Privacy Policy

Who we are?

The data controller of the following data subjects:

1. visitors of tooploox.com and other websites that we manage;
2. all persons who follow and interact with Tooploox profiles on Facebook, LinkedIn, Instagram and other social media channels or portals; 
3. all persons who contact Tooploox via email, phone, contact form on our website or other available communication channels; 
4. customers; 
5. job applicants; 
6. our business partners (advisors or consultants, contractors, subcontractors and service providers to Tooploox); 
7. subscribers to our newsletter; 
8. persons attending events and webinars that we organize;

is Tooploox sp. z o.o., a limited liability company established in Poland, with its registered seat in Wrocław (53-601) at Tęczowa 7 street, entered into the registry of entrepreneurs of the Polish National Court Register kept by the District Court for Wrocław-Fabryczna, 6th Commercial Division under KRS number 0000445336, having a share capital of PLN 10 000 and holding a Polish taxpayer’s identification number (NIP): PL8992740358 (“Tooploox”, “we”, “us”, “our”).

However, if you apply for a position at Tooploox Research sp. z o.o., then your data controller in connection with the recruitment process is Tooploox Research sp. z o.o. a limited liability company established in Poland, with its registered seat in Wrocław (53-601) at Tęczowa 7 street, entered into the registry of entrepreneurs of the Polish National Court Register kept by the District Court for Wrocław-Fabryczna, 6th Commercial Division under KRS number 0000413658, having a share capital of PLN 1 792 400,00 and holding a Polish taxpayer’s identification number (NIP): PL8992734240 (“Tooploox”, “we”, “us”, “our”).

What types of data do we collect?

lf you decide to provide us with your personal data, Tooploox will process the following data:

1. visitors of tooploox.com and other websites that we manage: data saved in cookies, as well as – in case you decide to contact us – your contact details and the content of the message that you send to us; 
2. all persons who follow and interact with Tooploox profiles on Facebook, LinkedIn, Instagram and other social media channels or portals: your first and last name, your profile picture, your social media account name/ID and your email address;
3. all persons who contact Tooploox via email, phone, contact form on our website or other available communication channels: your first and last name, your email address, phone number and/or other information you voluntarily provide to us;
4. customers: your first name and last name, position, business email address and telephone number; additionally, if you are a direct party to a contract with Tooploox we process your tax identification number and data necessary for the tax settlements;
5. job applicants: your first and last name, your email address, telephone number, as well as information about your education, qualifications and previous employment, and other information which is mandatorily provided under Polish law or which you voluntarily provide to us;
6. our business partners (advisors or consultants, contractors, subcontractors and service providers to Tooploox): your first name and last name, position, business email address and telephone number; additionally, if you are a direct party to a contract with Tooploox we process your tax identification number and data necessary for the tax settlements;
7. subscribers to our newsletter: your name and email address; 
8. persons attending events and webinars that we organize: your name and email address, and in the case of paid events, data necessary for tax settlement of the payment that you make for the event.

When and how do we collect your personal data?

We collect your personal data either directly from you or through third parties.

We collect your personal data directly from you when you:

• browse through our Website and/or interact with our profiles on Facebook, LinkedIn, Instagram and other social media channels or portals;
• reach out to us using any contact method available on our Website, during events which we take part in, through external directories or through our social media channels;
• download content from our Website or register for any events that we organize;
• subscribe to our Newsletter;
• conclude a contract with us;
• respond to job postings available, especially in the “Careers” section of our Website.

We collect your personal data through third parties (indirectly) through:

• recruitment agencies, recruitment platforms & recruitment events: in addition to hiring headhunters to work on our behalf, we cooperate with recruitment agencies and recruitment platforms as well as event organizers who have their own databases of work candidates and provide us with personal data of candidates who match our desired profile and might be interested in working for Tooploox. Thus, in recruitment context, we may receive your job application from such entities;
• public sources and professional networking platforms: we use public sources (e.g. Crunchbase, apollo.io, angel.co, public commercial registers) to reach out to companies and people who may be interested in our services. We collect your name, the name of the company you represent, designation/job role, email address and telephone number (where available) from these sources. We also use professional networking platforms such as LinkedIn to do so;
• our business representatives and our network: we rely on our business representatives and client network to get new leads. Thus, we may receive information related to your name, company you represent, designation/job role and email address through recommendations from our customers or directly from our business representatives, both of whom have established professional/personal connections directly with you;
• organizers of events that we participate in: we take part in various events and conferences relating to technology and startups. If available, we use networking possibilities provided by organizers of such events. In this case, we receive your name, the name of the company you represent, designation/job role, and email address from the organizers of such events;
• information received prior to/during fulfillment of contractual services: when we negotiate a new contract with the company that you work for or that you represent we may receive your personal data from your colleagues or from your employer. This may include your name, designation/job role, company you represent, telephone number and email address.

