Legal Documents & Statutory Notices

SmartInsightFlow, with registered office at ul. Świdnicka 22, 50-068 Wrocław, Poland, and electronic contact at [email protected], is committed to protecting the personal data of clients, prospective clients, website visitors, and business partners in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation, “GDPR”), the Polish Act of 10 May 2018 on the Protection of Personal Data, and other applicable European Union law.

1. Controller Identification

The controller of personal data processed in connection with smartinsightflow.com and the delivery of our business intelligence services is SmartInsightFlow, ul. Świdnicka 22, 50-068 Wrocław, Poland. You may reach our data protection contact at [email protected] for any question regarding privacy, data access, or deletion requests.

2. Categories of Personal Data

We may process the following categories of personal data: identification data (name, job title, company name); contact data (business email address, telephone number, postal address); professional correspondence (project briefs, requirements, messages sent through our contact forms); billing and payment metadata (transaction identifiers, invoice data, billing address); and technical usage data (IP address, browser type, device identifiers, pages viewed, referring URLs, timestamps, cookie identifiers).

3. Purposes and Legal Bases

We process personal data on the following legal bases under Article 6 GDPR: performance of a contract or steps taken at the request of the data subject prior to entering into a contract (Article 6(1)(b)) for responding to project briefs, delivering services, and invoicing; legitimate interests (Article 6(1)(f)) for website security, service improvement, portfolio development, and marketing communications to existing business contacts, always balanced against your rights; and consent (Article 6(1)(a)) where we rely on consent for optional cookies, analytics, or marketing messages—consent may be withdrawn at any time.

4. Sources of Data

Personal data is collected directly from you (through contact forms, email, telephone, meetings, and contractual onboarding), indirectly through the use of our website and linked professional platforms, and from publicly available professional sources such as company websites and professional networking profiles when the business context warrants legitimate outreach.

5. Recipients and Service Providers

Personal data may be shared with trusted service providers acting as processors under written data processing agreements, including hosting providers, email service providers, project management tools, cloud analytics platforms, payment processors (including Stripe), and professional advisors such as lawyers and accountants. Recipients may be established in the European Economic Area; where a transfer outside the EEA is necessary, we apply appropriate safeguards such as Standard Contractual Clauses adopted by the European Commission.

6. International Transfers

We strive to keep personal data within the European Union. Where tools or processors involve transfers to third countries, SmartInsightFlow ensures that adequate safeguards exist, including the EU–US Data Privacy Framework where applicable, Standard Contractual Clauses, or Binding Corporate Rules, and that supplementary technical and organizational measures protect data in transit and at rest.

7. Retention Periods

Personal data collected for pre-contractual inquiries is retained for no longer than 24 months from the last substantive contact, unless a contract is concluded. Contractual and billing records are retained for the duration of the contractual relationship and thereafter for the period required by Polish tax and commercial law (generally 5 years). Website logs and analytics data are retained in aggregated or pseudonymized form for up to 12 months. You may request earlier deletion of your data subject to applicable legal retention obligations.

8. Your Rights

Subject to applicable law, you have the right to: access your personal data (Article 15 GDPR); rectify inaccurate or incomplete data (Article 16); request erasure of your data (Article 17); restrict processing of your data (Article 18); data portability (Article 20); object to processing based on legitimate interests (Article 21); and withdraw consent at any time where processing relies on consent (Article 7(3)).

9. Right to Lodge a Complaint

If you believe your rights under the GDPR have been infringed, you have the right to lodge a complaint with a supervisory authority. For data subjects in Poland, the competent authority is the President of the Office for Personal Data Protection (UODO), Stawki 2, 00-193 Warsaw, Poland. We encourage you to contact us first at [email protected] so we can address your concern directly.

10. Security Measures

SmartInsightFlow implements appropriate technical and organizational measures to secure personal data, including access controls on a need-to-know basis, encryption in transit (TLS), pseudonymization where feasible, regular vulnerability review of production systems, and staff training on confidentiality and data handling procedures.

