Giftmart Privacy Policy

1. Who is responsible for your data?

The controller is KARALEU SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ, ul. Długa 5, 85-034 Bydgoszcz, Poland, KRS 0000869414, NIP 9671440854, operating under the Giftmart brand.

For personal-data matters, email info@giftmart.pl, call +48 797 909 710 or write to the address above.

2. What data do we process?

• Contact details: company name, your name, email address and a telephone number if you choose to provide one.
• Enquiry information: selected products and variants, quantities, requested deadline, project description, notes and information supplied in correspondence.
• Branding materials: an optional logo or artwork file and information about it. A file may contain personal data if it identifies an individual.
• Technical and administration data: the date and information needed to handle the enquiry, IP address, and connection and security information. Search text and filters may appear in the page address, browser history and server logs.

Only provide information needed for a quotation. Do not send health information, identity documents or other unnecessary sensitive data. If you provide another person’s data, ensure you have a basis for doing so and that they have received the relevant information.

3. Why do we process data and on what basis?

• Preparing a quotation and performing a contract: Article 6(1)(b) GDPR when you act in your own name as an individual.
• Business-representative contact and correspondence: Article 6(1)(f) GDPR. Our legitimate interest is conducting business communication and responding to the enquiry.
• Legally required accounting and order records: Article 6(1)(c) GDPR, within the scope of the applicable legal obligations.
• Displaying the catalogue, operating the quotation list, security and legal claims: Article 6(1)(f) GDPR. Our legitimate interests are providing the website’s functions, preventing abuse and establishing, exercising or defending legal claims.

Acknowledging this policy in the form is not marketing consent. Sending an enquiry does not subscribe you to a newsletter.

4. What happens to an enquiry and logo?

We save the enquiry in the website’s private area and send a notification to info@giftmart.pl. The owner and authorised KARALEU employees can access enquiries.

An attached logo is processed temporarily on the server and attached to the email. It is not added to the public image library. The enquiry record retains information about the file rather than its original. If the email cannot be sent, we may ask you to send the logo again.

At the quotation stage, we do not share enquiries or files with external designers or printers.

5. Where is data processed and who may access it?

We store enquiries, logos and artwork in email and on the company computer. Enquiries submitted through the form are also saved in the website’s private area, as described in section 4.

• dhosting.pl — website and database hosting.
• domena.pl — the info@giftmart.pl email service.

These providers may process data as necessary to deliver their services.

According to dhosting.pl, the provider manages its own servers, uses Atman data-centre infrastructure and does not use further processors for the data entrusted to it.

6. How long do we keep data?

Enquiries that do not lead to an order: 12 months from receipt, including associated logos and artwork. This period covers enquiry handling in our systems, email and company working copies.

Orders: we keep data needed to perform the contract during fulfilment. Required accounting documents are retained for the applicable statutory period, and data necessary for legal claims until the relevant limitation period ends. This applies only to the necessary data.

Technical data and backups: dhosting.pl makes server logs from the last month available and retains backups of files and databases from the last 7 days. Backups are stored on external servers. During their technical retention period, backups may contain data deleted from the active system.

7. Browser storage, cookies and catalogue images

To preserve your quotation list, we save selected products, variants, quantities and attributes on your device. This does not include contact details, enquiry notes or your logo file. The list stays in the same browser without an automatic expiry and does not synchronise itself between your phone and computer.

You can remove list items or clear site data in your browser settings. Submitted items are subtracted once the enquiry is saved. Blocking local storage may limit list persistence between visits. WordPress also uses technical cookies for administration-area login.

Product images may load from midocean and PF Concept servers. Their operator receives technical connection data, including your IP address and browser information. Loading an image does not send your enquiry fields or logo.

8. Links and contact through external services

Instagram, Telegram and WhatsApp are available through ordinary links. When you follow a link or start a conversation there, you use that service and its privacy arrangements. Such correspondence is not sent through the Giftmart form. Check the service’s policy before sharing data with it.

9. Processing outside the European Economic Area

Using the external services described in sections 7 and 8 may involve processing outside the European Economic Area. dhosting.pl has confirmed that data stored within our hosting service is not transferred outside the EEA. This confirmation concerns hosting and does not cover the separate services listed in sections 7 and 8.

10. What are your rights?

Subject to the GDPR’s conditions, you can request access and a copy of your data, rectification, erasure or restriction of processing. Portability applies to relevant data processed automatically on the basis of a contract or consent.

You can object to legitimate-interest processing on grounds relating to your particular situation. If a separate activity is based on consent, you can withdraw it without affecting the lawfulness of earlier processing.

Email info@giftmart.pl. We may ask for information needed to verify your identity and locate your data. We respond without undue delay, normally within one month. Where complexity or the number of requests justifies an extension of up to two further months, we will explain the extension and its reason during the first month.

You can complain to the President of Poland’s Personal Data Protection Office or another competent supervisory authority.

11. Do you have to provide data?

Providing data is voluntary. However, the form requires a company name, your name and a valid email address to handle and quote the enquiry. Without them, the form cannot be submitted. Telephone, deadline, notes and logo are optional. Data required for a later contract or accounting will be identified at the relevant stage.

12. Automated decisions and updates

The quotation workflow does not use profiling or solely automated decisions that produce legal or similarly significant effects. Anti-spam protection may restrict form submission; you can then contact us by email or telephone.

We will update this policy when our processing changes. The version date identifies when the current information was prepared.