Privacy Policy

This Privacy Policy provides essential information about the purposes, methods of processing, and security of your personal data as a user of the website: www.barbara-kotula.com (hereinafter referred to as the “Website”). By reading this Privacy Policy, you will learn who the administrator of your personal data is, what personal data is collected through the Website, for what purposes it is used, and how it is protected.

§1. General Information

  1. The controller of your personal data is Barbara Kotula, operating a business under the name Gabinet Psychoterapii i Pomocy Psychologicznej Barbara Kotula, registered in the Central Register and Information on Economic Activity, with its registered office in Bielsko-Biała (43-300), ul. 11 Listopada 10/5, Tax Identification Number (NIP): 6272680880.
  2. You can contact the Controller by e-mail at: contact@barbara-kotula.com

§2. Principles of Data Processing

  1. The Controller processes personal data in accordance with the following principles:
    1. based on a legal ground and in compliance with the law;
    2. fairly and in good faith;
    3. in a transparent manner for the data subject;
    4. for specific purposes and not for unspecified or excessive use;
    5. limited to what is necessary;
    6. with care to ensure the accuracy of the data;
    7. retained no longer than necessary;
    8. with appropriate measures to ensure the security of the data.

§3. Purposes, Legal Bases, and Scope of Data Processing

  1. Your personal data may be processed for the following purposes:
    1. Contact purposes – to respond to your message sent directly by e-mail, via the contact form, through a social media channel, or in response to a telephone inquiry. The processing is based on the Controller’s legitimate interest in providing you with an answer.
    2. Online appointment scheduling (Calendly) – to enable you to conveniently book an appointment or consultation using the Calendly tool. The processing is based on your consent, expressed by interacting with the Calendly widget (Art. 6(1)(a) GDPR). For this purpose, the data you provide in the Calendly booking form is processed, such as your name, surname, e-mail address, and any additional information you voluntarily choose to disclose. (Functional cookies: Rezerwacje spotkań – Calendly).
    3. Information purposes – to provide you with important updates regarding the services you use through the Website.
    4. Social media purposes – to manage the Controller’s professional profiles on social media platforms (such as Facebook/Instagram), in accordance with the terms of use set by each platform, and to inform you about products, promotions, and other news related to the Controller’s activities. This is based on the Controller’s legitimate interest.
    5. Technical purposes (cookies) – to ensure the proper operation and functionality of the Website using functional cookies, based on the Controller’s legitimate interest.
    6. Statistical and analytical purposes (cookies) – if you have given consent to the use of statistical cookies. These data are anonymized and cannot identify you. (Ciasteczka statystyczne).
    7. Archiving purposes – to archive phone numbers, messages, and e-mails, based on the Controller’s legitimate interest in defending against potential claims.
    8. Anonymous analytics – to analyze aggregated, anonymous information collected via the Website, such as: browser type, operating system, device type, time spent on the Website, page navigation, link clicks, approximate location, age range, and gender. These data are collected through the analytical systems of the Controller’s partners, are anonymized, and cannot be used to identify or associate them with a specific user. They are processed exclusively for statistical purposes.
  1. Your personal data may be processed in the following situations:
    1. Messages and inquiries – if you send a message by e-mail, via the contact form, through a social media channel, or provide information by telephone, I will process the data contained in your communication. Providing such data is voluntary, and you may request their deletion at any time.
    2. Social media interactions – if you like a post, leave a comment, write a message, react, or otherwise interact with my social media profiles (e.g., Facebook, Instagram), I will process the data you provide on the given platform and to which I have access. You may stop the processing of your data by unsubscribing from or unfollowing my profile.
    3. Cookies and IP address – I also process data such as your IP address and other information stored in cookies. You decide to what extent cookies with your data may be used. Providing such data is voluntary, and you may change your preferences at any time by adjusting your web browser settings or by deleting cookies stored from my Website.

§4. No Automated Profiling

  1. The Website does not use automated profiling for the purpose of creating marketing campaigns based on measuring user activity, which would allow me to direct selected advertising content to specifically identified users.

  2. Information collected by partners such as Meta or Google is used solely for statistical analysis and does not enable me to identify individual persons.

