Privacy Policy

The controller of your personal data is ZestScout sp. z o.o., with its registered office in Kraków, ul. Nadwiślańska 11 m. 69, 30-527 Kraków, Poland, entered in the Register of Entrepreneurs of the National Court Register kept by the District Court for Kraków-Śródmieście in Kraków, 11th Commercial Division of the National Court Register, under KRS number 0001172902, NIP (tax ID) 6793331395, REGON (statistical ID) 541759306.

For any matter concerning personal data, you can write to us at contact@vivoroom.com. We have not appointed a data protection officer.

This policy applies to the data of people who visit our websites or are in contact with us about our services, including when we are the ones who reach out first: through the website, by email, by phone, by messaging app, or at a meeting. Data we process on behalf of our clients while doing work for them is governed by the data processing agreement concluded with the client, not by this document.

• Contact details you give us in the form on the website, by email, by phone, or when scheduling a meeting: for example, first and last name, email address, phone number, company name, and job title. Providing them is voluntary, but without them we cannot contact you.
• Data from publicly available sources, if we are the ones who reach out first: for example, first and last name, job title, company name, and contact details from professional profiles, company websites, and registers.
• The content of our communication: what you write to us and what you say in conversation, for example what your company does and what work you want to hand over to an agent, as well as our notes and the dates and participants of meetings. If we record a conversation, also its recording or a written record of it; we tell you about the recording at the start of the conversation.
• Data needed to enter into and perform a contract, if we start working together, including billing details.
• Technical data recorded automatically when you use the website: for example, IP address, device and browser type, and the date and time of the visit.
• Data about how you use the website, if you consent to cookies other than strictly necessary ones: for example, pages visited, the length and source of the visit, approximate location derived from your IP address, and how you move around the website: clicks, scrolling, and cursor movements. We cover them in section 7.

Purpose	Legal basis
Responding to your inquiry or message, getting back to you, scheduling and holding a meeting, and talking about possibly working together	Article 6(1)(f) GDPR (our legitimate interest in responding to your inquiry and in talking about working together)
Keeping a database of contacts and conversation history, including in a CRM system	Article 6(1)(f) GDPR (running and documenting our own sales)
Informing you about our services (direct marketing), including our first contact with you	Article 6(1)(f) GDPR (promoting our own services); by email or phone only where the law allows it, including with your consent where consent is required
Entering into and performing a contract, if we start working together	Article 6(1)(b) GDPR, if you are the one entering into the contract; Article 6(1)(f) GDPR, if you represent a company or are a contact person there (our legitimate interest in entering into and performing the contract with that company)
Maintaining and securing the website and our systems	Article 6(1)(f) GDPR (our legitimate interest in maintaining and securing the website and systems)
Visit statistics and improving the website	Article 6(1)(a) GDPR (your consent)
Establishing, exercising, or defending legal claims	Article 6(1)(f) GDPR
Complying with obligations the law imposes on us, including tax and accounting obligations	Article 6(1)(c) GDPR

We do not make decisions about you based solely on automated processing, including profiling, that would produce legal effects concerning you or similarly significantly affect you.

• Data from our contact and conversations with you: for as long as we are talking about working together or staying in touch, and then until the limitation period for claims expires.
• Data we use to inform you about our services: until you object.
• If we start working together: for as long as we work together, and after that for the period required by accounting and tax laws and until the limitation period for claims expires.
• Technical data: for as long as needed to maintain and secure the website.
• Data processed on the basis of your consent: until you withdraw it, and, in analytics tools, for the period set in them if that is shorter. Aggregate statistics from which you cannot be identified may be kept longer.
• If you object or ask us to erase your data: we erase it without undue delay, except for what we must keep under the law or to establish, exercise, or defend legal claims. We keep only what is needed to respect your objection and not contact you again, for example a phone number or email address (Article 6(1)(f) GDPR). Analytics data that we cannot link to you is not erased individually (Article 11 GDPR).

Your data may be received by:

• providers who process it on our behalf and only on our instructions, for example providers of hosting, email, a CRM system, calendar and video conferencing, telephony, analytics tools, and other tools we use in our day-to-day work;
• providers of certain tools who process data as separate controllers, under their own privacy policies, including providers of some analytics tools, also for their own advertising purposes; we show the latter in the “Cookie settings” window;
• our advisors, for example legal and accounting advisors, and public authorities where the law requires it.

Some recipients are based outside the European Economic Area; we transfer data there on the basis of a European Commission decision finding an adequate level of protection, or of standard contractual clauses adopted by the European Commission. We provide the list of providers and a copy of these safeguards on request.

We do not sell your data.

You have the right to access your data, to have it rectified or erased, and to restrict its processing, and, for data we process on the basis of your consent or a contract, also the right to data portability. You may object at any time to processing that we base on legitimate interest. We then stop processing your data, unless we demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or grounds for establishing, exercising, or defending legal claims. An objection to direct marketing always ends the processing of your data for that purpose. You may withdraw any consent you give at any time; withdrawal does not affect the lawfulness of processing carried out before it.

Just write to contact@vivoroom.com. If you believe we process your data unlawfully, you can also lodge a complaint with the President of the Personal Data Protection Office (Prezes UODO), ul. Stawki 2, 00-193 Warsaw, Poland.

The website uses cookies and similar technologies that store information in your browser or read it from your browser.

Strictly necessary. They let the website work and remember the choice you make in the consent window. We do not ask for your consent to set them, because without them the website would not work the way you expect.

Others, for example analytics. They show us how you use the website and help us improve it. We set them only once you consent to them in the window that appears on your first visit. You can change or withdraw your consent at any time by clicking “Cookie settings” in the website footer. The “Cookie settings” window shows which kinds of cookies and which tools we use, who provides them, and how long their cookies last.

You can also manage cookies in your browser settings: block them or delete them. Without strictly necessary cookies, the website may not work properly.

We let you know about changes to this policy by updating the date at the top of this document.