Sollutium EU Sp z o.o. Privacy Policy was last modified on February 27, 2024

This Privacy Policy outlines the information that is collected, used, maintained and disclosed by Sollutium EU Sp z o.o. (“we”, “us”, or “our”) or provided by you when you visit Sollutium EU Sp z o.o. website located at https://sollutium.com (the “Website”) or use Sollutium EU Sp z o.o. services (the “Services”). Also, the policy answers the following questions:

• What type of information do we collect?

• How do we collect the information?

• Why do we collect information?

• Where do we store the information?

• How do we transfer the information?

Furthermore, our Privacy Policy outlines the choices you have when it comes to the usage, access and taking control of your personal information gathered and processed by Sollutium EU Sp z o.o..

The collection and usage of personal information by Sollutium EU Sp z o.o. is intended only for us to provide you with the best-in-class web hosting service and/or accompanying services.

Sollutium EU Sp z o.o.may collect personal information about you relying on few important sources including but not limited to:

• Information provided via our order forms upon signing up for services with Sollutium EU Sp z o.o.;

• Information provided with the usage of our website and chat services;

• Information provided with the usage of our ticketing system and other technical support communication channels;

• Information provided within the client area;

• Information provided by any third-party websites, services, and partners of Sollutium EU Sp z o.o.

The personal information that we collect is:

• Name;

• Email address;

• Logs data which includes IP-address;

• Information that is willingly provided by you within the client area;

• Other data collected that could directly or indirectly identify you.

We recommend you reading our entire Privacy Policy for better understanding and convincing that your personal information is safe with Sollutium EU Sp z o.o. The security of your personal information is of utmost importance and for that reason, Sollutium EU Sp z o.o. follows well established and generally accepted standards for each bit of personal information submitted to us to be well protected during transmission as well as once received.

If you have any questions in regards to how the data is being kept, you can submit your inquiries directly to our support team at [email protected].

Collection of Information

We collect information related to your usage of our services. This is not linked to any personally identifiable information. This information is automatically collected when you utilize your service/s with us and it may contain metadata, log files, IP address and date and time.

We collect information from cookies used on our website. We send a cookie (small piece of data) which is stored in the currently used web browser on your device. They allow us to track your browsing behavior and easily create a profile to offer you tailored advertising based on your preferences.

We do not knowingly collect information from individuals under the age of 18. If you are aware anyone under the age of 18 provided us with personal information, please contact us at [email protected] and we will immediately take the necessary steps for removing the data.

The collection of information can be divided into the following few types.

• 1. Information provided by you is the type of personal information that is willingly provided to Sollutium EU Sp z o.o. Such information is required when you use our website and any of the services that we offer. On our website you will be specifically asked for personal information in one of the following cases:

  When chatting with our team via chat service: upon initiating a chat conversation with our specialist you will be asked to provide us with information such as your name, email address, and any message that you would like us to receive. The type of personal information we collect from you may vary depending on the inquiry you have. If for some reason our specialists require from you any additional personal information they will clearly state the reason why they request such and only if you are agreed, you can send the required information.

  When purchasing a service with us: when you purchase a service with Sollutium EU Sp z o.o. a standard ordering form will ask you to fill your personal information so we can be able to create the order and user’s account in our system. The typically required personal information on our sign up form is as follows: name, company name, address, email address, telephone number.

  Information provided by you in the client area: when you access the client area of Sollutium EU Sp z o.o. website, you may voluntarily provide additional personal information to manage your account, access services, or interact with our platform. This information can include but is not limited to account preferences, billing details, support tickets, and any other data you choose to share while using our services. We collect this information to personalize your experience, fulfill your requests, and provide efficient customer support.

  Payment Information: upon purchasing a service with Sollutium EU Sp z o.o., you will be asked to willingly provide payment information to our website. Sollutium EU Sp z o.o. does not keep the full information on file. Instead, when the payment information is submitted, it is encrypted and directly sent to the third-party payment processor. Please note that in case of need, Sollutium EU Sp z o.o. can extract payment information from our payment processor. Additionally, please refer directly to the privacy policy of the payment processor for further information on how your data is handled.