What do we use your personal data for?

We processes the personal data of:

1. visitors of tooploox.com and other websites that we manage: 

• to ensure the proper technical functioning of our website (Article 6(1)(f) of the GDPR);
• to respond to inquiries and requests received (Article 6(1)(f) of the GDPR);
• promoting our products and services and building a positive image of Tooploox (Article 6(1)(f) of the GDPR);

Providing your personal data is necessary to use our website and respond to your inquiry.

1. all persons who follow and interact with Tooploox profiles on Facebook, LinkedIn, Instagram and other social media channels or portals:

• promoting our products and services and building a positive image of Tooploox (Article 6(1)(f) of the GDPR);
• responding to inquiries received for offers and products (Article 6(1)(f) of the GDPR).

Providing your personal information is necessary to observe our social media profiles and respond to your inquiry.

1. all persons who contact Tooploox via email, phone, contact form on our website or other available communication channels:

• to respond to inquiries received (Article 6(1)(f) of the GDPR);
• to establish and pursue claims or defend against claims which may arise (Article 6(1)(f) of the GDPR).

Providing your personal data is necessary to send your inquiry and get our response.

1. customers:

• when you are directly a party to a contract concluded with Tooploox: to conclude and perform the contract (Article 6(1)(b) of the GDPR);
• when you act as a representative of our client – a legal entity – when concluding a contract with Tooploox: to properly identify the party that you represent as a party to the contract and conclude the contract with this entity (Article 6(1)(f) of the GDPR), as well as to maintain day-to-day contact regarding the services provided and cooperate with the entity that you represent on the basis of the concluded contract (Article 6(1)(f) of the GDPR);
• when you are a contact person designated by our customer or you contact us to commision services under a master agreement concluded with an organization on whose behalf you are contacting us: to maintain day-to-day contact regarding the services provided and cooperate with the entity on behalf of which you contact us (Article 6(1)(f) of the GDPR);
• to fulfill our legal obligations under tax law and accounting regulations related to proper settlement and posting of payments for services purchased from Tooploox (Article 6(1)(c) of the GDPR in connection with Polish tax law and accounting regulations);
• to fulfill our legitimate interests such as: collection and enforcement of debts arising from the cooperation and establishment, investigation and defense against any claims that may arise from the cooperation (Article 6(1)(f) of the GDPR).

To the extent arising from the provisions of the Polish tax and accounting laws as well as when you are directly a party to a contract entered into with Tooploox, your provision of personal data is a statutory requirement or is necessary to enter into a contract with Tooploox.

1. job applicants:

• to conduct the recruitment process and assess your abilities, competencies and suitability for the position you are applying for (Article 6(1)(b) of the GDPR and Article 6(1)(a) of the GDPR);
• to keep records related to your job application for future recruitment processes – if you give us your consent to do so (Article 6(1)(a) of the GDPR);
• to fulfill our legal obligations that arise from the provisions of the Polish Labor Code and other provisions of Polish labor law (Article 6(1)(c) of the GDPR).

To the extent specified in the provisions of the Polish Labor Code (Article 221 of the Polish Labor Code), your provision of personal data is necessary for the recruitment process. In the remaining scope, providing data is voluntary and is not a condition for taking part in the recruitment process. If you do not want us to process your personal data to a greater extent than specified in the Polish Labor Code regulations, simply do not include it in your application.

