Privacy Policy

1. General information

This Privacy Policy explains how PPHU Plexi System s.c. (‘we’, ‘us’ or ‘the controller’) processes and protects the personal data that users provide in connection with their use of the plexisystem.pl website.

The controller of personal data is PPHU Plexi System s.c., whose registered office is at ul. Ks. dr Leona Heyke 11, 84-206 Nowy Dwór Wejherowski, Poland.

The controller can be contacted:

• by email at [email protected]
• by telephone on +48 884 042 109
• using the contact form on the website

2. Scope of the data collected

We collect personal data in the following cases.

2.1 Contact/quotation form

• First name and surname
• Email address
• Telephone number
• Company name (optional)
• The content of the message

2.2 Orders

• Identification details (first name, surname, company name)
• Contact details (address, email address, telephone number)
• Invoicing details (VAT number, registered address)
• Order history

2.3 Data collected automatically

• IP address
• Browser type
• Time spent on the website
• Pages viewed
• Referral source (how the user reached the website)

3. Purposes of processing

We process personal data for the following purposes under Regulation (EU) 2016/679 (the GDPR):

• Responding to enquiries – legal basis: Article 6(1)(b) of the GDPR (steps taken at the request of the data subject prior to entering into a contract)
• Fulfilling orders – legal basis: Article 6(1)(b) of the GDPR (performance of a contract)
• Issuing invoices – legal basis: Article 6(1)(c) of the GDPR (compliance with a legal obligation)
• Carrying out direct marketing – legal basis: Article 6(1)(f) of the GDPR (legitimate interests)
• Analysing website traffic – legal basis: Article 6(1)(f) of the GDPR (legitimate interests)
• Establishing, exercising or defending legal claims – legal basis: Article 6(1)(f) of the GDPR (legitimate interests)

4. Retention periods

Personal data are retained for the following periods:

• Data from contact forms: two years from the date of the last contact
• Customer data: for the duration of the contract and for six years after it ends (the limitation period for claims)
• Invoicing data: five years from the end of the tax year
• Analytics data: 26 months

5. Users’ rights

Users have the following rights:

• Access – to obtain information about the data being processed
• Rectification – to have inaccurate or incomplete data corrected
• Erasure – also known as the ‘right to be forgotten’
• Restriction of processing – to have the processing of their data temporarily suspended
• Data portability – to receive their data in a structured, commonly used and machine-readable format
• Objection – to object to processing carried out for marketing purposes
• Withdrawal of consent – at any time, without affecting the lawfulness of processing carried out before the withdrawal

To exercise any of these rights, please email us at [email protected].

6. Cookies

The plexisystem.pl website uses cookies to:

• ensure that the website functions properly
• remember users’ preferences
• analyse website traffic (Google Analytics)
• display remarketing advertisements

6.1 Types of cookies

• Necessary – required for the website to function; these do not require consent
• Functional – remember users’ preferences
• Analytical – collect data on how the website is used
• Marketing – used to display personalised advertisements

6.2 Managing cookies

Users can manage cookies in their browser settings. Disabling cookies may affect how some features of the website work.

7. Recipients of data

Personal data may be disclosed to the following categories of recipients:

• courier companies – to deliver orders
• our accountancy firm – to keep our accounts
• IT service providers – hosting and email
• Google LLC – analytics and advertising
• Meta Platforms – advertising

Data may be transferred to the United States on the basis of the standard contractual clauses adopted by the European Commission.

8. Data security

We apply appropriate technical and organisational measures to protect personal data, including:

• SSL/TLS encryption
• regular backups
• restricted access to data
• staff training

9. Complaints

Users who consider that the processing of their personal data infringes data protection law have the right to lodge a complaint with the supervisory authority:

10. Changes to this Privacy Policy

The controller reserves the right to amend this Privacy Policy. Users will be informed of any changes by publishing a new version on the website.

Last updated: 1 January 2026