This Privacy Policy explains how QOSMOS LTD processes personal data of users visiting the qosmos.ltd website, using contact forms, advertising forms, communicating with us by email, phone or through social media.
We care about user privacy and process personal data in accordance with applicable data protection laws, including the General Data Protection Regulation — GDPR/RODO — and, where applicable, the UK GDPR and Data Protection Act 2018.
1. Data controller
The controller of your personal data is:
QOSMOS LTD Company number: 14224990 A company registered in the United Kingdom Address: 167-169 Great Portland Street, London W1W 5PF, United Kingdom Email: contact@qosmos.ltd Phone: +48 573 426 428 Website: https://qosmos.ltd
For matters relating to personal data, you can contact us at: contact@qosmos.ltd.
2. What data we may process
Depending on how you contact us or use the website, we may process the following data:
- first and last name,
- email address,
- phone number,
- company name,
- website address or company profile,
- the content of a message sent through a form, email or social media,
- information about the project, budget, scope of the required service or technical issue,
- technical data related to website use, such as IP address, device type, browser, operating system, approximate location, source of entry to the website and data about activity on the website,
- data concerning marketing consents and privacy preferences,
- data from advertising campaigns, e.g. information submitted through Meta Ads or Google Ads contact forms.
We do not ask you to send special categories of data, such as information about health, political opinions, religion, ethnic origin or other sensitive data. If such data is voluntarily submitted, we will process it only to the extent necessary to handle the request or delete it if it is not needed.
3. For what purposes we process data
We process personal data for the following purposes:
3.1. Handling enquiries and contact
We process data to respond to a message, call back, prepare an initial response, quote or cooperation proposal.
This includes, among other things, the contact form on the website, advertising forms, email messages, social media messages and phone contact.
3.2. Preparing offers and providing services
If you express interest in Qosmos services, we may process data to determine the project scope, prepare a quote, conduct discussions before entering into a contract and provide the service.
Our services may include, among other things, website development, landing pages, website redesign, technical configurations, integrations, tracking, analytics, Google Ads, Meta Ads and technical support.
3.3. Our own marketing
We may process data to market our own services, e.g. by contacting people who sent an enquiry, visited our website, used an advertising form or expressed interest in our offer.
Marketing may include email contact, phone contact or advertising remarketing, provided this is compliant with applicable laws and your consents.
3.4. Analytics and improving the website
We process technical and analytical data to measure the effectiveness of the website, ads and forms, analyse user behaviour and improve the content, structure, speed and usability of the website.
We may use tools such as Google Analytics 4, Google Tag Manager, Google Ads, Meta Pixel, Microsoft Clarity or similar analytics and advertising tools.
3.5. Running advertising campaigns
We may process data to measure the effectiveness of advertising campaigns, optimise ads, conduct remarketing and handle lead forms in advertising systems such as Meta Ads and Google Ads.
If you complete a lead form in Meta Ads or Google Ads, we process the data provided in order to contact you about the request.
3.6. Pursuing claims and protecting rights
We may process data to secure possible claims, defend against claims, detect abuse, ensure website security and protect our rights.
3.7. Legal and accounting obligations
If cooperation takes place, we may process data to issue invoices, keep accounting records, handle payments and fulfil obligations arising from legal regulations.
4. Legal bases for data processing
We process personal data on the basis of:
- consent — if you consent to specific actions, e.g. selected cookies, marketing activities or advertising forms
- steps prior to entering into a contract or performance of a contract — if you contact us about an offer, quote or service delivery
- the controller’s legitimate interest — e.g. responding to enquiries, conducting our own marketing, analytics, securing claims, improving the website and security
- a legal obligation — e.g. accounting, taxes and documentation required by law.
When data is processed on the basis of legitimate interest, our interest is to conduct business, handle enquiries, develop services, analyse the effectiveness of marketing activities, protect against abuse and pursue or defend claims.
5. Contact forms and lead forms
If you complete a form on the website or a lead form in Meta Ads or Google Ads advertising, we may collect data such as first name, last name, email, phone number, company name, website address, budget, project scope and the content of the request.
We use this data only to handle your request, contact you about the service, prepare a response, initial quote or proposal for the next step.
If you do not want us to contact you after submitting a form, you can inform us at any time.
6. Cookies and similar technologies
Our website may use cookies and similar technologies to:
- ensure the correct operation of the website,
- remember user settings,
- conduct analytics,
- measure advertising effectiveness,
- conduct remarketing,
- improve the quality of the website and content.
