Privacy policy

Last updated: 2026-10-13

This policy explains how we process the personal data of people who visit this website, contact us or book a call. We apply the GDPR (Regulation (EU) 2016/679) and Polish data protection law.

1. Data controller

The controller is Kamil Maludziński, a sole trader operating as Cloud Gate Kamil Maludziński, registered in the Polish Central Register of Business Activity (CEIDG):

Data protection enquiries: kontakt@relaystudio.pl, phone +48 604 508 674. We have not appointed a data protection officer, as we are not required to.

2. What data we process, why and on what basis

• Contact form — first and last name, work email, company, optional phone, project scope, budget and message. Purpose: replying to your enquiry and preparing a quote. Legal basis: your consent given in the form (Art. 6(1)(a) GDPR) and steps taken at your request before entering into a contract (Art. 6(1)(b) GDPR).
• Call booking (HubSpot Meetings) — name, email and selected time. Purpose: scheduling and holding the call. Legal basis: Art. 6(1)(b) GDPR.
• Email and phone correspondence — the data you share with us. Purpose: business discussions and managing our cooperation. Legal basis: our legitimate interest in contacting representatives of clients and partners (Art. 6(1)(f) GDPR).
• Contract and invoicing — contract, invoice and project documentation data. Legal basis: performance of a contract (Art. 6(1)(b) GDPR) and tax and accounting obligations (Art. 6(1)(c) GDPR).
• Establishing, pursuing or defending legal claims — legal basis: Art. 6(1)(f) GDPR.
• Website analytics — analytics cookies, only with your consent (Art. 6(1)(a) GDPR).

If, as part of a project, we process your customers’ data (for example in your CRM), we act as a processor under a data processing agreement, not under this policy.

3. Where we get your data

Usually from you. If your business contact details (name, role, email, phone) were shared with us by your employer or a colleague in connection with a project, we process them to communicate about that project, based on Art. 6(1)(f) GDPR.

4. Recipients

We share data with the service providers we use, under data processing agreements:

• HubSpot, Inc. (USA) and HubSpot Ireland Ltd. — CRM, contact form, meeting scheduler, analytics with consent,
• Vercel Inc. (USA) — website hosting,
• our email and office software provider,
• our accountant and invoicing software provider — for billing.

We may also disclose data to public authorities where required by law. We never sell personal data.

5. Transfers outside the EEA

Some providers are based in the USA. Transfers rely on the European Commission’s adequacy decision under the EU-US Data Privacy Framework for certified companies, or on standard contractual clauses approved by the Commission. You can request a copy of these safeguards at kontakt@relaystudio.pl.

6. Retention

• enquiries and calls that did not lead to a contract — up to 12 months after the last contact,
• data processed on the basis of consent — until you withdraw it,
• contract data — for the term of the contract and then until the relevant limitation periods expire,
• accounting records — 5 years from the end of the year in which the tax payment deadline passed,
• cookie data — until you withdraw consent or the cookie expires.

7. Your rights

You have the right to:

• access your data and receive a copy,
• have your data rectified,
• have your data erased or its processing restricted,
• data portability for data processed on the basis of consent or a contract,
• object to processing based on our legitimate interest,
• withdraw consent at any time, without affecting the lawfulness of earlier processing.

To exercise your rights, email kontakt@relaystudio.pl. We reply within one month. You may also lodge a complaint with the President of the Polish Personal Data Protection Office (UODO, ul. Stawki 2, 00-193 Warszawa, uodo.gov.pl) or with the supervisory authority in your country.

8. Cookies

This site uses essential cookies needed for it to work. HubSpot analytics cookies are set only after you consent in the cookie banner. You can change your choice in the banner at any time or delete cookies in your browser settings. Without consent the site works normally; we just don’t collect visit statistics.

9. Voluntary provision and profiling

Providing data is voluntary, but we can’t reply without an email address and a description of your enquiry, and we can’t sign a contract without invoicing details. We do not make decisions based solely on automated processing, including profiling, that produce legal effects for you.

10. Changes to this policy

We update this policy when our services or the law change. The current version is always on this page, with the date of the last change at the top. Rules for using this website are set out in our terms of service. In case of discrepancies, the Polish version prevails.