This policy explains how EXERGY uses personal data when you visit exergy.eco, send us an enquiry or download our materials. Personal data is any information that can identify you, for example your name, email address or IP address.
1. Who is responsible for your data?
The controller of your personal data is:
EXERGY Radosław Andrulewicz
ul. Powstańców Śląskich 32B/4, 45-092 Opole, Poland
VAT EU: PL1990108931
Email: contact@exergy.eco
Phone: +48 888 242 547
We have appointed a data protection officer (DPO). You can contact the DPO and send any question about your data to contact@exergy.eco.
2. Summary
- What we collect: the details you give us in forms and emails and technical data about your visit. Data from analytics and marketing cookies is collected only if you agree.
- Why: to reply to your enquiry, to prepare an offer and to keep the website safe. With your consent, also to see how the website is used and to measure our campaigns.
- Who receives it: our hosting provider and the tools listed in section 6. We do not sell your data.
- Your rights: you can get a copy of your data, have it corrected or deleted and object to its use. You can withdraw your consent at any time.
3. Data you give us
Enquiry form
When you send the form, we receive your name, email address and phone number. You can also give your company name, the topic of your enquiry and a message. The form also records the page where you sent it from. If you came to our website from a Google ad, it records the ad click ID.
We use this data to reply to you and, if you wish, to prepare an offer. The legal bases are:
- Art. 6(1)(b) GDPR: steps that you ask for before a contract, such as an offer;
- Art. 6(1)(f) GDPR: our legitimate interest in answering business enquiries and keeping a record of our contacts with clients.
The name, email address and phone number are required. Without them we cannot reply. All other fields are optional.
The enquiry goes to our mailbox, to our website database and to our customer relationship management (CRM) system, HubSpot. We keep it while we handle your enquiry and while any business relationship that follows lasts. After that we delete it, unless the law requires us to keep it longer, for example for tax or accounting.
Email and phone
When you write to us or call us, we use your details in the same way as an enquiry sent through the form. The legal bases are the same.
Downloads
Some guides and checklists are sent by email after you fill in a short form. The form says what you agree to before you send it. We process this data on the basis of your consent (Art. 6(1)(a) GDPR). We send the material through GetResponse and keep a record in HubSpot. You can withdraw your consent at any time with the link in each email or by writing to us. This does not affect what we did before you withdrew it.
4. Data collected automatically
Server logs
Our hosting provider records technical data about each visit in server logs. These are your IP address, browser type and version, operating system, the page you came from and the time of the request. We use these logs to run the website and to protect it against attacks. The legal basis is our legitimate interest (Art. 6(1)(f) GDPR). We do not combine this data with other sources. The hosting provider keeps the logs for a limited time and then deletes them.
Protection of forms
Our forms use Cloudflare Turnstile to check that a person, not a bot, sends them. Turnstile processes your IP address and technical data about your browser. The legal basis is our legitimate interest in protecting the website against spam and attacks (Art. 6(1)(f) GDPR).
5. Cookies and your consent
Cookies are small text files that a website saves in your browser. Some are needed for the website to work. Others are used only if you agree to them in the cookie banner.
- Necessary cookies: they remember your cookie choice and keep the website and its forms working. We do not ask for consent for them.
- Analytics cookies (only with your consent): Google Analytics 4 shows us how many people visit the website and which pages they read. We load it through Google Tag Manager. Microsoft Clarity shows how visitors use our pages, for example clicks and scrolling, so that we can make the pages easier to use.
- Marketing cookies (only with your consent): the Meta Pixel and the LinkedIn Insight Tag measure the results of our campaigns on Facebook, Instagram and LinkedIn. HubSpot tracking links your visits to an enquiry that you send us. When we run Google Ads campaigns, Google Ads conversion tracking shows which ads lead to an enquiry. Google Ads remarketing can then show our ads to people who visited the website.
The legal basis for analytics and marketing cookies is your consent (Art. 6(1)(a) GDPR). Until you agree, these tools do not run. You can change or withdraw your consent at any time with the “Consent Preferences” button, which stays on every page after your first choice. You can also block or delete cookies in your browser settings. If you block all cookies, some parts of the website may not work.
You can see the full list of cookies, with their purpose and lifetime, in the cookie settings under “Consent Preferences”.
6. Who receives your data?
We share your data only with service providers that help us run our business. They process it on our behalf and under a contract with us:
- LH.pl sp. z o.o. (Poland): hosting of the website and of our mailbox;
- HubSpot Ireland Limited and HubSpot, Inc. (USA): CRM for enquiries and client contacts;
- GetResponse S.A. (Poland): emails with the materials you download;
- Google Ireland Limited and Google LLC (USA): Google Analytics 4, Google Tag Manager and, when we run campaigns, Google Ads;
- Microsoft Ireland Operations Limited and Microsoft Corporation (USA): Microsoft Clarity;
- Meta Platforms Ireland Limited and Meta Platforms, Inc. (USA): the Meta Pixel;
- LinkedIn Ireland Unlimited Company and LinkedIn Corporation (USA): the LinkedIn Insight Tag;
- Cloudflare, Inc. (USA): Turnstile, the protection of our forms.
Google, Meta and LinkedIn also use the data from their advertising tags for their own purposes. Their own privacy policies explain how. We may also give data to public authorities when the law requires it.
7. Transfers outside the EEA and the UK
Some of the providers above are based in the USA or work with companies there. In these cases your data may leave the European Economic Area (EEA) and the UK. We use only providers that protect such transfers in one of two ways:
- they take part in the EU-U.S. Data Privacy Framework, and in its UK Extension for data from the UK;
- they sign the standard contractual clauses approved by the European Commission, with the UK addendum where needed.
You can ask us for more information about these safeguards.
8. Your rights
Under the GDPR and the UK GDPR you have the right to:
- get a copy of your data and information on how we use it;
- have incorrect data corrected;
- have your data deleted;
- restrict how we use your data;
- receive the data you gave us in a common electronic format, or have it sent to another company;
- object to the use of your data based on our legitimate interest, and to direct marketing at any time;
- withdraw your consent at any time, without affecting what we did before.
To use these rights, write to contact@exergy.eco. We reply within one month.
You can also complain to a data protection authority. Our lead authority is the President of the Personal Data Protection Office in Poland (UODO, uodo.gov.pl). You can also complain in the EU country where you live or work. In the UK, the authority is the Information Commissioner's Office (ICO, ico.org.uk).
9. Automated decisions
We do not make decisions about you by automated means only, and we do not use profiling that has legal or similar effects on you.
10. Security
The website uses an encrypted connection (HTTPS). Only people who need it for their work have access to your data. Please note that data sent over the internet, for example by email, can never be fully protected against access by third parties.
11. Changes to this policy
We update this policy when we change the tools we use or the way we process data. The current version is always on this page.