Privacy Policy

Good morning!

If you have come to this page, it means that protecting your personal information is important to you. We want to assure you that we care about your privacy and it is important to us. To this end, we have implemented not only legal but also technical measures to further strengthen its protection.

In accordance with the RODO, below we present, the rules of our processing of your personal data. Please read the most important questions relating to your personal data, and if you have any doubts about the Privacy Policy, please feel free to contact us via: biuro@mojaoptima.pl

PRIVACY AND COOKIES POLICY AND QUALITY POLICY

§1 Who is the Administrator of your personal data?

The data controller is Optima Home sp. z o. o. with its registered office in Warsaw (02-765), at the address: 214/100 Wilanowska Avenue, whose registration files are kept by the District Court for the Capital City of Warsaw XII Economic Department of the National Court Register under the KRS number 0000828223, REGON 385547830, NIP 521-388-96-84. You can contact the Administrator by writing to the e-mail address: biuro@mojaoptima.pl.

§2 For what purpose do we collect your data and how long do we keep it?

We may process your data for the following purposes:

1. communication with you, including responding to inquiries submitted via contact form, email message, handling inquiry and feedback contact, conducting marketing activities, forwarding leads to processors for specific investments, etc.

Data taken via contact form:

• name
• email address
• phone number
• message content

Data from the contact form is processed using the following tools, operating within the EEA:

• PipeDrive – CRM system for managing contacts and sales processes, provided by PipeDrive OÜ (Mustamäe tee 3a, 10616 Tallinn, Estonia)
• ServerSMS – SMS communication tool
• Open AI – providers of tools for processing and analyzing contact data

Your data will be processed based on the Administrator’s legitimate interest in communicating with Website Users (Article 6(1)(f) RODO). Your data will be processed no longer than until you object or the business purpose ceases. Providing this data is voluntary, but at the same time necessary to communicate with you and respond to your inquiry.

Data may also be processed during the archiving process for internal purposes, based on the Administrator’s legitimate interest (Article 6(1)(f) of the DPA), until an objection is raised or the business purpose ceases.

2. conclusion of the contract and its execution (placing an order);
3. establish, defend and pursue claims;
4 To carry out legal obligations incumbent on the Administrator (including tax and archiving obligations);

The data necessary for the conclusion and performance of the contract will be processed for the duration of the contract, including the duration of the exercise of contractual rights, such as the right of complaint under warranty (Article 6(1)(b) and (f) RODO). Provision of this data is voluntary, but at the same time necessary for the conclusion and execution of the contract.

Additional data provided for the purpose of, among other things, facilitating the execution of the contract, will be processed no longer than until you raise an objection or the business purpose ceases, based on the legitimate interest of serving customers (Article 6(1)(f) RODO).
After this time, the data will be processed for the period of the statute of limitations for claims, based on the Administrator’s legitimate interest in defending against claims, as well as for the purpose of establishing and asserting claims (Article 6(1)(f) of the DPA).
If the data are necessary for the fulfillment of legal obligations incumbent on the Administrator (such as issuing and storing invoices, implementing procedures under the Digital Services Act) – the data will be processed for this purpose for no longer than 6 years (archiving obligations regarding accounting documents), unless otherwise provided by law (Article 6(1)(c) RODO).

Data may also be archived for internal and statistical purposes until you object or the business purpose ceases, based on the Administrator’s legitimate interest (Article 6(1)(f) of the DPA).

5. to provide marketing/trade information (hereinafter referred to as Marketing Information), including but not limited to mailing and information about services, products, promotions, free content;

a. Data will be processed based on the legitimate interest of the Administrator, in the form of marketing of the Administrator’s products and services (Article 6(1)(f) RODO). Data will be processed no longer than until you object or the business purpose ceases – whichever comes first. Provision of data is voluntary, but necessary to receive marketing/commercial communications.
In accordance with Article 398 of the Electronic Communications Law, for the purpose of maintaining commercial/marketing communications, your consent is necessary. You can withdraw it at any time:
– by clicking on the link in the footer of the email, or by writing to me, at the address given above – in case of sending messages in the form of email.
Providing data is voluntary, but necessary to receive Marketing Information. Opting out of receiving Marketing Information will prevent you from receiving Marketing Information.

b. Data processed in connection with your consent to provide Marketing Information, including but not limited to data collected automatically (e.g. IP address), will also be processed based on the Administrator’s legitimate interest (Article 6(f) RODO) to analyze behavior in order to optimize marketing activities. Data will be processed for analytical and statistical purposes.

c. Your data may also be archived for the possible establishment, investigation, or defense of claims, including to ensure that marketing activities can be shown to have been conducted lawfully based on Article 6(1)(f) of the RODO.

d. Data processed based on Article 6(1)(f) of the RODO will be processed no longer than until you object or the business purpose ceases – whichever comes first.

