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Privacy policy

Version of 3 October 2026

This policy explains how we process the personal data of people who visit velisystems.com, send a request through the form, talk to us during a workflow check, contact us, or work with us on behalf of our clients.

1. Controller

The controller is Igor Kolasa, a sole trader operating under the Veli Systems brand, Dąbrówka Mała 31a, 95-060 Brzeziny, Poland, tax ID (NIP) 8331409075, REGON 541083300 (“we”).

For anything related to personal data, email igor.kolasa@velisystems.com, call +48 797 586 486, or write to the address above.

2. What data we process and why

A. The “Free workflow check” form

We process what you enter in the form: full name, company, role, company size, email, phone (if you give it) and your message. We also record which consents you gave, the version of the consent wording, the page language and the time of sending. The form provider records the IP address of the device the request was sent from.

We use this to answer your request and arrange the call. The legal basis is our legitimate interest in answering a business enquiry and preparing an offer (Art. 6(1)(f) GDPR).

We contact you by email or phone only if you have consented to it (Art. 398 of the Polish Electronic Communications Law). We keep the record of consents so we can show we obtained them (Art. 6(1)(f) GDPR).

B. The workflow check call

We hold the call on Google Meet. During it we process your image and voice (if you turn on your camera and microphone), the name shown in the meeting, the email address on the invitation, and what you tell us about how your company works.

After the call we write notes and a written audit report. The legal basis is our legitimate interest in carrying out the check you asked for and preparing an offer (Art. 6(1)(f) GDPR).

We record or transcribe the call only if you agree at the start of the meeting (Art. 6(1)(a) GDPR). The recording is used only to prepare the report. If you say no, the check goes ahead in the same way and we take notes by hand. You can also withdraw your consent during the call.

C. Email and phone contact

When you email or call us directly, we process the details you give us and the content of the correspondence to reply and handle the matter (Art. 6(1)(f) GDPR).

D. Working with clients

When we deliver our services (Kickstart, automations, follow-up sessions after training), we process details of the contact people and training participants named by the client: name, role, email, phone and training attendance, plus the details needed to issue invoices.

The legal bases are performing the contract with the client and our legitimate interest in delivering it and in staying in touch with the people the client has named (Art. 6(1)(b) and (f) GDPR), tax and accounting obligations (Art. 6(1)(c) GDPR), and establishing, exercising and defending legal claims (Art. 6(1)(f) GDPR).

Company documents and data sources a client shares with us as part of a service, including those connected to the company AI workspace, are processed on the client’s behalf. We do this under the non-disclosure agreement and data processing agreement we sign with the client. The client remains the controller of any personal data in those materials.

E. The website

The site uses no cookies and no analytics or advertising tools. It loads nothing from other services: fonts and demo videos are served by our hosting provider, Vercel.

Vercel keeps basic technical data in server logs: IP address, date and time, browser type and the page requested. These keep the site running and secure (Art. 6(1)(f) GDPR).

3. Do you have to give us your data

It’s voluntary, but we can’t handle a form request without the required fields. Phone number is optional.

4. Who receives the data

Only providers that help us run the business, and only as far as their service needs:

  • Trampoline Software SRL (Belgium), operator of Formspark: form handling. Data is stored on Amazon Web Services in Ireland, and the service that estimates approximate location from an IP address runs on Hetzner servers in Germany. Formspark’s full list of sub-processors is at formspark.io/legal/subprocessors.
  • Google Cloud EMEA Limited (Ireland), provider of Google Workspace: email, calendar, Google Meet, and call recordings and transcripts.
  • Vercel Inc. (USA): website hosting and delivery.
  • Our accountant and invoicing software provider, and the Polish National e-Invoicing System (KSeF), which receives the invoices we issue.
  • Public authorities, courts and advisers (e.g. lawyers), where the law requires it or it is needed to protect legal claims.

5. Transfers outside the EEA

Vercel, Google and some of Formspark’s sub-processors, such as its error-reporting tool, may process data in the United States. Such transfers rely on a European Commission adequacy decision (EU-US Data Privacy Framework) or standard contractual clauses. You can ask us for a copy of these safeguards.

6. How long we keep data

  • enquiries, notes, audit reports and correspondence that don’t lead to a contract: 12 months from the last contact,
  • call recordings and transcripts: until the audit report is delivered, and no longer than 30 days after the call,
  • the record of consents: for as long as we rely on them, then until legal claims are time-barred,
  • contract-related data: until legal claims are time-barred, which for business claims is generally 3 years, ending on the last day of a calendar year,
  • invoices and accounting records: 5 years from the end of the calendar year in which the tax payment deadline passed,
  • server logs: for the period set by Vercel.

7. Your rights

You have the right to access, correct, delete, restrict and port your data, and to object to processing based on our legitimate interest. You can withdraw your consent to be contacted or to have a call recorded at any time; this doesn’t affect processing that took place before.

To use any of these rights, email igor.kolasa@velisystems.com. We may ask for information that confirms the request comes from you.

You can also complain to the Polish data protection authority: Prezes Urzędu Ochrony Danych Osobowych, ul. Stanisława Moniuszki 1A, 00-014 Warszawa, Poland.

8. Automated decisions

We don’t make decisions about you based solely on automated processing, and we don’t profile you. The form automatically rejects submissions sent by bots.

9. Changes

We publish the current version on this page with its date. We’ll tell the people we’re in touch with about significant changes.