PRIVACY POLICY

Table of contents

Version 1.0 · Effective 2 November 2026

About this policy

This policy explains how ECOFACTOR Sp. z o.o. processes personal data of people who visit the English and Polish versions of ecofactortech.com, contact us, use our product configurators, or deal with us as customers, suppliers or business partners in the European Union. It is provided under arts. 13 and 14 of Regulation (EU) 2016/679 (General Data Protection Regulation, “GDPR”).

This policy does not cover the ECOFACTOR mobile app, the Ukrainian version of the website (/ua/) or the online shop at /ua/shop/. See the table below for the notices that apply to them. The ECOFACTOR mobile app has its own privacy policy: https://ecofactortech.com/privacy-policy/.

Who is responsible for your data

Situation Controller Applicable notice
English and Polish versions of ecofactortech.com; business contacts in Poland and other EU countries (and in countries without a local ECOFACTOR company) ECOFACTOR Sp. z o.o. This policy
Ukrainian version of the website (/ua/), customers and users of the charging network in Ukraine ТОВ «ЗАРЯДНІ МЕРЕЖІ» (CHARGING NETWORKS LLC), Ukraine Privacy notice in the Ukrainian version of the website: https://ecofactortech.com/ua/legal/privacy/
Orders in the online shop /ua/shop/ ТОВ «ЕКОФАКТОР ХАБ» (ECOFACTOR HUB LLC), Ukraine Information provided in the online shop and its public offer: https://ecofactortech.com/ua/shop-offer/
Customers, tenders, local-authority contacts and prospects in the United Kingdom ECOFACTOR TECH UK LIMITED, United Kingdom UK privacy notice supplement: https://ecofactortech.com/legal/uk/privacy/
ECOFACTOR mobile app Provider indicated in the app App privacy policy: https://ecofactortech.com/privacy-policy/
Job applications for roles at ECOFACTOR Sp. z o.o. ECOFACTOR Sp. z o.o. Candidate privacy notice: https://ecofactortech.com/legal/candidates/

How to contact us

Controller: ECOFACTOR Sp. z o.o., ul. Składowa 30, 41-500 Chorzów, Poland, KRS 0000962167, NIP 8792738397.

For any question about your personal data or to exercise your rights, write to info@ecofactor.eu or by post to the address above, marked “Data protection”.

We have not appointed a data protection officer (DPO), because the law does not require it for our activities. Data protection matters are handled at the addresses above.

What data we process and where it comes from

Depending on how you interact with us, we process:

  • identification and contact data: name, e-mail address, telephone number, company name, job title, country;
  • content of your enquiry and our correspondence, including information you provide in forms;
  • configuration and quote data: products and options you select in a configurator, site and project information, requested quantities;
  • business relationship data: contract details, orders, invoices and payment information relating to your company, communication history;
  • technical and usage data: IP address, browser and device type, pages visited, date and time of visit, referring page, information from cookies and similar technologies (see our Cookie Policy);
  • marketing preferences and consent records.

Most data comes directly from you. If you are an employee or representative of a customer, supplier or partner, we may receive your business contact data from your organisation or colleagues, from public business registers, from your public professional profile, or from contacts made at trade fairs and industry events. In those cases we process only business contact data and information about your role.

Why we process your data and on what legal basis

Purpose Legal basis (GDPR)
Responding to enquiries submitted through contact and lead forms, by e-mail or by telephone Art. 6(1)(b) — steps taken at your request before entering into a contract, where you act on your own behalf; art. 6(1)(f) — our legitimate interest in answering enquiries, where you act for a company
Preparing quotes and offers based on product configurators Art. 6(1)(b) or art. 6(1)(f), as above
Managing business relationships with customers, suppliers and partners: concluding and performing contracts, orders, deliveries, installation and service Art. 6(1)(b) — where you are the contracting party; art. 6(1)(f) — our legitimate interest in communicating with representatives and staff of our contracting parties
Fulfilling legal obligations, in particular accounting and tax obligations and responding to requests of public authorities Art. 6(1)(c)
Direct marketing of our own products and services to business contacts Art. 6(1)(f) — our legitimate interest in promoting our offer; marketing by e-mail, SMS or telephone only with your prior consent, as required by Polish electronic communications law
Website analytics and marketing cookies, including measuring the effectiveness of campaigns Art. 6(1)(a) — your consent given in the cookie banner
Operating the website, necessary cookies, IT security, preventing abuse and keeping server logs Art. 6(1)(f) — our legitimate interest in providing a secure and functioning website
Showing charging stations near you on the station map (/map/), if you allow location access in your browser; your location is used only for this purpose Art. 6(1)(a) — your consent given in the browser, which you can withdraw in the browser settings at any time
Recruitment See our candidate privacy notice
Establishing, exercising or defending legal claims Art. 6(1)(f) — our legitimate interest in protecting our rights
Forwarding your enquiry to another company operating under the ECOFACTOR brand, where it concerns its market Art. 6(1)(f) — our legitimate interest in handling enquiries efficiently by the company competent for your country

