Privacy Policy

1. Introduction and scope

This Privacy Policy explains how Maxentra sp. z o.o. (“Maxentra”, “we”, “us”, “our”) collects, uses, stores, and protects personal data when you visit maxentrarenovations.com, contact us, request a quote, or use our interior renovation and construction services in Poland.

This policy applies to visitors, prospective clients, clients, suppliers, and anyone who communicates with us. It does not cover third-party websites linked from our pages; those sites have their own privacy notices.

We process personal data in line with the General Data Protection Regulation (EU) 2016/679 (“GDPR”), the Polish Act on Personal Data Protection, and other applicable laws.

2. Data controller

The controller responsible for your personal data is:

Maxentra sp. z o.o.
Walerego Sławka 3
02-495 Warsaw, Poland
Email: Maxentra@op.pl

For data protection enquiries or to exercise your rights, please use the contact details above. We will respond within the time limits set by GDPR (generally one month, extendable where permitted).

3. Categories of personal data

The information we process depends on your relationship with us. We may collect the following categories:

3.1 Identity and contact data

Name, email address, telephone number, correspondence address, and property address where renovation work is requested or carried out.

3.2 Project and service data

Room lists, measurements, finish preferences, material choices, access instructions, photos or videos you send us, site visit notes, schedules, and documents needed to prepare quotes or perform work (including information about co-owners or household members only where you provide it and it is relevant to the project).

3.3 Financial and transaction data

Billing details, invoice records, payment status, and bank transfer references. We do not store full payment card numbers on this website.

3.4 Communications

Content of emails, messages, and calls with our team, including records needed to follow up on enquiries and contracts.

3.5 Technical and usage data

IP address, browser type and version, operating system, device identifiers, language settings, pages viewed, time spent on pages, referral URLs, and general interaction data collected through cookies or similar technologies (see section 7).

3.6 Cookie preference data

Your choice regarding essential and optional cookies, stored locally in your browser (for example via localStorage) so we do not ask repeatedly.

4. How we obtain personal data

• Directly from you — when you fill in forms, email us, call us, meet us on site, or sign agreements;
• Automatically — when you browse the website, subject to your cookie settings;
• From third parties where lawful — for example professional referrals you authorise, publicly available business registers, or subcontractors who need contact details to complete agreed work (always limited to what is necessary).

5. Purposes and legal bases

We use personal data only where we have a valid legal basis under GDPR. Our main purposes include:

• Handling enquiries and quotes — to assess your request, schedule visits, and prepare proposals (legal bases: steps prior to contract at your request; legitimate interest in running our business);
• Performing contracts — planning, coordinating, and delivering renovation services, including communication with you and authorised trades (legal basis: contract performance);
• Invoicing and accounting — issuing documents, collecting payments, and meeting tax and accounting obligations (legal bases: contract; legal obligation);
• Website operation and security — hosting, error prevention, fraud prevention, and protecting our systems (legal bases: legitimate interest; legal obligation where applicable);
• Improving our website and services — aggregated or analytics data where you have accepted optional cookies, or feedback you choose to give (legal bases: consent for non-essential cookies; legitimate interest for service improvement where balanced against your rights);
• Legal claims and compliance — establishing, exercising, or defending legal claims and complying with regulators or courts (legal bases: legitimate interest; legal obligation).

Where we rely on legitimate interests, we consider your rights and use data in ways you would reasonably expect when contacting a renovation company. You may object to processing based on legitimate interests as described in section 12.

6. Marketing

We do not sell personal data for advertising. If we send service-related updates about an active project or contract, we do so because it is necessary for that relationship. If we ever offer optional newsletters or promotional messages, we will ask for your consent where required and you may opt out at any time using the unsubscribe link or by emailing us.

7. Cookies and similar technologies

Cookies are small text files stored on your device. We also use similar technologies such as localStorage for cookie consent preferences.

7.1 Essential cookies and storage

Required for basic site functionality, security, and remembering whether you accepted or rejected optional cookies. These cannot be turned off via our banner without affecting how the site behaves.

