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Privacy policy

We value the trust you place in us when using our services and sharing your information. That’s why we are committed to handling your data with the utmost care and transparency.

This privacy policy outlines the types of information we collect, the reasons for collecting it, and how you can effectively manage your personal information. Our goal is to ensure you feel informed and confident about your privacy when using our site.

We fully recognize the significance of this responsibility, which is why we have developed this Privacy Policy to clarify what information we collect, why we collect it, and how you can update and manage your data.

As data controller, Virtus Lab sp. z o.o., we ensure that the processing of your personal data is always compliant with prevailing laws, particularly in accordance with the Regulation of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, commonly known as the GDPR and ePrivacy directive.

Your Privacy Rights

As a user, you have several rights concerning your personal data. You can access, rectify, or erase your personal data at any time. Additionally, you have the right to restrict the processing of your data, to transfer your data, and to withdraw your consent for data processing without affecting the lawfulness of any processing carried out before you withdraw your consent.

You also have the right to object to the processing of your personal data, including any form of profiling. If you wish to exercise any of these rights, or if you have any questions about how your data is handled, please feel free to reach out directly to our Data Protection Officer at dpo@virtuslab.com, or via your preferred method of contact. We're here to help and ensure that your data is treated with the utmost care and respect.

 

Data Controller Information

The controller of personal data for the users of our services is Virtus Lab sp. z o.o., located at Zofii Nałkowskiej Street no. 23, Rzeszów (35-211), with a Tax Identification Number of 5170312965 and an Industry Identification Number of 180526627.

As the primary entity responsible for data processing, Virtus Lab sp. z o. o. has designated Mr. Mariusz Zajkiewicz as the Data Protection Officer (DPO). Mr. Zajkiewicz can be reached at dpo@virtuslab.com or via postal mail at the address provided above.

Virtus Lab acts as the lead entity in processing personal data within the Virtus Lab Group.

Purposes of and legal bases for processing of personal data

Contact via form on our website:

We process your personal data to facilitate communication, responding to your inquiries and interacting with you at your request. This processing is based on our legitimate interests (Art. 6.1.f of the GDPR), which include effective communication with individuals who contact us. While providing your personal data is voluntary, it is necessary if you expect a response. Our correspondence may cover various topics such as information about our services, event organization, contract discussions, technical advice, or financial transactions.

Email correspondence:

We process your personal data to facilitate communication, responding to your inquiries and interacting with you at your request. This processing is based on our legitimate interests (Art. 6.1.f of the GDPR), which include effective communication with individuals who contact us. While providing your personal data is voluntary, it is necessary if you expect a response. Our correspondence may cover various topics such as event organization, contract discussions, technical advice, or financial transactions.

Recruitment process and future recruitment processes:

For recruitment, your personal data are processed both to meet legal requirements (Art. 6.1.c GDPR, Art. 22[1] of the Polish Labour Code) and to manage pre-contractual and contractual measures at your request (Art. 6.1.b GDPR). Additionally, if you provide consent, we process your data for future recruitment opportunities (Art. 6.1.a GDPR). Consent for this can be withdrawn at any time without affecting prior lawful processing.

Newsletter distribution:

We process personal data for newsletter distribution based on your consent (Art. 6.1.a of the GDPR) and, for direct marketing purposes, based on our legitimate interests (Art. 6.1.f of the GDPR) to engage in direct marketing. You may withdraw your consent at any moment, which will not affect the processing carried out before the withdrawal.

Website analytics

We process personal data to understand how our readers use and interact with our homepage based on your consent (Art. 6.1.a of the GDPR). Our goal is to enhance the user interface of our site and optimize the content we present to you, both in terms of sales and marketing. By understanding how you interact with our site, we can make more informed decisions that improve your experience and provide you with more relevant information. To achieve these objectives, we collect certain types of data through analytics: Browser cookies, browsing behavior on virtuslab.com and its subdomains, device information, IP address.

Conclusion and performance of an agreement:

We process personal data to prepare for and execute contracts at your request (Art. 6.1.b of the GDPR). Providing your personal data is essential for any contract; without it, we cannot proceed with contractual agreements.

Direct marketing of own services, and other legitimate interests:

We process personal data to conduct direct marketing, manage legal claims, prevent fraud, and ensure the security of our ICT environments, among other activities, based on our legitimate interests (Art. 6.1.f of the GDPR).

Financial Settlements:

We process personal data to fulfill our legal obligations related to financial and tax regulations (Art. 6.1.c of the GDPR). This provision of data is a statutory requirement.

 

Each of these processes is designed with your privacy in mind, ensuring transparency and respect for your rights as valued users of our services.

Recipients of Personal Data:

To understand our purposes better, we would like to divide the purposes into two main categories:

  • Marketing and sales
  • Recruitment

Marketing and sales

Your personal information is shared with service providers that assist us with various functions including consulting services, audits, marketing, and IT support to give you the best possible services. This includes services such as Hubspot, Piwik PRO, Dealfront.

Recruitment

Your personal information is shared with service providers that assist us with various functions, including financial transactions, legal and consulting services, archiving, courier, and postal services.  

If needed, entities within the Virtus Lab Group may also process your data with your knowledge. Additionally, with your consent, a subset of candidate data may be shared with partner companies for recruitment purposes.

Limited Third-Party Sharing:

Your data will not be shared with third parties beyond the necessary scope without your explicit consent, except where required by law, pursuant to a final court judgment, or a decision by a competent authority. It's important to note that when visiting external links on our website, we are not responsible for the data processing activities of those sites. We advise you to review their privacy policies upon visiting.

International Data Transfers:

We do not transfer personal data outside the European Economic Area (EEA) or to international organizations unless it is strictly required, such as in the recruitment process. Any such transfer will only occur if the recipient entities are compliant with GDPR standards.