• 2. Information collected when you use our services is that type of information that our system automatically collect and store for company internal usage:

  Web Server Logging: upon initiating a chat conversation with our specialist you will be asked to provide us with information such as your name, email address, and any message that you would like us to receive. The type of personal information we collect from you may vary depending on the inquiry you have. If for some reason our specialists require from you any additional personal information they will clearly state the reason why they request such and only if you are agreed, you can send the required information.

  Cookies: our website https://sollutium.com (its subdomains, all associated top-level domains) uses cookies. Upon visiting our website or using our services you will have one or more cookies set in your web browsers if the usage of cookies is enabled in the configuration of your browsers. These cookies will enable Sollutium EU Sp z o.o. to analyze trends, administer our website, to track your browsing behavior, links clicked, items purchased, your device type, and to collect various data, including analytics data. Additional data that we may collect is related to your interaction with our website and further information about the used features of our services. The types of cookies that we collect on our website can be reviewed on our Cookie Policy page.

  Usage of Sollutium EU Sp z o.o. services: the following information will be collected when the client is utilizing our services: processor and memory usage, storage capacity, navigation of our Services, and system-level metrics. The collected information is used only for internal purposes and it is not disclosed with any third parties. The purpose of collecting these types of information is to maintain and improve the performance and utilization of the offered services, introduce new features and protect the security and safety of our services and our clients. Lastly, this information is collected purely with business development purposes. Meaning that our Management uses the information to develop or improve our services and to introduce improved procedures for handling our clients.

  Client Testimonials: our clients may be asked or they may willingly provide verbal or text endorsement of our services based on their personal experience and website results from our services. Since the provided feedback will be 100% genuine and client provided Sollutium EU Sp z o.o. reserves the right to use any testimonials with advertisement purposes to promote our Services in-person, in print, online, and all other media. Sollutium EU Sp z o.o. may edit the received testimonial so it can be grammatically correct, however, we cannot change the overall rating and clients opinion presented in the submitted testimonial. By purchasing and using our services the client agrees that Sollutium EU Sp z o.o. may use the following personal information when publically presenting the testimonial: first name, last initial, and/or contact information. If a client would like us to remove such disclosed information they can contact us anytime at [email protected] with concrete request and we will do our best to remove the publication in the shortest term possible. Additionally, please note that for sites that collect reviews, we may also request or collect testimonials from our clients to be used on those platforms.

• 3.Information we receive from third-parties is the type of information we may or may not receive by third-party services or entities where you have active or inactive services:

  Third-Party Partners of Sollutium EU Sp z o.o.: at some point Sollutium EU Sp z o.o. may receive information about you from our third-party partners. In such cases, the information will be combined with all other information we collect and will be used for improving your browsing experience on our website and overall satisfaction from our services.

  Information collected by our clients: our clients may collect personal information by their visitors or their clients. In such cases, the information is not controlled nor stored by Sollutium EU Sp z o.o., so we will not disclose that personal information. However, it's important to note that as a hosting provider, due to the nature of our services, we may have physical access to the information described in this clause. However, we do not process or store this information in any way that would subject us to the regulations of GDPR or any other regulation. If for some reason a visitor of our client’s website has any concerns about their personal information and the way it is handled, they should contact the owner of the website.

Please kindly note that Sollutium EU Sp z o.o. provides hosting services that may encompass a wide range of activities, including those deemed high-risk. While our clients have the opportunity to engage in various lawful activities, it is essential to acknowledge that some activities may carry a higher risk of potential misuse or illegal conduct. Sollutium EU Sp z o.o. explicitly disclaims any responsibility or liability for activities conducted by our clients that may be deemed unlawful or against our terms of service, or engaging in activities that violate local, national, or international laws. It is the sole responsibility of our clients to ensure that their use of our services complies with all applicable laws and regulations.

How Sollutium EU Sp z o.o. uses the collected personal information?