1. our business partners (advisors or consultants, contractors, subcontractors and service providers to Tooploox):

• when you are directly a party to a contract concluded with Tooploox: to conclude and perform the contract (Article 6(1)(b) of the GDPR);
• when you act as a representative of our business partner – a legal entity – when concluding a contract with Tooploox: to properly identify the party that you represent as a party to the contract and conclude the contract with this entity (Article 6(1)(f) of the GDPR), as well as to maintain day-to-day contact regarding the services provided and cooperate with the entity that you represent on the basis of the concluded contract (Article 6(1)(f) of the GDPR);
• when you are a contact person designated by our business partner or you contact us to commision services under a master agreement concluded with an organization on whose behalf you are contacting us: to maintain day-to-day contact regarding the services provided and cooperate with the entity that you represent on the basis of the concluded contract (Article 6(1)(f) of the GDPR);
• to fulfill our legal obligations under tax law and accounting regulations related to proper settlement and posting of payments for services purchased from Tooploox (Article 6(1)(c) of the GDPR in connection with Polish tax law and accounting regulations);
• to fulfill our legitimate interests such as: collection and enforcement of debts arising from the cooperation and establishment, investigation and defense against any claims that may arise from the cooperation (Article 6(1)(f) of the GDPR).

To the extent arising from the provisions of the Polish tax and accounting laws as well as when you are directly a party to a contract entered into with Tooploox, your provision of personal data is a statutory requirement or is necessary to enter into a contract with Tooploox.

1. subscribers to our newsletter:

• to inform you about our services and products and build a positive image of Tooploox (Article 6(1)(f) of the GDPR);
• direct marketing of Tooploox’s services (Article 6(1)(f) of the GDPR).

Providing your personal data is necessary to subscribe to our newsletter.

1. persons attending events and webinars that we organize:

• to organize and enable you to participate in an event or webinar (Article 6(1)(b) of the GDPR); 
• in the case of paid events, to fulfill legal obligations under tax law and accounting regulations related to the proper accounting and settlement of payments for participation in the event (Article 6(1)(c) of the GDPR in connection with tax law and accounting regulations);
• to ensure the proper technical functioning of the webinars (Article 6(1)(f) of the GDPR).

Providing your personal data is necessary to participate in an event or webinar.

How long do we keep your personal data?

We keep the provided personal data for the following period of time:

1. visitors of tooploox.com and other websites that we manage:

• in case of processing personal data from cookies, we will process your personal data for the period in which cookies will be stored on your device.
• if you choose to contact us, we will delete your personal information provided in the contact form as soon as we resolve your issue.

1. all persons who follow and interact with Tooploox profiles on Facebook, LinkedIn, Instagram and other social media channels or portals:

• we store the data necessary to follow our social media profiles and respond to your inquiries through these media for as long as you remain a follower of our profiles or interact with them; however, your interactions such as comments or likes, will remain visible even after you stop observing our profiles, as long as you do not delete them.

1. all persons who contact Tooploox via email, phone, contact form on our website or other available communication channels:

• we keep the data we need to respond to your inquiries for as long as it is necessary to resolve your case or as long as the legal limitation periods for claims require;
• additionally, we keep the personal data we need to defend or assert possible claims for as long as the claim limitation periods specified in the law require us to do so.

1. customers:

• we process personal data obtained in connection with the payment for purchased services for the period specified in the provisions of Polish law for the retention of tax and accounting records;

1. job applicants: 

• if you do not consent to the processing of your personal data provided in the job application for the future recruitment purposes, we will delete your data 1 week after the end of the recruitment process for the position for which you have applied;
• if you consent to the processing of your personal data provided in the job application for the future recruitment purposes, we will store your data until you withdraw your consent, but no longer than 2 years and 30 days after the end of the recruitment process for which you have applied. However, before the expiration of this 2-year period, we may ask you for an extension of your consent for another 2 years;
• if we have received your job application via LinkedIn or from your colleague and you have withdrawn from the recruitment process, we will store your data for a period of 90 days from the day of  receiving your job application.

1. our business partners (advisors or consultants, contractors, subcontractors and service providers to Tooploox):

• we process your personal data for the entire period of performance of the contract entered into directly with you or the entity you represent or for which you are the contact person, and after its completion, additionally for the period specified in the tax law and accounting regulations for the retention of tax and accounting records.

1. subscribers to our newsletter:

• we store the data necessary to carry out the newsletter subscription until you revoke your consent to receive it.

1. persons attending events and webinars that we organize:

• we process the data necessary to enable you to participate in the event or webinar for the period necessary to conduct the event or webinar, and in the case of events with a fee, additionally for the period specified in the tax law and accounting regulations for the retention of tax and accounting records.

Disclosure of your personal data

Depending on the context in which we obtained your personal data the following categories of entities may gain access to your personal data:

• providers of services that help us run our business (e.g. payment processors, external accounting, headhunters, legal and business advisors);
• providers of cloud computing, productivity, and collaboration tools and software which we use to run our business (e.g. Slack);
• hosting services providers;
• providers of tools that help us run marketing campaigns as well as external sales and marketing consultants.