11. Automated Decision-Making and Profiling

We do not perform solely automated decision-making that produces legal or similarly significant effects on data subjects in connection with our website or service procurement. Where forecasting models underpin commercial insights for our clients, those models operate on client-owned or authorized datasets under contract and are not used for decisions about individuals without human oversight.

12. Children’s Data

Our services are intended for business and enterprise audiences and are not directed at individuals under 16. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact [email protected] and we will delete such data promptly.

13. Changes to This Policy

SmartInsightFlow may update this Privacy Policy to reflect changes in law, technology, or our processing practices. The current version will be published on this page with a revised effective date. Material changes affecting existing clients will be communicated through reasonable channels.

14. How to Contact Us

For any privacy matter, data access request, or correction request, write to SmartInsightFlow at ul. Świdnicka 22, 50-068 Wrocław, Poland, email [email protected], or call +48 530 819 247 during business hours.

These Terms of Service govern the use of smartinsightflow.com and the commercial engagement of SmartInsightFlow for business intelligence, data engineering, forecasting, and executive dashboard services. By accessing this website, submitting an inquiry, or accepting a project proposal, you acknowledge that you have read, understood, and agreed to be bound by these terms.

1. Services

SmartInsightFlow provides enterprise-oriented intelligence services including, without limitation: data stream integration, predictive forecasting models, executive dashboard design and implementation, KPI and metric architecture, data warehouse modernization, real-time analytics pipelines, BI platform migration, decision engine workshops, data governance audits, and ongoing intelligence operations retainers.

2. Engagement Model

Engagements begin with a project brief submitted via our contact form or email. Upon acceptance, SmartInsightFlow issues a written scope of work, timeline, and fee proposal. Work commences only after written confirmation and, where applicable, receipt of the initial payment. Any change to scope, timeline, or commercial terms requires a written amendment signed by both parties.

3. Client Responsibilities

The client is responsible for providing timely access to systems, data sources, documentation, and key stakeholders reasonably required for delivery; for the accuracy and legality of data supplied to SmartInsightFlow; and for obtaining any internal authorizations, data-sharing approvals, or vendor permissions needed for the engagement.

4. Fees and Payment

Fees are stated in the relevant proposal and are exclusive of value-added tax and other applicable levies unless expressly noted. Invoices are payable within fourteen (14) calendar days of the invoice date unless otherwise agreed in writing. Payment may be settled through our secure payment portal or bank transfer. Late payments may accrue interest at the statutory commercial rate and may suspend ongoing services after written notice.

5. Intellectual Property

Upon full payment of the fees for a specific deliverable, SmartInsightFlow assigns to the client all rights in client-specific deliverables produced under that deliverable, excluding pre-existing materials, proprietary methodologies, templates, and reusable intellectual property of SmartInsightFlow or third-party licensors. Third-party tools, platforms, and datasets remain subject to their own licenses.

6. Confidentiality

Each party agrees to keep confidential all non-public information disclosed by the other party in connection with an engagement, including technical data, commercial terms, and business strategies. These obligations survive for five (5) years after the end of the engagement, or indefinitely for trade secrets, and do not apply to information that is publicly available without breach or required to be disclosed by law.

7. Data Protection

Where SmartInsightFlow processes personal data on behalf of the client, the parties shall enter into a data processing agreement in accordance with Article 28 GDPR. The client remains the controller for personal data contained in source systems unless a written agreement states otherwise.

8. Warranties and Disclaimers

SmartInsightFlow warrants that services will be performed with reasonable skill and care in accordance with industry standards. Model forecasts, dashboards, and recommendations are analytical tools intended to support—not replace—professional judgment. SmartInsightFlow does not warrant that any model will produce error-free or uninterrupted results, and expressly disclaims liability for decisions made by the client on the basis of analytical outputs without appropriate validation.