Sollutium EU Sp z o.o. uses the collected personal information mainly to conduct business, provide technical support and chat services for the services we offer, a better understanding of the clients and/or potential clients needs and interests, applying discounts and improving services. The following examples illustrate the purposes of the collected personal information from you:

• Provision and operation of our Services;

• Services maintenance, analysis, and improvement for the effectiveness of our website and Services;

• Advertising and Marketing;

• Analysis and understanding of how our clients interact with our service for us to provide better tailored for our clients’ needs experience;

• Development of new services, functionalities, and features;

• Providing information about any ongoing promotions, discounts, important company updates, and other useful information;

• Personalizing content and advertisement;

• Processing of payment transactions;

• Fraud detection and prevention of service abuse;

• Compliance purposes including legal rights.

How Sollutium EU Sp z o.o. shares the collected personal information?

The personal information that we collect is only shared with third-party services as they request or need it on our behalf. The company/entities that we share information with are restricted by data processing terms and conditions so they cannot utilize, share or retain your personal data for any other purpose than the specifically contracted with Sollutium EU Sp z o.o. or without your consent.

• 1. Vendors and Service Providers: Sollutium EU Sp z o.o. may share your personal information with third-party vendors and service providers selling or providing services on our behalf. Such services include but are not limited to: helping to provide Sollutium EU Sp z o.o. services, promotional and marketing purposes, providing our clients with information relevant to their interest such as product announcements, software updates, special offers and any other information they find useful.

• 2. Analytics: Sollutium EU Sp z o.o. used web analytics services provided by Google and other partners. The purpose of these services is that we would like to improve the usability and the design of your experience. The Analytics services place persistent cookies in the visitor’s browser to identify you as a unique user next time you visit our website. Each of the set cookies cannot be used by anyone else besides the service provider that set the cookie initially. Google provides very useful articles in regards to its Analytics cookies and some additional privacy options. You can review the information at the following link https://policies.google.com/technologies.

• 3. Business Transfers: Information may be disclosed and otherwise transferred to any potential acquirer, successor, or assignee as part of any proposed merger, acquisition, debt financing, sale of assets, or similar transaction, or in the event of insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets.

• 4. As Required By Law and Similar Disclosures: Sollutium EU Sp z o.o. may share collected personal information due to:

  Any applicable law, regulation, legal process or government request;

  Investigation of potential violations of ToS;

  Fraud, security or technical issues;

  Response to the owner of the information. This also includes the exchanging of information with other companies and services with fraud protection purposes.

• 5. With your consent: collected personal information may be disclosed also with the consent of the person the personal information belongs to.

Legal reasons for the collection and processing of personal information

The legal reasons for collecting the described in this document personal information depends on two factors:

• The concerned personal information;

• The context in which the information is being collected.

Normally we will collect personal information from you only in the following cases:

• When we need the information for providing services to you;

• When we need the information for an agreement with you;

• When we have your consent to collect your personal information;

• When the collection and further processing of personal information does not violate your rights.

Sollutium EU Sp z o.o. needs the collection and processing of personal information for providing services to you, to respond adequately to your queries, improving our platforms and services, performing marketing or for the purpose to detect and prevent any illegal activities.

Third-party websites or services

Through our website https://sollutium.com you may or may not access third-party services by clicking on the different links that we provide. Sollutium EU Sp z o.o. holds no responsibility for the privacy policies of the third-party websites we are linking to and we strongly suggest that you should review the privacy and cookie policies of any third-party website that is accessed through our website.

Security of Personal Information

Sollutium EU Sp z o.o. strives to take all the appropriate technical, physical and organizational measures to protect your personal information against theft, loss and unauthorized use. All data collected is transmitted in an SSL/TLS encrypted form, all data stored is protected by encryption.

The used measures for the security of personal information are physical, electronic and managerial procedures. Those are designed to provide a level of security proportional to the risk of processing the personal information.

Sollutium EU Sp z o.o. implemented session management systems to prevent unauthorized access to your account. We strongly advise our clients to set up Two-factor authentication as an additional protection measurement.

Although we do our best to protect your personal information - no data transmission over the Internet can be a 100% secure guarantee.

