Privacy Policy

arrow down

We are very pleased that you trusted us and provided us with your personal data. We would like to assure you that we will take all reasonable measures to protect your personal data. Below you will find information on the processing of your personal data by us (hereinafter collectively referred to as the “Privacy Policy”) in a situation when:

    • you visit our website:,
    • you contact us, including by contact forms available at: personally, by traditional mail or using e-mail.

1.Data Controller

1.1. The data controller of your personal data processed in accordance with this Privacy Policy is Software Mind Spółka z ograniczoną odpowiedzialnością (a Polish limited liability company) with its main office in Kraków, 43b Jana Pawła II Avenue, 31-864 Kraków, entered in the Register of Entrepreneurs of the National Court Register under the KRS number 0000411748 (hereinafter: “SM”).

1.2. In matters regarding your personal data, you can contact us:

  • by mail or personally – 43b Jana Pawła II Avenue, 31-864 Kraków, Poland
  • by e-mail:

2. Purpose and legal basis of processing of personal data

2.1. We will process your personal data that we obtain in situations covered by this Privacy Policy for the following purposes:

  • to respond to inquiries sent to us via contact forms, or to messages sent to our contact details – based on our legitimate interest as a personal data controller,
  • to analyze the use of the website, as well as to improve its functioning and security – based on our legitimate interest as a personal data controller,
  • to pursue and defend against claims, before courts and administrative authorities and outside them – based on our legitimate interest as a personal data controller,
  • for direct marketing of products or services – based on our legitimate interest if we have an existing business relationship with you, and if we are just going to establish such a relationship based on your consent (from the time the consent is given for no longer than until its withdrawal),
  • to conduct recruitment process, in case you send us your CV in response to one of the job advertisements posted on our website – based on the provisions of Polish Labour Code (when you provide data within the scope defined therein and apply for a role based on contract of employment), based on your consent with regard to the data you decide to provide us with outside the scope defined in Polish Labour Code and based on our legitimate interest as a personal data controller with regard to other data collected during the recruitment process,
  • for data archiving and backing up – in connection with the obligation imposed on us as a data controller to properly secure data and based on our legitimate interest as a personal data controller.

3. Data processed for contact and marketing purposes – scope of processing

In the event that you decide to contact us using the contact form available on our website, or using our email addresses, phone numbers, or traditionally by mail, or in person, as well as in situations where we have the right to contact you ( e.g. for marketing purposes when you give your consent or we have established a business relationship with you), we will process personal data that you provide to us or are necessary to respond to your inquiry (including identification and contact details, as well as the IP address when using the contact form on our website), or which we have in connection with the relationship that connects us or we have collected from publicly available sources. We process these data:

  • due to the fact that they are necessary for purposes resulting from legitimate interests pursued by us, that is in particular:
  1. in order to reply to a message sent to us and further contact with you,
  2. for direct marketing of own and third party products and services,
  3. for archiving and backing up data in connection with the obligation imposed on us as a data controller to properly protect data),
  • based on your consent – if this data is used for marketing purposes and we do not have an existing business relationship, or when it is collected to provide it to third parties.

4. Data processed in connection with the use of our website – scope of processing

If you use the website, we save data such as: IP address, type and version of the device and browser you use, region, website settings, choices made in the area of cookies, and how you use the website. In most cases, we will not be able to identify you as a user and this data will be anonymous to us. However, in a situation where we are able to connect them with you, which may occur when we have additional data from another source (e.g. we will save such data when you contact us using the contact form on our website, they become your personal data for us. We process this data:

  • due to the fact that they are necessary for purposes resulting from legitimate interests pursued by us, that is in particular:
    1. adjusting the way the website is displayed and personalizing it,
    2. saving data from forms to preserve the session and facilitate the use of the website,
    3. analyzing the use of the website to improve its functioning and protect against abuse,
  • based on your consent – if this data is used for marketing purposes and we do not have an existing business relationship, or when it is collected to provide it to third parties.

We are also using services of third parties. In particular we use HubSpot for inbound marketing, improvement of sales and customer service (including through a CRM system). Generally HubSpot acts as our data procesor, but in some limited cases it can proces your data as a separate data controller. This may pertain to data about your use of our Website that has been anonymized or aggregated first and shall not allow to directly identify you. It may happen when you start using our Website and give consent to the cookies that are placed by Hubspot on our Website (based on your consent) or when you engage in further interaction with Us e.g. by contacting Us or becoming Our client (based on our legitimate interes or legitimate interest of HubSpot). The purpose of processing data by HubSpot (apart from the provision of services to Us) is to support certain features and functionalities of Hubspot products and services (which is the legitimate interest of HubSpot). Furhter and more detailed information on how HubSpot uses your data and on your rights can be obtained by accessing HubSpot’s privacy policy ( or by contacting HubSpot directly (by its contact form available here: or by mail to: HubSpot, Inc., 25 First Street, 2nd Floor, Cambridge, MA 02141, Attention: Privacy and Data Protection Officer).

