PRIVACY POLICY

INTRODUCTION

We prioritize your privacy and are committed to protecting your personal data. When you visit our website, verkoi.com, and its subdomains, or when you make purchases or subscribe to our newsletter, Dominika Sokalska VERKOI (“VERKOI” or “we”) processes your personal information. This includes data collected during job applications and from suppliers. “Personal data” refers to any information that can identify an individual. As a data controller under the General Data Protection Regulation (EU) 2016/679 (“GDPR”), this Privacy Policy outlines how we collect, use, and manage your personal data.

We do not intend to collect personal data from individuals under the age of 16 without parental or guardian consent. Since we cannot verify age, we strongly encourage parents to supervise their children’s online activities. If we are required by law to collect personal data, or if it’s necessary for a contract, failing to provide this information may hinder our ability to fulfill our obligations, such as processing your orders. In such cases, we may need to cancel your order, but we will notify you in advance.

We urge you to read this Privacy Policy in conjunction with our Terms of Use and Terms and Conditions for a complete understanding of your rights and our responsibilities. Your awareness and understanding are essential for ensuring a transparent relationship with our users.

Table of Contents

  • About us
  • Personal data we collect and purposes for which these data are collected
  • Legal grounds for processing
  • To whom do we provide your personal data?
  • How long do we store your personal data?
  • Security of your personal data
  • Your privacy rights

About us

Dominika Sokalska VERKOI

ul. Matejki 37/21, Świnoujście 72-600, Polska

NIP: 8551608322

REGON: 527434905

BDO: 000624859

Personal data we collect and purposes for which these data are collected

Site users

When you access our Site, we analyze your usage through cookies and similar technologies. You can adjust your browser settings to disable or refuse cookies partially. For further details on cookie usage, please refer to our Cookie Policy.

We may process the following types of personal data from all Site users, regardless of purchases:

  • Information on how you use and interact with our websites as well as on the amount of time that you spend on it;
  • Basic information that relates to the request that is made from your browser when you visit the webs. These data may include information such as your last visit date and time, the duration of your visit, the timestamp of the browser request, your IP address and basic HTTP header information (like referral URL and user agent), information about the website you have previously visited as well as demographic information including your location.

We process these data for the following purposes:

  • Analyzing and improving the use of the website, including optimizing the operation and your experience of the website
  • Marketing purposes (advertising)
  • Dispute resolution
  • To comply with our legal and regulatory obligations

Customers and potential customers

We may process the following (categories of) personal data of (contact persons of) our (potential) customers if and when necessary for our order administration:

  • Name and address details (name, first names, initials, title, gender, address, postal code and place of residence and country of residence);
  • Date of birth;
  • E-mail address;
  • Payment details;
  • Order details including order history.

We process these data for the following purposes:

  • If applicable: to register you as a new client;
  • To inform and contact you about your order, our products, ordering methods, payments and applicable conditions;
  • Delivery of ordered goods;
  • Purchase any product or service from us;
  • Engage with us via our Website, telephone, cell phone, live chat or video chat; 
  • Dispute resolution including debt collection;
  • To comply with our legal and regulatory obligations.

We may process the following (categories of) personal data of (contact persons of) our (potential) customers if and when necessary for our service administration:

  • Name and address details (name, first names, initials, title, gender, address, postal code and place of residence and country of residence);
  • Telephone number;
  • Date of birth;
  • E-mail address;
  • Order details;
  • Payment details;
  • Service and appointment requests;
  • Other personal data that may be processed in the context of handling the service request, such as order history.

We process these data for the following purposes:

  • Responding to questions;
  • Providing service;
  • Logging data for insight and improvement;
  • Creating replacement orders;
  • Dispute resolution;
  • To comply with our legal and regulatory obligations.

We may process the following (categories of) personal data of (contact persons of) our (potential) customers in our client marketing database:

  • Name and address details (name, first names, initials, title, gender, address, postal code and place of residence and country of residence);
  • E-mail address;
  • Telephone number;
  • Date of birth;
  • Transactional data such as order history;
  • For direct marketing messages: e-mail address, IP-adres, open ratio and time of opening, click ratio including time stamp regarding visited URLs in the message.

