Privacy Policy and Cookies Policy

Privacy Policy and Cookies Policy | Medikol Quality Sp. z o.o.

Privacy Policy

Last updated: 2026-01-28

1. Who we are (Data Controller)

The controller of your personal data is:

Medikol Quality Sp. z o.o.
ul. Polska 118
60-401 Poznań, Poland

Company registration details
KRS: 0000661584
NIP (Tax ID): 9721270651
REGON: 366478198

Contact for privacy matters
Email: [insert contact email]
Phone: [insert phone number (optional)]

2. What this Privacy Policy covers

This Privacy Policy explains how we collect and use personal data when you use our website, contact us, or submit a medical imaging replacement parts quote request.

3. What personal data we collect

Depending on how you use the website, we may process:

  • Contact data (name, email address, phone number, company name).
  • Quote request data (requested parts, device details, message content, attachments you send us).
  • Technical data (IP address, browser type, operating system, date/time of visit, referral source).

We do not ask for sensitive data (for example, health data). Please do not include such information in your message.

4. Why we process your data (purposes and legal bases)

We process personal data only when we have a legal basis under the GDPR (RODO).

  • To respond to your contact messages and quote requests - GDPR Art. 6(1)(b) (pre-contract steps) and/or Art. 6(1)(f) (legitimate interest).
  • To provide and improve our website - GDPR Art. 6(1)(f) (legitimate interest).
  • To ensure website security (fraud prevention, logging, abuse detection) - GDPR Art. 6(1)(f).
  • To comply with legal obligations (for example, accounting or tax rules if a contract is concluded) - GDPR Art. 6(1)(c).
  • For marketing communications (only if you consent, where required) - GDPR Art. 6(1)(a).

5. Quote Request Form (medical imaging replacement parts)

If you use our quote request form, we process your data in order to prepare and send you an offer and to communicate with you.

Typical data fields:

  • name and/or company name,
  • email address and phone number,
  • requested part number or product details,
  • imaging system information (model, configuration),
  • shipping/billing details (only if needed to execute an order),
  • any files you attach (for example, photos of parts).

Legal basis: GDPR Art. 6(1)(b) (steps before entering into a contract) and, where relevant, Art. 6(1)(f) (our legitimate interest in handling business correspondence).

Retention: quote request data is kept for as long as needed to handle the request and then for the time needed to defend against possible claims (usually up to the limitation period under Polish law), unless a longer retention period is required by law.

6. Who receives your data

We share data only when necessary. Recipients may include:

  • hosting providers and IT service providers,
  • email and communication providers,
  • courier/transport providers (only if an order is executed),
  • public authorities where required by law.

7. Transfers outside the EEA

When we use service providers located outside the European Economic Area, we ensure lawful safeguards (for example, Standard Contractual Clauses) as required by the GDPR.

8. How long we keep your data

We keep your data only for as long as needed for the purpose for which it was collected, including:

  • time needed to respond to your inquiry,
  • contract and accounting retention periods (if applicable),
  • the period needed to secure or defend legal claims.

9. Your rights

You have the right to:

  • access your personal data,
  • correct inaccurate data,
  • request deletion of data (where applicable),
  • restrict processing,
  • data portability (where applicable),
  • object to processing based on legitimate interest,
  • withdraw consent at any time (if processing is based on consent).

To exercise your rights, contact us at: [insert contact email].

10. Right to lodge a complaint

You can lodge a complaint with the Polish supervisory authority:

President of the Personal Data Protection Office (UODO)
ul. Stawki 2, 00-193 Warsaw, Poland

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The current version will be published on this page with a new “Last updated” date.

Cookies Policy

Last updated: 2026-01-28

1. What cookies are

Cookies are small text files stored on your device when you visit a website. They help the website work correctly and can also support analytics and marketing.

2. Cookies we use

Our website may use the following categories of cookies:

  • Necessary cookies - required for the website to function and for security purposes.
  • Analytics cookies - help us understand how visitors use the website (only if you consent, where required).
  • Functional cookies - remember your preferences and improve usability (only if you consent, where required).
  • Marketing cookies - used to show personalized content or ads (only if you consent).

3. Legal basis

  • Necessary cookies: GDPR Art. 6(1)(f) (legitimate interest) and/or ePrivacy rules allowing strictly necessary cookies.
  • Other cookies (analytics/functional/marketing): GDPR Art. 6(1)(a) (consent) where required by law.

4. Managing cookies

You can control cookies in two ways:

  • using the cookie banner on our website (if available), and
  • changing your browser settings (blocking or deleting cookies).

Please note: disabling some cookies may affect how the website works.

5. How long cookies last

Cookies may be session cookies (deleted when you close the browser) or persistent cookies (stored for a defined period). The exact duration depends on the cookie type and settings.

6. Changes to this Cookies Policy

We may update this Cookies Policy when we change our cookie setup or when legal requirements change.