PRIVACY POLICY

  1. GENERAL INFORMATION

This Privacy Policy sets out the principles for processing personal data by VHN Spółka z ograniczoną odpowiedzialnością, the owner and operator of the REZULO system.

REZULO is a Software as a Service (SaaS) service enabling entrepreneurs to manage reservations, customers, employees, work schedules, payments, customer communication, and other processes related to conducting business activities.

The Data Controller of personal data processed in accordance with this Policy is:

VHN Sp. z o.o. ul. Gliwicka 35 42-600 Tarnowskie Góry Poland

NIP: 6452561131

E-mail: info@rezulo.com

Data protection contact: privacy@rezulo.com

  1. SCOPE OF APPLICATION OF THE POLICY

This Privacy Policy applies to:

  • the rezulo.com website,
  • the REZULO web application,
  • REZULO mobile applications,
  • API interfaces,
  • registration forms,
  • contact forms,
  • online reservation forms,
  • communication conducted with users,
  • all services provided under the REZULO brand.
  1. INTERNATIONAL NATURE OF THE SERVICE

REZULO is a service available to users from various countries around the world.

By using the Service, the user acknowledges that data may be processed by entities cooperating with REZULO operating in different jurisdictions.

For users outside the European Economic Area, data processing may also be subject to local legal provisions applicable to the provided Service.

REZULO takes actions to ensure that data processing complies with applicable personal data protection regulations.

  1. ROLES OF PARTIES IN DATA PROCESSING

4.1 Data of REZULO Users

With respect to data of:

  • business owners,
  • account administrators,
  • employees using REZULO accounts,
  • persons contacting REZULO,

The Data Controller is VHN Sp. z o.o.

4.2 Data of Entrepreneurs' Customers

With respect to data of customers of entrepreneurs using REZULO:

  • The Data Controller is the entrepreneur using REZULO,
  • VHN Sp. z o.o. acts as a Data Processor.

This means that:

  • the entrepreneur decides on the purpose of data processing,
  • the entrepreneur is responsible for the legal basis for processing,
  • REZULO processes data exclusively on documented instruction from the entrepreneur.

Detailed principles for processing data entrusted are specified in the Data Processing Agreement (DPA).

  1. WHAT DATA WE MAY PROCESS

5.1 User account data

We may process:

  • name and surname,
  • company name,
  • company address,
  • tax identification number (NIP, VAT ID or equivalent),
  • e-mail address,
  • phone number,
  • billing information,
  • payment history,
  • login data,
  • system activity history.

5.2 Technical data

We may automatically process:

  • IP address,
  • device identifiers,
  • session identifiers,
  • web browser data,
  • operating system,
  • diagnostic data,
  • system logs,
  • information about user activity in the system.

5.3 Data of entrepreneurs' customers

Depending on how REZULO is used, the system may store, among other things:

  • first name,
  • surname,
  • phone number,
  • e-mail address,
  • visit history,
  • reservation history,
  • customer notes,
  • information regarding services provided,
  • payment information,
  • data necessary for online reservation management.

5.4 Special category data

REZULO may enable the storage of special category data within the meaning of art. 9 GDPR.

These may include, among other things:

  • allergies,
  • contraindications to treatments,
  • health information,
  • other information necessary for the entrepreneur using REZULO to perform a service.

The legality of processing such data is the responsibility of the Data Controller using REZULO.

  1. PURPOSES OF DATA PROCESSING

Data may be processed for the purpose of:

  • creating a user account,
  • performance of a contract,
  • provision of the Service,
  • ensuring system security,
  • payment processing,
  • issuing invoices,
  • handling user inquiries,
  • conducting communication with users,
  • executing online reservations,
  • sending appointment reminders,
  • schedule management,
  • development of REZULO functionality,
  • conducting statistical analyses,
  • detecting abuse,
  • protection against fraud,
  • fulfillment of legal obligations,
  • pursuing or defending claims.
  1. LEGAL BASIS FOR PROCESSING

Data may be processed on the basis of:

Art. 6 (1) (a) GDPR – consent of the data subject.

Art. 6 (1) (b) GDPR – performance of a contract or actions prior to the conclusion of a contract.

Art. 6 (1) (c) GDPR – compliance with legal obligations.

Art. 6 (1) (f) GDPR – legitimate interests of the controller.

In the case of special category data, the legal bases specified in art. 9 (2) GDPR may also apply.

  1. DATA RECIPIENTS

In order to provide the Service, we may use services of third parties.

Data recipients may include, among other things:

  • hosting providers,
  • cloud service providers,
  • payment providers,
  • SMS service providers,
  • e-mail service providers,
  • analytics service providers,
  • advertising service providers,
  • security service providers,
  • IT service providers.

