PRIVACY POLICY

Version dated 07.05.2026

1. Introduction

Robomatica Sp. z o.o. (“Robomatica” or “we”) treats the protection of personal data as a foundation of how we work with our clients, business partners and visitors to our website. This document explains how we collect, use and protect personal data, as well as the rights available to data subjects.

This Privacy Policy fulfils the information obligation set out in Article 13 and Article 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (“GDPR”), in respect of data obtained directly from the data subject as well as data obtained from other sources, in particular in B2B relationships.

2. Data Controller

The controller of personal data is:

Robomatica Sp. z o.o.
ul. Żelazna 51/53, 00-841 Warsaw, Poland
KRS: 0001231417, kept by the District Court for the Capital City of Warsaw in Warsaw, 13th Commercial Division of the National Court Register
NIP: 5273211773, REGON: 544348414
Contact for personal data matters: info@robomatica.eu

3. Data Protection Officer

Robomatica has not appointed a Data Protection Officer, as the conditions for mandatory appointment under Article 37 GDPR are not met. For all data protection matters, please contact us at the email address indicated in section 2.

4. Definitions

GDPR – Regulation (EU) 2016/679;
Personal Data – information about an identified or identifiable natural person within the meaning of Article 4(1) GDPR;
User – a natural person visiting Robomatica’s website or using the contact form;
Website – the website operated by Robomatica;
Processing – any operation performed on personal data, including collecting, recording, storing, modifying, sharing and erasing.

5. Scope of processed data

We process only the data necessary to achieve a specific purpose. In practice, this may include:

data provided by the User in the contact form, such as name, email address, phone number, company name, position, industry and the content of the inquiry;
correspondence data shared during email exchanges, phone calls, meetings, industry events or via business communication channels;
technical data related to the use of the Website, such as IP address, online identifiers, browser type, operating system, approximate location, dates and times of visits, and information about activity on the Website – within the scope resulting from cookie settings and analytical tools;
B2B relationship data, in particular contact details of representatives of clients, prospects, partners, distributors, suppliers and other counterparties.

6. Sources of data

Personal data may be obtained directly from the data subject – for example through the contact form, an email message, a phone call, a meeting or by exchanging a business card.

In B2B relationships, data may also be obtained from other sources, such as publicly available company websites, business registers, industry portals, LinkedIn, recommendations from business partners, attendee lists for events or trade fairs, and from the data subject’s employer or co-worker. In such cases, we typically process business-related data: name, position, company name, business email address, business phone number and information regarding the business relationship.

7. Purposes and legal bases of processing

We process personal data for the following purposes:

handling inquiries submitted via the contact form, email, phone or any other communication channel – where the inquiry is aimed at concluding a contract, the basis is Article 6(1)(b) GDPR; in other cases, the basis is Article 6(1)(f) GDPR, i.e. our legitimate interest in handling correspondence and providing responses;
maintaining business relationships with clients, prospects, partners and counterparties – Article 6(1)(f) GDPR, i.e. our legitimate interest in developing our business and sustaining B2B contacts;
direct marketing of our own products and services – Article 6(1)(f) GDPR, i.e. our legitimate interest; where commercial information or direct marketing is delivered by email, phone or similar means of communication, only after obtaining the required consent in accordance with Article 398 of the Polish Electronic Communications Law of 12 July 2024;
sending newsletters or marketing communications requiring consent – Article 6(1)(a) GDPR and the consent required under Article 398 of the Polish Electronic Communications Law;
analytics, statistics and improvement of the Website – for analytical cookies, based on the User’s consent under Article 6(1)(a) GDPR and the relevant provisions of the Polish Electronic Communications Law concerning the storing of and access to information stored on a User’s terminal device;
advertising and remarketing activities, where such tools are active on the Website – based on the User’s consent under Article 6(1)(a) GDPR and the relevant provisions of the Polish Electronic Communications Law;
compliance with legal obligations imposed on Robomatica – Article 6(1)(c) GDPR, in particular tax and accounting obligations;
establishing, exercising or defending legal claims – Article 6(1)(f) GDPR, i.e. our legitimate interest.

8. Use of AI-based tools

Robomatica may use tools based on artificial intelligence (AI) to handle inquiries and to support internal analytical processes. This applies in particular to initial review of inquiries, classification of messages, drafting initial responses, and creating internal notes and summaries.

When using AI tools, Robomatica applies the following principles: personal data is not used to train publicly available AI models of third-party providers; we use only configurations of AI tools that contractually exclude the use of data for model training; any material decision in the relationship with a client is taken by a human, with AI tools serving only as support.