We process these data for the following purposes:

  • Provision of information about us and our products, including updates on changes to our Terms and Conditions, Terms of Use and our Privacy Policy;
  • Direct marketing about our products and/or services, including promotions, contests, prize draws and events connected therewith;
  • Complete the transactions you request, perform our contractual obligations, and send you related information, including confirmations and receipts;
  • Engage with you via live chat, video chat or via our Website;
  • To analyse whether our messages are opened and to establish which parts of our messages are the most interesting for our newsletter subscribers;
  • Research and development;
  • Dispute resolution;
  • To comply with our legal and regulatory obligations.

Newsletter subscribers and Custom Audiences

We have a newsletter to inform those interested in our products and/or services, contests, prize draws and other events. The newsletter is event-based, meaning that it will be sent when certain events occur (such as a new product being launched). Your email address will be added to the list of subscribers only with your explicit consent. The newsletter is aimed at driving engagement and may include information about new products, promotions and events. We can measure when and to what extent newsletters are opened and on which links in the newsletter you click. Each newsletter contains a link through which it is possible to unsubscribe from our newsletter.

When you sign up to our newsletter, we process the following personal data:

  • Your e-mail address;
  • IP-adres;
  • Open ratio and time of opening;
  • Click ratio including time stamp regarding visited URLs in our newsletters.

We process these data for the following purposes:

  • To send you our newsletter;
  • To analyse whether our newsletter is opened and to establish which parts of our newsletter are the most interesting for our newsletter subscribers;
  • Dispute resolution;
  • To comply with our legal and regulatory obligations.

To find you on social media, we use Custom Audience targeting from Google Ads Customer Match, Facebook Custom Audiences , TikTok Custom Audiences and Pinterest Custom Audienceand targeting functionalities within these platforms. Such functionalities help us to reach (potential) customers through various means, including socio-demographic targeting, interest targeting, keyword targeting, affinity targeting, and others. To do this, we upload certain information, such as a cookie ID – if you have provided consent for the use of the related marketing cookies – and hashed contact data, which is converted into a unique value that can be matched with a user account on these platforms to allow us to learn about your interests and to enable us to target our advertising campaigns at specific users. We can also use the match quality functionality from Meta, Google, TikTok, Pinterest and Criteo, to enhance our retargeting campaigns sending to these platforms information such as cookie ID, IP address, Client user agent and hashed contact data if you give us your consent. You can read additional information about this functionality via the information provided by Meta here, by TikTok here, and by Google here. If you do not want to be part of a Custom Audience tool, you can indicate this at any time by contacting us via customerservice@verkoi.com . You can change your cookie settings at any time as is explained in our Cookie Policy. You can also control the ads you see on Google services, including Customer Match ads in your Google Ads settings. More information about changing your Facebook ad preferences can be found here.

Suppliers

We may process the following (categories of) personal data of persons from whom we purchase products or services or who work at our suppliers if and when necessary in our supplier administration:  

  • Name and address details (name, first names, initials, title, gender, address, postal code and place of residence and country of residence);
  • Other contact data (telephone number, e-mail address and similar data required for communication);
  • Information about your company such as company name, business address, zip code, business e-mail address and telephone number;
  • In some cases, depending on the type of service provision: a certificate of good conduct and data relating to an identity document;
  • Data in view of making orders or purchasing services;
  • Data for calculating and recording fees and expenses and making payments, including bank account numbers;
  • Other data, the processing of which is required or necessary to comply with applicable legislation.

We process these data for the following purposes:

  • Placing orders and purchasing services;
  • Calculating and recording income and expenses and making payments;
  • The collection of receivables, including placing those receivables in the hands of third parties and other internal management activities;
  • Arranging the transport of goods and services to be delivered to the parties involved;
  • Maintaining contact between us and customers or suppliers;
  • Dispute resolution and audits;
  • Cooperating in the levy or collection of taxes;
  • To comply with our legal and regulatory obligations.

Job applicants

If you apply for a job at VERKOI, we may process the following (categories of) personal data if and when necessary in dealing with your job application:

  • Name, first names, initials, title, gender, address, zip code, city;
  • Telephone number, e-mail address and similar information required for communication;
  • Date of birth, place of birth, nationality;
  • Content of your CV, educational attainment, employment history, references and availability;
  • Your reasons for applying;
  • information regarding the position to which you have applied;
  • Bank account number (for expense allowance only).

We process these data for the following purposes:

  • The assessment of the suitability of the person concerned for a position that is or may be vacant (recruitment and selection), including dealing with related questions and complaints;
  • Dealing with any expenses incurred;
  • Internal checks and business security service;
  • To comply with our legal and regulatory obligations.

