PRIVACY POLICY

Processing of Personal Data

1. Introduction

This Privacy Policy explains how Syslogic Sp. z o.o. ("we", "us", "our", or "Data Controller") collects, uses, and protects your personal data. This policy applies to our marketing activities, including lead generation, advertising campaigns, and marketing communications to businesses (B2B) and consumers (B2C) worldwide.

We are committed to protecting your privacy and complying with applicable data protection laws, including:

General Data Protection Regulation (EU) 2016/679 (GDPR) - European Union
UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 - United Kingdom
Polish Electronic Communications Law (Prawo Komunikacji Elektronicznej) - Poland
CAN-SPAM Act and state privacy laws including CCPA/CPRA - United States
ePrivacy Directive implementations - EU Member States

2. Data Controller

Company details:

Syslogic Sp. z o.o.

Rownlegla 7/114

02-235 Warszawa, Poland

Tax ID (NIP): 5272687812

Contact:

Email: hello@syslogic.agency
Contact form: https://syslogic.agency/kontakt
Postal address: ul. Rownlegla 7/114, 02-235 Warszawa, Poland

3. Data We Collect

We collect and process the following categories of personal data:

Identification data:

first and last name
company name and registration details
job title or position

Contact data:

email address (business or personal)
phone number
business address

Technical data:

IP address
cookie identifiers
device type, browser, and operating system
website usage data

Interaction data:

correspondence history
communication preferences
consent records (date, source, scope)

4. How We Collect Your Data

We obtain personal data from the following sources:

Directly from you:

newsletter subscription form
contact form submissions
meeting booking requests
email correspondence
phone calls
business meetings and events

From publicly available sources (B2B business contact data only):

professional networking platforms (e.g., LinkedIn)
company websites
public business registers
industry publications and press releases

5. Purposes and Legal Bases

We process your personal data for the following purposes:

Purpose	Legal Basis	Retention
Newsletter delivery	Consent - Art. 6(1)(a) GDPR	Until withdrawal
Responding to inquiries	Contract - Art. 6(1)(b) GDPR	3 years
Meeting scheduling	Contract - Art. 6(1)(b) GDPR	3 years
Service delivery	Contract - Art. 6(1)(b) GDPR	Contract + 6 years
B2B marketing to contacts	Legitimate interest - Art. 6(1)(f) GDPR	Until objection or 3 years
Analytics	Legitimate interest - Art. 6(1)(f) GDPR	26 months
Legal claims	Legitimate interest - Art. 6(1)(f) GDPR	6 years
Tax compliance	Legal obligation - Art. 6(1)(c) GDPR	5 years

5a. Data Processing Through Forms

Newsletter Subscription

Data collected: email address, optionally first name
Purpose: sending our newsletter with industry insights, tips, and promotional offers
Legal basis: your consent, given by completing and submitting the subscription form
Frequency: maximum once per week
Consent scope: by subscribing, you also consent to receiving commercial electronic communications in accordance with applicable laws

Contact Form

Data collected: name, email, message content; optionally: phone, company
Purpose: responding to your inquiry and establishing business contact
Legal basis: necessary steps prior to entering into a contract at your request
Newsletter opt-in: requires separate, active checkbox selection (not pre-checked)

Meeting Booking

Data collected: name, email, company, preferred date/time
Purpose: scheduling and conducting the meeting, presenting our services
Legal basis: necessary steps prior to entering into a contract at your request
Newsletter opt-in: requires separate, active checkbox selection (not pre-checked)

6. Data Recipients

We may share your personal data with the following categories of recipients:

Service providers:

HubSpot, Inc. - CRM and marketing automation (USA)*
Calendly, LLC - meeting scheduling (USA)*
Cal.com, Inc. - meeting scheduling (USA)*
Tally - forms (Belgium, EU)
Google LLC - analytics and advertising (USA)*
Meta Platforms, Inc. - advertising (USA)*
LinkedIn Corporation - advertising (USA)*

Other recipients:

hosting providers
accounting and legal advisors
government authorities when required by law

* These providers are certified under the EU-US Data Privacy Framework or have Standard Contractual Clauses (SCCs) in place.

All our service providers are contractually bound to protect your data and process it only according to our instructions.

7. International Data Transfers

Your data may be transferred outside your country of residence. We ensure appropriate safeguards are in place:

Transfers to the United States

EU-US Data Privacy Framework - for certified organizations (Commission Decision of 10 July 2023)
Standard Contractual Clauses (SCCs) approved by the European Commission - for other transfers
UK International Data Transfer Agreement - for transfers from the UK

Transfers to the United Kingdom

The UK has been granted an adequacy decision by the European Commission (28 June 2021), ensuring an adequate level of data protection.

Transfers to the European Economic Area

Data flows freely within the EEA under GDPR.

Other international transfers

For any other international transfers, we implement appropriate safeguards as required by Chapter V of the GDPR, including SCCs where necessary.

You may request a copy of the safeguards we use by contacting us.

8. Your Rights

Depending on your location, you have the following rights regarding your personal data:

Rights under GDPR (EU/UK residents)

Right of access (Art. 15)

Request information about how we process your data and obtain a copy.

Right to rectification (Art. 16)

Request correction of inaccurate or incomplete data.

Right to erasure (Art. 17)

Request deletion of your data in certain circumstances ("right to be forgotten").

