Privacy Policy
Last updated: January 2025
Data Controller
The Data Controller within the meaning of Article 4(7) GDPR is MICODE SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ (MICODE Ltd.), with registered office at ul. Jana Heweliusza 11/811, 80-890 Gdańsk, Poland, KRS: 0001108050, NIP: 5833510147, REGON: 528740633. Contact: perevertkinma@gmail.com. We process your data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) and the Polish Personal Data Protection Act of May 10, 2018.
1. Introduction
This Privacy Policy explains how eKsięgowy AI collects, uses, and protects your personal information when you use our Service.
2. Information We Collect
We collect: account information (email, name), authentication data, API keys you provide (encrypted), wFirma data you authorize access to, conversation history with AI, and usage analytics.
3. How We Use Your Information
We use your information to: provide and improve the Service, process your requests, communicate with you, ensure security, and comply with legal obligations.
4. Data Storage and Retention
Your data is stored securely in our databases. API keys are encrypted using AES-256-GCM encryption. We retain your data for as long as your account is active or as needed to provide services.
5. Third-Party Services
We integrate with third-party services including: AI providers (OpenAI), wFirma accounting system, OAuth providers (Google, GitHub). Each has their own privacy policies.
6. Cookies and Tracking
We use essential cookies for authentication and session management. We may use analytics cookies to improve the Service. You can manage cookie preferences in your browser settings.
7. Your Rights
You have the right to: access your personal data, correct inaccurate data, request deletion of your data, export your data, and withdraw consent for data processing.
8. Security Measures
We implement industry-standard security measures including: encrypted data transmission (HTTPS), encrypted storage of sensitive data, secure authentication, and regular security audits.
Legal Basis for Processing
We process your personal data on the following legal bases: Art. 6(1)(b) GDPR — performance of the electronic services contract; Art. 6(1)(c) GDPR — compliance with our legal obligations (tax, accounting); Art. 6(1)(f) GDPR — our legitimate interests (security, fraud prevention, claims); Art. 6(1)(a) GDPR — your consent (marketing, analytical cookies — only when explicitly provided).
Data Retention Periods
Account data and conversation history are retained for the duration of the contract plus 3 years after termination (civil claims). Invoice and financial documents — 5 years from the end of the tax year (accounting law requirements). System and security logs — 12 months. Consent-based data — until consent is withdrawn.
Data Protection Officer (DPO)
As a micro-enterprise, we are not obliged to appoint a Data Protection Officer under Art. 37 GDPR. For matters related to the protection of your personal data, please contact the Administrator directly using the e-mail address provided in the Contact section.
Right to Lodge a Complaint with the Supervisory Authority
If you believe that the processing of your personal data violates GDPR, you have the right to lodge a complaint with the supervisory authority. In Poland, the supervisory authority is the President of the Personal Data Protection Office (UODO): ul. Stawki 2, 00-193 Warsaw, e-mail: kancelaria@uodo.gov.pl, phone: +48 606-950-000.
Data Transfers Outside the EEA
Some of our technology providers are located outside the European Economic Area (EEA), including in the United States (e.g., OpenAI, Google). We base these transfers on Standard Contractual Clauses (SCCs) adopted by the European Commission pursuant to Art. 46(2) GDPR, ensuring an adequate level of data protection.
9. Children's Privacy
Our Service is not intended for users under 18 years of age. We do not knowingly collect personal information from children.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy and updating the "Last updated" date.
11. Contact Us
If you have questions about this Privacy Policy, please contact the Administrator: MICODE sp. z o.o., ul. Jana Heweliusza 11/811, 80-890 Gdańsk, Poland, e-mail: perevertkinma@gmail.com.