Retention of Personal Information

Sollutium EU Sp z o.o. retains collected personal information from you only when we have the legitimate need to do so. For example – for providing services to our clients or to comply with applicable legal, tax or accounting requirements. These requirements might include retention periods:

• mandated by law, contract or similar obligations applicable to our business operations;

• for preserving, resolving, defending or enforcing our legal/contractual rights; or

• needed to maintain adequate and accurate business and financial records.

We will retain your personal information for as long as it is necessary for the purposes for which the personal data are processed. The information which is stored in logs will be kept for a period of 3 days counted from the moment it was received. If you would like us to delete the personal information you can submit such requests via the [email protected]. When we receive such a request, we will act in the best interest of you and we will remove the collected personal information except in the cases when the information is required to comply with applicable legal, tax or accounting requirements.

Access to the collected personal information

Sollutium EU Sp z o.o. allows for access to the collected personal information, but only for the person or entity, the information belongs to.

If the client submits a request for the deletion of their personal information, and the information is required for the products or services they have purchased with Sollutium EU Sp z o.o., the deletion request will be honored, but only if the same is no longer needed for any Services purchased or required for our legitimate business purpose.

To protect the client’s privacy and security, upon receiving a request for updating or removing personal information, Sollutium EU Sp z o.o. may take additional reasonable steps to verify the client’s identity.

The provided personal information by the client may be archived or stored periodically depending on the backup procedures we have with disaster recovery purposes. The client’s ability to access and edit their personal information may be temporarily limited in case the client prevents the Sollutium EU Sp z o.o. ability to:

• сomply with laws and legal obligations;

• investigate, make or defend legal claims.

Additionally, the client’s ability to access and edit information may also be limited as a result of disclosure of personal information about a third-party or as a result in a breach of ToS, any other agreement, or disclosure of trade secrets or other proprietary business information belonging to Sollutium EU Sp z o.o. or a third party.

Changes to our Privacy Policy

Sollutium EU Sp z o.o. reserves the right to add, update or delete portions of the current Privacy Policy at any point in time.

If such changes are performed, Sollutium EU Sp z o.o. will notify all affected clients by email or by any marketing means of notice.

We strongly suggest that you should regularly review the Privacy Policy page for any updates on our privacy practices.

Data protection rights under the General Data Protection Regulation (GDPR)

The General Data Protection Regulation is valid for residents of the EEA (European Economic Area) and under these regulations, you may take advantage of the following rights:

• Right of access: individuals, residents of the EEA have the right to receive access to their personal data. You can request Sollutium EU Sp z o.o. to provide you with the access to your personal data via contacting us at email: [email protected]. Additionally, individuals resident of the EEA can request a copy of the provided personal information by submitting the appropriate request at email: [email protected]. Furthermore, individuals residents of the EEA can object or refuse the processing of their personal information by submitting a request on our email email: [email protected].

• Right to prevent processing for direct marketing:individuals residents to the EEA can withdraw the consent for their personal information to be used for marketing purposes by Sollutium EU Sp z o.o. or any third-parties by submitting such a request on our email email: [email protected].

• Right to withdraw the consent of personal information being processed: individuals residents of the EEA can withdraw their consent at any time for information that is already collected and processed. Doing so will not affect the lawful aspect of the processing of personal information we have conducted before such a person withdraws.

• Right to withdraw consent for this Privacy policy:individuals residents of the EEA have the right to withdraw their consent for our Privacy policy by submitting a withdraw request on our email email: [email protected]. If such a request is submitted we will honor it, however, we will be unable to continue providing any sort of service to you meaning that either the client will have to discontinue their services with us first or we will be forced to perform our right of service cancellation once we receive such request. Sollutium EU Sp z o.o. is not responsible for any data loss due to submitted requests subject to cancellation.

• Right to complain to data protection authority:individuals residents to the EEA have the right to submit complaints to Data Protection Authorities related to the collection and use of personal information by Sollutium EU Sp z o.o. For further information and requirements on the complaints please contact any local Data Protection Authority.

