Privacy Policy for Contact Enquiries

1. Controller

The controller of your personal data is Smart Hive Sp. z o.o., Polish Tax ID (NIP) 5272950942 (“Smart Hive”). For privacy matters, contact home@smarthive.pl or +48 883 404 003.

2. Data we process

We process information you provide and the data needed to handle an enquiry securely and accountably:

• your name, telephone number and email address;
• property location, property type and project stage;
• selected systems, preferred platform, timeline, project description and a Smart Hive Lab scenario;
• attached photographs, plans or documents;
• the landing path, referring-site domain and any UTM campaign parameters present in the page address when the form is sent;
• submission time, language, reference, handling status, notice version and email-notification status.

3. Technical data and security

Cloudflare may process standard technical information about the request, browser and device to deliver the website and protect the form against abuse. We use Cloudflare Turnstile before accepting an enquiry. The visitor’s IP address is not saved as part of the Smart Hive enquiry record.

Please do not send passwords, access codes, payment information, national identification numbers or information unnecessary for assessing the project.

4. Purposes and legal bases

We do not use enquiry data for marketing without a separate legal basis where one is required.

• responding, assessing the project, asking follow-up questions and taking steps at your request before entering into a contract — Article 6(1)(b) GDPR;
• communicating with a person acting for a business or organisation — Article 6(1)(f) GDPR; our legitimate interest is business correspondence and assessing potential cooperation;
• protecting the form against spam and abuse and establishing, exercising or defending legal claims — Article 6(1)(f) GDPR.
• understanding the source and context of a particular enquiry — Article 6(1)(f) GDPR; our legitimate interest is assessing how effectively our service information reaches prospective customers without advertising cookies.

5. Recipients and providers

We do not sell the data or provide it to another party for that party’s own marketing.

• authorised people handling enquiries for Smart Hive;
• Cloudflare, which provides hosting, server-side functions, form protection and the D1 database;
• Cloudflare R2 as private attachment storage;
• Cloudflare Workflows and Email Service, used to coordinate and send enquiry notifications;
• Google Workspace, used as the company inbox; a notification may contain the enquiry summary and submitted attachments;
• advisers or public authorities where access is necessary or required by law.

6. Data location and transfers

The main enquiry record is stored in Cloudflare D1 configured for EU jurisdiction. Attachments are stored in a private Cloudflare R2 bucket using the Eastern Europe (EEUR) location hint and Cloudflare’s default jurisdiction. EEUR is a placement hint, not a formal EU-jurisdiction restriction.

Cloudflare, Google and their subprocessors operate globally. Some technical, security or support processing may occur outside the European Economic Area on the basis of an adequacy decision or Standard Contractual Clauses and appropriate safeguards. EU jurisdiction restricts where the main D1 record is stored. The R2 EEUR placement hint does not provide the same guarantee, and not every network operation takes place exclusively in the EU.

7. Retention

• enquiries that do not lead to cooperation — no longer than 12 months after the last correspondence or closure;
• original attachments in private Cloudflare R2 storage — no longer than 90 days after submission;
• attachment copies included in the Google Workspace mailbox notification — with the enquiry, no longer than 12 months after the last correspondence or closure;
• if the project proceeds — necessary information may be transferred to customer records and retained under contractual, tax, accounting or legal-claims requirements.

8. Providing data and your rights

Providing data is voluntary, but required fields are needed so that we can accept and answer the enquiry. Attachments and fields not marked as required are optional.

• access your data and receive a copy;
• rectify, erase or restrict processing;
• data portability where the GDPR conditions apply;
• object on grounds relating to your particular situation where processing relies on Article 6(1)(f) GDPR.

You may also lodge a complaint with the President of the Polish Personal Data Protection Office. uodo.gov.pl — opens in a new tab

9. Marketing, automated decisions and browser storage

We do not make decisions about you based solely on automated processing and do not profile you from an enquiry. The website currently uses no analytics or marketing cookies. Hidden Hive progress and an anonymous estimator summary transferred to the contact form are stored only in browser session storage and disappear when the tab session ends. The estimator summary is not sent to Smart Hive unless you submit the form yourself. If our use of technology changes, we will update this information and request consent where required.

10. Changes

We may update this policy if the form, providers or applicable requirements change. The effective date and current version will be published here.