Privacy Policy

This Privacy Policy explains how WHALETIFY Sp. z o.o. (“WHALETIFY,” “we,” “our,” or “us”) collects, uses, and safeguards your personal data when you visit our website www.whaletify.com, use our automation software, request a demo, subscribe to our newsletters, or interact with us through our client portals and support channels.

We are committed to protecting your privacy and ensuring compliance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and other applicable data protection laws.

1. Data Controller
The data controller responsible for your personal data is:

WHALETIFY Sp. z o.o.
ul. Stepowa 34D
30-698 Kraków, Poland
NIP: 9512260795
REGON: 141530183
KRS: 0000311470
Email: contact@whaletify.com

2. Information We Collect
We collect the following types of personal data depending on how you interact with our website and services:

• a. When using our websiteIP address, browser type, device type, operating system
• Pages viewed, session duration, clickstream data, and referral URLs
• Cookie identifiers and tracking data
• b. When requesting information, demos, or licensesName, job title, and company name
• Email address and phone number
• Business details, such as industry and company size
• Content of your inquiry or request
• c. When using our software or client portalsAccount login credentials (email, username)
• Company profile details related to your license
• Usage logs, activity history, and integration data (for support or service improvement purposes)
• d. When subscribing to newsletters or marketing communicationsName and email address
• Subscription preferences and engagement metrics (e.g., email opens, click rates)
• e. Support and correspondenceInformation voluntarily provided during support interactions, including screenshots, logs, or related technical information for troubleshooting.

3. Purposes of Data Processing
We process your data for the following purposes:

• To operate, manage, and improve our website and digital services
• To provide requested information, product demos, and software trials
• To process and manage licensing agreements for WHALETIFY software
• To grant access to client portals and manage user accounts
• To deliver technical support, updates, and maintenance services
• To send newsletters, promotional content, and updates (only if you have opted in)
• To analyze website and software usage for performance and feature improvements
• To comply with legal, contractual, and regulatory requirements

4. Legal Basis for Processing
Your personal data is processed under the following legal bases:

• Article 6(1)(a) GDPR – Consent (e.g., newsletter sign-ups, marketing cookies)
• Article 6(1)(b) GDPR – Contract performance (e.g., software licensing, client portal access)
• Article 6(1)(c) GDPR – Legal compliance (e.g., invoicing, tax regulations)
• Article 6(1)(f) GDPR – Legitimate interests (e.g., service improvements, website analytics, fraud prevention)

5. Data Sharing and Transfers
We do not sell or rent your personal data.
We may share your information with:

• Trusted service providers (hosting, CRM, analytics, email delivery, payment processors) operating under GDPR-compliant agreements
• Business partners or integrators assisting in deployment or support of our automation solutions
• Legal authorities when required by law or regulatory obligations

Data transfers outside the EEA are protected with adequate safeguards such as Standard Contractual Clauses approved by the European Commission.

6. Data Retention
Your personal data is retained only for as long as necessary:

• Website analytics data – up to 26 months
• Licensing and contractual data – for the duration of the contract and as required by applicable tax/accounting laws (typically 5–10 years)
• Support records – up to 3 years after ticket closure
• Marketing data – until you withdraw your consent or unsubscribe

After these periods, your data will be securely deleted or anonymized.

7. Cookies and Tracking Technologies
We use cookies and similar technologies for:

• Essential operations – enabling secure website navigation and login
• Analytics – understanding user interaction to improve services
• Marketing – delivering tailored promotions (if consented)

You can manage or disable cookies through your browser settings or by using the cookie consent banner on our website.

8. Use of Google Analytics
We use Google Analytics to understand website performance and user interaction.

• Google Analytics may collect IP addresses, browser details, pages visited, and engagement data.
• This data is anonymized and aggregated whenever possible.
• Data is used solely for analytics and service improvement.

You can opt out of Google Analytics by installing the browser add-on provided by Google or adjusting your cookie preferences on our site.


9. Use of Pipedrive CRM
We use Pipedrive CRM to streamline our sales, marketing, and client relationship processes.

• Data stored in Pipedrive includes business contact details, inquiry history, and interaction records.
• Pipedrive operates under strict GDPR compliance and processes data only as instructed by us.
• Pipedrive may process data on servers located in the EEA or, if outside the EEA, under SCCs approved by the European Commission.

10. Your Rights
Under GDPR, you have the right to:

• Access your personal data
• Correct inaccurate or incomplete information
• Request data erasure (“right to be forgotten”)
• Restrict or object to data processing
• Receive your data in a portable format
• Withdraw consent for processing where applicable
• File a complaint with the supervisory authority:
• UODO – Urząd Ochrony Danych Osobowych (https://uodo.gov.pl)

To exercise your rights, please contact us at contact@whaletify.com.

11. Data Security
We implement industry-standard security measures, including:

• Encrypted connections (HTTPS, SSL/TLS)
• Access controls and authentication measures
• Regular monitoring and security updates
• Restricted access to personal data by authorized personnel only

Despite our efforts, no system is completely secure. You are responsible for maintaining the confidentiality of your account credentials.

12. Automated Decision-Making and Profiling
We do not engage in automated decision-making or profiling that produces legal or significant effects on you. Any analytics we perform is solely for service improvement and operational insights.

13. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Updates will be published on this page with a revised “Effective Date.” We encourage you to review this policy regularly.

14. Contact
For questions, concerns, or data requests, please contact us:
WHALETIFY Sp. z o.o.
ul. Stepowa 34D
30-698 Kraków, Poland
Email: contact@whaletify.com