1. About this Policy
This Privacy Policy explains how we process personal data of people who visit the EQrento website, contact us, request a demo or are our business contacts. It contains the information required by Articles 13 and 14 of Regulation (EU) 2016/679 (General Data Protection Regulation, “GDPR”).
In this Policy, “we”, “us” and “our” mean SOLTIX Sp. z o.o., the company that develops and operates EQrento. “Website” means eqrento.com together with its subpages.
This Policy does not cover the EQrento application, i.e. the software our customers log into. Processing within the application is described in the EQrento Terms of Service and the Application Privacy Policy. Data that customers enter into the application about their own clients, employees or contractors is processed by us only on the customer’s behalf, as a processor under Article 28 GDPR – questions about such data should be addressed to that customer.
Cookies and similar technologies used on the Website are described in our Cookie Policy, available in the Website footer.
2. Who we are and how to contact us
The controller of your personal data is SOLTIX Sp. z o.o., ul. Gen. Władysława Sikorskiego 19, 65-454 Zielona Góra, Poland. The company is entered in the Register of Entrepreneurs of the National Court Register (KRS) under number 0001036416, kept by the District Court in Zielona Góra, VIII Commercial Division of the National Court Register. NIP (VAT ID): PL9292077160, REGON: 525345988, share capital: PLN 10,000.
You can contact us about any matter concerning your personal data:
- by e-mail: [email protected]
- by post: SOLTIX Sp. z o.o., ul. Gen. Władysława Sikorskiego 19, 65-454 Zielona Góra, Poland
We have not appointed a data protection officer. Please contact us directly using the details above.
3. What data we process, why and for how long
We use personal data only for the purposes below. Each purpose has its own legal basis under Article 6(1) GDPR and its own retention period.
| Purpose | Personal data | Legal basis | How long we keep it |
|---|---|---|---|
| Running the Website and keeping it secure | IP address, date and time of the visit, page requested, referring page, browser and operating system, server response code – recorded automatically in server logs | Art. 6(1)(f) GDPR – our legitimate interest in delivering a working, secure Website, detecting abuse and fixing errors | Up to 30 days; longer only if needed to investigate a specific security incident |
| Handling your demo request (“Book a demo” form) | Company name, your name, e-mail address, phone number (optional), what your company rents, fleet size, your note (optional) | Art. 6(1)(f) GDPR – our legitimate interest in answering business enquiries and presenting EQrento; if you act as a sole trader: Art. 6(1)(b) GDPR – steps taken at your request before entering into a contract | Until your request is handled, then up to 3 years from our last contact, unless you object earlier |
| Knowing where demo requests come from and blocking spam | Sent automatically with the form: the button and page used, the referring page, campaign parameters in the link (utm, gclid, fbclid), time zone, browser language, time taken to fill in the form | Art. 6(1)(f) GDPR – our legitimate interest in measuring how well our marketing works and protecting the form against spam | Together with the demo request |
| Answering e-mails and phone calls | Your contact details and the content of your message or call, including a pre-filled e-mail sent when the form cannot be submitted | Art. 6(1)(f) GDPR – our legitimate interest in answering enquiries; Art. 6(1)(b) GDPR if the enquiry concerns a contract with you | As for demo requests |
| Holding the demo and preparing an offer | Data from your request, notes from the meeting, details needed to send you an online meeting invitation | Art. 6(1)(f) GDPR – our legitimate interest in presenting and selling our product; Art. 6(1)(b) GDPR if you will be the party to the contract | As for demo requests |
| Maintaining relations with business contacts and prospective customers | Name, position, company, business e-mail address and phone number, history of our contacts | Art. 6(1)(f) GDPR – our legitimate interest in developing business relations and marketing our own products | Up to 3 years from obtaining your data or your last reply; after an objection, only what we need to avoid contacting you again |
| Sending commercial information by e-mail or phone | E-mail address or phone number, record of your consent | Art. 6(1)(f) GDPR – direct marketing of our own products; where the law requires prior consent (in Poland: Article 398 of the Electronic Communications Law of 12 July 2024), we contact you only with your consent | Until you withdraw your consent or object |
| Establishing, pursuing or defending legal claims | Data relevant to the claim | Art. 6(1)(f) GDPR – our legitimate interest in protecting our rights | Until the claims become time-barred – as a rule 6 years, or 3 years for claims related to business activity, ending on the last day of a calendar year (Polish Civil Code) |
| Handling requests to exercise your GDPR rights | Data needed to identify you and handle your request, our correspondence | Art. 6(1)(c) GDPR – our legal obligations under Articles 12–22 GDPR | Until claims related to the request become time-barred |
We do not use analytics or marketing tools on the Website at present. If we introduce them, they will run only with your consent (Art. 6(1)(a) GDPR), and we will describe them in the Cookie Policy first.
