Privacy policy / GDPR

1. Data controller

RK RENTAL Radosław Rafiński, ul. Brzozowa 12, 86-061 Brzoza near Bydgoszcz, Poland, NIP (tax ID): 562-174-37-86, EU VAT number: PL5621743786, REGON: 341352640, e-mail: biuro@fajnepodnosniki.pl, tel. Show phone number: +48 609 609 •••show.

2. Purposes of processing

• for the purpose of entering into and performing a contract (Article 6(1)(b) GDPR)
• on the basis of consent — for the purpose of establishing cooperation or maintaining business relations (Article 6(1)(a) GDPR)
• for the purpose of complying with a legal obligation, e.g. issuing and retaining invoices (Article 6(1)(c) GDPR)
• for analytical and archival purposes, on the basis of the controller’s legitimate interest (Article 6(1)(f) GDPR)

3. Recipients of data

Data may be disclosed only to entities that need them in order to perform a contract, handle an enquiry or operate the website:

• processors processing data on our behalf under a data processing agreement (Article 28 GDPR): an accounting office and IT support;
• entities to which we transfer data in connection with the performance of a contract, as separate controllers: courier, transport and postal companies, law firms, insurers, banks and, where you request a leasing offer, also the leasing company to which we forward the enquiry with the terms you have selected;
• public authorities, where the obligation to disclose data arises from legal provisions.

Providers of technical services used by the website (they process data solely on our behalf):

• Vercel Inc. (USA), website hosting: the website and the functions handling the forms run on its servers;
• Upstash, Inc. (USA), the database in which we store submissions from the forms;
• Plus Five Five, Inc. (USA), the operator of the Resend e-mail delivery service: the e-mail containing the content of the form, which is delivered to our office, passes through it;
• Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland): Google Analytics 4 and Google Ads, activated only after you consent to analytics or marketing cookies. Google handles Google Maps (after you click “Show map”) as a separate controller, in accordance with its own privacy policy.

Transfers of data outside the European Economic Area (EEA). Vercel, Upstash, Plus Five Five (Resend) and Google may process data in the United States. The transfer takes place on the basis of a decision of the European Commission on an adequate level of protection under the EU-US Data Privacy Framework (Commission Implementing Decision (EU) 2023/1795 of 10 July 2023), in respect of recipients participating in that framework, or on the basis of standard contractual clauses approved by the European Commission (Article 46(2)(c) GDPR). We will send a copy of these safeguards upon a request sent to the e-mail address given in section 1.

4. Rights of the data subject

The right of access to the data, to rectification, erasure and restriction of processing, to data portability, to object, and to lodge a complaint with the President of the Personal Data Protection Office (UODO) in Poland.

5. Retention period

Data are stored for the period necessary to achieve the purposes of processing and, in the case of accounting documents, in accordance with the requirements of tax law. Retention periods for machine rental data are given in section 10.

6. Voluntary provision of data

Providing data is voluntary but necessary in order to enter into and perform a contract or to respond to an enquiry.

7. Offers sent by link and offer forms

We send rental offers as an individual link. When the recipient opens the offer, we record the date and time it was opened, the type of device (phone or computer) and the channel through which the link was sent (e-mail, SMS, instant messenger). In doing so, we do not record the IP address and do not use cookies for this purpose. This information is used solely for handling the offer — we know that the offer has reached the recipient and we can contact them about it (Article 6(1)(f) GDPR — the controller’s legitimate interest).

We process the data entered in the order form within the offer and in the “details for the offer” form (first name and surname, company, telephone, e-mail, place and dates of the work, person collecting the machine, comments) for the purpose of preparing the offer and entering into and performing the rental agreement (Article 6(1)(b) GDPR). Completing the forms is voluntary — the same information can be provided by telephone or e-mail.

8. Forms on the website and callback requests

We process the data entered in the forms on the website (contact form, request for a quotation, enquiry about a part or document, callback request): first name and surname, telephone, e-mail, company tax ID (NIP) and the content of the enquiry solely in order to respond to the enquiry and prepare an offer (Article 6(1)(b) and (f) GDPR). Together with the submission, we record the date and time it was sent, the address of the subpage from which the form was sent and — in order to measure the effectiveness of our activities (Article 6(1)(f) GDPR) — the address of the first subpage visited, the address of the website from which the visit to our website came (referrer), and the campaign parameters from the entry address (e.g. utm). This information comes from the memory of the current visit and does not require cookies.

