Privacy Policy

Last updated: October 2026

1. Data controller

The controller of personal data collected through this website is HYDRATERM (Kraków, Małopolska, Poland).

• Email: info@hydraterm.com
• Telephone / WhatsApp: +48 516 488 829

You can contact us through these channels with any questions or requests concerning your personal data.

2. What data do we collect?

• Quotation and contact form: full name, telephone, email, city / postcode, building type and area, request type, equipment make / model and fault information for service requests, description of your needs, preferred reply channel and optional maintenance reminder consent.
• Customer account (My Account): full name, email, telephone, address, password (stored only in protected form), requests, messages, uploaded photographs, videos, PDFs and drawings, and proposed and confirmed appointment times.
• Equipment and service records: equipment / installation details recorded for you by HYDRATERM (type, make, model, serial number and installation location), service reports, measurements, parts used, photographs and maintenance dates. These records are visible only in your account and to HYDRATERM; HYDRATERM’s internal notes are not shown to you.
• Selection assistants: the building information you enter (area, insulation, window type and similar data) is processed for calculations only in your browser. It is not sent to us unless you press “Send result” or “WhatsApp”.
• Information sent by email or WhatsApp: your messages, photographs, drawings and documents.
• Technical data: IP address, browser information, visit time and essential cookies.

Providing data is voluntary; however, without your name and at least one contact method, we cannot respond to your request.

3. Purposes and legal bases

• Responding to your request, arranging a site survey and preparing a quotation (GDPR Article 6(1)(b): steps before entering into a contract).
• Carrying out installation, servicing and maintenance (Article 6(1)(b)).
• Legal obligations, such as accounting and tax records (Article 6(1)(c)).
• Website security, prevention of misuse and protection against legal claims (Article 6(1)(f): legitimate interests).
• If you separately selected this option in the form, sending periodic maintenance reminders by email (Article 6(1)(a): consent, together with the prior permission required by Polish electronic communications legislation for electronic messages). Consent is optional, does not affect your ability to obtain a quotation and can be withdrawn at any time. We record the date and version of the consent wording. We do not send reminders by SMS or WhatsApp and do not use this consent for advertising or promotional campaigns.

Automated preliminary calculations

The selection assistants generate an automated preliminary estimate of capacity and cost in your browser using the information you enter. The result is for information only. No automated decision producing legal or similarly significant effects concerning you is made, and no profiling takes place.

4. Photographs and project images

We use photographs you send only to assess the existing installation and prepare a quotation. Before photographs taken after completion are published as references, features identifying people, addresses or vehicle registration numbers are concealed. Images of private homes are not published without your approval.

5. Remote access and smart controls

At your request, we may receive access to your heat pump, air conditioning or boiler through the manufacturer’s application, such as myVAILLANT or Lambda Smart Control, for installation or servicing. We use this access only for commissioning, adjustments and fault diagnosis. We remove access when you request it, or you can revoke it yourself in the application. Data within these applications is subject to the relevant manufacturer’s privacy terms.

6. Who do we share data with?

We do not sell your data. Data is shared with the following recipients only to the extent required to provide the service:

• Our website hosting and email service providers, acting as processors.
• WhatsApp (Meta Platforms): when you contact us through WhatsApp, your message is subject to WhatsApp’s own terms.
• Google reviews: the Google rating and reviews shown on the homepage are retrieved from Google by our server; your browser does not connect to Google when you visit the page. Clicking “View all reviews” or “Write a review” opens Google’s website, where Google’s privacy terms apply.
• Equipment manufacturers or authorised service providers where required for the work, for example warranty registration and commissioning.
• Competent authorities where required by law.

7. Transfers outside the EU

We do not ourselves transfer data received through forms and email to a recipient outside the EU. Website fonts are served from our own server; opening the page does not connect to third parties such as Google. If you choose to contact us through WhatsApp, Meta processes your message and its own privacy terms and transfer safeguards apply. You may contact us for information about the server location of our hosting and email provider.

8. Retention periods

• Quotation requests that do not lead to a contract: up to 12 months.
• Customer account: until you delete it. You can delete your account at any time under “My Account → My Profile”. Requests, messages, equipment records, service reports and all files on the website are deleted immediately with the account. To retain your reports, download them using “Save as PDF” before deletion. Accounts whose email address is not verified within 7 days are deleted automatically.
• Records retained after account deletion: if work has been carried out for you, invoices and contract records are held in our accounting records rather than on the website, only for the stated statutory retention periods, to meet legal obligations and protect against potential legal claims. Copies remaining in server backups are removed through the regular backup replacement cycle and are not used for any other purpose during that period.
• Files uploaded during quotation and request processing: deleted automatically 12 months after the request is completed or cancelled.
• Service history (equipment records, service reports and associated photographs and documents): retained for 5 years after the last service provided to the equipment, then deleted automatically. The purpose is to track your equipment’s maintenance and repair history for you.
• File storage: files are stored in a non-public folder on our server and are accessible only to you and HYDRATERM.
• Appointment notifications and reminders: appointment emails and the reminder sent 1 day before the appointment are provided by email as part of the service.
• Contract, service and warranty records: for the contract term and applicable warranty / claims period.
• Invoices and accounting documents: under Polish tax legislation, 5 years from the end of the calendar year in which the tax liability arose.
• Maintenance reminder consent: until withdrawal. Evidence of consent (date, channel and wording version) may also be retained after withdrawal until potential claims become time-barred.
• Server and security logs (IP address, time and requested page): retained for a limited period according to the hosting provider’s settings. We do not keep separate copies and use these logs only when a security incident needs investigation.

9. Your rights and how to contact us

You have rights of access, rectification, erasure, restriction of processing, objection and data portability. Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

Send your request to info@hydraterm.com, stating your name and the contact details you previously used with us. We may request additional information only where there is reasonable doubt about the requester’s identity, and only to the extent necessary to verify identity. We respond within 1 month at the latest.

You may also complain to the Polish data protection authority (Prezes Urzędu Ochrony Danych Osobowych, UODO, uodo.gov.pl).

10. Cookies

On your first visit, we ask for your cookie preferences. You can change them at any time using Cookie Settings at the bottom of the page.

We currently use no statistics or marketing cookies. If a tool of this kind is added later, such as visitor statistics, it will be enabled only with your consent and this table will be updated.

11. Changes

We may update this policy when necessary. The current wording is always published on this page.