Privacy policy

This policy explains how we process the personal data of people who buy from the SWEPCORE Shop, create an Account in it, write to us via the contact form or by email, or call us, as well as of people acting on behalf of Customers that are businesses and of people indicated in the Order as recipients of the Goods. It also describes the cookies used in the Shop. Data of businesses that are not natural persons is not personal data.

Capitalised terms (Seller, Shop, Customer, Consumer, Sole Trader with Consumer Rights, Business Customer, Goods, Contract, Order, Account) have the meaning given to them in the Terms and Conditions (link in the Shop footer). GDPR means Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation).

In brief

• The controller of the data is SWEPCORE PIOTR WOJTKIEWICZ, ul. Przedwiośnie 4F, 73-110 Grzędzice, Poland (point 1).
• We use the data to fulfil Orders, maintain Accounts, settle taxes, handle complaints, warranty claims and withdrawals from Contracts, and reply to messages (point 3).
• Purchases can be made without creating an Account.
• We do not carry out profiling, do not make automated decisions and do not run a newsletter (points 8 and 10).
• Without your consent, we store only the cookies necessary for the Shop to function (point 9).
• For matters concerning personal data, write to biuro.swepcore@gmail.com (point 7).

1. Data controller

The controller of your personal data is the Seller: Piotr Wojtkiewicz, carrying on business as a sole trader under the business name SWEPCORE PIOTR WOJTKIEWICZ, entered in the Central Registration and Information on Business (CEIDG), hereinafter: the Seller or ‘we’.

• Address: ul. Przedwiośnie 4F, 73-110 Grzędzice, Poland
• NIP: 9551938238, REGON: 320787831
• Email: biuro.swepcore@gmail.com
• Telephone: +48 733 770 476 (daily, 08:00-16:00)

We have not appointed a data protection officer. In all matters concerning personal data, contact us directly.

2. What data we process and where we obtain it

We receive data from you: when you place an Order, create an Account, fill in a form in the Shop, write to us or call us. This data is:

• first name and surname, billing address and delivery address, email address, telephone number;
• when buying on behalf of a business: company name and NIP;
• Order data: the Goods purchased, prices, the selected delivery and payment method, the status of the Order and of the payment;
• Account login data, if you create an Account;
• the content of correspondence and the data provided in a complaint, warranty claim or notice of withdrawal from the Contract;
• information stored in cookies (point 9).

If the Order was placed for you by another person or business (e.g. your employer or someone who ordered Goods for delivery to you), we received your data - first name and surname, delivery address, telephone number and email address - from them.

3. Purposes, legal bases and retention periods

3.1 Order and Contract (including purchases without an Account)

• Purpose: acceptance and fulfilment of the Order, i.e. conclusion and performance of the Contract: contact regarding the Order, acceptance of payment, preparation and delivery of the Goods, sending confirmations by email.
• Legal basis: Article 6(1)(b) GDPR - processing is necessary for the conclusion and performance of the Contract. If you place an Order on behalf of another Customer (e.g. as an employee or representative of a business), we process your contact details under Article 6(1)(f) GDPR - our legitimate interest is contact regarding that Customer's Order. If the Customer has indicated you as the recipient of the Goods, we process your data on the same basis - our legitimate interest is delivering the Goods to the specified address.
• How long: until the Contract has been performed, and then until claims become time-barred (point 3.7). Data from invoices and other tax documents is kept until the end of the period referred to in point 3.3, if that period ends later.

3.2 Account (optional)

• Purpose: creating and maintaining an Account in the Shop (logging in, saved addresses, viewing Orders). An Account is not needed to place an Order.
• Legal basis: Article 6(1)(b) GDPR - the contract for maintaining the Account, concluded when the Account is created, on the terms of the Terms and Conditions.
• How long: until the Account is deleted. You can ask for it to be deleted at any time by writing to biuro.swepcore@gmail.com or by letter to the address given in point 1. We continue to keep data on Orders placed from the Account for the periods referred to in points 3.3 and 3.7, because the right to erasure does not cover data needed to comply with a legal obligation (Article 17(3)(b) GDPR).

3.3 Accounting and taxes

• Purpose: issuing an invoice or other proof of purchase, keeping tax records and settling taxes.
• Legal basis: Article 6(1)(c) GDPR - a legal obligation arising from tax legislation, in particular the Polish VAT Act and the Tax Ordinance.
• How long: 5 years from the end of the calendar year in which the tax payment deadline expired (Article 70 § 1 and Article 86 § 1 of the Tax Ordinance, Article 112 of the Polish VAT Act). Example: documents relating to sales in October 2026 are kept until 31 December 2031.