• Right to be forgotten: individuals residents to the EEA have the right to submit a request that will terminate all personal information that Sollutium EU Sp z o.o. has collected and processed previously. In some cases, an exception to the right to be forgotten might apply: the data is still needed to fulfill a Sollutium EU Sp z o.o. tax, accounting or legal obligations; the data plays a demonstrable role in legal proceedings; the processing of the data is a matter of public interest. Please kindly note that Sollutium EU Sp z o.o. provides hosting services that may encompass a wide range of activities, including those deemed high-risk. While our clients have the opportunity to engage in various lawful activities, it is essential to acknowledge that some activities may carry a higher risk of potential misuse or illegal conduct. Due to the nature of Sollutium EU Sp z o.o. services, exceptions to the right to be forgotten may apply in certain cases, as the data may play a critical role in fulfilling Sollutium EU Sp z o.o. obligations. Requests should be submitted to our email email: [email protected]. If we receive such a request we will honor it, however, the following consequences can be expected:
  
  1. Client Account and personal details will be permanently deleted.
  2. Any Hosting Services and/or supplemented services under the same client area will be canceled and terminated.
  3. Any data hosted on web hosting accounts that should be terminated as a result of the Right to be Forgotten will be deleted – emails, databases, files, folders and any other types of data.
  4. Invoices, Billing information, and other billing-related data will be deleted and no longer accessible, if such data is not subject to exceptions stated in cl.6 of this Policy “Right to be forgotten”.
  5. Payment and credit card information will be permanently deleted, if such data is not subject to exceptions stated in cl.6 of this Policy “Right to be forgotten”.
  6. Support tickets, sales chats, and other communication-related information will be deleted, if such data is not subject to exceptions stated in cl.6 of this Policy “Right to be forgotten”.

If you are resident in the United Kingdom or the European Union, we have also set out below, in a table format, a description of all the ways we plan to use your Personal Information, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process the same personal information for more than one lawful ground depending on the specific purpose for which we are using your data.

Please contact us at email: [email protected] if you need details about the specific legal ground we are relying on to process your personal information where more than one ground has been set out in the table below.

International Data Transmission

For the purpose of our internal operations and providing the Service, our Clients’ Personal Information (Client Personal Data) may be transferred around the globe where Sollutium EU Sp z o.o.or the third parties with whom client information has been disclosed:

• Uses data centers;

• Has employees or contractors;

• Maintain data processing operations.

The Personal Information (Client Personal Data) transfer from one location to another may occur upon the provisioning of the Service or at any given point in time should such transfer be necessary or required by official authorities.

Data Transmission Out of the EU, EEA, and the UK

When your personal information (Personal Data) is being transferred outside the EU or EEA, Sollutium EU Sp z o.o. will use the most suitable transfer mechanisms to ensure compliance with the applicable legislation. Personal Information (Personal Data) will be transferred only to:

• Recipient located in a country in which the European Commission is guaranteeing a sufficient level of data protection.

• Recipient that has implemented the Standard Contractual Clauses (SCCs) approved by the European Commission.

Data centers

Sollutium EU Sp z o.o. processes and transmits Personal Information (Personal Data) between (but not limited to) data centers located in and out of the EU, EAA, and the UK. The locations of our data centers may vary depending on the availability of infrastructure but will always be disclosed upon request.

Data Processing Locations

You agree that Sollutium EU Sp z o.o. may access, store, and process Personal Information (Personal Data) in locations like the European Union, Ukraine, United States, and any other countries where Sollutium EU Sp z o.o., its partners and its sub-processors have Data Centers or maintain data processing operations. In case the storing and processing of Personal Information (Personal Data) related to EU-based clients requires that information be transferred outside the EEA and EU GDPR applies, then this agreement, including the Standard Contractual Clauses, will automatically apply as a contractual safeguard of the international data transfer.

In case the storing and processing of Personal Information (Personal Data) related to EU-based clients requires that information be transferred outside the UK, and UK GDPR applies, then this agreement, including the International Data Transfer Agreement (listed further in this document), will automatically apply as a contractual safeguard of the international data transfer.