Where we rely on legitimate interests, we have balanced them against your interests and rights. You can ask us for more information about this assessment.

We do not currently send newsletters. If we start, we will ask for your consent first.

Cookies and similar technologies

We use necessary cookies to run the website and, only with your consent, functional, statistics and marketing cookies. Details, including the list of cookies and how to change your choices at any time via “Cookie settings”, are in our Cookie Policy: https://ecofactortech.com/legal/cookies/.

Who we share your data with

We share personal data only to the extent necessary for the purposes described above, with:

  • service providers acting on our behalf (processors) under data processing agreements, in particular:
  • our website hosting provider;
  • Cloudflare, Inc. — content delivery, website security, bot protection on forms (Turnstile) and website traffic statistics;
  • Google Ireland Limited — Google Tag Manager and Google Analytics (only with your consent to statistics cookies);
  • Microsoft Ireland Operations Limited — e-mail, documents and collaboration (Microsoft 365);
  • our customer relationship management (CRM) provider;
  • our map provider for the station map;
  • IT support and maintenance providers;
  • Meta Platforms Ireland Limited (Facebook/Instagram), only if you consent to marketing cookies — for the collection and transmission of data through the Meta Pixel we and Meta are joint controllers, and Meta processes the data afterwards as an independent controller under its own policy; other advertising partners, if any, are shown in the cookie banner and in the Cookie Policy;
  • other companies operating under the ECOFACTOR brand, where necessary: ECOFACTOR TECH UK LIMITED (enquiries and projects concerning the United Kingdom) and ТОВ «ЗАРЯДНІ МЕРЕЖІ» (enquiries concerning Ukraine and technical and development support for our systems);
  • accredited installation and maintenance partners, where your project requires their involvement;
  • accounting, audit, legal and other professional advisers, who are bound by confidentiality;
  • courts, public authorities and other bodies, where required by law.

We do not sell personal data.

Transfers outside the European Economic Area

Some recipients are located outside the European Economic Area (EEA). We transfer data only where the GDPR permits it:

  • United Kingdom: the European Commission has adopted an adequacy decision for the United Kingdom under art. 45 GDPR, so no additional safeguards are required;
  • Ukraine: there is no adequacy decision for Ukraine. Transfers to ТОВ «ЗАРЯДНІ МЕРЕЖІ» are based on standard contractual clauses adopted by the European Commission (art. 46(2)(c) GDPR, Commission Implementing Decision (EU) 2021/914), supplemented by additional measures where needed;
  • United States: Google, Meta, Microsoft and Cloudflare are certified under the EU-U.S. Data Privacy Framework, which is covered by an adequacy decision of the European Commission; we also rely on standard contractual clauses in our agreements with them;
  • other countries: on the basis of an adequacy decision or standard contractual clauses.

You can obtain a copy of the safeguards applied by writing to info@ecofactor.eu.

