Privacy policy

Information on the processing of form data and the use of this website.

Data controller

The controller is Fundacja EASY START, ul. Stefana Okrzei 54B lok. U1, 96-300 Żyrardów, Poland, KRS 0001202058. Data enquiries: kontakt@easystart.org.pl.

Purpose and legal basis

We process form data on the basis of voluntary consent (GDPR Article 6(1)(a)) to respond and handle your enquiry. Technical data protects the form against abuse (Article 6(1)(f); legitimate interest: service security). We process chat data based on the consent given when starting a conversation, to respond and automatically translate messages. Candidate registration provides support in preparing for admission. We process the data based on the consent given in the form. A separate, optional consent covers sharing only names, contact details, selected programme and information about held documents with the university. Refusing it does not prevent registration or independent university admission.

Data and recipients

We collect your first name, contact details, language, topic and any optional city and message. Your enquiry is saved on the foundation’s server and then delivered to its FreeScout support system (kontakt@easystart.org.pl mailbox). Delivery is retried if the connection is interrupted. Access is limited to authorised enquiry staff and hosting or technical providers acting for the foundation. Submitting the form does not itself transfer your data to a university or employer. The chat stores messages, translations, the selected or detected language, an optional name, timestamps and read receipts on the foundation’s server. A local model on the foundation’s infrastructure performs the translation. Authorised staff use a protected chat application; conversations are not automatically copied to FreeScout or sent to a university or employer. Translations may contain errors; the original remains available for comparison. Do not send documents or health data. The candidate form includes all names, date of birth (to calculate age and identify minors), citizenship, address, phone, email, language, programme, PESEL if assigned or passport number if there is no PESEL, declarations about documents and an optional message. We do not collect scans. Case data, consents and notes are encrypted in the EasyStart CRM database. Authorised foundation staff record stages, documents, tasks and an audit history with author and date. CRM is separate from the university system. Candidate cases are not automatically sent to Scout. Phone-verification and registration SMS messages use our Dinstar gateway and telecom operator; emails are sent from kontakt@easystart.org.pl hosted by home.pl. Messages do not include PESEL or passport numbers. Sharing with the university is a separate authorised staff action available only with current consent; exports exclude birth date, address, PESEL and passport. Authorised foundation staff receive Skippy bot notifications in a private Telegram group about new conversations, candidate registrations and enquiry forms, together with aggregate reports. Notifications contain the event type, date, random case reference or a link to a login-protected panel. Names, contact details, documents and conversation or form content remain in the foundation’s support systems. Technical messages in Telegram are retained according to group settings and that service’s rules.

Retention

We retain enquiries for up to 180 days after submission or until earlier withdrawal of consent, unless a separate legal basis applies. Participation in a support programme requires separate information. Encrypted backups are kept for up to 7 days without extending the enquiry retention period. Expired data is removed in an hourly cycle. Technical rate-limiting identifiers are deleted after 24 hours. Chat conversations are retained for up to 180 days from the start of the conversation or until earlier withdrawal of consent. The same limits apply to backups. Unconfirmed registrations are deleted after 24 hours; SMS codes are valid for 10 minutes. Confirmed cases, consents, tasks and history are retained for up to 180 days from registration or until earlier consent withdrawal. Encrypted backups do not extend these deadlines. Notification queue content is erased after dispatch acceptance or expiry, within 24 hours at the latest. Our SMS gateway removes the recipient and verification-code text after 10 minutes and registration-notice text after 24 hours. Mail and telecom providers handle delivery under their own rules. Case history does not constitute an automated university admission decision.

Your rights

You may request access, rectification, erasure, restriction and, where applicable, portability. You can withdraw consent without affecting the lawfulness of earlier processing and object to processing based on legitimate interest. You may complain to the President of the Polish Personal Data Protection Office (UODO).

Voluntary data and decisions

Providing data is voluntary, but your name, contact details, topic and language are necessary to handle the form. We do not make solely automated decisions with legal effects or profile website users.

Cookies and local storage

A technical cookie protects the form. Your selected language may be stored locally in your browser. We do not use marketing cookies or analytics tools. The chat uses an essential cookie to recognise your conversation for 30 days. A retry identifier is stored in browser session storage until the conversation starts. The operator application uses a separate session cookie for up to 30 days. Optional operator notifications use the browser provider’s push service (Apple, Google or Mozilla); we send only a generic new-message notice and a random conversation identifier, without a name or message content. Google Maps loads only after you click the button. Google then receives connection data, including your IP address, and may use its own cookies under its privacy policy. We do not connect to Google Maps before you activate the map. Registration uses an essential session cookie for up to 30 days; CRM uses a separate login cookie for up to 12 hours. Only a random form retry identifier is stored locally, without candidate data.

Donations and transfers

You arrange a bank transfer directly through your bank. This website does not collect card details. Donor data received from the bank is processed for donation handling and accounting obligations for the legally required period. In this version, enquiries are stored on the foundation’s server; any transfer outside the EEA requires a separate basis and information.

Notice version: 2026-09-30-v5