Privacy policy
This page explains what we store about you and the files you upload, why, for how long, and what you can ask us to do with it.
Who is responsible
The controller of your personal data is SMART BizPL. Registered address and tax ID: to be completed.
For anything about your data, write to privacy@smart-biz.pl.
What we store and why
| Data | Why | Legal basis (GDPR) |
|---|---|---|
| Files you upload, the AI-improved version if you ask for one, the text you have embroidered with its stitch files, and the preview of the design you approve | To check, prepare and print your order | Contract, Art. 6(1)(b) |
| Name, email, phone, delivery address or parcel locker | To make and deliver your order and to contact you about it, including emails when the order is placed, paid, shipped or cancelled | Contract, Art. 6(1)(b) |
| Company name, tax ID and billing address, when you ask for a company invoice | To issue and keep the invoice | Legal obligation, Art. 6(1)(c) |
| Time of your design approval, IP address and browser name at that moment | Proof that you approved the design as printed, in case of a complaint | Legitimate interest, Art. 6(1)(f) |
| Quote requests: name, email, phone, company, message | To answer your request | Steps before a contract, Art. 6(1)(b) |
We don't use analytics, advertising or tracking cookies. The site sets two cookies: pg_cart, which keeps your cart for 30 days, and pg_lang, which remembers the language you chose for a year. Your currency choice is remembered in your browser. All of these are needed for the shop to work. Fonts are served from this site, not from third parties.
AI and your files
Automatic check. After the usual print checks, a reduced preview of your file (at most 1024 pixels, as a JPEG) is shown to an AI vision model to spot things like a screenshot instead of the original, a watermark, very small text or a background that will print as a box. It only gives you tips; it never blocks your order. The preview goes through OpenRouter (USA) to the model provider, routed only to providers that don't keep the data after answering, and isn't used to train models. OpenRouter may screen requests for illegal content. Your original file and your personal details are not sent.
Improve with AI. Only when you click it. The file is processed on our own server with an open-source model (Real-ESRGAN) and isn't sent to any AI provider. Your original file stays as it is, and you choose which version is printed.
Who else gets your data
- Cloudflare, Inc. runs this website, its database and file storage for us under its data processing terms. Data may be processed outside the European Economic Area under the safeguards in those terms. Cloudflare also keeps short-lived technical logs of requests, such as IP address and time, to operate and protect the site.
- OpenRouter, Inc. (USA) and the AI model provider it routes to receive the reduced preview of each uploaded file for the automatic check described above, under their data processing terms; data may be processed outside the European Economic Area.
- Brevo (France) sends the emails about your order for us. It receives your name, email address and the order details in the email. We keep only a note that an email was sent, not its content. We don't send newsletters or marketing emails.
- The delivery company you choose (for example InPost) gets your name, phone and delivery address or parcel locker to deliver the parcel.
- Your bank handles your bank transfer. We don't see or store card or account numbers.
We don't sell your data or share it for marketing.
How long we keep it
| Data | Kept for |
|---|---|
| Files and previews that never became an order | 30 days after upload |
| Files and previews of an order | 12 months after the order was shipped (or placed, if it wasn't shipped), for reprints and complaints |
| Contact and delivery details, approval records | 2 years after shipping (or placing) the order, the period for complaints under Polish law |
| Company invoice details | 5 years, as tax law requires for accounting records |
| Quote requests | 12 months |
After that, files are deleted and personal details are erased from our records automatically. Order numbers and amounts stay, without anything that identifies you.
Your rights
You can ask for a copy of your data, to correct it, to delete it, to restrict or object to its use, and to receive it in a portable format. Write to privacy@smart-biz.pl with your order number; we answer within one month. Some data we must keep for the periods above even if you ask us to delete it, for example invoice details.
You can also complain to the Polish data protection authority, the President of the Personal Data Protection Office (UODO).
Changes
When this policy changes, we update the date at the top of this page.