3.4 Complaints and warranty

• Purpose: accepting and handling complaints in respect of a lack of conformity of the Goods with the Contract, handling claims under the SWEPCORE warranty (including repair or replacement of the Goods) and providing responses.
• Legal basis: Article 6(1)(b) GDPR (performance of the Contract and of obligations under the warranty) and Article 6(1)(c) GDPR (obligations under the Consumer Rights Act, including responding to a Consumer's complaint within 14 days - Article 7a).
• How long: until the matter is closed, and then until claims become time-barred (point 3.7).

The rules for submitting complaints and using the warranty are described on the Complaints and warranty page (link in the Shop footer).

3.5 Withdrawal from the Contract

• Purpose: accepting the notice of withdrawal from the Contract (including one submitted via the form in the Shop), confirming its receipt, accepting the returned Goods and refunding payments.
• Legal basis: Article 6(1)(b) GDPR and Article 6(1)(c) GDPR (obligations under the Consumer Rights Act, including Articles 30 and 32).
• How long: until the withdrawal has been settled, and then until claims become time-barred (point 3.7). Data from tax documents relating to the refund is kept until the end of the period referred to in point 3.3, if that period ends later.

The rules on withdrawal are described on the Withdrawal from the contract page (link in the Shop footer).

3.6 Contact form and correspondence

• Purpose: replying to your message sent via the contact form or by email, or given by telephone.
• Legal basis: when you ask about our offer or about an Order - Article 6(1)(b) GDPR (steps taken at your request prior to entering into the Contract or during its performance); in other matters - Article 6(1)(f) GDPR, and our legitimate interest is replying to correspondence. Sending a message does not require consent.
• How long: until the matter has been dealt with. If the message concerns an Order or a complaint, we keep it for as long as the data of that Order (point 3.1).

3.7 Establishment, pursuit and defence of claims

• Purpose: establishing, pursuing and defending claims relating to the Contract, the warranty or correspondence.
• Legal basis: Article 6(1)(f) GDPR - our legitimate interest is being able to pursue claims and defend ourselves against them.
• How long: until the limitation period expires: 6 years - the general period, which applies, among other things, to Consumers' claims against the Seller (Article 118 of the Civil Code); 3 years - claims relating to the conduct of a business; 2 years - our claims for payment of the price (Article 554 of the Civil Code). The end of each of these periods falls on the last day of a calendar year (Article 118 of the Civil Code).

3.8 Cookies

• Purpose: ensuring that the Shop works (basket, logging in, placing an Order, remembering your choice in the cookie banner) and, with your consent, also convenience functions.
• Legal basis: necessary cookies - Article 399(3) of the Polish Act of 12 July 2024 - Electronic Communications Law (without consent), and, as regards personal data, Article 6(1)(b) GDPR (provision of the service you use); other cookies - your consent (Article 399(1) of the Electronic Communications Law and Article 6(1)(a) GDPR).
• How long: the storage period of each cookie is given in the table in point 9.2. You can withdraw your consent at any time (point 9.4).

4. Do you have to provide your data

Providing data is voluntary, but without some of it we cannot conclude or perform the Contract:

• first name and surname, delivery address, email address and telephone number are needed to conclude and perform the Contract - without them we cannot fulfil the Order;
• company name and NIP are needed to issue an invoice to a business - this is required by the VAT legislation;
• an email address or telephone number is needed so that we can reply to your message;
• creating an Account and consenting to optional cookies are not needed for shopping.

5. Who we share data with

5.1 Entities processing data on our behalf

They process data only on our instructions, under a data processing agreement (Article 28 GDPR):

• hosting provider - creoline GmbH, Bergstraße 9a, 48341 Altenberge, Germany - maintains the servers on which the Shop and its database run (servers in the European Union);
• email service provider - operates the Shop's mailbox and sends messages from the Shop, e.g. Order confirmations;
• the accounting office that keeps our accounts;
• the company that implements and supports the Shop technically on our behalf.