9. Limitation of Liability

To the maximum extent permitted by applicable law, SmartInsightFlow’s total aggregate liability arising out of or in connection with any engagement shall not exceed the total fees actually paid by the client under the relevant engagement in the twelve (12) months preceding the event giving rise to the claim. SmartInsightFlow shall not be liable for indirect, incidental, special, punitive, or consequential damages, or for lost profits, revenue, or data.

10. Termination

Either party may terminate an engagement for material breach if the breach remains uncured thirty (30) days after written notice. Either party may terminate immediately if the other becomes insolvent, enters liquidation, or ceases business. Upon termination, the client shall pay for all work performed and non-cancellable commitments incurred up to the termination date.

11. Non-Solicitation

During an engagement and for twelve (12) months afterward, neither party shall directly solicit the other’s personnel assigned to the engagement for employment or contracting, except through general public job advertisements not specifically targeted at such personnel.

12. Governing Law and Disputes

These Terms are governed by the laws of the Republic of Poland, excluding conflict-of-law rules. The courts of Wrocław, Poland, shall have exclusive jurisdiction over disputes arising from these Terms, without prejudice to mandatory consumer protections applicable to individual data subjects.

13. Entire Agreement

Together with any signed proposal and data processing agreement, these Terms constitute the entire agreement between the parties concerning its subject matter and supersede all prior discussions or communications. If any provision is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.

14. Contact

Questions regarding these Terms may be directed to SmartInsightFlow at ul. Świdnicka 22, 50-068 Wrocław, Poland, or [email protected].

SmartInsightFlow uses cookies and similar technologies to operate this website securely, remember your preferences, and understand how the site is used. This Cookie Policy explains what we use, why we use it, and how you can control cookie settings in accordance with applicable European Union electronic communications and data protection law.

1. What Are Cookies?

Cookies are small text files placed on your device by a website. Similar technologies include local storage, session storage, pixels, and device identifiers. Cookies can be “first-party” (set by SmartInsightFlow) or “third-party” (set by service providers such as analytics or payment platforms).

2. Categories of Cookies We Use

Strictly necessary cookies. Required for core site functionality, security, and remembering your cookie consent preference. These cannot be switched off through our banner and are processed on the basis of legitimate interests and legal obligations.

Performance and analytics cookies. Help us understand which pages are visited, how users navigate the site, and where technical errors occur, in aggregate form.

Functionality cookies. Remember choices such as preferred language or form state during a session.

Marketing and third-party cookies. May be used to measure campaign effectiveness if we run professional outreach programs. We do not sell personal data obtained through cookies.

3. Specific Cookies and Storage Keys

In connection with our website and related services, SmartInsightFlow or its processors may set or access cookies and storage keys including, without limitation: a cookie-consent preference key (for example, sif_cookie_consent) used to remember whether you accepted or declined non-essential cookies; session and security cookies required to operate authenticated or payment-related flows; analytics identifiers used in pseudonymized form to measure site usage; and third-party cookies set by our payment processor (Stripe) when you use the secure payment portal.

4. How to Manage Cookies

When you first visit smartinsightflow.com, you may accept or decline non-essential cookies through our floating consent banner. Your choice is stored locally in your browser. You may change your mind at any time by clearing site data in your browser settings or using the browser controls to block or delete cookies. Most browsers allow you to block all cookies, block only third-party cookies, or delete existing cookies automatically.

5. Browser Controls

Common browser controls include: Chrome (Settings → Privacy and security → Third-party cookies); Firefox (Settings → Privacy & Security → Cookies and Site Data); Safari (Settings → Privacy → Manage Website Data); and Edge (Settings → Cookies and site permissions). Disabling strictly necessary cookies may impair site functionality, including contact form submission and secure payment links.

