Privacy policy

What the policy covers

The policy describes what personal data we collect on templars.digital and in business contacts, why we process it, on what legal basis, who we entrust it to and what rights you have. It also contains the full information notice required by Articles 13 and 14 of the GDPR. Cookies and analytics tools are covered by a separate document, the cookie policy.

Data controller

The controller of your personal data is Digital Templars sp. z o.o., based in Bystra, Poland, entered in the National Court Register (KRS) under number 0000604759. For matters concerning personal data and your rights, write to iod@templars.digital, call +48 602 404 568 or write to the registered office address given in the Polish version.

What data we collect

We collect only the data needed for the purpose for which you contact us:

• data from forms (enquiries, estimates, technical support, incident reports, recruitment and internships): name, company, email address, phone number, the message and any technical details you provide;
• data from correspondence, meetings and phone calls;
• data of contractors and the people who represent them, needed to conclude and perform a contract and settle accounts;
• technical data in the hosting server’s logs: IP address, browser and system type, date and time of the request, referring page;
• data from cookies and analytics tools, only to the extent you consent to in the consent banner.

Purposes and legal bases

We process data to answer enquiries, conclude and perform contracts for IT services, stay in contact with our contractors’ representatives, meet tax, accounting and archiving obligations, establish and defend claims, market our own services directly and keep the website secure (Article 6(1)(b), (c) and (f) GDPR). Traffic analytics, measuring marketing and remarketing rely on your consent given in the cookie banner (Article 6(1)(a) GDPR). Recruitment and the internship programme rely on consent, steps taken before a contract and employment law.

Providing data is voluntary, but fields marked as required are needed for us to reply. We do not collect special categories of data and ask you not to include them in forms.

Recipients and transfers outside the EEA

We may share data with processors acting on our behalf under data processing agreements (hosting and email, analytics and advertising tools, ticketing and project management systems, accounting and legal services) and with authorities entitled to it by law. We do not sell personal data.

Only if you consent to analytics or marketing cookies may data be transferred to providers based in the United States (such as Google, Meta and LinkedIn), on the basis of the EU–U.S. Data Privacy Framework or standard contractual clauses.

How long we keep data

Retention depends on the purpose:

• enquiries that did not lead to a contract, up to 12 months from the last contact;
• contract data: for the term of the contract and then for the limitation period for claims (generally 3 or 6 years);
• accounting and tax documents: 5 years from the end of the year in which the tax payment was due;
• data processed on the basis of consent, until consent is withdrawn; for recruitment, no longer than 12 months after it ends;
• server logs: up to 12 months; cookie data, for the lifetime of each cookie.

Your rights

You have the right to access your data, rectify it, have it erased, restrict processing, data portability, object to processing based on our legitimate interest (for direct marketing at any time and without giving a reason), withdraw consent at any time and lodge a complaint with the President of the Personal Data Protection Office (UODO) in Warsaw. To exercise your rights, write to iod@templars.digital, we reply without undue delay and within one month at the latest.

Other provisions

We do not make decisions based solely on automated processing that have legal or similarly significant effects on you; if you consent to marketing cookies, advertising providers may profile you to tailor ads. The policy also describes our security measures, the copyright in the website’s content and how the policy is updated.