Where required or permitted by law, we may also provide your personal data to regulators and law enforcement agencies.

What are your rights?

You have a right to:

• access your data: you have the right to access the information that we have on you. If you choose to exercise this right, upon your request, we will also make sure to provide you with a copy of the data we process about you and information about how we process them. We will fulfill your request by sending your copy electronically unless the request expressly specifies a different method. For any subsequent access request, we may charge you an administrative fee.
• rectification of data, erasure, and restriction of processing: if you believe that the information we have about you is incorrect, you are welcome to contact us, so we can update it and keep your data accurate. We will automatically delete information about you after it is no longer needed for the purposes it was collected for. Nonetheless, if at any point you wish for us to delete information about you, you have the right to do so. You also have the right to obtain restrictions on the processing of your data.
• data portability: in case the processing of your personal data is based on a contract or your consent, you have the right to receive the personal data that you have provided to us in a structured, commonly used, and machine-readable format. You can also request us to transmit such data to another controller if it is technically feasible.
• withdrawal of consent and the right to object to processing: If the processing of your data is based on consent, you have the right to withdraw your consent at any time. Remember that withdrawal of consent will not affect the lawfulness of processing based on this consent before its withdrawal. In case the processing of your data is based on our legitimate interest you have the right to object to such processing.
• The right not to be subject to a decision based solely on the automated processing of their personal data.

To comply with requests concerning your rights, if the information that you provide is insufficient to identify you, we will ask you to give us some additional information that we will use to verify your identity. If you fail to provide such information we may refuse to fulfill your request.

Profiling and automated decision making

We do not use any information provided by you for automated decision-making, including profiling.

International data transfers

Whenever possible, we will try to use processors that process personal data within the European Economic Area (“EEA”). In case there is a need for us to use processors located outside of the EEA, we will only disclose personal data to them provided that appropriate international data transfer safeguards described in the GDPR are in place.

As of the date of this Privacy Policy, we may transfer information that you provided us with to the United States of America. Such transfer relies either on Binding Corporate Rules implemented by our processors or standard data protection clauses approved by the European Commission. Below we present the list of our providers included in the Data Privacy Framework list:

• Clutch Holdings, Inc.,
• HubSpot, Inc.,
• Meta Platforms Inc.,
• Google LLC.

How to contact us and seek additional help?

If you have any questions or doubts related to this Privacy Policy or want to know more about how we protect your personal data or your rights, you can contact us by sending an email at privacy@tooploox.com.

We hope that we will be able to answer all your questions and settle all disputes amicably. Nonetheless, if you think that your rights were not observed or that your privacy was harmed, you can always lodge a complaint with a data protection authority.

Cookies and similar technologies

Our Website uses cookies, which are tiny files that are downloaded to your device (e.g. computer, tablet or smartphone). The cookies used by Tooploox  are listed in Customize Consent Preferences tab available on our Website (Cookie Settings tab )

The list of cookies is subject to ongoing updates regarding the cookies we use. We make every effort to ensure that the list of cookies includes all the cookies currently used by us. If you want to stay up to date with the list of cookies used by us, we encourage you to regularly check the current content of the Customize Consent Preferences tab (Cookie Settings tab). 

Please note that we make use of plugins and tools from external providers, such as Google Analytics. This means that – depending on your device settings and your consent – the information about your use of our Website may be combined with other information that you’ve shared with the providers or that they’ve collected from your use of their service. These parties collect data directly from your web browser, processing the data under their privacy policies (see below for relevant link).

Unless you accept our use of cookies other than necessary cookies we will not save them on your device. You can manage cookies on the Website in the Customize Consent Preferences tab (Cookies Settings tab), where you can give consent for other selected types of cookies. Moreover, you can disable the storage of cookies directly on the device used to connect to the Website, following the browser’s owner instructions. Detailed information regarding removal of cookies can be found on the following websites:

Chrome

Firefox

Opera

Internet Explorer

Safari

Please note that disabling cookies may negatively impact your online experience on our Website.

Social Media

We process personal data of users who follow and interact with our profiles on Facebook (Meta Platforms Ireland Limited), Instagram (Meta Platforms Ireland Limited), LinkedIn (LinkedIn Ireland Unlimited Company) and Hubspot. You will find detailed information on the data processing of the individual portals at the links below:

Data policies for Facebook and Instagram