5. Data processed for recruitment process

We process only personal data that will be provided to us by you or will be made available to us or collected by us in order to conduct the recruitment process and:

  • are necessary to fulfill our legal obligation arising from art. 22 (1) of the Polish Labor Code, i.e. data regarding: name, surname, e-mail address, date of birth, education, professional qualifications, and previous employment or
  • for which you have given us your consent (through your statement or explicit confirmation action, such as providing us with your CV or cover letter containing such data), i.e. data contained in the recruitment documents and references received from you, messages, conversations with you (other than those indicated in Article 22 1 of the Polish Labor Code) or
  • are necessary for the conclusion and subsequent performance of the contract with you, i.e. in particular the data to be entered in the contract concluded in case of successful recruitment process or
  • are necessary for the purposes of legitimate interests pursued by us, such as:
    1. choosing the right candidate who guarantees proper performance of the duties entrusted, i.e. data collected by us in the course of recruitment activities, e.g. in notes made during conversations with you,
    1. bringing and defending against claims, before courts and administrative authorities and other entities (in respect of all collected data),
    2. archiving and backing up your data, in connection with the obligation imposed on us as a data controller to properly secure data (in respect of all collected data).

6. How long we process personal data

Your personal data will be processed:

  • to contact you – from the day they were collected and as long as we are holding the conversation in the matter in which you made contact,
  • for marketing purposes – for the duration of our legitimate interest, i.e. the duration of the relationship that connects us or until consent is withdrawn, if it was given to us,
  • for the purposes of pursuing and defending against claims – for a period not exceeding the limitation period for claims,
  • for the purposes of performing obligations imposed by law – for a period not longer than necessary to demonstrate that these obligations were carried out by SM,
  • for the purpose of improving the functioning and security of the website – for the time for which these data are necessary to achieve this purpose, but no longer than until you express an effective objection to their processing,
  • for the purposes of recruitment for a specific advertisement – from the date of their collection until the end of the recruitment process and for the time necessary to inform about the result of this recruitment process (and in the case of a positive effect – until the conclusion of the contract), and in case of your consent to further processing of your data for the purposes of future recruitment processes – from the date of obtaining your consent for a period of the next 36 months or until your consent is withdrawn,
  • for archiving and backup purposes – for the period determined in accordance with the backup and archiving policy at SM.

7. Data recipients

We will use due diligence in the selection of entities to which we will transfer your data and in the case of such selected entities we will require that they protect your data by appropriate technical and organizational measures. Your personal data may only be disclosed:

  • to third parties providing services to us that are needed to achieve the purposes in relation to which we process your data (e.g. IT services, recruitment, electronic communication, hosting, inbound marketing, improvement of sales and customer service),
  • to entities from the SM capital group (entities associated with SM), in particular when they provide each other services, or as part of the internal administrative purposes of the SM group (e.g. when this results from the organization of tasks within the group),
  • to recipients to whom the disclosure is required by applicable law or order of a court or other authority,
  • to other recipients, if you give us your consent to disclose data to them or if the transfer of data to them is necessary to protect your vital interests or vital interests of other individuals or for the common good.

8. Transfer of data to third countries

Your personal data may be transferred to entities outside the European Economic Area (EEA), including the USA, with whom we cooperate. Whenever your personal data is transferred outside the European Economic Area (EEA) or to countries that do not provide the same or an adequate level of protection for personal data, we will ensure that this is done on the basis of a valid legal basis and using the safeguards required by law.

9. Links to third party-websites

The website also includes links to third-party websites. When you visit these pages different rules apply than those described here in the field of personal data processing, as well as someone else is the data controller of data processed there. We recommend that you read the rules applicable to the processing of personal data published by the administrators of these websites.

10. Social media plug-ins

On Our website (in the blog section: we have included social media plugins (Facebook, Twitter and LinkedIn). Thanks to this integration, social media providers may receive information that your browser has displayed to our website, even if you do not have a profile with this social media provider or if you are not logged in at the same time. Activating the buttons establishes a direct connection to the server of the respective social network which may gather data from your device.

Please note that we do not have influence on the scope of data gathered by the social networks through their plug-ins. More details of the purpose and scope of the data gathered and how the respective social networks process and use this data as well as details of your rights and the relevant setting options to protect your privacy can be found on the following websites:

11. Data subject rights

For each of the following rights, you can contact us in particular using the contact details provided in section 1 of the Privacy Policy.