In particular, these may be:

  • Stripe,
  • Twilio,
  • Google,
  • Meta,
  • OVHcloud.

An up-to-date list of processing entities may be published by REZULO on its website.

  1. DATA TRANSFER OUTSIDE THE EUROPEAN ECONOMIC AREA

REZULO may use services of providers with seats or technical infrastructure outside the European Economic Area.

In the case of data transfer outside the European Economic Area, appropriate protective measures required by applicable law are applied.

These may include in particular:

  • Standard Contractual Clauses of the European Commission (SCC),
  • European Commission decisions stating an adequate level of protection,
  • other mechanisms permitted by applicable law.
  1. DATA LOCATION

Data may be stored and processed on servers located within the European Economic Area and in other countries where service providers used by REZULO operate.

REZULO takes due care to select providers ensuring an appropriate level of data security.

  1. PAYMENTS

Payment processing may be handled by external payment service providers.

In particular, REZULO may use services of Stripe or other payment operators.

Payment card data are not stored by REZULO unless otherwise explicitly indicated for a specific functionality.

Processing of payment-related data is carried out in accordance with the principles set out by the payment service provider.

  1. DATA RETENTION PERIOD

User Data

Data related to a user account are stored for the period of using the Service and for the period necessary to:

  • fulfill legal obligations,
  • pursue claims,
  • defend against claims.

Billing Data

Billing data are stored for the period required by applicable tax and accounting regulations.

Data of Entrepreneurs' Customers

Data of entrepreneurs' customers are stored in accordance with the decisions of the Data Controller using REZULO.

Data After Account Deletion

After account deletion, data may be stored for a period of up to 90 days, in particular in backup copies.

After the retention periods expire, data are deleted or anonymized, unless applicable regulations require their further storage.

  1. RIGHTS OF DATA SUBJECTS

A data subject has the right to:

  • access to data,
  • rectification of data,
  • erasure of data,
  • restriction of processing,
  • data portability,
  • lodge an objection,
  • withdraw consent,
  • lodge a complaint with the appropriate supervisory authority.

The exercise of rights may be subject to limitations arising from applicable law.

  1. DATA OF ENTREPRENEURS' CUSTOMERS

If you are a customer of an entrepreneur using REZULO and wish to exercise rights arising from personal data protection regulations, you should contact the entrepreneur using REZULO directly.

It is this entrepreneur who is the Data Controller of your personal data.

REZULO does not independently decide on the purposes or methods of processing data of entrepreneurs' customers.

  1. GOOGLE CONSENT MODE V2

REZULO may use solutions enabling the management of user consents in accordance with Google Consent Mode v2.

Depending on the consents granted, information may be processed related to:

  • traffic analysis,
  • measuring advertising effectiveness,
  • advertising personalization,
  • conversion measurement,
  • functioning of advertising and analytical services.

Detailed information regarding cookies is found in the Cookie Policy.

  1. PROFILING AND AUTOMATED DECISION-MAKING

REZULO does not make decisions affecting users that produce legal effects or similarly significantly impact users solely through automated processing.

REZULO may use statistical, analytical, or aggregated data for the purpose of Service development, improvement of security, and enhancement of functionality.

If in the future certain functionalities will use profiling mechanisms or automated decision-making, users will be informed separately.

  1. DATA SECURITY

REZULO applies appropriate technical and organizational measures aimed at protecting data against:

  • loss,
  • destruction,
  • unauthorized access,
  • disclosure,
  • modification,
  • unauthorized use.

In particular, the following may be applied:

  • encryption of data transmission,
  • access control,
  • permission system,
  • event logging,
  • security monitoring,
  • regular backups.

Despite applied security measures, it is not possible to completely eliminate risks associated with Internet use.

  1. AGGREGATED AND STATISTICAL DATA

REZULO may use aggregated, anonymous, or statistical data for the purpose of:

  • business analyses,
  • service development,
  • report creation,
  • improvement of system performance.

Such data do not allow for the identification of a specific natural person.

  1. CONTACT

For matters related to personal data protection, you can contact us at:

privacy@rezulo.com

or

info@rezulo.com

  1. LANGUAGE VERSIONS

The Privacy Policy may be published in various language versions.

Translations are for reference purposes only.

In case of discrepancies between language versions, the version indicated by the Service Provider for a given market or user is binding.

  1. CHANGES TO THE PRIVACY POLICY

REZULO may periodically update this Privacy Policy.

The current version of the document is published on the REZULO website.

Users may be informed of significant changes through the website, the REZULO system, or e-mail.

  1. FINAL PROVISIONS

This Privacy Policy is effective from the date of its publication.

Use of REZULO services means familiarity with this Privacy Policy.

The Privacy Policy forms an integral part of REZULO's legal documentation along with the Terms and Conditions, Cookie Policy, and the Data Processing Agreement (DPA).