Privacy Policy

Effective Date: 1 October 2025 

Xantris Sp. z o.o. (“we”, “our”, “us”) respects your privacy and is committed to protecting the personal information you provide. This Privacy Policy explains how we collect, use, store, and safeguard your data when you:

• Purchase products through our website
• Create an account or contact us
• Communicate with us by email or phone
• Use our services in any form
   

This policy complies with:

• EU General Data Protection Regulation (GDPR)
• Polish Personal Data Protection Laws (RODO)

We collect only the data necessary to operate our business, process orders, and comply with legal requirements.

2.1 Personal Account / Contact Information 

• Full name 
• Email address
• Phone number
• Delivery and billing address
   

2.2 Business Account Information (for B2B customers)

• Company name and registration details
• VAT number (if applicable)
• Business contact persons and role/responsibility
   

2.3 Transaction & Order Data

• Products purchased, quantities, order history
• Delivery details and logistics notes
• Payment status (we do not store full card numbers)
• Support and service communications
   

2.4 Website & Technical Data

• IP address, device type, browser
• Cookies necessary to operate the website
• Optional analytics to improve performance
   

No biometric, health, or sensitive category data is collected.

We process your data to:

• Create and manage customer accounts
• Process and deliver orders
• Provide support and respond to inquiries
• Manage payments and invoicing 
• Comply with EU and Polish legal obligations 
• Prevent misuse of products and ensure regulatory safety
• Maintain website security and performance

We process personal data on the basis of several legal grounds. First, we process data where it is necessary to fulfil a contract, such as when handling orders, deliveries, account management, and customer service inquiries. We also process data to comply with legal obligations under EU and Polish law, including tax, accounting, customs, and product safety regulations. In addition, certain processing activities are carried out on the basis of our legitimate business interests, which include maintaining security, preventing fraud or misuse of products, ensuring responsible supply of regulated goods, and improving the performance of our services. Where we rely on consent, such as when sending optional marketing communications, you may withdraw that consent at any time without affecting the lawfulness of processing prior to withdrawal. 

We may share necessary data with:

• Delivery & logistics providers
• Payment processors
• Accountants, legal advisers, or auditors (where required)
• Authorities or regulators where legally required
   

We do not sell or trade your data for marketing or advertising purposes.

We retain data only as long as necessary to:

• Satisfy contractual requirements
• Meet tax and legal record retention obligations
• Support warranty, dispute, or service history
   

In most cases, this is up to 5 years after the final transaction, unless laws require longer retention.

Under GDPR/RODO, you have the right to:

• Access your personal data
• Request correction of incorrect data
• Request deletion where legally permissible
• Request restriction of processing
• Object to processing based on legitimate interest
• Request a copy of your data (data portability)
• File a complaint with UODO (Polish Data Protection Authority)
   

Requests may be made at any time by email to:
sales@xantris.pl

We implement technical and organizational security measures to protect your data against:

• Unauthorized access
• Loss, destruction, or alteration
• Disclosure to unauthorized parties
   

All personnel handling data are bound by confidentiality obligations.

We may update this Privacy Policy to comply with legal or operational changes. The effective date at the top indicates the current version. 

Personal data is processed under EU GDPR and Polish RODO. See the Privacy Policy for details.

For any privacy-related questions or requests:

Xantris Sp. z o.o.

Email: sales@xantris.pl
Website: https://xantris.pl