1. General provisions

1.1 This Privacy Policy sets out the rules for processing personal data in connection with the use of the ESTIMATIC system (hereinafter: "ESTIMATIC") and the estimatic.pl website, as well as the rights of data subjects.

1.2 The controller of the personal data referred to in pt. 3.1 and 3.2 of this Policy is: IDEA3 Sp. z o.o. with its registered office in Opole (45-348), at ul. Marii Rodziewiczówny 1, entered in the register of entrepreneurs of the National Court Register (KRS) under number: 0000793907, Tax Identification Number (NIP): PL7543230914 (hereinafter: "IDEA3").

1.3 Matters relating to the protection of personal data may be addressed to IDEA3 at: [biuro@idea3.pl], or in writing to the registered office address indicated above.

2. Scope of application of the Policy

2.1 This Policy applies to personal data processed by IDEA3 as controller, in particular:

a) data of persons representing or acting as contacts on behalf of Clients (business entities using ESTIMATIC) – in connection with the conclusion and performance of the agreement for the use of ESTIMATIC;

b) data of Users holding an individual Account in ESTIMATIC (registration and login data: first name, surname, business e-mail address, job title, login history);

c) data of persons visiting the estimatic.pl / idea3.pl website and using the contact forms.

2.2 This Policy does not cover the processing of personal data contained in content entered into ESTIMATIC by Clients in the course of using its functionalities (e.g. data of injured parties, data relating to claims and valuations). In this respect, the controller of such data is the relevant Client, and IDEA3 acts as a processor under a separate Data Processing Agreement (compliant with Article 28 GDPR) concluded with that Client. Data subjects in this respect should direct their inquiries and requests to the relevant Client (as controller).

3. Purposes, legal bases, and retention period of data

3.1 The data of contact persons/representatives of the Client and of ESTIMATIC Users are processed for the purpose of:

a) concluding and performing the agreement for the use of ESTIMATIC, including Account administration and technical support – legal basis: Article 6(1)(b) and (f) GDPR (performance of a contract / IDEA3's legitimate interest in maintaining contact with the Client's representatives);

b) settlements and compliance with tax and accounting obligations – legal basis: Article 6(1)(c) GDPR (legal obligation) in connection with tax and accounting law provisions;

c) handling requests, complaints, and communication – legal basis: Article 6(1)(f) GDPR (IDEA3's legitimate interest);

d) the possible pursuit or defence of claims – legal basis: Article 6(1)(f) GDPR.

3.2 The data of persons using the website and the contact form are processed in order to respond to inquiries and – with regard to cookies and analytical tools – for statistical purposes and to improve the functionality of the website, on the basis of consent (Article 6(1)(a) GDPR) or IDEA3's legitimate interest (Article 6(1)(f) GDPR), in accordance with pt. 8.

3.3 Data is stored for a period of 5 years after termination of the agreement for the use of ESTIMATIC, and for the limitation period of any claims arising from that agreement, while settlement documents are stored for the period required by tax law provisions (as a rule, 5 years from the end of the year in which the tax payment deadline fell). Data processed on the basis of consent is stored until the consent is withdrawn.

3.4 Data relating to Cooperation [performance of services for a third-party Client] is stored on the terms set out in pt. 3.3 above, in relation to the Cooperation Owner.

4. Recipients of data

4.1 Personal data may be disclosed to entities providing services to IDEA3 that are necessary for conducting its business and maintaining ESTIMATIC, in particular: hosting and cloud service providers, IT and system maintenance providers, accounting and legal service providers – in each case under data processing agreements or other legal instruments ensuring an adequate level of data protection.

4.2 Data may be disclosed to entities authorised under law (e.g. public administration bodies, courts) to the extent and on the terms set out in those provisions.

5. Transfer of data outside the European Economic Area

5.1 Personal data is processed within the European Economic Area (EEA).

6. Rights of data subjects

6.1 Every person whose personal data is processed by IDEA3 has the right to:

a) access their personal data and receive a copy of it;

b) rectification (correction) of data;

c) erasure of data, in cases provided for by the GDPR;

d) restriction of processing;

e) data portability;

f) object to processing based on Article 6(1)(f) GDPR;

g) withdraw consent to processing at any time, without affecting the lawfulness of processing carried out prior to its withdrawal – to the extent that data is processed on the basis of consent;

h) lodge a complaint with the supervisory authority – the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw), if the person considers that the processing of their data infringes the GDPR.