Data Transfer Mechanism

In case Sollutium EU Sp z o.o. processes or transfers Personal Data under this Data Processing Agreement from the European Union, or the UK to countries that do not guarantee an adequate level of data protection as defined by the relevant Data Protection Regulations of these regions, the Parties hereby agree that:

• You authorize transfer or access to your Personal Information (Personal Data) from and to locations outside EU, EEA, and UK. Sollutium EU Sp z o.o. is responsible for providing technical and organizational data protection and cybersecurity risk mitigation measures when transferring Personal Information (Personal Data) outside of the EU, EAA, and UK.

• Sollutium EU Sp z o.o. is responsible for establishing protective measures for Personal Information (Personal Data) through the provision of Standard Contractual Clauses (https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj) and the International Data Transfer Agreemen (https://ico.org.uk/media/for-organisations/documents/4019539/international-data-transfer-addendum.pdf) as a means of transferring such data.

• The Standard Contractual Clauses (https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj) will apply to transfers of Personal Information (Personal Data) when the Data Subject is in the EU or EEA.

• The International Data Transfer Agreement (https://ico.org.uk/media/for-organisations/documents/4019539/international-data-transfer-addendum.pdf) will apply to transfers of Personal Information (Personal Data) when the Data Subject is in the UK.

Contacts and Requests

All clients can submit questions, requests, and demands on our email address [email protected]. All requests submitted to that email account will be responded to within 15 business days of their receiving.

Sollutium EU Sp z o.o. will not process claims, questions, requests, or demands, nor handle issues related to GDPR compliance or other data-processing breaches on behalf of our clients. Any concerns or disputes regarding GDPR compliance or data-processing breaches must be addressed directly with the client responsible for managing the data.

Additional Rights for Individuals Located in the US

The California Consumer Privacy Rights Act provides California residents with specific rights regarding their personal information. This clause sets out additional rights granted to residents of California, as well as to residents of other US jurisdictions such as Virginia and Colorado, as and when those jurisdictions enact applicable privacy legislation from time to time.

Sale or Share of your Personal Information

We do not “sell” or “share” your personal information, as the term is defined in the California Privacy Rights Act.

Data Retention:

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information, whether we can achieve those purposes through other means and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances we may anonymise your personal information (so that it can no longer be associated with you) for analytics, research or statistical purposes in which case we may use this anonymised information indefinitely without further notice to you.

‍Your Right to Access, Delete, and Correct:

You have the right to request that we disclose certain information to you about our collection and use of your personal information over the past 12 months. Once we receive and validate your request, we will include a list of your personal information that may have been disclosed and the categories of third parties the information may have been disclosed to.

You may request that we delete any of your personal information that we collected from you and retained, subject to certain exceptions. Once we receive your request and confirm your identity, we will review your request. We may deny your deletion request if retaining the information is proper and necessary or if an exception allowing us to retain the information applies.

You may also request that we correct any of your personal information that has become outdated or needs correction for any reason.

If your request is approved, we will delete, correct, or de-identify the relevant information and will direct our service providers to take similar action.

‍Exercising Your Rights to Know, Delete or Correct:

California residents, and residents of other US jurisdictions that enact applicable privacy laws from time to time, may exercise their rights to know, delete or correct described above by emailing us at [email protected]. Only you, or someone legally authorized to act on your behalf, may make a request to know or delete related to your personal information.

Non-Discrimination:

We will not discriminate against you for exercising any of your data subject rights. We do not charge a fee to process or respond to your consumer request unless it is excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request.

‍California’s Shine the Light Law:

California Civil Code Section 1798.83 permits users of our Services that are California residents to request certain information regarding our disclosure of the information you provide through the Services to third parties for their direct marketing purposes. To make such a request, please contact us by email at [email protected].

Any such request must include “California Privacy Rights Request” in the first line of the description and include your name, street address, city, state, ZIP code. Please note that we are only required to respond to one Shine the Light request per consumer each year, and we are not required to respond to requests made by means other than through the e-mail address or mailing address provided in this Policy.