6. administration and management of the page and groups on social media platforms (including Facebook (Meta), Instagram), when processing data on social media platforms, including communication and targeting of marketing content;

This data will be processed only if you choose to: liking the page / joining the group / selecting the “Observe” option or otherwise leaving your data on the platform, managed by me, such as posting a post or comment. The data will be processed for the duration of the existence of the site/group or until you object, which can be done by un-clicking the “Like” option, “Observe”, deleting the comment/entry or by other means provided by the platform/website or by contacting me . Please be advised that the rules relating to the page/fanpage/group, are set by the Administrator, while the rules for the use of the social network on which the page/fanpage/group is placed, are set by the entity managing these portals.

7. analytical and statistical;

Data processing for analytical and statistical purposes, consists in particular in the analysis of data, obtained automatically when using the Website, including cookies. The data is processed based on the legitimate interest of the Administrator, in the form of adapting the content of the Site to the User’s preferences and optimizing the use of the Site; creating statistics that help understand how Users use the Site, which allows improving its structure and content (Article 6(1)(f) RODO). Data may also be archived for internal and statistical purposes, based on the Administrator’s legitimate interest (Article 6(1)(f) RODO), until you object or the business purpose ceases.

8. promotion and marketing;

If you provide us with your data, in particular in the form of an opinion regarding a product or service, including image data, it will be processed based on the legitimate interest of the Administrator in the form of marketing, for the purpose of improving the quality of services and products and promoting the Administrator’s services and products. The data will be processed for the period necessary to fulfill the business purposes or until you raise an objection. Provision of data is voluntary.

9. Use of artificial intelligence to improve customer service;

In order to improve the quality of customer service and the speed of responding to inquiries, we use artificial intelligence tools provided by Open AI. Artificial intelligence can be used to analyze the content of contact inquiries, generate response suggestions, categorize inquiries, and improve customer service processes.
Data is processed based on the Administrator’s legitimate interest in improving customer service (Article 6(1)(f) RODO). All data processed by AI tools remain under the control of the Administrator and are subject to the same rules of protection as other personal data described in this Privacy Policy.

10. to realize cooperation with processors in serving customers interested in specific housing projects;

In connection with the implementation of individual housing projects offered on the mojaoptima.pl website, your data may be transferred to processors acting on behalf of the Administrator, in particular in the following areas:

• handling leads related to specific investments
• conducting the process of selling apartments within the framework of specific projects
• Preparation of legal documentation for specific transactions
• support in the credit process
• after-sales service for a specific investment
• presentation of alternative offers from the Administrator’s portfolio (cross-selling)

Processors shall act solely on the basis of a processing assignment agreement in accordance with Article 28 of the RODO and in accordance with the Administrator’s instructions. The data will be processed for the duration of the contract or until an objection is raised, based on the Administrator’s legitimate interest in executing sales contracts and optimizing customer service (Article 6(1)(b) and (f) RODO). Provision of data is voluntary, but necessary to handle an inquiry regarding a specific investment.

§3 To whom may we share your data?

We will transfer your data to other entities only if this is necessary for the purposes of the processing referred to in §2, and only to the extent necessary to achieve this purpose. As a rule, we collect and process only the data that you yourself have provided to us, subject to data collected automatically (cookies).

In connection with the implementation of specific housing projects, leads collected on various sub-sites of the project may be transferred to the processors responsible for handling the project. People interested in one investment may also receive information about other projects in our portfolio.

For more on cookies, see §6.

If necessary, your data may be transferred to entities with which we cooperate in carrying out the above purposes, in particular:

• Technical and organizational service providers: hosting company, website management entity, CRM system provider (PipeDrive), SMS service provider (ServerSMS), data processing and analysis tool provider (Open AI), accounting and bookkeeping service provider, invoice software provider, newsletter service provider, cloud service provider company, marketing service provider company, administrative service provider company, consulting service provider company, subcontractors, lawyers, customer service platform, appointment scheduling platform, other entities that support the Administrator in achieving the purposes of processing.
• Processing entities acting on behalf of the Administrator with regard to specific investments: entities responsible for sales support, legal documentation and implementation of specific housing projects offered on the mojaoptima.pl website.

