Privacy Policy

Effective date: November 11, 2026

This policy explains what personal data Sentysoft collects through sentysoft.com and in our business emails, why we collect it, who receives it and what you can do about it.

Who we are

Sentysoft is a software development company based in Poznań, Poland. We are the controller of the personal data described in this policy, which means we decide why and how it is used. Our full legal details (company name, registered address and registration numbers) are available on request.

For anything about your personal data, email contact@sentysoft.com.

What we collect and why

Giving us your details is voluntary, but we need at least your email address to reply to you.

When you contact us

When you use the contact form, the "Request a quote" form or email us, we receive your name, your email address and the details you choose to send. We use them to reply, to discuss your project and to prepare a proposal. Legal basis: steps you ask us to take before a possible contract, and our legitimate interest in answering business enquiries.

When you ask for a free website audit

We receive the website address and the work email you enter. We use them to review that website and to email you the report. Legal basis: your request.

When you book a call

"Schedule a call" opens our booking page on Calendly's website. Calendly shares the booking with us: your name, email, the time you chose and any answers you give. We use them to hold the call. Calendly's own privacy policy applies on its website.

When we email your business

We contact businesses that we believe could use our services. For this we may hold the name, job title, business email address and company details of people who work there, taken from the company's own website, public business listings such as Google Maps, and business contact databases. We use them to send a small number of relevant business emails. Legal basis: our legitimate interest in offering our services to businesses.

Every email we send includes an easy way to opt out. If you opt out or ask us to stop, we stop contacting you and keep only a record of your email address so that we do not contact you again.

Analytics

We use Google Analytics 4, loaded through Google Tag Manager, with Google Consent Mode. It helps us understand which pages help visitors and improve the site.

When analytics is on, Google Analytics sets cookies and records how you use the site: the pages you view, how you arrived, your device and browser, and your approximate location (city level). How it starts depends on where you are:

• In the European Economic Area, the United Kingdom and Switzerland, analytics cookies are set only if you click "Accept" in the cookie banner. Legal basis: your consent. Until you choose, or if you click "Reject", Google's tag still loads but sets no analytics cookies. It sends Google basic signals without cookies, such as that a page was viewed, your browser type and your approximate location. Google uses them only to estimate visits in total; they are not used to recognize you on later visits. Legal basis for these signals: our legitimate interest in measuring how the site is used.
• Everywhere else, including the United States, analytics is on when you arrive. You can turn it off at any time by clicking "Reject" in the cookie banner or in "Cookie settings" at the bottom of every page; we then delete the analytics cookies and Google receives only the cookieless signals described above. Legal basis, where one is required: our legitimate interest in measuring how the site is used.
• Advertising features are always off. Your data is not used for ads or ad personalization, and we do not sell or share it for targeted advertising.

When you visit the site

Our hosting provider automatically records technical data, such as your IP address, browser type and the time of each request, to deliver the site and protect it from abuse. Legal basis: our legitimate interest in running a secure website.

When you become a client

We process the contact and billing details needed to deliver our services and to meet tax and accounting rules. Legal basis: the contract and our legal obligations.

Cookies

The site sets no cookies of its own. Google Analytics sets cookies in the European Economic Area, the United Kingdom and Switzerland only if you accept analytics, and elsewhere unless you reject them:

• Google Analytics (_ga and _ga_ followed by an ID): tell visits apart and measure how the site is used. They last up to 2 years.

Your choice is saved in your browser for 12 months. You can change it at any time with the "Cookie settings" link at the bottom of every page, and you can delete cookies in your browser settings. Calendly sets its own cookies on calendly.com when you book a call.

Who receives your data

We use a small number of service providers who process data for us, under contracts that require them to protect it:

• Vercel (USA): hosts the website.
• Sanity (Norway): stores the site's content and delivers its images.
• Resend (USA): delivers the messages you send through our forms to our inbox.
• Google (USA and Ireland): business email (Google Workspace), Google Tag Manager and Google Analytics.
• Calendly (USA): call booking.
• Email and contact data providers we use for business outreach.

We may also disclose data when the law requires it or to protect our rights. We do not sell your personal information, and we do not share it for targeted advertising.

Transfers outside Europe

Some of these providers are based in the United States. When your data is transferred outside the European Economic Area, we rely on the EU–US Data Privacy Framework where the provider is certified under it, or on the European Commission's standard contractual clauses.

How long we keep your data

• Enquiries, audit requests and outreach contacts: up to 2 years after our last contact, unless a contract follows.
• Client and billing records: as long as tax and accounting law requires.
• Opt-out records: as long as needed to respect your request not to be contacted.
• Google Analytics data: 2 months, Google Analytics' standard retention setting.
• Hosting logs: for the limited time our hosting provider keeps them for security.

Your rights

If you are in the European Economic Area or the United Kingdom, you have the right to access your data, to have it corrected or deleted, to restrict or object to how we use it, to receive it in a portable format, and to withdraw your consent at any time. You can object to direct marketing at any time, and we will stop. You can also complain to a data protection authority; in Poland this is the President of the Personal Data Protection Office (UODO).

If you are in the United States, you can ask us what personal information we hold about you, and ask us to correct or delete it. California residents can review and request changes to their information in the same way. We will not treat you differently for using these rights.

To use any of these rights, email contact@sentysoft.com. We reply within one month. We do not make decisions about you based solely on automated processing.

Do Not Track

Browsers can send a "Do Not Track" signal. There is no common standard for how websites should respond, so our site does not change its behavior when it receives one. In the European Economic Area, the United Kingdom and Switzerland we use analytics cookies only if you accept them; elsewhere you can turn them off with "Reject". We do not track you across other websites.

Children

Our services are meant for businesses. The site is not directed at children under 16, and we do not knowingly collect their personal data.

Security

We limit access to personal data to the people who need it, and we work with providers that protect data with encryption and access controls. No method of sending or storing data is completely secure, but we take care to protect what you share with us.

Changes to this policy

We update this policy when our practices change. The effective date at the top shows the current version; if we make important changes, we will point them out on the site.

Contact

Questions about this policy or your personal data: contact@sentysoft.com.