We may use, among other things, Google Analytics 4, Google Tag Manager, Google Ads, Meta Pixel, Microsoft Clarity and other tools supporting analytics and marketing.
On your first visit to the website, you may see a cookie banner that lets you accept or change cookie settings. You can also change cookie settings in your browser at any time.
Some cookies are necessary for the website to work. Others, such as analytics or marketing cookies, are used in accordance with your consent settings, where such consent is required.
7. Microsoft Clarity, Google Analytics and analytics tools
We may use analytics tools that help us understand how users use the website, e.g. which sections are visited, where users click and how far they scroll.
In the case of tools such as Microsoft Clarity, anonymous or pseudonymous user sessions, heatmaps and website interactions may be recorded. This data is used to improve website usability and should not be used to identify specific individuals.
8. Meta Pixel, Google Ads and remarketing
We may use advertising tools such as Meta Pixel and Google Ads to measure ad effectiveness, create audience groups, conduct remarketing and optimise campaigns.
This means that after visiting our website you may see Qosmos ads in Meta, Google services or on other websites using advertising networks.
The scope of use of these tools depends on your cookie settings, browser privacy settings and account settings in Google and Meta services.
9. Who we may share data with
We may share personal data only when it is necessary to achieve the purposes described. Recipients of data may include:
- hosting and IT infrastructure providers,
- email and communication tool providers,
- analytics and advertising tool providers, e.g. Google, Meta, Microsoft,
- CRM, form, automation and lead handling tool providers,
- accountants, legal or tax advisers,
- subcontractors supporting service delivery,
- public authorities, if required by law.
We use only entities that provide an appropriate level of data protection and process data according to our instructions or their own legal obligations.
10. Transfers of data outside the European Economic Area
Some providers of tools we use may process data outside the European Economic Area, e.g. in the United States or the United Kingdom.
If such a transfer of data takes place, it is carried out on the basis of appropriate legal mechanisms, such as adequacy decisions, standard contractual clauses or other safeguards required by data protection laws.
11. How long we store data
We store data only for as long as it is needed for the purposes for which it was collected.
Indicative retention periods:
- enquiries from forms, emails and ads: up to 24 months from the last contact, unless you ask us to delete the data earlier
- data related to contract performance: for the duration of cooperation and the period required by law or needed to secure claims
- accounting and tax data: for the period required by law
- analytics and cookie data: according to the settings of the relevant tool and your consents
- marketing data: until consent is withdrawn, an objection is raised or the data is no longer useful for the purpose for which it was collected.
12. Your rights
In connection with the processing of personal data, you have the following rights:
- the right of access to data,
- the right to rectify data,
- the right to erase data,
- the right to restrict processing,
- the right to data portability,
- the right to object to processing,
- the right to withdraw consent at any time, if processing is based on consent,
- the right to lodge a complaint with the competent supervisory authority.
To exercise your rights, contact us at: contact@qosmos.ltd.
If you believe that we process your data unlawfully, you may lodge a complaint with the competent data protection authority. In Poland this is the President of the Personal Data Protection Office, and in the United Kingdom the Information Commissioner’s Office.
13. Voluntary provision of data
Providing data is voluntary, but it may be necessary to contact us, receive a response, prepare a quote or provide a service.
If you do not provide contact details, we may not be able to respond to your request.
14. Automated decision-making
We do not make decisions about users that produce legal effects or similarly significantly affect them solely by automated means.
However, we may use automated advertising and analytics mechanisms that help us optimise campaigns, select audience groups and measure the effectiveness of marketing activities.
15. Data security
We apply appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure or destruction.
Access to data is limited to people and entities that need it to achieve specific purposes, such as handling enquiries, providing services, marketing, analytics, accounting or technical support.
16. Links to other websites
Our website may contain links to external websites, e.g. tools, portfolio items, social media or partner websites.
We are not responsible for privacy policies used by external websites. Before providing data on such websites, we recommend reading their privacy policies.
17. Changes to the Privacy Policy
We may update this Privacy Policy if the way the website works, the scope of services, the tools used or legal regulations change.
The current version of the document will always be available on qosmos.ltd.
18. Contact
For matters relating to privacy and personal data protection, contact us:
QOSMOS LTD Company number: 14224990 Email: contact@qosmos.ltd Phone: +48 573 426 428 Website: https://qosmos.ltd