§ 1. Personal Data Controller
1. The controller of personal data collected through the UltimateCoins online store (hereinafter: the “Store”) is:
[COMPANY DETAILS TO BE ADDED AFTER REGISTRATION – e.g. company name, address, tax ID, REGON].
2. For all matters relating to personal data processing and the exercise of your rights, you may contact the Controller at: kontakt@ultimatecoins.pl.
§ 2. What data do we collect and why?
We process your data only for strictly defined purposes necessary for the proper operation of the Store and order fulfilment:
Order handling: email address, data voluntarily provided in the form as necessary to perform the transfer service, and transaction data used to credit payment.
Customer Account and Loyalty Programme: registration data and purchase history required to operate the account, assign ranks and run the Cashback programme in UltimateCoins Club.
Marketing and Newsletter: your email address, for sending information about news, promotions and special offers where you have given explicit consent, for example by enabling notifications and joining the Club.
Communication: your name, email address and the content of messages sent through the contact form, so that we can respond to your enquiry.
§ 3. Legal bases for processing (GDPR)
Your personal data is processed on the following GDPR legal bases:
Article 6(1)(a) GDPR – your voluntary consent, for example when subscribing to marketing notifications or the newsletter, or using non-essential analytics and marketing cookies.
Article 6(1)(b) GDPR – processing necessary to perform a contract, take steps before entering into a contract, or operate a Customer Account.
Article 6(1)(c) GDPR – compliance with legal obligations imposed on the Controller, such as retaining accounting records.
Article 6(1)(f) GDPR – the pursuit of legitimate interests, such as handling contact-form enquiries and protecting Store security.
§ 4. Who do we share your data with?
We respect your privacy. Your personal data is never sold to third parties. To provide our services, data may be entrusted to verified external partners such as:
Electronic payment operators, for processing order payments.
Hosting and IT infrastructure providers, for operating the Store on secure servers.
Email-marketing tool providers such as Brevo, for managing the subscriber database and sending newsletters.
Analytics tool providers such as Google Analytics, for analysing traffic statistics and improving the Store.
IT security providers (Cloudflare Turnstile), to protect forms against spam and bots. The service operates invisibly and is governed by the Cloudflare Privacy Policy.
§ 5. Data retention periods
We retain your data only for as long as necessary to fulfil the purposes for which it was collected:
Order and Account data: retained in our system to maintain purchase history and the loyalty programme until you request deletion of your Account.
Transaction and accounting data: retained for the period required by tax law, generally five years.
Marketing data: retained until you withdraw consent or unsubscribe from notifications.
Correspondence data (form and email): retained for the period necessary to handle the enquiry.
§ 6. Your Rights
Under the GDPR, you retain full control over your data. Remember that you may withdraw marketing consent and request complete deletion of your Account and data at any time (the so-called “right to be forgotten”). You also have the right to:
Access your data and receive a copy.
Rectify or correct your data.
Restrict processing or object to processing.
Lodge a complaint with the supervisory authority, the President of the Polish Personal Data Protection Office, if you believe the processing breaches the law.
§ 7. Cookies
The Store uses two cookie categories. Necessary cookies are always active because they support the Store, sessions, checkout, security and basic functions. Other cookies, covering analytics, marketing and other non-essential mechanisms, are disabled by default and may be enabled only after you consent. On your first visit, you can accept all cookies or keep only the necessary ones. You can later change or withdraw your choice through “Cookie settings” in the footer.