How long we keep your data

Data Retention period
Enquiries, quotes, configurator requests and business contacts 3 years after our last contact with you; up to 6 years where needed for legal claims or accounting
Business relationship data For the duration of the relationship and then until claims become time-barred under the Polish Civil Code (generally 3 years for claims connected with business activity, counted to the end of a calendar year)
Contracts, invoices, accounting and tax documents For the periods required by Polish accounting and tax law (generally 5 years from the end of the relevant tax year)
Marketing consents and cookie consent records For as long as the consent is valid, and then for 3 years as evidence of the consent and its withdrawal
Website statistics (analytics) Up to 14 months
Cookies For the periods shown in the cookie list in the Cookie Policy
Server and security logs Only as long as needed to keep the website secure, or longer if needed to investigate a specific security incident
Data needed for legal claims Until the claims are finally resolved or time-barred

Your rights

Under the GDPR you have the right to:

  • access your data and receive a copy (art. 15);
  • have inaccurate data rectified (art. 16);
  • have your data erased (art. 17);
  • restrict processing (art. 18);
  • receive the data you provided to us in a structured, machine-readable format and have it transmitted to another controller, where processing is based on consent or a contract and carried out by automated means (art. 20);
  • object to processing (art. 21) — see below;
  • not be subject to a decision based solely on automated processing which produces legal or similarly significant effects (art. 22).

To exercise your rights, write to info@ecofactor.eu. We will respond within one month; in complex cases this period may be extended by up to two further months, and we will tell you if so. We may ask you to confirm your identity.

Your right to object

You may object at any time, on grounds relating to your particular situation, to processing based on our legitimate interests (art. 6(1)(f) GDPR). We will then stop processing unless we demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or the data is needed for legal claims. You may object at any time to processing for direct marketing purposes — we will then stop using your data for marketing.

Withdrawing consent

Where we process data based on your consent, you may withdraw it at any time — for cookies via the “Cookie settings” link in the website footer, and otherwise by writing to info@ecofactor.eu. Withdrawal does not affect the lawfulness of processing carried out before it.

Right to lodge a complaint

You have the right to lodge a complaint with a supervisory authority. Our lead supervisory authority is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych, Prezes UODO), ul. Stawki 2, 00-193 Warszawa, Poland, www.uodo.gov.pl. You may also complain to the supervisory authority in the EU country where you live or work or where the alleged infringement took place. If you live in the United Kingdom, you may complain to the Information Commissioner’s Office (see the next section).

Visitors from the United Kingdom

When we process personal data of people in the United Kingdom, the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 may also apply. Under art. 27 UK GDPR, ECOFACTOR TECH UK LIMITED, 86-90 Paul Street, 3rd Floor, London EC2A 4NE, United Kingdom (company no. 16400124), acts as our representative in the United Kingdom. You can contact our UK representative, or us directly, at info@ecofactor.eu or by post.

If you live in the United Kingdom, you have the right to complain to the Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, United Kingdom, ico.org.uk.

Where ECOFACTOR TECH UK LIMITED itself processes your data, for example for UK customers, tenders and projects, it is the controller and its UK privacy notice supplement applies: https://ecofactortech.com/legal/uk/privacy/.

Is providing data required

Providing personal data is voluntary. However, without the data marked as required in a form we cannot respond to your enquiry or prepare a quote, and without the data required by law (for example for invoicing) we cannot conclude or perform a contract.

Automated decision-making and profiling

We do not make decisions based solely on automated processing, including profiling, which produce legal effects concerning you or similarly significantly affect you. If you consent to analytics or marketing cookies, our providers may analyse your use of the website to produce statistics and tailor advertising; this does not lead to such decisions.

Security

We use technical and organisational measures appropriate to the risk, including encrypted connections (HTTPS), access controls and contractual obligations for our service providers. No transmission over the internet is completely secure; please do not send us sensitive data through forms.

Children

The website is directed at businesses and adult users. We do not knowingly collect data of children under 16.

Links to other websites and social media

The website contains links to other websites, app stores and our social media profiles. Their operators are responsible for the data they process. When you interact with our social media profiles, the platform operator processes your data under its own policy; for certain statistics we may be joint controllers with the platform operator, in which case the main obligations under the joint controllership arrangement rest with the platform.

Changes to this policy

We may update this policy, for example when we introduce new website features or service providers. The current version is always available at the address above, with its effective date. We will inform you of material changes in an appropriate way, for example by a notice on the website.

Language versions

This policy is published in English and Polish. For consumers in Poland the Polish version prevails.

Document control

Version 1.0 · Effective 2 November 2026 · Owner: Legal (in-house) · Approved by: Management Board of ECOFACTOR Sp. z o.o.