  • The right to obtain information, access to data and to receive a copy of the data. You have the right at any time to request information about your personal data that we store or to which we have access. At your request, a copy of your personal data that is subject to processing will be presented to you free of charge. For sending each subsequent copy of data we have the right to request a fee that will cover the reasonable costs of handling such a request.
  • Right to withdraw consent. Each time your data is processed based on your consent given, you have the right to withdraw this consent at any time, whereas withdrawal of consent will not affect the lawfulness of data processing that happened before you withdraw your consent.
  • The right to rectify personal data. We take reasonable steps to ensure that your personal data is correct, complete and up to date. If it is necessary to change these data, please let us know.
  • Right to data portability. You have the right to request the transfer of your personal data in a structured, commonly used machine-readable format, as well as to request the transfer of data to another data controller, when your consent is the legal basis for the processing of your personal data.
  • The right to delete data and to limit processing. In the cases indicated in the provisions of law on the protection of personal data, you have the right to request the deletion of your personal data. However, this right is not absolute – there may be occasions when we are still entitled to process your personal data. You can also request a restriction on the further processing of your data.
  • Right to object to processing. In the cases indicated in the provisions of law, you have the right to object to the further processing of your data when the legal basis for the processing of personal data is our legitimate interest.
  • The right to lodge a complaint with a supervisory authority. You have the right to lodge a complaint with the supervisory body dealing with the protection of personal data – in principle, it will be the President of the Office for Personal Data Protection (Prezes Urzędu Ochrony Danych Osobowych).

12. Cookies Policy

The website uses cookies (small text files that are operated by the Website and saved on your device) and other similar technologies (including website logs and tools from Google Inc.: Google reCAPTCHA v3, Google Analytics, Google Ads and Google Tag Manager, as well as tools from AutopilotHQ Inc. and HubSpot Inc.). The entity using these tools is the website administrator, i.e. Software Mind Spółka z ograniczoną odpowiedzialnością with its registered office in Krakow, address: 43b Jana Pawła II Avenue, 31-864 Kraków, entered into the Register of Entrepreneurs kept by the District Court for Kraków-Śródmieście in Kraków, 11th Commercial Division of the National Court Register under KRS number 0000411748.

Our website uses the tools indicated above for various purposes, including:

  • to adapt the way the page is displayed to the devices, software and users’ preferences as well as the settings selected by them,
  • to monitor how users use the website and to improve its functioning,
  • to personalize the content offered (e.g. for marketing purposes),
  • to target better tailored content displayed to users via other websites.

We use the following types of cookies:

  • analytical cookies that investigate user behavior on our website;
  • functional cookies enabling to remember the settings selected by the user and personalization, i.a. in terms of the selected language or the cookies options you select;
  • third-party cookies – the devices used may also store cookies from other entities, marketing cookies used to tailor the displayed ads to your preferences. Our partner – Google uses cookies for advertising and remarketing purposes, e.g. to show users specific content, including ads tailored to their preferences. Our partner – HubSpot uses cookies for inbound marketing and to help us improve sales and customer service.

Cookies and other tools we use are not used to process or store personal data and are not intended to directly identify you. They also do not change the user’s browser settings or change the configuration of the user’s device. Exceptional situations, when data collected using cookies may be considered as your personal data, as well as your related rights, are described in detail in the relevant part of the Privacy Policy.

Ways to disable cookies 

When accessing our website for the first time (or after you have deleted the cookies previously saved on your device) you have the option of giving your consent to the use of cookies for marketing purposes and cookies from third parties. However, even if you have already agreed, you can still use the options described below. Any user can disable cookies in their web browser. In order to facilitate the way of managing cookies, below are links to some pages dedicated to specific browsers.

Users can also set their browsers in a way so that they have to accept cookies each time. Then, the browser will ask the user for permission to grant access each time before granting access to the cookie. This gives the user control over what is stored on his device, however, it has the disadvantage that it slows down the ability to navigate our website and other websites.

Any user can opt out of receiving ads targeted to him in the following ways:

  • by using the NAI tool (, which will allow you to opt out of watching targeted advertising from us and from other approved NAI member companies,
  • via the Digital Advertising Alliance – DDA website ( We follow the Self-Regulatory Principles for Online Behavioral Advertising developed by this organization,
  • via the website of the European Interactive Advertising Digital Alliance ( We follow the guidelines for online advertising developed by this organization.

When using the opt-out option using the tools described above, please remember that:

  • we may still collect certain data about your online activity for purposes other than marketing,
  • opt-out options of other advertising companies may function differently than our opt-out options,
  • each time you can opt out of tracking your activity for advertising purposes by using the “Do Not Track” option. In such cases we respond to “DNT” signals sent from the user’s browser. If the ‘DNT’ signal is received on the page of one of our advertisers during a user’s visit, we will not combine the collected data with the user’s browser ID during this visit, so new data collected about the user cannot be used by us for the purpose of targeted advertising, but previously collected user data can still be used,
  • at any time it is possible to modify the browser settings in terms of cookies. Restricting the use of cookie files may lead to restrictions on some of the functions available on our website.

You have the option of disabling the transfer of your data for analytical and statistical purposes using Google Analytics. To do this, you can install the browser extension in accordance with the instructions at this address:

We may already be just one Email away from working together!

contact icon
Witold Gawlowski
General Manager
Considering a big digital transformation? Establishing a shared services center? Shoot me an email.
Jacek Szmatka
VP of Business Development
Is IT outsourcing on the horizon for you? If so, let's discuss your needs.
scroll down icon back to