§5. Data Recipients and Transfer of Data Outside the EEA or to International Organizations

  1. Depending on the purpose for which your personal data is processed, the recipients of your personal data may include:
    1. Public authorities and other state institutions – to the extent required by the laws applicable within the territory of the Republic of Poland, in connection with the performance of the Controller’s legal obligations, such as pursuing legal claims, meeting tax obligations, or other proceedings regulated by relevant provisions of law;
    2. Website service providers – including the hosting, server, and domain provider;
    3. IT service providers – responsible for the technical maintenance and development of the Website;
    4. Marketing and social media service providers – responsible for supporting the Website’s promotional activities and management of social media channels;
    5. Cloud service providers – providing software solutions for data and document storage;
    6. Cookie and consent management service providers – providing tools to manage cookies and the scope of data processing;
    7. Analytics providers – if you consent to the use of statistical cookies, the data stored in cookies will be processed by analytics providers (e.g., Google Analytics), who supply software for analyzing Website traffic;
    8. Meeting scheduling service (Calendly) – if you consent to the use of “Rezerwacja spotkań (Calendly)” cookies, your data stored in cookies, as well as data you voluntarily provide during appointment booking (such as name, surname, and e-mail address), will be processed by Calendly LLC, based in the United States. Such data is transferred to the USA on the basis of the European Commission’s Standard Contractual Clauses (SCCs), which ensure an adequate level of protection of personal data.
  1. Your personal data is not transferred to countries outside the European Economic Area (EEA) or to international organizations, except in the following cases where data is processed by:
    1. Google Inc., USA (1600 Amphitheatre Parkway, Mountain View, CA 94043, USA) – in the scope of Website traffic analytics (Google Analytics) and additional functionalities (such as Google Search Console) related to the correct operation of the Website and the display of search results. You can learn more about how Google processes and protects your data. If you do not wish Google Analytics to process your data, you may install a browser add-on that blocks Google Analytics;
    2. Meta Platforms, Inc., USA (1601 Willow Road, Menlo Park, CA 94025, USA) – in the scope of managing accounts and accessing data on social media platforms (Facebook, Instagram), advertising, and measuring effectiveness in connection with the installation of the Facebook Pixel and Conversions API on the Website. You can learn more about how Meta processes and protects your data;
    3. Google Inc., USA – in the scope of virtual drive software used for storing company documentation (client and contractor service documentation, GDPR-related records). You can learn more about how Google protects your data;
    4. Calendly LLC, USA (115 E Main St, Ste A1B, Buford, GA 30518, USA) – in the scope of online appointment scheduling through the Calendly tool integrated with the Website. For this purpose, the data you provide in the booking form is processed. You can learn more about how Calendly processes and protects your data.

§6. Data Retention Period

  1. It is not possible to specify a single period for which your personal data will be processed.
  2. If you provide your data in a message sent by e-mail, by telephone, via the contact form, or through social media platforms where I maintain professional profiles, your data will be processed until you submit a request for its deletion or object to the processing. Your data may also be retained if I determine that the Controller’s legitimate interest has been fulfilled.

§7. User Rights

  1. In connection with the processing of your personal data, you are entitled to the following rights:
    1. the right to access your data, as well as the right to rectify, delete, or restrict its processing;
    2. the right to data portability;
    3. the right to object to the processing of your data;
    4. the right to withdraw your consent to processing at any time and in any form, unless the data is being processed for the purpose of performing a contract by the Controller, for compliance with the Controller’s legal obligations towards public authorities, or for the purposes of the Controller’s legitimate interests.
  1. You also have the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), at the address: Urząd Ochrony Danych Osobowych, ul. Stawki 2, 00-193 Warsaw, Poland.
  2. More information on the protection of personal data is available on the website of the Personal Data Protection Office: www.uodo.gov.pl

