1. Who controls your personal data
The controller of personal data collected through the KYDEXA website is KYDEXA Denis Crespo Acosta, with registered office at pl. Franciszka Smolki 2, lok. 1, 43-300 Bielsko-Biała, Poland, registration number 385591267 (REGON), and VAT/tax number 5472217488 (NIP) (“KYDEXA”, “we”, “us”).
Privacy contact: office@kydexa.com.
2. What information we collect
When you request a demo, deployment review or contact us, we may collect your name, business email address, company or property name, country, POS environment, approximate number of outlets, the content of your message and any information you voluntarily provide.
Our hosting and security providers may also process technical information such as IP address, browser type, date/time, requested URL, referral information and security or error logs.
3. Why we process it and our legal bases
- Responding to enquiries and preparing a possible customer relationship: processing necessary to take steps at your request before entering into a contract.
- Operating and securing the website: our legitimate interests in providing a reliable website, preventing abuse, troubleshooting and maintaining security.
- Legal and compliance obligations: where processing is required by applicable law.
- Optional marketing: only if we introduce a separate marketing sign-up and obtain the required consent. The current demo form does not subscribe you to marketing.
4. Data minimisation
We ask only for information reasonably necessary to understand and respond to your request. Please do not send passwords, private keys, payment-card data, health data or other sensitive information through the website form.
5. Service providers and recipients
We may use service providers acting on our behalf, including website hosting and form processing, business email, security, support and document-management providers. Our website hosting and enquiry forms use Netlify. Our business email and related communications use Microsoft 365. We will update this section if these providers change.
We do not sell personal data to advertisers.
6. International transfers
Some service providers may process data outside the European Economic Area. Where required, KYDEXA will use an appropriate transfer mechanism, such as an adequacy decision, the EU Standard Contractual Clauses, or another lawful safeguard applicable to the provider and transfer.
7. How long we keep information
Pre-sales and enquiry records are intended to be kept for up to 24 months after the last meaningful contact, unless a shorter period is appropriate or a longer period is required for an active commercial relationship, legal obligation, dispute or establishment/exercise/defence of legal claims. Customer, accounting and contractual records may be subject to different statutory retention periods.
8. Your rights
Subject to applicable law, you may have rights to access, rectify or erase your personal data, restrict processing, object to processing, receive portable data in relevant cases, and withdraw consent where consent is the legal basis. You may also lodge a complaint with the competent supervisory authority. For a controller established in Poland, this is the President of the Personal Data Protection Office (UODO).
9. Automated decision-making
KYDEXA does not use website enquiry data for automated decisions that produce legal or similarly significant effects, and does not profile website visitors for advertising.
10. Cookies and analytics
The current website does not use advertising cookies, behavioural tracking or non-essential analytics cookies. See our Cookie Policy. If analytics or marketing technologies are added later, we will update the policy and implement consent controls where required before enabling them.
11. Security
We apply proportionate technical and organisational measures to protect website and enquiry data. No internet service is completely risk-free, so users should avoid submitting unnecessary confidential information through the public website.
12. Changes
We may update this Privacy Policy when our company details, providers, website functionality or legal obligations change. The latest version will show its effective date on this page.
Private customer information forms
When KYDEXA sends you a private technical or billing request link, your information is used to review compatibility, prepare a quotation, arrange implementation and issue invoices. No payment is collected through these forms.
Requests and responses are processed using Netlify Functions and Netlify Blobs configured for Frankfurt storage. Response content is encrypted in the portal storage and transferred to KYDEXA's private Vendor Manager database. Once receipt is confirmed by that database, the portal response copy is removed. The private link expires after 14 days. Do not forward it to unrelated recipients or include passwords, API secrets, payment card details or real guest data.
Responses sent while the KYDEXA workstation is offline remain in portal storage until retrieved. Business records in Vendor Manager are retained as needed for the enquiry, contract and applicable accounting obligations. Contact office@kydexa.com about access, corrections or deletion, subject to applicable retention obligations.