending against claims, for the period indicated in para. 5 below.

  1. Establishing, pursuing, or defending against claims 

In order to protect our interests if a dispute arises between us and you, we may process your personal data as indicated in the points above.

Legal basis: Legitimate interest to protect our interests in the event of a potential dispute at the judicial and/or pre-court stage (Article 6(1)(f) of the GDPR).

Storage period: Until the statute of limitations for the claim, or until the possibility of an administrative fine has expired.

How do we obtain personal data?‍

  1. We only have direct access to personal data that you have provided to us directly or that was provided to us by the User (in the case of members of User’s team and/or Participants invited to a meeting by the User) and/or a Participant who has arranged a meeting with the User through Zencal. Some of the information about you, which may (but need not) be considered personal data, is processed by us through the use of tools with similar functions to cookies, provided to us by third-party providers.
  2. We may also have access to data that may (although not necessarily) be personal information. In order to maintain, improve and develop our products and services and to tailor some of the content you see on the Zencal platform to your preferences, we use the information received through tools with similar functions to cookies, provided by third parties. This may include information such as the identifiers of the mobile devices you use, the language of your device, the time you open the application, and other data you have provided to the entity that owns the tool you use (see below for more details on tracking tools). The provision of this data is voluntary and does not affect your ability to use our services and products. The rules for sharing the data in question are laid down by the owners of such tools (see below for more details on tracking tools).

Tracking tools‍

We use several of the tracking tools listed below, but none of them allow us to identify you and we do not attempt to link this information to your personal data. At the same time, through a dedicated tool used to manage cookies, among other things, we allow you to decide whether we use certain tracking tools.

We use Google Analytics provided by Google Ireland Limited, which performs similar functions to cookies. In order to maintain, improve and develop our products and services and to tailor some of the content you see on the Zencal platform and/or Website to your preferences, we use the information provided by Google Analytics. The information in question may be the identifiers of the mobile devices you use, the language of your device, the time you open the application, and other data you have provided to Google. 

We use HotJar provided by Hotjar Limited, which allows us to track traffic to our Website and the Zencal platform and thus see which features are more attractive and which are not popular. Through HotJar, we have access to information such as the operating system and web browser you are using, the pages you view within the Zencal platform and the Website, your browsing time, the source from which you navigate to our Website and/or Zencal platform, the buttons you click on. 

Information and rules for Google Analytics and HotJar can be found here:

We use the Facebook Pixel tool provided by Facebook Inc. to target advertisements to you on Facebook. Facebook Pixel automatically collects information about your use of Zencal and the Website. The information referred to in the previous sentence is transmitted to Facebook servers, which may also be located outside the European Economic Area (in particular in the USA).
Please note that the information referred to above may be combined by Facebook with other information relating to you collected by Facebook as part of your use of Facebook. We have no control over these activities and they are independent of us.

You can find more information on data processing by Facebook at: www.facebook.com/privacy/explanation.
You will find useful information on how to manage your privacy settings on Facebook at: www.facebook.com/ads/settings.

Categories of recipients of personal data‍

For the purposes mentioned above, and in particular, to enable you to use our products and services, your data may be shared with our trusted partners.

We only share data that is necessary to achieve the processing purposes indicated above and only for the fulfillment of these purposes. We ensure that the sharing of your data with third parties is carried out in compliance with the security rules provided by law (in particular the GDPR) as well as in accordance with the provisions of Privacy Policy.

Your personal data may be processed by entities such as:

  • all members of the User's team with whom the Participant has arranged a meeting through Zencal and/or has been invited to meet with the such team through Zencal;
  • providers of legal and/or accounting services;
  • postal operators;
  • providers of hosting and/or cloud computing services;
  • e-mail service providers;
  • payment processors;
  • authorities and/or entities entitled under applicable law to access personal data, in accordance with the provisions of applicable law;
  • Software as a Service provider, enabling us to communicate with you and to communicate internally, to manage projects and tasks, and to maintain and maintain contact with you;
  • third-party providers of services with which you have integrated your User Account;
  • providers of tools that perform similar functions to cookies.‍

The exact list of entities that are recipients of your personal data can be found here.

Recipients of personal data outside the European Economic Area‍

In connection with the use of our services and/or the integration of our products with tools provided by third-party providers (e.g. Apple Calendar, Google, Outlook), your personal data may be transferred outside the European Economic Area (EEA) to entities such as. Apple Inc., DigitalOcean LLC, Facebook, Inc., Google LLC, HubSpot, Inc., Microsoft Corporation, Slack Technologies, Inc, Stripe, Inc., Twilio, Inc., Zoom Video Communications, Inc.

We transfer personal data to recipients outside the European Economic Area (so-called third-country recipients) under the terms of Chapter V of the GDPR. Accordingly, the transfer of your personal data to a third country may take place through the following legal mechanisms:

  • Standard contractual clauses - we transfer personal data to entities outside the EEA that have committed to applying standard contractual clauses and provide an adequate level of protection for the personal data received. The European Commission's decision on standard contractual clauses is currently in force, i.e. Decision 2021/914 of 4 June 2021. The text of the decision is available on the Database of European Union legislation at http://eur-lex.europa.eu;
  • Performance of an agreement - in certain, exceptional cases, where the third-country recipient of the data has not committed itself to the standard contractual clauses, your data may be transferred if this is necessary for the performance of the agreement between you and Zencal sp. z o.o. and/or for the implementation of pre-contractual measures taken at your request;
  • Your consent - if none of the above grounds for transferring data to a recipient outside the EEA apply, we will only transfer your data to a third-country recipient if you have given your express consent. However, please be advised that if this is the case, there is a risk that your personal data will not be adequately protected in connection with the transfer to a recipient outside the EEA.