§8. Informacja o ciasteczkach

  1. Our Website uses cookies.
  2. The Website includes a plugin that allows you to independently manage the scope of processing of your personal data through cookies. This plugin complies with the latest Consent Mode v2 requirements, ensuring a high level of personalization and privacy protection. The developer of the plugin is a certified Google partner, which confirms the use of best practices and standards in the field of user data and cookie management. Thanks to this functionality, you can easily and intuitively adjust cookie processing settings according to your preferences.
  3. Cookies are small text files stored on users’ devices while browsing the Website. They are used to facilitate navigation, improve the quality of services, and allow for the analysis of traffic and user behavior.
  4. Cookies may be persistent (stored on the user’s device for a defined period or until deleted by the user) or temporary/session-based (deleted once the browser is closed).
  5. We use both first-party cookies and third-party cookies. First-party cookies are used to ensure the proper functioning of the Website, to personalize content, to save user preferences, and to analyze statistics. Third-party cookies are used by external analytical tools, for integration with social media, and for scheduling appointments via the Calendly tool.
  6. Users have the right to control and restrict how cookies are used on our Website. Most web browsers allow management of cookies, including blocking, restricting, or deleting them. Detailed information on managing cookies can be found in the browser’s settings. Please note that disabling or restricting cookies may affect the functionality of the Website and the quality of the services provided.
  7. On our Website, we use different categories of cookies to better meet the needs of users and ensure optimal use of the Website:
    1. Functional cookies: These are essential for the proper functioning of the Website. They enable maintaining user sessions, handling forms, remembering preferences, and ensuring Website security.
    2. Statistical cookies: These are used to collect information on how users interact with the Website, such as the number of visits, pages viewed, time spent on the Website, or traffic sources. Such data helps to analyze and optimize the Website, improving its performance and tailoring its content to users’ needs.
    3. Appointment scheduling cookies (Calendly): These are technically classified as marketing cookies but are exclusively used to support online meeting reservations through the Calendly widget. They enable the proper functioning of the booking form and the saving of selected appointment times in the calendar. They are not used to display advertisements or for user profiling.

§9. Why I Use Cookies

  1. User experience: cookies can significantly improve the comfort of using the Website.
  2. Remembering settings: cookies allow the Website to remember user preferences, such as the selected language, enabling quicker and more convenient use of the service.
  3. Session management: cookies allow the Website to track user activity across different subpages, making it easier to return to recently visited sections or to continue unfinished actions, such as filling out forms.
  4. Performance optimization: cookies may be used to analyze traffic and user behavior on the Website, which helps optimize its performance and provide high-quality content.
  5. Social media integration: cookies allow for integration with social media services such as Facebook and Instagram, enabling easy content sharing and the use of additional functions such as commenting or liking.
  6. Integration with the Calendly scheduling system: cookies enable the correct functioning of the booking form and the saving of selected meeting times in the calendar. These cookies are technically classified as marketing cookies; however, on this Website they are used exclusively to support appointment scheduling and are not used for advertising or profiling purposes.

§10. Functions of Technical Cookies

  1. Remembering user preferences: technical cookies allow the Website to store information about user preferences, such as the selected language.
  2. Form handling: technical cookies support the functioning of forms on the Website, such as the contact form, ensuring the proper processing of data entered by users.
  3. Website performance optimization: the use of technical cookies enables monitoring the performance of the Website and the loading speed of its elements, allowing for optimization and improved quality of the services provided.
  4. Security: technical cookies help ensure the security of the Website and its users, for example by verifying user identity, detecting intrusion attempts, or protecting against CSRF (Cross-Site Request Forgery) attacks.

§11. Functions of Statistical Cookies

  1. Measurement of Website traffic: analytical cookies make it possible to monitor the number of visits, unique users, and page views, providing a general overview of the Website’s popularity and performance.
  2. Analysis of user behavior: analytical cookies collect information on how users navigate the Website, such as the time spent on individual subpages, navigation paths, and the points at which users leave the Website.
  3. Conversion optimization: analytical cookies help identify elements of the Website that affect the effectiveness of achieving business objectives, such as completing the contact form.
  4. User segmentation: the use of analytical cookies makes it possible to group users according to various criteria, which allows for tailoring content and services to the needs of specific user segments.

§12. Functions of Cookies Related to Scheduling via Calendly

  1. Our Website uses the Calendly tool to manage online appointment scheduling. As an external service provider, Calendly may set its own cookies, which are classified as “marketing” in consent management systems. In practice, however, these cookies are used exclusively to ensure the proper functioning of the booking system, including, among others, displaying and handling the booking form, personalizing the interface, and collecting basic analytical data by Calendly for the purpose of improving the quality of its services.
  2. These cookies are not used for displaying advertisements or for user profiling. Consent to their use is necessary in order to make use of the appointment scheduling functions provided through the Calendly calendar.
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