As a general rule, data will not be transferred outside the EEA, except as described below. In other cases, where data will be transferred outside the EEA, this will be based on your consent, standard contractual clauses, or other safeguards under the RODO, after compliance with, among other things, the information obligation.
The services provided by Google, Facebook (META), or Open AI are generally performed by entities based in the European Union. However, due to the global nature of the operation of these entities, your data may be transferred to the US, in connection with its storage on US servers (in whole or in part). Regardless, Google, Facebook, Open AI have implemented safeguards in accordance with the requirements of the RODO to protect personal data, through the use of standard contractual clauses. For more information about the processing rules of the aforementioned providers, please refer to the Privacy Policies of each entity.
Your data (insofar as the purpose of the processing requires) may also be transferred outside the EEA to the following entities:
Asana, Inc., 1550 Bryant Street, 2nd Floor San Francisco, California 94103.

Processors acting on behalf of the controller:

a. Optima Ostrołęka Sp. z o.o., with its registered office in Warsaw (02-765), al. Wilanowska 214/100 – acting as a processor in the area of handling leads, apartment sales, preparation of legal documentation and customer service in the process of purchasing real estate as part of the Osiedle Harmonia project.
b. Novy Pomian Sp. z o.o., headquartered in Białystok (15-442), 11/3 Grochowa St. – acting as a processor in the area of handling leads, apartment sales, preparation of legal documentation and customer service in the process of purchasing real estate as part of the Novy Pomian development.

These entities act only on the basis of an agreement to outsource the processing of personal data in accordance with Article 28 of the RODO and according to the instructions of the Administrator. They cannot use your data for their own purposes. The Administrator retains full control over the processing and bears primary responsibility for compliance with the RODO.

§4 What rights do you have?

In relation to the RODO, you have the right to access your personal data, rectify your personal data, erase your personal data, restrict the processing of your personal data, object to the processing of your personal data, portability of your personal data, withdraw your consent to the processing of your data; withdrawal of consent, does not affect the lawfulness of the processing performed before its withdrawal. Detailed information on the above-mentioned rights can be found in the RODO Regulation, i.e. Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation).
If you believe that your personal data is being processed in violation of applicable law, you have the right to complain to the President of the Office for Personal Data Protection. In such a case, however, I encourage you to contact me in advance to clarify your concerns.

§5 Laws applicable to personal data

In matters not regulated, the relevant provisions of law, including European law (including RODO) shall apply.

§6 Cookie Policy

The site does not automatically collect any information, except for the information contained in cookies. This data is collected, in a way that does not allow the identification of the User, the so-called anonymous data.
Cookies (so-called “cookies”) are computer data, in particular text files, which are stored on the final device of the Site User and are intended for the use of the Site. Cookies usually contain the name of the website they come from, the time they are stored on the end device and a unique number.
Cookies are used: to adapt the content of the Site to the User’s preferences and to optimize the use of the Site, as well as to create statistics that help understand how Users use the Site, which enables the improvement of its structure and content.
You can make your own changes in the settings regarding cookies. In many cases, your web browser allows cookies to be stored on your end device by default. Detailed information about the possibility and methods of handling cookies is available in the settings of your software (web browser). If you do not agree to cookies, you may limit the operation of certain functionalities on the Site.

The Administrator uses technologies, observing the actions, taken by the User on the Site:
– Facebook conversion pixel (Meta) provided by Meta Platforms Ireland Limited – to manage ads on Meta and conduct remarketing activities; Facebook Pixel is a piece of code published on the website, which allows you to reach your target group based on the data of people who have used the website. As part of the Facebook Pixel function, it is therefore possible, to display published advertisements on Meta-owned portals only to portal users who have shown interest in products or services or have common factors to the aforementioned people. This data is processed based on the legitimate interest of the Administrator (Article 6(1)(f) RODO). For detailed information on the Facebook Pixel, please visit the Facebook Privacy Policy page (Meta).

– Google tools, including Google Analytics provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. I use the data obtained through the use of the aforementioned tool to analyze the statistics of the Site. Google Analytics uses its own cookies to analyze the activities and behaviors of Site users. These cookies are used to store information, e.g. from which page the User came to the current website. They help to improve the Site. This data is processed based on the Administrator’s legitimate interest (Article 6(1)(f) RODO). For detailed information on Google Analytics, please visit: rules for using Google tools.

§7 Social Plugins

The Site uses plugins, widgets and other social networking tools provided by sites such as: Facebook (Meta), Instagram, YouTube. The rules regarding the processing of personal data are described directly on the websites of the aforementioned Service Providers.

