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Privacy Policy

Last Updated: October 24, 2025

This Privacy Policy describes how Mental Balance sp. z o. o. ("we", "us", "our") collects, uses, and discloses your personal data when you visit our website, contact us, or use our marketing services.

Important Note: This Privacy Policy does not apply to the personal data that our clients (and their users) enter, upload, or process through our SaaS platform. The processing of that data is governed by a separate Data Processing Agreement (DPA) concluded with our clients.

1. Data Controller

The controller of your personal data is:

Mental Balance sp. z o. o.
ul. Prof. Władysława Szafera 1/14, 31-543, Kraków, Małopolskie, Poland
KRS: 0000998746
Contact Email: [email protected]

2. Data Protection Officer (DPO)

We have appointed a Data Protection Officer, whom you can contact regarding all matters related to the processing of personal data and the exercise of your rights.

Email: [email protected]
Phone: +48 662 046 320

3. Purposes and Legal Bases for Processing

We process your data for the following purposes:

Responding to inquiries (contact forms):

When you contact us via forms on our website, we process data (such as name, email, company name, phone, project info) to handle your inquiry.

Legal Basis: Art. 6(1)(f) GDPR (our legitimate interest in handling correspondence) or Art. 6(1)(b) GDPR (actions taken to conclude a contract).

Marketing and sending reports/newsletters:

If you consent, we will process your data (email, name) to send commercial information, marketing materials, and our periodic reports.

Legal Basis: Art. 6(1)(a) GDPR (your voluntary consent).

Analytics and statistics (cookies):

We use cookies and similar technologies to analyze traffic on our site, understand how you use it, and for marketing purposes (remarketing).

Legal Basis: Art. 6(1)(a) GDPR (your voluntary consent, expressed via the cookie banner).

Performance of contracts with Clients:

We process the contact data of our Clients' representatives and employees (registered platform users) to provide services, ensure technical support, and for billing.

Legal Basis: Art. 6(1)(b) GDPR (necessity for the performance of a contract) and Art. 6(1)(f) GDPR (our legitimate interest in ongoing client communication).

4. Data Recipients

We may share your personal data with the following categories of recipients:

IT Service Providers: Entities providing us with hosting services, IT system maintenance, and cloud infrastructure.
Analytical and Marketing Tool Providers:
- Google (including Google Analytics)
- Meta Platforms (including Meta Pixel, Meta Custom Conversions)
Public Authorities: If required by applicable law.

5. Data Transfers outside the European Economic Area (EEA)

In connection with the use of analytical and marketing tools (Google, Meta), your personal data may be transferred to the United States.

This transfer is based on appropriate legal mechanisms, such as an adequacy decision by the European Commission (e.g., Data Privacy Framework) or Standard Contractual Clauses (SCCs) concluded with these providers, ensuring an adequate level of protection for your data.

6. Data Retention Period

We store your personal data for the following periods:

Data processed based on consent (e.g., marketing, reports): Until you withdraw your consent.
Data from contact forms: For the time necessary to handle the inquiry, and thereafter for the statutory limitation period for any potential claims.
Data of Client representatives: For the duration of the contract with the Client, and thereafter for the period required by law (e.g., tax regulations) or the statutory limitation period for claims.
Analytical data: For the period specified in the cookie settings to which you have consented.

7. Your Rights

In connection with our processing of your data, you have the following rights:

The right to access your data.
The right to rectify (correct) your data.
The right to erase your data ("right to be forgotten").
The right to restrict processing.
The right to data portability.
The right to object to processing (where it is based on our legitimate interest).
The right to withdraw consent: If data is processed based on consent, you have the right to withdraw it at any time, which does not affect the lawfulness of processing carried out before its withdrawal.
The right to lodge a complaint with a supervisory authority (in Poland, this is the President of the Personal Data Protection Office - PUODO).

8. Cookies

Our website uses cookies. These files are necessary for the proper functioning of the service, and are also used for analytical and marketing purposes (with your consent). We use tools such as Google Analytics, Meta Pixel, and Meta Custom Conversions. You can manage your cookie consents via the cookie banner available on our site.

9. Changes to the Privacy Policy

We reserve the right to make changes to this Privacy Policy. We will inform you of any changes by publishing the new version of the policy on our website with a new update date.