6. Do Not Track and Global Privacy Control

There is no universal standard for “Do Not Track” signals. Where required by law, we will respect opt-out preference signals such as Global Privacy Control (GPC) to the extent technically feasible, treating such signals as a request to decline optional cookies and non-essential processing.

7. Third-Party Services

Linked services such as Google Maps embeds and Stripe payment processing may set their own cookies when you interact with them. These providers act as independent controllers or processors for those cookies under their own policies. We encourage you to review the cookie policies of Google and Stripe when using those embedded or payment features.

8. Updates to This Cookie Policy

We may update this Cookie Policy to reflect new technologies, service providers, or legal requirements. The revised policy will be posted on this page with a new effective date. Where required, we will re-prompt for consent after material changes.

9. Contact

For questions about cookies or tracking technologies on smartinsightflow.com, contact SmartInsightFlow at [email protected] or write to ul. Świdnicka 22, 50-068 Wrocław, Poland.

SmartInsightFlow delivers specialized business intelligence services and digital deliverables. Because engagements are custom-built and resource-intensive, refunds are governed by the principles set out below, applicable statutory rights, and the individual terms of any signed statement of work.

1. General Principle

Fees are generally non-refundable once work has commenced on an accepted engagement, reflecting the time, expertise, and third-party costs already allocated. This policy does not limit any non-waivable rights you may have under applicable consumer law or mandatory statutory protections.

2. Pre-Work Cancellation

If you cancel a confirmed engagement in writing before SmartInsightFlow has begun substantive work, you will receive a full refund of any payments made, less any non-recoverable third-party costs already incurred on your behalf (for example, paid cloud credits, licensed data, or payment processing fees).

3. Partial Work and Milestones

Where an engagement is structured around milestones, cancellation after one or more milestones have been completed will entitle you to a refund only for milestones not yet started and not yet paid, plus any prepaid amounts attributable to unstarted work. Work already performed and approved is not refundable.

4. Defective or Non-Conforming Deliverables

If a deliverable does not conform to the agreed written specification and SmartInsightFlow cannot cure the defect within a reasonable cure period after written notice, you may request re-performance or, at your election, a pro-rata refund for the non-conforming portion. Notification must be sent to [email protected] within fourteen (14) calendar days of delivery of the affected deliverable, describing the non-conformity in reasonable detail.

5. Retainer and Subscription Services

Monthly or periodic retainers may be cancelled by either party with thirty (30) days’ written notice. Retainer fees for the current service month in progress are non-refundable except where SmartInsightFlow terminates the retainer for convenience before the month begins.

6. Workshop and Fixed-Date Events

Workshops, audits, and fixed-date intensives require prepayment. Cancellations received more than fourteen (14) days before the scheduled date are refundable in full, less a €50 administrative fee. Cancellations within fourteen (14) days are non-refundable, but SmartInsightFlow will use reasonable efforts to reschedule once where the calendar allows.

7. Payment Processing Fees

Where payments are processed through Stripe or a similar provider, processing fees charged to SmartInsightFlow may be deducted from any refund amount. We do not control third-party processing charges and will itemize such deductions when a refund is approved.

8. How to Request a Refund

To request a refund or discuss a settlement, email [email protected] with the subject line “Refund Request,” including your name, company, invoice number, engagement reference, and a brief explanation of the request. SmartInsightFlow aims to acknowledge refund requests within five (5) business days and to provide a final written decision within fourteen (14) business days.

9. Currency and Payment Method

Approved refunds are issued in the original payment currency to the original payment method. Delivery times for refunds depend on your bank or card issuer after SmartInsightFlow processes the refund, typically between five (5) and fifteen (15) business days.

10. Statutory Rights

Nothing in this Refund Policy limits rights you may have under Polish or EU consumer law. For business-to-business engagements, refunds are primarily governed by the signed statement of work and these Terms of Service.

11. Contact

SmartInsightFlow · ul. Świdnicka 22, 50-068 Wrocław, Poland · [email protected] · +48 530 819 247