Privacy Policy

01Data controller

The controller of your personal data within the meaning of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (the “GDPR”) is Voltified Energy sp. z o.o. with its registered office in Kielce, ul. Karola Olszewskiego 6, 25-663 Kielce, entered in the register of entrepreneurs of the National Court Register kept by the District Court in Kielce, 10th Commercial Division of the National Court Register, under KRS number 0001247414, NIP 9592094145, REGON 54499175900000 (the “Controller” or “we”).

To contact the Controller: [email protected], tel. 727 263 730 or in writing to the registered office address.

02Data Protection Officer

The Controller has not appointed a Data Protection Officer (DPO), as the conditions set out in Art. 37 GDPR do not apply. For any matters concerning the processing of personal data and the exercise of your rights, you may contact the Controller directly at [email protected].

03Sources of data

We obtain personal data primarily directly from you — when you fill in the contact form, conclude and perform a contract, correspond with us or contact us by phone. Some technical data is collected automatically when you use the website (cookies, server logs). In justified cases, data concerning the vehicle may come from the entity commissioning the service (e.g. a dealer, lessor or fleet operator).

04Categories of data processed

Depending on your relationship with us, we may process the following categories of data:

• Identification and contact data — first and last name, e-mail address, phone number, mailing address.
• Business data — company name, NIP, address, invoicing details (for business customers).
• Vehicle and battery data — make, model, VIN, technical and diagnostic parameters of the traction battery, necessary to deliver the service and the BHV valuation.
• Transaction data — information about the services ordered, payments and documents issued.
• Technical data — IP address, device identifiers, browser type, data from cookies and server logs.

As a rule, we do not process special categories of data (Art. 9 GDPR). Please do not provide such data in correspondence.

05Purposes and legal bases of processing

• Conclusion and performance of a contract (diagnostics, certification, BHV valuation, battery supply) — Art. 6(1)(b) GDPR.
• Handling enquiries from the form and correspondence — Art. 6(1)(f) GDPR (legitimate interest consisting in providing a response).
• Fulfilment of legal obligations — tax, accounting and archiving — Art. 6(1)(c) GDPR.
• Establishment, exercise or defence of claims — Art. 6(1)(f) GDPR (legitimate interest of the Controller).
• Direct marketing of our own services — Art. 6(1)(f) GDPR; with respect to electronic communication, on the basis of a separate consent (Art. 6(1)(a) GDPR in conjunction with the provisions of the Polish Telecommunications Law and the Act on the Provision of Electronic Services).
• Website statistics and analytics — Art. 6(1)(a) or (f) GDPR.

06Profiling and automated decisions

The BHV indicator and the residual value valuation are calculated using our proprietary algorithm based on the technical parameters of the vehicle. These calculations concern the condition of a thing (the battery), not an assessment of you as a person, and do not constitute automated decision-making producing legal effects concerning you within the meaning of Art. 22 GDPR. The final certificate is prepared with human involvement. We do not carry out marketing profiling producing legal effects.

07Recipients of data

Your data may be disclosed to or entrusted for processing to trusted entities supporting our operations, in particular:

• providers of hosting, e-mail and IT infrastructure services,
• providers of analytics and communication tools,
• accounting firms, tax and legal advisers,
• payment operators and providers of courier and postal services,
• partners involved in the certification process — solely to the extent necessary to deliver the service.

Every processor acts on the basis of a data processing agreement and solely in accordance with our instructions. Data may also be disclosed to public authorities where required by applicable law.

08Transfers outside the EEA

As a rule, we do not transfer data outside the European Economic Area (EEA). Should the use of certain tools involve such a transfer, it will take place only with the appropriate safeguards required by the GDPR (e.g. a European Commission adequacy decision or standard contractual clauses), of which you will be separately informed.

09Data retention period

• Data related to a contract — for its duration and until the limitation period for claims expires.
• Settlement and accounting data — for the period required by law (as a rule, 5 years counting from the end of the tax year).
• Data processed on the basis of consent — until it is withdrawn.
• Data processed on the basis of a legitimate interest — until an effective objection is lodged or the purpose ceases.
• Data from the contact form — until the correspondence is concluded and the legitimate interest ceases.

10Your rights

In connection with the processing of your data, you have the following rights:

• the right to access your data and to obtain a copy of it (Art. 15 GDPR),
• the right to rectification of your data (Art. 16 GDPR),
• the right to erasure of your data — the “right to be forgotten” (Art. 17 GDPR),
• the right to restriction of processing (Art. 18 GDPR),
• the right to data portability (Art. 20 GDPR),
• the right to object to processing (Art. 21 GDPR), including to direct marketing,
• the right to withdraw consent at any time — without affecting the lawfulness of processing carried out before its withdrawal.

To exercise your rights, please contact us at [email protected]. We will respond without undue delay, no later than within one month of receiving your request.

11Voluntary provision of data

Providing data is voluntary; however, in some cases it is necessary to conclude and perform a contract or to respond to an enquiry. Failure to provide the required data may make it impossible to deliver the service. Providing data for marketing purposes is entirely voluntary.

12Data security

We apply appropriate technical and organisational measures ensuring the security of the data processed, proportionate to the risk — including encryption of transmission (TLS), access control and the data minimisation principle. We exercise due diligence to protect data against unauthorised access, loss or destruction.

13Cookies

Our website uses cookies. Detailed information about their types, purposes and how to manage them can be found in our Cookie Policy.

14Changes to the Privacy Policy

We may update this Policy in connection with changes in legislation, technology or the scope of our operations. The current version is always published on the website together with the date of the last update.

15Contact and the right to complain

For matters relating to the protection of personal data, please contact us: [email protected] or in writing to the registered office address.

You have the right to lodge a complaint with the supervisory authority — the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warszawa) — if you consider that the processing of your data infringes the provisions of the GDPR.