5.2 Independent controllers

They use data within their own remit, on the terms described in their own privacy policies:

• online payment provider - Mollie B.V., Keizersgracht 126, 1015 CW Amsterdam, the Netherlands. We provide it with the data needed to carry out a payment and any refund when you choose online payment (the methods are described on the Delivery and payment page, link in the Shop footer). The payment provider processes this data as an independent controller, on the terms described in its privacy statement. The payment provider is not involved in an ordinary bank transfer to our account;
• the carrier (courier company or pallet carrier) that delivers the Goods. We provide it with your first name and surname or company name, delivery address, telephone number and email address;
• public authorities, e.g. tax authorities and courts, where required by law. Invoices for businesses are issued in the National e-Invoicing System (KSeF).

At your request, we will name the specific recipients of your data, including the carrier that delivered your Order (Article 15 GDPR).

6. Transfer of data outside the European Economic Area

The Shop and its database run on servers in the European Union.

The email service provider may also process data, including the content of emails, in the United States of America. Such a transfer is based on two grounds. The first is the European Commission's decision that US companies certified under the EU-US Data Privacy Framework ensure an adequate level of data protection (Article 45 GDPR). The second is the standard contractual clauses adopted by the European Commission (Article 46 GDPR). You can obtain a copy of the standard contractual clauses by writing to biuro.swepcore@gmail.com.

Apart from this case, we do not transfer your data outside the European Economic Area.

7. Your rights

You have the right:

• of access to your data and to obtain a copy of it (Article 15 GDPR);
• to rectification of inaccurate data and completion of incomplete data (Article 16 GDPR);
• to erasure of data (Article 17 GDPR) - this does not apply to data we are required by law to keep, e.g. invoices;
• to restriction of processing (Article 18 GDPR);
• to data portability (Article 20 GDPR) - this applies to data processed by automated means on the basis of a contract or consent;
• to withdraw consent at any time, as easily as it was given - e.g. via the ‘Cookie settings’ link in the Shop footer. Withdrawal of consent does not affect the lawfulness of processing carried out before its withdrawal.

Right to object. If we process your data on the basis of our legitimate interest (Article 6(1)(f) GDPR), you may object at any time on grounds relating to your particular situation (Article 21 GDPR). We will then stop, unless we demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or we need the data for the establishment, pursuit or defence of claims.

Send your request to biuro.swepcore@gmail.com or by letter to: SWEPCORE PIOTR WOJTKIEWICZ, ul. Przedwiośnie 4F, 73-110 Grzędzice, Poland. We will reply without undue delay, at the latest within one month. In exceptional cases, we may extend this period by a further 2 months - we will inform you of this and of the reason within the first month (Article 12(3) GDPR).

If you believe that we are processing your data unlawfully, you have the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes UODO), ul. Stanisława Moniuszki 1A, 00-014 Warszawa, Poland (uodo.gov.pl).

8. Profiling and automated decision-making

We do not carry out profiling and do not take decisions about you based solely on automated processing of data (Article 22 GDPR).

9. Cookies

9.1 What cookies are

Cookies are small text files that a website stores in the browser on your device (computer, phone) and reads on subsequent visits. The rules for their use are set out in Article 399 of the Electronic Communications Law. The cookies in the Shop are divided into the groups described below.

9.2 Which cookies the Shop stores

All the cookies in the table are stored by the Shop itself. We store necessary cookies without your consent, because the Shop does not work without them. We store cookies for convenience functions only if you consent to them.

If a video from YouTube or Vimeo appears in the Shop, we will load it only after you have given your consent. Before that, we will add to this policy the video provider, its cookies and the transfer of data outside the European Economic Area.

9.3 Statistical and marketing cookies

We do not currently use statistical or marketing cookies (e.g. analytics tools or advertising pixels). If we add them, they will work only with your consent, and we will update this policy beforehand.

9.4 How to give, change or withdraw consent

On your first visit, the Shop displays a cookie banner. In it, you can reject optional cookies and keep only the necessary ones, or select in the settings the groups you consent to. Rejecting is as easy as accepting. You can change your choice or withdraw your consent at any time via the ‘Cookie settings’ link in the Shop footer.

9.5 Browser settings

You can also block or delete cookies in your browser settings (usually in the privacy or security section). Blocking necessary cookies may make it impossible to use the basket and place an Order.

10. Newsletter and commercial information

The Shop does not run a newsletter and does not send commercial information without your separate, prior consent. Messages relating to an Order (e.g. Order confirmation, proof of purchase, shipping information) are not commercial information and we send them without such consent.

11. Changes to the policy

We change the policy when the way we process data changes, e.g. when we change a service provider or add a new tool. The current version is always available on this page.

Last updated: 1 October 2026.