Legal grounds for processing

We process your personal data on the basis of one or more of the following legal grounds: 

  1. When this is necessary for the performance of an agreement to which you are a party or for the performance of pre-contractual acts at your request, e.g. we need to process your information to be able to handle your order;
  2. When this is necessary to comply with a legal obligation;
  3. When this is necessary to promote our legitimate interests or the interests of a third party, e.g. to manage our relationship with you;
  4. With your consent, e.g. when you sign up to our newsletter.

If we process your personal data on the basis of your consent, we will request this separately from you. You may withdraw your consent at any time. Please note that the withdrawal of your consent does not affect the lawfulness of the processing of your personal data prior to the withdrawal of your consent.

If you have specific questions about the legal grounds on which certain personal data are being processed, we are happy to provide you with additional information and you can always contact us via customerservice@verkoi.com

To whom do we provide your personal data?

We do not disclose your information to third parties (“recipients” as defined by privacy laws) unless it is essential for fulfilling the purposes outlined in this Privacy Policy. For example, to process your order, we must share your data with payment providers and transportation companies. We may also share personal data with our service providers, which include hosting companies, email services, payment processors, and legal advisors.

All third parties that receive your personal data are required to handle it with confidentiality. If these parties qualify as “processors” under privacy legislation, we ensure that a data processing agreement is in place that adheres to GDPR requirements.

Your personal data may also be involved in business transitions, such as an acquisition, sale, merger, or during bankruptcy proceedings. In these scenarios, your data may be transferred to a new owner or successor entity to ensure the continuity of services.

Additionally, if it becomes necessary to transfer your personal data to a recipient located in a country outside the European Economic Area, which may provide a lower level of data protection than that mandated by European legislation, we will take steps to ensure such transfers comply with applicable laws. This may involve establishing a model contract approved by the European Commission and assessing whether further measures are required to maintain a suitable level of protection for your personal data.

If you have any questions regarding the safeguards in place for data transfers outside of the European Economic Area, or if you would like to request a copy of these measures, please do not hesitate to reach out to us.

How long do we store your personal data?

We will not retain your personal data in an identifiable form for any longer than is necessary for the purposes set out in this Privacy Policy.

We will not retain your personal data in an identifiable form longer than necessary for the purposes outlined in this Privacy Policy, in compliance with Polish law. Generally, personal data related to orders will be deleted no later than two years after processing. Data used for website analysis is stored for a maximum of 24 months. Client marketing data is kept for five years after closing the client file.

If you unsubscribe from our newsletter, your email will be removed immediately. Supplier data will also be deleted within two years post-processing.

Job application data is retained for up to four weeks post-application, unless you consent to a one-year retention for potential job opportunities. If you are hired, this data will be added to your personnel file.

Additionally, we may need to keep certain personal data to comply with statutory retention obligations, such as maintaining accounting records for five years in line with tax regulations.

Retention periods may be extended if legally required or if necessary for our legitimate interests, such as resolving legal disputes.

Security of your personal data

We implement security measures to minimize the risk of misuse, loss, and unauthorized access to personal data. Our employees and business partners are required to maintain confidentiality and adhere to protocols designed to ensure the adequate protection of your information.

If you have any questions about the security of your personal data, or if you suspect or have any indications of misuse, please contact us at customerservice@verkoi.com.

Your privacy rights

You have the following rights with regard to the processing of your personal data by us:

  • the right to request whether we process your personal data and, if this is the case, to inspect your personal data;
  • the right to rectification of your personal data if they are incorrect or incomplete;
  • the right to have your personal data deleted (‘right to be forgotten’);
  • the right to object to the processing of your personal data or to limit the processing of your personal data;
  • the right to withdraw consent for the processing of your personal data at any time, if the processing is based on your consent;
  • the right to receipt or transfer of your personal data by or to a third party designated by you in a structured, customary and machine-readable form (‘right to data portability’).

If you wish to exercise any of the rights above, please contact us via customerservice@verkoi.com or via the address mentioned in the ‘About us’ section.

To prevent fraud and misuse, we may ask for specific information to verify your identity and may follow up for additional details. If you wish to review personal data associated with a cookie, please include the relevant cookie from your browser settings.

We will respond to your request within one month, with the possibility of a two-month extension for complex requests. If we deny your request, we will provide an explanation. We will always honor requests to object to the processing of your personal data for direct marketing purposes.