List of Co-Controllers:

  • Virtus Lab sp. z o. o. with registered office in Rzeszów (35-211), Zofii Nałkowskiej Street no. 23, Tax Id. No. 5170312965, Industry Id. No.: 180526627.
  • VirtusLab Ltd. with an office on Level 18, 40 Bank Street HQ3 Canary Wharf. London, E14 5NR Registration No: 9793578, Registered in UK, VAT No: GB 223 5272 33.
  • VirtusLab GmbH with an office on Haus 2, 5. Etage Potsdamer Platz 10, 10785 Berlin
    HRB 209644 B, Tax Id. No. DE326092631.
  • Sensinum sp. z o. o. with an office on Szlak Street no. 49, in Krakow (31-153), Tax Id. No. 6772376062, Industry Id. No.: 12289924000000.
  • VL Group Services sp. z o. o. with the office: Szlak Street No 49, 31-153 Kraków, TAX Id: 6762630978, Industry Id. No: 523784169, 
  • Luminis Research sp. z o. o. with an Office on Zofii Nałkowskiej Street no. 23, 35-211 Rzeszow, Tax Id. No. 5170308981, Industry Id. No.: 18050565400000.

We commit to handling your personal data with transparency and care, ensuring compliance with all relevant regulations while respecting your privacy and rights.

How the Controller/Co-Controller Protects Personal Data

Security Measures Implemented: To safeguard your personal data from unauthorized access, alteration, disclosure, or destruction, we employ a comprehensive set of security protocols:

  • Data Encryption: All sensitive data is encrypted to ensure its confidentiality and integrity during storage and transmission.
  • Physical Security Measures: We implement stringent physical security measures at our facilities to prevent unauthorized access to our systems.
  • IT System Verification: Regular checks and verifications are conducted within our IT systems to maintain security standards.
  • Antivirus Software and Firewalls: We use advanced antivirus software and firewalls to protect against malware and unauthorized access attempts.
  • Access Control: Access to personal data is strictly limited to authorized personnel who are bound by confidentiality agreements. Additionally, our subcontractors are required to sign sub-processing agreements that enforce similar data protection standards.

Duration of personal data processing

General guidelines:

Personal data will be processed for as long as you engage in cooperation with any of the Co-Controllers.

Specific scenarios:

  • Email correspondence: Data related to email interactions will be processed as long as necessary to respond to your queries or until you object to further processing. Data may be retained for potential continuation of discussions, with relevance checked at least annually.
  • Recruitment process: Candidate data will be processed throughout the recruitment process, up to 45 days, and for calculating additional employment-related remuneration for up to 24 months. For potential claims, data may be retained for up to 36 months. For future recruitment processes, data will be held until consent is withdrawn, but not exceeding 36 months.
  • Newsletter distribution: User data for newsletters will be processed until you withdraw consent or effectively raise an objection.
  • Website data: Data related to website interactions will be processed for 14 months and then deleted. The sole controller for this data is Virtus Lab sp. z o. o. with registered office in Rzeszów (35-211), Zofii Nałkowskiej Street no. 23, Tax Id. No. 5170312965, Industry Id. No.: 180526627.
  • Contractual agreements: For ongoing contractual relations, personal data is processed throughout the term of the agreement. If an agreement is not concluded, data will be retained until either party opts out of the contract.
  • Financial transactions: Data related to financial transactions will be retained for five years from the end of the calendar year in which the transaction occurred.

Post-Processing Period: After the expiration of these periods, personal data may still be processed if required to settle potential legal claims or as permitted by applicable laws. If data is no longer needed and no other legal basis for processing exists, it will be either permanently deleted or anonymized to protect your privacy effectively.

These practices are designed to ensure that your data is handled responsibly and securely, respecting both your rights and our legal obligations.

 

Data processing rights and cookies policy of Virtus Lab

Complaints to the data protection authority:
Users who believe their personal data has been processed in violation of legal regulations have the right to lodge a complaint with the President of the Personal Data Protection Office. This right is part of our commitment to uphold the highest standards of data privacy and protection.

Policy updates:
This Policy, including any amendments, will be effective as soon as they are published on our website. We encourage users to regularly review the policy to stay informed about how we protect and use your data.

Cookies Policy of Virtus Lab

Introduction to Cookies: Cookies are small text files sent to and stored on your device (computer, smartphone, etc.) by the website you visit. Cookies are re-sent to the originating website on each subsequent visit, or to another website that recognizes that cookie. They are useful because they allow a website to recognize a user’s device and store some information about the user’s preferences or past actions.

Types of Cookies used by Virtus Lab:

  1. Session Cookies: These are temporary cookies that remain in the cookie file of your browser until you leave the site. They are essential for certain site functionalities.
  2. Persistent Cookies: These remain in the cookie file of your browser for a defined period of time. They are used to ensure proper navigation, functionality, and to personalize the layout of the site.
  3. Analytics Cookies: Used to collect data about site usage. This data helps us improve website functions and is collected anonymously. Analytics are provided by services like Piwik PRO the data-friendly analytics suite.
  4. Advertising Cookies: These cookies track browsing habits and are used by services like Facebook Pixel, Google Ads, LinkedIn Ads, and Twitter Ads to deliver targeted advertisements that are relevant to your interests.

Cookies management:

  • Default settings: By default, browsers typically accept cookies. However, you can adjust your browser settings to block cookies, alert you before a cookie is stored, or set other preferences. Note that blocking cookies may impact your user experience and could prevent some parts of the site from functioning correctly.

Adjustments: Detailed instructions on how to manage cookie settings can be found in your browser’s help section or through its customer support channels.