Privacy and data retention

This notice explains how EPR Scan processes personal data and how you can exercise your rights.

Controller

YAS SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ, ul. Szlak 77/222, 31-153 Kraków, Poland, KRS 0001166122, NIP 6793327784, REGON 541401303, is the data controller. Contact us at [email protected].

Data, purposes and legal bases

Assessment answers, account email, access records, paid-report and requested-support data: steps requested before a contract and performance of the service (GDPR Article 6(1)(b)).
Orders, payments, tax records and statutory requests: compliance with legal obligations (Article 6(1)(c)).
Security, fraud prevention, reliability and privacy-minimised first-party product analytics: our legitimate interests in protecting and improving the service (Article 6(1)(f)).
Optional Google Analytics: consent (Article 6(1)(a)), which can be refused or withdrawn at any time through Privacy choices.

Required assessment and checkout fields are needed to provide the requested result or complete an order. Optional analytics is never required. EPR Scan performs a rules-based informational evaluation; it does not make a decision producing legal or similarly significant effects about you.

Recipients and transfers

Service data may be processed by Cloudflare for hosting, Stripe for payment processing, and Resend for transactional email. Google receives the reduced analytics event set only after consent. Data is not sold, and registration-assistance data is not transferred to a partner without separate notice and a valid legal basis. Where a processor handles data outside the EEA, the transfer must use a GDPR Chapter V mechanism such as an adequacy decision or Standard Contractual Clauses.

Product analytics

First-party funnel events exclude email addresses and assessment answers. A random browser-tab identifier and first-touch attribution remain in session storage and are stored server-side only as a hash. If optional Google Analytics is enabled, its smaller event set excludes email, assessment answers, assessment IDs, selected-country result details and seller country; advertising storage, signals and personalisation remain disabled.

Retention periods

Anonymous drafts: 30 days from last activity.
Email-linked free results: 90 days, then deleted or anonymised.
Paid assessments and reports: available in the account for 24 months, then archived.
Closed registration-assistance requests: 90 days after last activity.
First-party analytics: 14 months; operational and email-delivery security records: 90 days.
Ruleset-publication and consent evidence: 5 years.
Order, payment, invoice and tax records: for the statutory accounting and tax limitation period, which is generally five years counted from the end of the relevant filing-deadline year and may be extended by law.

Your rights

You may request access, rectification, deletion, restriction, portability, or object to processing based on legitimate interests. You may withdraw analytics consent without affecting earlier lawful processing. Signed-in users can submit an export or deletion request from their account; legally retained records are separated from deletable product data. You may also complain to the Polish Personal Data Protection Office (UODO).

Security and policy changes

Access and download tokens are high-entropy and stored as hashes; report files are private and download links expire. Material policy changes receive a new version and effective date. Contact [email protected] with privacy questions.