6.2 To exercise the above rights, please contact IDEA3 using the contact details indicated in pt. 1.3.

6.3 The provision of personal data is voluntary; however, in the case of data necessary for concluding and performing the agreement for the use of ESTIMATIC or creating an Account, failure to provide it prevents the conclusion of the agreement or the use of ESTIMATIC.

7. Data security

7.1 IDEA3 applies appropriate technical and organisational measures to ensure the security of the personal data processed, including protection against unauthorised access, loss, destruction, or unauthorised disclosure, appropriate to the risk associated with the processing (including, among others, encryption of data transmission, access control to ESTIMATIC, and backups).

7.2 IDEA3 ensures that only authorised persons, bound by confidentiality obligations, have access to personal data.

8. Cookies and tracking technologies

8.1 The estimatic.pl website and ESTIMATIC may use cookies and similar technologies for the purpose of: ensuring the proper functioning of the website/ESTIMATIC (necessary cookies), remembering User preferences (functional cookies), and analysing traffic and visit statistics (analytical cookies).

8.2 Cookies necessary for the operation of the website/ESTIMATIC are installed without the need to obtain consent. Analytical and functional cookies are installed only with the user's consent, expressed through browser settings or a cookie consent banner, and may be withdrawn at any time by changing browser settings or the consent panel.

8.3 [If third-party analytical tools are used (e.g. Google Analytics), their name should be indicated here, together with a reference to the relevant provider's privacy policy].

9. Automated decision-making

9.1 IDEA3 does not make decisions concerning data subjects (within the scope covered by this Policy) based solely on automated processing, including profiling, which produce legal effects concerning them or similarly significantly affect them.

10. Changes to the Privacy Policy

10.1 IDEA3 reserves the right to amend this Policy, in particular in connection with changes in the law, the development of ESTIMATIC, or changes in the scope of cooperation with third parties.

10.2 The current version of the Policy is published on the estimatic.pl website. In the event of material changes, IDEA3 will inform Users and Clients electronically.

11. Chrome browser extension "Estimatic Capture"

11.1 This section supplements the Policy with the rules governing data processing in connection with the use of the free Chrome browser extension "Estimatic Capture" (hereinafter: the "Extension"). With respect to the technical data described in this section, the data controller is IDEA3.

11.2 The Extension enables the User to take a full-page screenshot of the web page being viewed and transfer it directly to an open browser tab running the ESTIMATIC system, for use in creating visual documentation for a valuation or cost estimate.

11.3 In connection with the operation of the Extension, only the following is processed:

a) a screenshot of the web page – taken only at the User's explicit action (clicking the Extension icon or using the Alt+Shift+P keyboard shortcut);

b) a temporary technical session identifier and browser tab identifier, stored locally in the User's browser solely for the purpose of delivering the screenshot to the correct, open ESTIMATIC tab, and automatically deleted immediately after use;

c) the URL of the captured page – used solely to name the screenshot file and to provide context within the ESTIMATIC system.

11.4 The Extension does not collect browsing history, the content of other open tabs, form data, passwords, location data, or any other data unrelated to a single, deliberate screenshot action performed by the User. The Extension does not use cookies or any analytical or advertising tools.

11.5 The Extension itself does not transmit data to any external servers – the screenshot is transferred directly within the User's browser to the designated tab of the ESTIMATIC system.

11.6 A screenshot transferred in this way to the ESTIMATIC system becomes part of the documentation entered into the system by the relevant Client and is subject to the rules set out in pt. 2.2 of this Policy – in this respect, IDEA3 acts as a processor on behalf of the relevant Client (the controller of that data), under a separate Data Processing Agreement.

11.7 IDEA3 does not sell or disclose data processed by the Extension to third parties and does not use it for any purpose other than as described above; in particular, it does not use it to assess creditworthiness or to grant loans.

11.8 With respect to the technical data referred to in pt. 11.3(b) above, data subjects have the rights described in pt. 6 of this Policy. With respect to the content of a screenshot constituting documentation entered into ESTIMATIC by a Client, the relevant Client remains the controller of that data, in accordance with pt. 2.2.

11.9 The current content of this section constitutes the privacy policy of the Extension within the meaning of the Chrome Web Store requirements and is available at: https://web-00api.estimatic.pl/PrivacyPolicy

12. Final provisions

12.1 In matters not regulated by this Policy, the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) and the Act of 10 May 2018 on the Protection of Personal Data shall apply.

12.2 This Policy enters into force on [01.07.2026].