1. Facbook: https://www.facebook.com/privacy/explanation
2. Instagram: https://help.instagram.com/519522125107875?helpref=page_content
3. You Tube: https://support.google.com/youtube/answer/7671399

§8 Sending email correspondence, using a newsletter mailing tool

The data provided in the form for enrollment in the email database (first name, last name) are processed for the purpose of sending educational, marketing and promotional information and on the basis of the consent given. Remember to confirm enrollment in the Optima Home companies’ email database after receiving the first message.

We use a provider of an email database tool that ensures data protection, i.e. the company UAB “MailerLite” based in Lithuania (the provider’s privacy policy is available at the link https://www.mailerlite.com/legal/privacy-policy). The provider’s system records your email database enrollment activity.

The mechanism for unsubscribing from the email database is not complicated and consists in clicking on the active link with the information I unsubscribe. After exercising this right and unsubscribing from the database, the database enrollment data will be kept for the period necessary to defend against potential claims.

Personal information provided when signing up for the email database may be transferred to the following entities: MailerLite’s email service provider, MailerLite’s service provider, and third parties supporting us in the field of email dispatch with whom we have entered into appropriate agreements.

You have the right to access the content of your data, receive a copy of your data, the right to rectification, deletion, restriction of processing, the right to data portability, the right to object, the right to withdraw consent at any time.

If you withdraw your consent to data processing, this fact will not affect the lawfulness of data processing that was carried out on the basis of prior consent before its withdrawal.

You have the right to lodge a complaint with the President of the Office for Personal Data Protection as soon as you consider that the processing of your data violates the law. Data will not be processed by automated means.

§9 Co-administration

Data processed for the purposes of statistics collected within the Facebook platform (Meta), is coadministered by the Administrator and Meta Platforms Ireland Limited, with its registered office at 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland, hereinafter referred to as the Co-administrator. Detailed rules regarding the data co-management, including information on your rights, are described on the Privacy Policy page.

The Administrator processes data based on the Administrator’s legitimate interest in conducting analyses of Users’ activities, as well as their preferences, in order to improve the functionalities used and services provided. In matters relating to personal data, you can contact both the Administrator and the Co-Administrator.

Processors acting on behalf of the Administrator:

In connection with the implementation of specific housing projects, the Administrator subcontracts the processing of personal data to processors acting on the basis of a processing contract in accordance with Article 28 of the DPA.

The main processor is:

a. Optima Ostrołęka Sp. z o.o., based in Warsaw (02-765), al. Wilanowska 214/100, KRS: 0001057507, REGON: 526366395, NIP: 5214035808,
b. Novy Pomian Sp. z o.o., based in Bialystok (15-442), 11/3 Grochowa St., KRS: 0001109089, REGON: 528825973, NIP: 5423486076,
which processes the data only according to the Administrator’s instructions and cannot make independent decisions on the purposes and means of processing. The Administrator retains full control over the processing and bears primary legal responsibility.

Collaboration model:

• leads collected on the sub-page of the Osiedle Harmonia or Novy Pomian investments on mojaoptima.pl,
• operation through the Administrator’s CRM system (PipeDrive),
• transferring leads to Optima Ostrołęka Sp. z o.o. and Novy Pomian Sp. z o.o. for handling this investment,
• The possibility of presenting alternative offers from the Administrator’s portfolio,
• The administrator provides technical, legal infrastructure and tools.

§10 Quality Policy

The purpose of the Policy is to ensure that in conducting business, the priority for the entire Optima Home Ltd. is:
to meet current and future customer requirements.

The President recognizes the Quality Management System implemented at the Company, in accordance with the requirements of the standard: PN-EN ISO 9001:2015, as a key element in the operations of Optima Home Sp. z o.o. and provides:

• Use of a documented QMS and continuous improvement of standards affecting the improvement of Quality, in accordance with the requirements: PN – EN ISO 9001:2015;
• to meet the requirements of applicable laws and other legal requirements to which the Company has committed itself;
• Promoting the Policy among subcontractors and customers of Optima Home Ltd;
• its full commitment and that of other personnel at all levels to achieve the established quality goals;
• Appropriate management of processes so as to avoid their negative impact on people and the environment and increase the Company’s efficiency and effectiveness in achieving its goals;
• employing appropriate personnel who systematically improve their skills, including in the Quality Management System;
• Implementing new technologies and improving the quality of services in accordance with the growing demands of customers;
• Provide resources and means to implement this QMS Policy;
• commitment to consult the participation of employees and employee representatives;
• Implementation of purchases only from reliable suppliers.