Contact details and information you choose to share.

What information may be included in an enquiry?

You may provide your name, contact details, the location of the proposed project, information about the surface, preferred timing and design, how you heard about us, as well as photographs or documents needed to assess the enquiry. Do not send information that is not needed for the discussion of the scope.

Why and on what legal basis is the information used?

The information is used to respond to your enquiry, carry out an initial assessment of the surface, prepare further arrangements and communicate about a potential project. The legal bases are steps taken at your request before entering into a contract or performance of a contract (Article 6(1)(b) GDPR); compliance with a legal obligation where accounting or tax documentation is concerned (Article 6(1)(c) GDPR); and the controller's legitimate interests in maintaining correspondence and establishing, exercising or defending legal claims (Article 6(1)(f) GDPR). We also attach to the enquiry the utm_* tags of the address the visit came from (for example the name of an advertising campaign and the keyword), so that we know which advertising brings enquiries; the legal basis is our legitimate interest in assessing the effectiveness of advertising (Article 6(1)(f) GDPR). These tags contain no click identifiers or contact details, and without consent they are not passed to Google or Meta.

External communication channels

WhatsApp and your email application operate under the terms and privacy rules of their providers. Before sending, you can edit the prepared message, remove attachments or choose to contact VPD by telephone instead.

Statistics, advertising measurement and cookies

Google Analytics statistics and Google and Meta advertising measurement may be activated only after the relevant consent. Form answers, telephone numbers, email addresses, filenames and message text are not sent to website statistics.

Under statistics consent, Google Analytics also receives technical connection data, including the IP address and browser or device information, for geographic and technical measurement. Form answers and contact details are not sent to website statistics.

After separate advertising-measurement consent, a confirmed CRM enquiry may be sent to Google Ads as a conversion and to Meta as a Lead event. The email address and telephone number — and, for Meta, your name if you give it and the country derived from a +48 number — are transformed into cryptographic hashes before transmission for event matching. Meta may also receive the hash of a random site advertising identifier that is not derived from contact details and is deleted when consent is withdrawn; project description and message text are not sent.

The legal basis for both optional purposes is consent (Article 6(1)(a) GDPR), which can be withdrawn at any time in the cookie settings. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Who may receive the information?

Information may be processed by providers of hosting and IT support, the enquiry and customer relationship management system (CRM), email, WhatsApp, Google Analytics, Google Ads and Meta — only after the relevant optional purpose is enabled — as well as organisations supporting the controller with accounting or legal services. The scope depends on the communication channel you choose. Where a provider processes information outside the European Economic Area, the transfer is based on a mechanism provided for by the GDPR and the relevant provider documentation.

How long is the information retained?

Information from an enquiry is retained for the time needed to respond and decide whether a project will proceed. If a contract is entered into, documentation is retained for the periods required by tax and accounting law and until the relevant limitation periods for claims have expired. If the discussion does not lead to a project, the information is deleted when it is no longer needed for correspondence or the defence of legal claims. Each enquiry is also kept as a backup copy on VPD's server for 30 days so that it is not lost if the CRM fails; the copy is then deleted. If a failure keeps an enquiry from reaching the CRM, its content (name, telephone, email, description) is passed on internally via the Telegram messenger so that we can call back. The analytics preference remains in the browser until you change it or clear the browser data. The browser number (cookie __Host-vpd-visitor) and the measurement data kept under it are held for at most 90 days after the last visit, and the record of a Google ad click behind an enquiry for 90 days from the click; the cookie page describes each item.

What are your rights?

You may request access to, rectification or erasure of your personal data, restriction of processing and data portability, and you may object to processing based on legitimate interests. Where processing is based on consent, you may withdraw that consent. You also have the right to lodge a complaint with the President of the Polish Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych).

Is providing information mandatory?

Providing information is voluntary. Without basic contact details and a description of the scope, however, VPD may be unable to respond or assess the enquiry. VPD does not make decisions about you based solely on automated processing and does not profile the content of your enquiry.