If your company becomes our customer, processing connected with the subscription is described in the EQrento Terms of Service and the Application Privacy Policy.
4. Where your data comes from and whether you must provide it
Most data comes directly from you – through the demo form, by e-mail or by phone. Technical data is recorded automatically when your browser connects to the Website.
If you are our business contact and did not give us your data yourself, we obtained it from your employer or a colleague (for example, when they book a demo for your team), from public sources such as company websites, business registers and professional networks (e.g. LinkedIn), from trade fairs and industry events, or from providers of business contact data. In that case we process only your business contact data listed in section 3.
Providing data is voluntary. In the demo form, the company name, your name, e-mail address, what you rent and your fleet size are required – without them we cannot arrange the demo. Without your contact details we cannot reply to you.
5. Who receives your data
We share personal data only with entities that support our business, and only as far as they need it:
- OVH Sp. z o.o., ul. Swobodna 1, 50-088 Wrocław, Poland – hosting of the Website (server located in Poland);
- Google – Google Workspace, our e-mail service, and Google Apps Script and Google Sheets, through which we receive and record requests sent via the demo form;
- providers of other IT tools we use for sales and customer contact, such as CRM, e-mail and meeting-scheduling software and video-conferencing services for online demos;
- IT, legal, tax and accounting advisers, when their work requires it.
Our service providers process data on our behalf, under data processing agreements and according to our instructions (Article 28 GDPR). We may also disclose data to courts, public authorities and other bodies when the law requires us to. We do not sell personal data.
6. Transfers outside the European Economic Area
The Website is hosted by OVH within the European Economic Area (EEA). Some of our other providers, in particular Google, may process data outside the EEA, including in the United States.
In such cases we transfer data only with the safeguards required by Chapter V GDPR:
- an adequacy decision of the European Commission – for the United States, the EU–U.S. Data Privacy Framework (Commission Implementing Decision (EU) 2023/1795 of 10 July 2023), for recipients certified under it; and/or
- standard contractual clauses adopted by the European Commission (Commission Implementing Decision (EU) 2021/914 of 4 June 2021).
You can obtain a copy of these safeguards, or information on where they are available, by contacting us.
7. Your rights
Under the GDPR you have the right to:
- access your data and receive a copy of it (Article 15);
- have inaccurate data corrected (Article 16);
- have your data erased (Article 17);
- restrict processing (Article 18);
- receive the data you provided in a structured, commonly used, machine-readable format and transmit it to another controller, where we process it on the basis of a contract or your consent (Article 20);
- withdraw your consent at any time, where processing is based on consent – this does not affect processing carried out before the withdrawal (Article 7(3)).
Right to object. You may object at any time, on grounds relating to your particular situation, to processing based on our legitimate interest (Article 6(1)(f) GDPR). You may also object at any time, without giving reasons, to the use of your data for direct marketing – we will then stop using it for that purpose (Article 21 GDPR).
To exercise your rights, write to [email protected] or to our postal address. We will respond without undue delay, at the latest within one month; in complex cases we may extend this by two further months and will tell you why (Article 12(3) GDPR). Exercising your rights is, as a rule, free of charge, but we may ask you to confirm your identity.
You can also lodge a complaint with a supervisory authority. In Poland, this is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Moniuszki 1A, 00-014 Warsaw, uodo.gov.pl. You may also complain to the authority in the EU country where you live or work, or where the alleged infringement took place (Article 77 GDPR).
8. Automated decision-making and profiling
We do not make decisions about you based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you (Article 22 GDPR).
9. Security, links to other websites and children
We protect personal data with technical and organisational measures appropriate to the risk (Article 32 GDPR). These include an encrypted connection to the Website (HTTPS), access to data limited to authorised persons, and data processing agreements with our service providers.
The Website may contain links to other websites. Their operators decide how they process data, so please read their privacy policies.
The Website is intended for businesses. It is not directed at children, and we do not knowingly collect their data.
10. Cookies and changes to this Policy
Information about cookies and similar technologies used on the Website, and about managing your choices, is in our Cookie Policy.
We will update this Policy whenever the way we process personal data changes, for example when we start using a new tool. The current version is always available on the Website, with the date of the last update at the top. We will also announce significant changes on the Website.