Rights of the data subject‍

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

  • The right of access to personal data - you have the right to obtain information on, inter alia, what personal data is processed by us, for what purposes, to whom it is made available, for how long it is processed (or based on what criteria this time period is determined), etc; 
  • Right to rectification and completion of personal data - you can request rectification of your data if it is incorrect and completion of incomplete personal data;
  • Right to erasure of personal data - you can request the immediate erasure of your personal data if:
  • personal data are no longer necessary for the purposes for which they were collected or otherwise processed,
  • consent to the processing of personal data has been effectively withdrawn,
  • you have objected to the processing of your personal data for marketing purposes,
  • you have objected to the processing (including through profiling) of your personal data based on a legitimate interest pursued by the personal data controller through a third party, unless there are compelling legitimate grounds on the part of the personal data controller for the processing of your personal data overriding your interests, rights, and freedoms or there are grounds for the establishment, exercise or defense of claims;
  • The right to restrict the processing of personal data - you can request the restriction of the processing of personal data when:
  • you contest the accuracy of personal data - for a period of time to allow you to verify the accuracy of the contested data,
  • in your opinion, the processing is unlawful and you object to the erasure of your personal data, requesting a restriction on its use instead,
  • your personal data are no longer necessary for the purposes of the processing, but you need them to establish, assert or defend your claims,
  • you have objected (under Article 21(1) of the GDPR) to the processing - until such time as it is determined whether the legitimate grounds on the part of the personal data controller prevail over the grounds for your objection;

If you have requested a restriction of the processing of your personal data, we will refrain from processing your data except for storage and/or in order to establish, assert or defend a claim, and/or to protect the rights of another natural and/or legal person, and/or for compelling reasons of public interest of the European Union and/or a Member State. You will be informed before the restriction of the processing of your personal data is lifted.

  • right to data portability - you can request your personal data to be issued in a structured, commonly used machine-readable format and to be sent to another personal data controller. The above applies when data is processed on the basis of consent (Article 6(1)(a) of the GDPR) and/or on the basis of an agreement (Article 6(1)(b) of the GDPR) and when processing is carried out by automated means;‍
  • The right to object to processing - if the legal basis for processing your data is the legitimate interest of the personal data controller (Article 6(1)(f) of the GDPR) you can object to the processing of your personal data;‍
  • The right to withdraw consent - you may withdraw your consent to the processing of your personal data at any time, which will not affect the lawfulness of the processing carried out on the basis of consent before its withdrawal;
  • The right to lodge a complaint with the President of the Personal Data Protection Authority - in the event of a breach by us in relation to the processing of your personal data, you may lodge a complaint with the relevant authority. Details of how to lodge a complaint with the President of the Data Protection Authority can be found at: https://uodo.gov.pl/pl/p/kontakt. ‍

You may submit any requests for the exercise of your rights to us at the e-mail and/or postal address indicated at the beginning of this document, and/or by any other means of your choice.

Cookies‍

In order to facilitate your use of the Zencal platform and the Website and to monitor your use of the Zencal platform and the Website, we use cookie technology, which is information that our server saves and sends to the web browser you are using and that we receive from that web browser, on your subsequent visits to the Zencal platform or the Website.

We use three types of cookies: 

  • Session files - temporary files, stored on your device until you log out, leave the Website and/or Zencal or close your web browser;
  • Permanent - stored on your device as a user of the Website and/or Zencal for the time specified in its parameters and/or until they are deleted by you; 
  • External - files originating from external parties such as advertising servers. These files are stored on your device until you delete them unless the external entity has set a shorter storage period for these files. 

It is not excluded that in certain situations the information obtained through cookies may be considered personal data, therefore we encourage you to read our Privacy Policy, which describes how Zencal sp. z o.o. processes personal data.

You can deactivate the option to accept cookies in your browser settings at any time. However, this may result in malfunctions in our services. Below are links to information on how to disable cookies in the most popular web browsers: 

https://support.mozilla.org/pl/kb/W%C5%82%C4%85czanie%20i%20wy%C5%82%C4%85czanie%20obs%C5%82ugi%20ciasteczek 

Zencal sp. z o.o. also uses cookie management tools so that you can customize cookies according to your preferences. You can change the rules for sharing information via cookies at any time.

We use cookies for: 

  • to create statistics to help understand the use of the Zencal platform and the Website, in order to improve their content;
  • maintain the session of persons using the Zencal platform and the Website, so that it is not necessary to enter the password and log in each time; 
  • personalization of advertising materials;
  • to generate statistics to help administer the Zencal platform and the Website and to improve the quality of the services offered. These summaries are aggregate in nature and do not contain data identifying visitors to the Zencal platform or the Website. 

Other information

We do not carry out automated decision-making based on your data and we also do not create a profile of you based on your personal data. However, please note that we use tracking tools (described above), which allow us to take certain actions, thanks to the information they collect about you. The activities do not materially affect you, in particular, they do not affect the contractual terms you may enter into with us.

Privacy Policy may be subject to updates and changes. If this is the case, we will take steps to inform you of any such updates and/or changes, e.g. by sending you appropriate notices. Notwithstanding the above, we recommend that you read this page as often as possible.

Privacy Policy was last amended on 26.03.2023

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