Privacy Policy

1. Data Controller

The controller of your personal data is Ingenios Sp. z o.o. with its registered office in Warsaw:

• Address: ul. Nowogrodzka 31/413, 00-511 Warsaw, Poland
• KRS: 0000924926
• NIP: 7011054210
• Email: kontakt@ingenios.pl

2. Data We Collect

Data provided voluntarily:

• Full name
• Email address
• Phone number
• Company name and project description (via contact form)

Data collected automatically:

• IP address
• Browser and operating system type
• Website activity data (only after consent to analytics cookies)

3. Purposes and Legal Bases

4. Data Recipients

• Google Ireland Limited — Google Analytics 4 (with consent)
• Meta Platforms Ireland Limited — Meta Pixel (with consent)
• Hetzner Online GmbH — application hosting (Germany, Falkenstein, ISO 27001)
• Amazon Web Services EMEA SARL — object storage for files (eu-central-1, Frankfurt, Germany)
• CloudFlare, Inc. — DNS management and DDoS protection
• OpenAI, L.L.C. — large language models (LLM) for AI features — only for users of the Ingenios app, see section 6
• Anthropic, PBC — alternative LLM provider (Claude), see section 6
• Slack Technologies LLC (Salesforce) — internal communications tool; contact-form content (name, e-mail, phone, request description) is forwarded to our private Slack channel to handle the inquiry. Data is processed under Standard Contractual Clauses (SCC).

5. Data Transfers Outside the EEA

Some of our providers (Google, Meta) may process data outside the EEA based on the European Commission's adequacy decision (EU-U.S. Data Privacy Framework) and Standard Contractual Clauses (SCCs).

6. Ingenios Application — Gmail and Google Drive Integration

This section applies to users of the Ingenios (SaaS) application who connect their Google accounts to sync Gmail and Google Drive with the application.

6.1 Google data we access

After you grant consent on the Google OAuth authorization screen, the application accesses:

Gmail:

• Message metadata (sender, recipient, subject, date, thread, labels)
• Message content (plain text and HTML body)
• Attachments
• Permission to send messages on your behalf (only upon your action in the app)

Google Drive:

• File metadata (name, type, modification date, owner, folder structure)
• File content — read-only (scope: drive.readonly, drive.metadata.readonly)

We request only the minimum scopes required to deliver the specific application features chosen by the user.

6.2 How we use the data

Gmail:

• Displaying messages in the Inbox module of the application
• Linking messages to leads, contacts and companies in the CRM module
• Sending replies and new messages on your behalf — only after your action
• AI features: automatic message summary, draft reply generation, extracting data from attachments — only when the user activates AI features

Google Drive:

• Indexing files for in-app search
• Linking files to clients and deals in CRM
• AI features: document content analysis, data extraction, semantic search — only when the user activates AI features

We do NOT use Google data for:

• Displaying advertisements
• Training our own or any third-party AI/ML models
• Selling or leasing to external parties
• Any purpose other than delivering the app features chosen by the user

6.3 Data sharing (sub-processors)

Gmail and Google Drive data is shared only with the following sub-processors:

• OpenAI, L.L.C. (USA) — large language model provider for AI features. Gmail message content and Google Drive file content is sent to the OpenAI API only when the user activates AI features (e.g. summarization, reply drafting, document analysis). OpenAI does not use this data to train models (per OpenAI API Data Usage Policy for business customers).
• Anthropic, PBC (USA) — alternative LLM provider (Claude models), subject to future deployment. Same terms as OpenAI — data is not used to train models.
• Hetzner Online GmbH (Germany) — server infrastructure (Falkenstein, EU). Data stored encrypted.
• Amazon Web Services EMEA SARL (eu-central-1, Frankfurt, Germany) — object storage for files. Data stored encrypted (SSE).

We do not sell Google data, nor do we share it with advertisers or any other third parties.

6.4 Security and storage

• OAuth tokens (access_token, refresh_token) are symmetrically encrypted (AES) in the database using a dedicated encryption key.
• All data transmission uses TLS 1.2+ (HTTPS).
• Each customer (tenant) has an isolated database schema — one customer's data is physically separated from others' (schema-per-tenant).
• Data access requires JWT authentication and role-based access control (RBAC).
• Infrastructure in the EU region (Germany) — GDPR compliant.

6.5 Data retention and deletion

• Google data is stored for as long as your Google account remains connected to your Ingenios account.
• You can disconnect your Google account at any time in Settings → Integrations — this immediately revokes the OAuth token and stops synchronization.
• Data synced from Gmail and Drive is deleted within 30 days after disconnection.
• You can also revoke consent directly in your Google account at any time: myaccount.google.com/permissions.
• To request deletion of all account data, use the in-app feature (Settings → Account → Delete data) or email kontakt@ingenios.pl. A 14-day grace period applies after the request, after which data is permanently deleted.

6.6 Limited Use compliance (Google API Services User Data Policy)

Ingenios's use and transfer of any information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We do not use Gmail or Drive data to serve advertisements.
• We do not process Gmail or Drive data for purposes other than delivering app features chosen by the user.
• We do not share Gmail or Drive data with third parties other than the sub-processors listed in section 6.3.
• We do not use Gmail or Drive data to train AI/ML models (ours or any third party's).
• We do not allow humans to read user data, except where required by law or with the user's explicit consent for technical support.

Ingenios's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

7. Ingenios Application — Meta Platforms (WhatsApp, Messenger, Instagram)

This section applies to users of the Ingenios (SaaS) application who connect their Meta accounts (WhatsApp Business, Facebook Pages, Instagram Business / Creator accounts) to receive and send messages through the Ingenios Inbox module.

