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Privacy Policy

Last Updated: 02.12.2025

Welcome to Viva-Sync (“we,” “us,” or “our”). We are committed to protecting your personal information and your right to privacy.

This Privacy Policy explains how we collect, use, and share your information when you visit our website https://viva-sync.com/ (the “Site”).

Since our company is established in Poland, we process your personal data in accordance with Regulation (EU) 2016/679 of the European

Parliament and of the Council (the GDPR) and relevant Polish national laws.

1. Data Controller

The administrator of your personal data (Data Controller) is: Viva Sync Sp. z o.o, Chodakowska 53/57/22A, Warsaw; Mazowieckie; Postal Code: 03-816.

If you have any questions about this policy or our data practices, you can contact us at: viva.sync@outlook.com

2. Information We Collect

We do not offer user accounts on this Site. We only collect information that you voluntarily provide to us or that is collected automatically when you visit.

A. Personal Data You Provide

We collect personal data when you interact with us in the following ways:

Contact Form: When you fill out the contact form on our website to inquire about our services, we may collect:

  • Full Name
  • Email Address
  • Phone Number (if provided)
  • Content of your message

Newsletter Subscription: If you opt-in to receive news and updates from us, we collect:

  • Email Address

B. Information Collected Automatically

When you visit the Site, some information is collected automatically by your browser and our servers (Log Data). This may include:

  • IP address
  • Browser type and version
  • Operating system
  • Date and time of visit
  • Pages viewed

3. How and Why We Use Your Data

We process your data for specific purposes based on legal grounds defined in the GDPR:

How We Use Your Data
Purpose Data Processed Legal Basis (GDPR)
To answer your inquiries via the contact form. Name, Email, Message Legitimate Interest (Art. 6(1)(f)): We need this data to respond to your request.
To send you our Newsletter (marketing). Email Consent (Art. 6(1)(a)): You have explicitly agreed to receive this.
To maintain Site security and analyze traffic. IP, Technical Data Legitimate Interest (Art. 6(1)(f)): To ensure our website works correctly and securely.
To perform a contract (if your inquiry leads to a service agreement). Name, Contact Details Performance of Contract (Art. 6(1)(b)).

4. Data Retention

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy.

  • Contact Inquiries: We retain data for the duration of our communication. If no contract is signed, data is deleted or anonymized after [e.g., 12 months] or when the purpose of the inquiry has ceased.
  • Newsletter: We keep your email address until you unsubscribe or withdraw your consent.
  • Legal Obligations: We may retain necessary data for a longer period to comply with Polish tax or accounting laws (usually 5 years) if a service agreement is finalized.

5. Sharing Your Information

We do not sell your personal data. However, we may share your data with trusted third-party service providers who assist us in operating our website and conducting our business:

  • Hosting Provider: Hostinger (to store the website data).
  • Email Services: Gmail or Outlook (to communicate with you).
  • Newsletter Services: Mailchimp or Freshmail (if you use a tool to send newsletters).
  • Analytics: Google Analytics (for anonymous site usage statistics).

If we transfer data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs).

6. Your Privacy Rights (GDPR)

Under the GDPR, you have the following rights regarding your personal data:

  • Right to Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can ask us to correct incorrect or incomplete data.
  • Right to Erasure (“Right to be Forgotten”): You can ask us to delete your data (e.g., if you unsubscribe from the newsletter).
  • Right to Restrict Processing: You can ask us to limit how we use your data.
  • Right to Withdraw Consent: If we process data based on consent (like the Newsletter), you can withdraw it at any time.
  • Right to Object: You can object to the processing of your data based on legitimate interests.
  • Right to Lodge a Complaint: You have the right to complain to the Polish Data Protection Authority (Urząd Ochrony Danych Osobowych – UODO).

To exercise any of these rights, please contact us at viva.sync@outlook.com.

7. Cookies

Our website uses “cookies” to improve your experience. Cookies are small text files placed on your device.

  • Essential Cookies: Necessary for the website to function.
  • Analytics Cookies: Help us understand how visitors use the site.

You can choose to disable cookies through your browser settings, though this may affect how the website functions.

8. Security

We implement appropriate technical and organizational measures (including SSL encryption) to protect your personal data against unauthorized access, alteration, disclosure, or destruction.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated “Revised” date and will be effective as soon as it is accessible.