The submission is stored on the website’s server and forwarded by e-mail to our office. For this purpose, we use the hosting, database and e-mail delivery providers listed in section 3, who process data solely on our behalf. Submissions stored on the server are deleted automatically after 12 months; we will delete them earlier upon request.

To protect against automated spam, we limit the number of submissions from a single IP address. For this purpose, we store, for no longer than one hour, a counter linked to a hash of the IP address — we do not store the IP address itself and do not link it to the submission. We do not use cookies to protect the forms.

The site search keeps an aggregate list of the phrases that returned no result (e.g. “30 m lift”), with the number of searches and the date, without the IP address, without cookies and without any link to a person; e-mail addresses and phone numbers typed into the search box are skipped. We use the list to improve our range and the website, and entries are deleted after 100 days.

9. Cookies and similar technologies

The website uses cookies and browser storage (localStorage, sessionStorage). Some of them are strictly necessary; we activate the others only with your consent.

Strictly necessary (no consent required)

• rk-cookie-consent (localStorage): remembers your choice in the cookie consent banner;
• theme (localStorage): remembers the selected theme, light or dark;
• rk-callback-tooltip-dismissed (localStorage): remembers that the tooltip next to the callback request button has been closed;
• rk-filters-open (sessionStorage): remembers whether the filters in the machine catalogue have been expanded for the duration of the visit;
• rk_panel and rk_panel_osoba (cookies): concern only office staff logging in to the administration panel. Ordinary visitors to the website do not receive them.

Analytics (only with consent)

Google Analytics 4 shows us visit statistics: which pages are viewed and where users come from. It sets identifiers in cookies whose names begin with _ga. We activate it only after you consent to analytics cookies (Article 6(1)(a) GDPR).

Marketing (only with consent)

Google Ads is used to measure the effectiveness of our advertisements, for example whether someone phoned us or sent an enquiry after clicking on an advertisement. It operates only after you consent to marketing cookies.

Google Maps

On the Contact and Transport pages and on the brand service subpages, the Google map does not load automatically. It loads only after you click “Show map”. Google may then set its own cookies and receive data about your visit, in accordance with its own privacy policy.

Changing your consent

You can change or withdraw your consent at any time by clicking “Cookie settings” in the website footer. You can also delete cookies in your browser settings.

10. Machine rental (rental agreement and General Rental Terms)

This section supplements section 12 of the General Rental Terms and Conditions and concerns renters and the people acting on their behalf.

• Whose data. The renter (a sole trader, a partner or a person representing the company) and the people named by the renter: those who place the order, collect and return the machine, and operate it at the work site (the contact person).
• What data and where from. Name, company name and tax number (NIP), phone, e-mail, the address of the work site, and the details and signatures on the handover (Wd) and return (Zw) records. We receive the details of the people named by the renter from the renter: in the order, an e-mail or a handover record.
• Purposes and legal bases. Concluding and performing the rental agreement (Article 6(1)(b) GDPR); legal obligations, including tax and accounting obligations (Article 6(1)(c) GDPR); the legitimate interest of RK Rental: contact with the people named by the renter, establishing and pursuing claims, and marketing our own services (Article 6(1)(f) GDPR).
• Recipients. As in section 3, in particular the transport companies that deliver and collect the machine, our accounting office, law firms, insurers and banks.
• Retention period. For the duration of the agreement and then until claims under the agreement become time-barred: as a rule 3 years, counted to the end of the calendar year (Article 118 of the Polish Civil Code), and if there is a dispute, until it ends. Invoices and other accounting documents are kept for 5 years from the end of the calendar year in which the tax payment deadline passed (Polish Tax Ordinance). Data used to market our own services are kept until you object.
• Objection. You may object at any time to processing based on legitimate interest, including marketing, by writing to the e-mail address given in section 1.
• Commercial information. We send it by e-mail, text message or phone only with a separate consent, independent of the rental agreement. You can withdraw that consent at any time; this does not affect the agreement or the lawfulness of earlier processing.
• Providing the data is a condition for concluding and performing the rental agreement: without it we cannot hand over the machine. We ask the renter to pass this information on to the people whose details they give us (a link to this page is enough).