Right to restriction (Art. 18)

Request limitation of processing in certain situations.

Right to data portability (Art. 20)

Receive your data in a structured, machine-readable format.

Right to object (Art. 21)

You can object to processing for direct marketing purposes at any time. We will stop processing your data for marketing immediately upon receiving your objection.

Right to withdraw consent

Withdraw consent at any time without affecting the lawfulness of prior processing.

Right to lodge a complaint

File a complaint with a supervisory authority:

Poland: Prezes Urzedu Ochrony Danych Osobowych (PUODO), ul. Stawki 2, 00-193 Warszawa
UK: Information Commissioner's Office (ICO), ico.org.uk
Other EU countries: your local data protection authority

Additional rights for US residents

California (CCPA/CPRA)

California residents have additional rights including:

Right to know what personal information is collected, used, and shared
Right to delete personal information
Right to opt-out of the sale or sharing of personal information
Right to non-discrimination for exercising privacy rights

We do not sell your personal information. To exercise your rights, contact us using the details below.

Other US States

Residents of Virginia, Colorado, Connecticut, Utah, and other states with privacy laws have similar rights. Contact us to exercise them.

How to exercise your rights:

Email: hello@syslogic.agency
Contact form: https://syslogic.agency/kontakt
Click "unsubscribe" in any email

We will respond within 30 days (or 45 days for complex CCPA requests).

9. Consent and Opt-Out

Giving consent

You consent to receive our newsletter by:

completing and submitting the newsletter subscription form, or
actively checking the newsletter checkbox in contact or booking forms

Subscription is voluntary and does not affect your ability to use our other services.

Withdrawing consent / Unsubscribing

You can unsubscribe at any time by:

clicking "unsubscribe" in any email footer
emailing hello@syslogic.agency
using our contact form

Processing time:

EU/UK: within 48 hours
USA: within 10 business days (as required by CAN-SPAM)

Objecting to marketing

You may object to direct marketing at any time, regardless of the legal basis. Upon receiving your objection, we will immediately cease marketing communications.

10. Data Security

We implement appropriate technical and organizational measures to protect your data:

encryption in transit (TLS/SSL) and at rest
access controls based on the principle of least privilege
two-factor authentication for critical systems
regular backups
access logging and monitoring
staff training on data protection
data processing agreements with all service providers
regular security assessments

11. Cookies and Tracking

What are cookies

Cookies are small text files stored on your device when you visit our website.

Types of cookies we use

Type	Purpose	Legal Basis	Duration
Essential	Website functionality	Legitimate interest	Session - 1 year
Analytics	Usage statistics	Consent	Up to 2 years
Marketing	Ad personalization	Consent	Up to 2 years
Functional	User preferences	Legitimate interest	Up to 1 year

Managing cookies

When you first visit our website, you will see a cookie banner allowing you to accept or reject non-essential cookies. You can change your preferences at any time through:

our cookie settings panel on the website
your browser settings

Third-party cookies

We may use cookies from:

Google Analytics - traffic analysis
Google Ads - advertising
Meta (Facebook) Pixel - advertising
LinkedIn Insight Tag - B2B analytics
HubSpot - marketing automation

12. Automated Decision-Making

We do not make decisions based solely on automated processing that produce legal effects or similarly significantly affect you.

We may use profiling for marketing purposes (e.g., personalizing content) but this does not have legal or similarly significant effects.

13. Region-Specific Information

European Union - GDPR

For EU residents, we process data in accordance with GDPR. Marketing emails require prior consent (opt-in) under the ePrivacy Directive.

Poland - PKE (Electronic Communications Law)

For Polish residents, electronic marketing communications require prior consent under Article 393 of the Polish Electronic Communications Law (Prawo Komunikacji Elektronicznej). We obtain and document this consent through our opt-in forms.

United Kingdom - UK GDPR and PECR

For UK residents, we comply with UK GDPR and the Privacy and Electronic Communications Regulations (PECR). B2B marketing may be sent under the "soft opt-in" exception where we have an existing business relationship and provide an easy opt-out.

United States - CAN-SPAM and State Laws

For US recipients, we comply with the CAN-SPAM Act:

accurate "From" and "Subject" lines
clear identification of advertising content when applicable
our physical postal address in every email
working opt-out mechanism honored within 10 business days

We also comply with applicable state privacy laws including CCPA/CPRA (California), VCDPA (Virginia), CPA (Colorado), and others.

14. Data Retention

We retain your personal data only as long as necessary for the purposes described in this policy or as required by law:

Newsletter subscribers: until you unsubscribe
Contact form inquiries: 3 years from last contact
Meeting data: 3 years from the meeting
Client data: duration of contract plus 6 years
Tax records: 5 years as required by Polish law
Analytics data: 26 months

After these periods, we securely delete or anonymize your data.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

posting a notice on our website
sending an email to newsletter subscribers

We encourage you to review this policy periodically.

16. Contact Us

For any questions about this Privacy Policy or to exercise your rights, please contact us:

Syslogic Sp. z o.o.

Rownlegla 7/114

02-235 Warszawa, Poland

Email: hello@syslogic.agency
Contact form: https://syslogic.agency/kontakt

Last updated: January 2025

This Privacy Policy is effective from the date of publication on our website.