7.2 Optional cookies

If you click “Accept all” in our cookie banner, we may enable optional analytics or performance cookies to understand how pages are used and to improve content. If you choose “Essential only”, optional cookies remain disabled.

7.3 Your controls

You can change your choice by clearing site data in your browser or contacting us. Most browsers let you block or delete cookies globally; see your browser help for instructions. Blocking all cookies may limit site features.

8. Recipients and processors

We do not sell or rent your personal data. We may share it with:

• Service providers (processors) — hosting, email delivery, IT support, cloud storage, analytics (if consented), accounting, and legal advisers, bound by contracts that require GDPR-standard protection;
• Subcontractors and suppliers — only when needed to perform your project (for example fitted joinery or specialist trades), and only the contact or site information required;
• Authorities — when required by law, court order, or to protect rights, safety, and property;
• Professional successors — in connection with a merger, acquisition, or asset transfer, subject to continued protection of your data.

A current list of main processor categories is available on request at Maxentra@op.pl.

9. International transfers

We prefer to store and process data within the European Economic Area (EEA). If a provider processes data outside the EEA (for example certain cloud or email services), we implement appropriate safeguards such as European Commission Standard Contractual Clauses, binding corporate rules, or transfers to countries with an adequacy decision. You may request more information about safeguards by contacting us.

10. Retention periods

We retain personal data only as long as necessary for the purposes described in this policy, including:

• Enquiries without a contract — typically up to 24 months from last contact, unless you ask us to delete sooner or we need longer for a dispute;
• Contract and project files — for the duration of the contract and a reasonable period afterward for warranty, snagging, and legal claims (often up to 6 years where Polish limitation rules apply);
• Accounting and tax records — for periods required by Polish law (commonly 5 years from the end of the tax year, and longer where statute mandates);
• Cookie consent records — for as long as needed to demonstrate compliance, aligned with your browser storage;
• Server logs — for a limited security window (typically up to 90 days unless investigation requires longer).

When data is no longer needed, we delete or anonymise it securely.

11. Security measures

We implement technical and organisational measures appropriate to the risk, including access controls, secure hosting, encrypted connections (HTTPS), staff confidentiality, and limiting access to personal data to those who need it for their role. No online system is completely secure; please use caution when sending sensitive documents and verify our email address before sharing financial information.

12. Your rights under GDPR

If GDPR applies to our processing of your data, you may have the following rights (subject to conditions and exceptions in law):

• Access — to obtain confirmation and a copy of your personal data;
• Rectification — to correct inaccurate or incomplete data;
• Erasure — to request deletion where there is no compelling reason to continue processing;
• Restriction — to limit processing in certain circumstances;
• Data portability — to receive data you provided in a structured, commonly used format where processing is automated and based on consent or contract;
• Objection — to object to processing based on legitimate interests or to direct marketing;
• Withdraw consent — where processing is based on consent, without affecting lawfulness before withdrawal.

To exercise these rights, email Maxentra@op.pl with enough information to identify you and describe your request. We may need to verify your identity before responding.

You have the right to lodge a complaint with a supervisory authority. In Poland, the competent authority is the President of the Personal Data Protection Office (Urząd Ochrony Danych Osobowych, UODO), uodo.gov.pl.

13. Automated decision-making

We do not use automated decision-making or profiling that produces legal or similarly significant effects concerning you.

14. Children

Our services are intended for adults. We do not knowingly collect personal data from anyone under 16. If you believe we have received a child’s data, contact us and we will delete it promptly.

15. Photography and site documentation

During projects we may take photos of work in progress or completed finishes for quality records, handover, or portfolio use. Where images could identify your home or household members, we will agree with you in advance when required and can limit or omit portfolio use on request where contractually possible.

16. Changes to this policy

We may update this Privacy Policy when our services, technology, or legal obligations change. The current version is always published on this page. For material changes, we may provide additional notice where appropriate (for example a notice on the website).

17. Contact

Questions about this Privacy Policy or our use of personal data:

Maxentra sp. z o.o.
Walerego Sławka 3, 02-495 Warsaw, Poland
Maxentra@op.pl