Robomatica does not take decisions affecting Users that are based solely on automated processing, including profiling, that would produce legal effects concerning them or similarly significantly affect them.

9. Retention periods

data submitted via the contact form or correspondence – for the time required to respond and close the matter, and then for up to 24 months for archiving, retention of contact history and protection against potential claims;
data processed on the basis of consent – until consent is withdrawn, unless another legal basis for further processing applies;
data processed in connection with a contract – for the duration of the contract and for the period required by law, in particular five years from the end of the year in which the tax obligation arose;
data related to legal claims – until the limitation period for such claims expires;
technical, analytical and cookie-related data – for the period indicated in the Cookie Policy or in the settings of the relevant tool.

10. Recipients of data

Personal data may be shared with the following categories of recipients, only to the extent necessary to fulfil the purposes described:

hosting provider – Hostinger International Ltd., for the operation of the Website;
email and office software provider – Google Workspace / Google Ireland Limited;
traffic measurement provider – Google Analytics 4 / Google Ireland Limited;
anti-spam tool for protecting forms – Google reCAPTCHA, where active;
providers of B2B advertising and remarketing tools – Meta Pixel (Meta Platforms Ireland Ltd.) and LinkedIn Insight Tag (LinkedIn Ireland Unlimited Company), where active and where the User has provided the required consent;
providers of AI-based tools used to assist with handling correspondence and internal processes – in a configuration that excludes the use of data for model training;
providers supplying Robomatica with accounting, legal, tax, advisory, IT and administrative services;
public authorities – where their right to request data follows from the law.

Entities processing data on our behalf operate on the basis of data processing agreements compliant with Article 28 GDPR.

11. Transfers outside the European Economic Area

Some of the tools we use, or may use, are provided by entities belonging to international corporate groups, in particular providers based in the USA. As a result, in certain cases data may be transferred outside the European Economic Area.

Where such a transfer occurs, it takes place only where there is an appropriate legal basis – in particular an adequacy decision of the European Commission (e.g. the EU-U.S. Data Privacy Framework), Standard Contractual Clauses approved by the European Commission, or another mechanism provided for in the GDPR.

Data subjects may request additional information about the safeguards applied to a given transfer by contacting us at info@robomatica.eu.

12. Rights of data subjects

In connection with the processing of personal data, the following rights are available:

right of access to your data and the right to obtain a copy of it;
right to rectify your data;
right to erasure of your data;
right to restriction of processing;
right to data portability;
right to object to processing based on legitimate interest, including direct marketing;
right to withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal;
right to lodge a complaint with the President of the Personal Data Protection Office (PUODO), ul. Stawki 2, 00-193 Warsaw, Poland.

To exercise these rights, please contact us at info@robomatica.eu. We will respond without undue delay and in any case within one month of receiving the request, unless the GDPR allows this period to be extended.

13. Voluntary nature of providing data

Providing personal data is voluntary, although in some cases it is necessary in order to use a specific function of the Website – for example to handle an inquiry submitted via the contact form, prepare an offer or schedule a meeting. Failure to provide the data may make it impossible to fulfil the relevant purpose.

14. Data security

We implement appropriate technical and organisational measures to safeguard personal data against unauthorised access, loss, destruction or alteration. These include in particular the use of TLS encryption for data in transit, access controls based on the principle of least privilege, regular backups, and organisational procedures restricting access to data.

15. Cookies

Detailed rules on the use of cookies and similar technologies are set out in a separate document – the Cookie Policy.

16. Microsoft Clarity

We use Microsoft Clarity, a web analytics service provided by Microsoft, to better understand how users interact with our website. Clarity collects behavioral data such as page views, clicks, scroll activity, session recordings, device information, and anonymized usage patterns to help us improve website functionality and user experience.

Microsoft Clarity may use cookies and similar technologies to collect this information. The data collected does not intentionally identify individual users.

For more information about how Microsoft processes data, please visit: https://privacy.microsoft.com/en-us/privacystatement

17. Changes to this Privacy Policy

This Privacy Policy may be updated in response to changes in legislation, technology, the tools used on the Website or the scope of services provided. The current version of the Policy is always available on the website.

18. Contact

For all matters relating to the protection of personal data, please contact us at: info@robomatica.eu, Robomatica Sp. z o.o., ul. Żelazna 51/53, 00-841 Warsaw, Poland.