7.1 Meta data we access

After you authorize the connection on the Meta consent screen, the application accesses the following data through the official Meta APIs:

WhatsApp Business Cloud API (scopes: whatsapp_business_messaging, whatsapp_business_management):

• Inbound message content sent by your customers to your WhatsApp Business phone number (text, attachments, media references)
• Sender phone numbers (E.164) and display names provided by WhatsApp
• Message metadata (timestamps, message IDs, conversation status)
• Your WhatsApp Business Account (WABA) ID and registered phone number IDs
• Message templates you create or select for outbound utility / marketing communication

Facebook Messenger (scopes: pages_messaging, pages_show_list, pages_manage_metadata, pages_read_engagement):

• The list of Facebook Pages you administer (name, ID) — for selecting which Page to connect
• Page-Scoped User IDs (PSIDs) of users who message your Page
• Inbound message content (text, attachments)
• Message metadata (timestamps, message IDs)

Instagram Direct (scopes: instagram_basic, instagram_manage_messages):

• Your Instagram Business / Creator account ID and username (linked to your Facebook Page)
• Instagram-Scoped User IDs (IGSIDs) of users who message your Instagram account
• Inbound message content (text, attachments)
• Message metadata (timestamps, message IDs)

We request only the minimum scopes required to deliver the specific Inbox features chosen by the user.

7.2 How we use Meta data

• Displaying inbound messages in the Inbox module so the operator can respond from a single screen
• Sending operator replies and outbound message templates back to the customer through the same Meta channel
• Linking conversations to leads, contacts and companies in the CRM module
• AI features: generating reply suggestions for the operator, summarizing long threads, drafting marketing message templates — only when the tenant administrator activates AI features

We do NOT use Meta data for:

• Displaying advertisements
• Training our own or any third-party AI/ML models
• Selling or leasing to external parties
• Any purpose other than delivering the Inbox features chosen by the user

7.3 Data sharing (sub-processors)

Meta-channel data is shared only with the following sub-processors:

• OpenAI, L.L.C. (USA) — large language model provider for AI features. Inbound message content is sent to the OpenAI API only when AI features are activated (e.g. reply suggestions, summarization, template drafting). OpenAI does not retain or use this data to train models (per OpenAI API Data Usage Policy for business customers).
• Anthropic, PBC (USA) — alternative LLM provider (Claude models) used for the same AI features. Same data-handling terms — content is not retained beyond processing and not used for training.
• Hetzner Online GmbH (Germany) — server infrastructure (Falkenstein, EU). Data stored encrypted.
• Amazon Web Services EMEA SARL (eu-central-1, Frankfurt, Germany) — object storage for message attachments. Data stored encrypted (SSE).

We do not sell Meta data, nor do we share it with advertisers or any other third parties.

7.4 Security and storage

• OAuth access tokens and WhatsApp permanent tokens are symmetrically encrypted (AES) in the database using a dedicated encryption key.
• All Meta API traffic uses TLS 1.2+ (HTTPS).
• All inbound webhook payloads are verified with HMAC-SHA256 (header X-Hub-Signature-256) using your Meta App Secret before any processing.
• Each customer (tenant) has an isolated database schema — one customer's Meta conversations are physically separated from others' (schema-per-tenant).
• Data access requires JWT authentication and role-based access control (RBAC).
• Infrastructure in the EU region (Germany) — GDPR compliant.

7.5 Data retention and deletion

• Meta-channel data is stored for as long as the corresponding channel remains connected to your Ingenios account.
• You can disconnect a Meta channel at any time in Settings → Inbox → Channels — this immediately revokes the OAuth token and stops further sync.
• You can also revoke our app access directly in your Meta account at any time: Facebook Business Integrations.
• When you revoke our app via Facebook, Meta automatically calls our Data Deletion Callback at https://api.ingenios.pl/api/webhooks/meta/data-deletion/. We then permanently delete every conversation linked to your Meta user ID across all workspaces. You can track the status of any deletion request via the confirmation URL Meta returns to you.
• To request manual deletion of all account data, use the in-app feature (Settings → Account → Delete data) or email kontakt@ingenios.pl. A 14-day grace period applies after the request, after which data is permanently deleted.

7.6 Meta Platform Terms compliance

Ingenios's processing of data received from Meta Platforms (WhatsApp, Messenger, Instagram) adheres to the Meta Platform Terms and the Meta Developer Policies. Specifically:

• We do not use Meta data to serve advertisements.
• We do not process Meta data for purposes other than delivering Inbox features chosen by the user.
• We do not share Meta data with third parties other than the sub-processors listed in section 7.3.
• We do not use Meta data to train AI/ML models (ours or any third party's).
• We do not allow humans to read user data, except where required by law or with the user's explicit consent for technical support.
• We respond to Meta Data Deletion Requests within 30 days, and typically within minutes via the automated callback.

8. Your Rights

• Right of access — obtain information about processed data
• Right to rectification — correct inaccurate data
• Right to erasure — request deletion of your data
• Right to restriction of processing
• Right to data portability
• Right to object
• Right to withdraw consent — at any time

Contact: kontakt@ingenios.pl

You also have the right to lodge a complaint with the President of UODO (Polish Data Protection Authority): ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl.

9. Cookies

10. Changes to This Policy

We reserve the right to update this policy. The current version is always available at ingenios.pl/polityka-prywatnosci/.