Privacy Policy

The controller of personal data is Marcin Łętowski, conducting business as Warsaw Residential Group Marcin Łętowski, ul. Grafitowa 5, 62-504 Posoka, Poland, VAT ID (NIP) 6653065982, REGON 528314936 (“MetronQ”). For personal data matters, write to contact@metronq.com. Capitalized terms (Input Files, Technical Data) have the meaning given in the Terms of Service.

1. What data we process

• Shop account data: name, e-mail address, an optional phone number, company name, VAT ID and data needed for billing. The phone number is given voluntarily at registration or later in the panel, and can be changed or removed at any time.
• Contact-form data: name, e-mail, company name and the message itself.
• The commercial-contact consent record: whether it was given or withdrawn, with the date, time and IP address.
• Data of end customers placing an order: name, e-mail, phone and delivery address - as provided in the order form.
• Input Files (CAD/CAM and technical documentation) uploaded for quoting - usually technical, not personal data.
• Technical Data - anonymized numeric parameters generated from Input File analysis, with no ability to reconstruct geometry and no end-customer identification.
• Session data: logs, IP address, device and browser information.
• Data from analytics and marketing tools - only with your consent (section 4).
• Panel usage data: which screens were opened, which interface elements were clicked, the names of the fields that were edited, application errors and time spent on a screen - recorded as events with a date and time (section 4).
• Counterparty tax data: the tax identification number (NIP, EU VAT number, GSTIN or another national equivalent), the registered address and, for sales outside the European Union, the documents needed to settle withholding tax - a certificate of residence, a no-permanent-establishment declaration, forms required by the customer country and withholding certificates.

2. Purposes and legal bases

• Providing the service and performing the contract, including the service communication needed to run the account - confirmations, invoices, quote and order notifications, incident notices and changes to the terms (Art. 6(1)(b) GDPR). This communication needs no consent and cannot be opted out of while the account exists.
• Billing and accounting obligations (Art. 6(1)(c) GDPR).
• Tax settlement of cross-border sales - confirming taxable-person status (through VIES in the European Union, and elsewhere on the basis of a national tax identification number or a registration document), issuing an invoice without tax, the EU recapitulative statement and withholding tax documentation (Art. 6(1)(c) GDPR); and, as regards defending against tax authority claims, our legitimate interest (Art. 6(1)(f) GDPR).
• Answering an enquiry sent through the contact form, and day-to-day support (legitimate interest, Art. 6(1)(f) GDPR). We answer the enquiry itself without needing any consent.
• Commercial contact beyond the above - an onboarding call, configuration and solution proposals, information about new features and MetronQ offers, by phone and e-mail - based on your freely given consent (Art. 6(1)(a) GDPR and, for the communication channel, Art. 398 of the Polish Electronic Communications Law). The consent covers MetronQ's own services and products only.
• Analytics and online marketing (cookies, remarketing) - based on your consent (Art. 6(1)(a) GDPR), see section 4.
• Developing and improving the panel - finding out which screens people struggle with, where errors appear and at which step users stop (legitimate interest, Art. 6(1)(f) GDPR). We analyse how the tool is used, not the person: we build no profiles, we take no decisions about you or your company on this basis, and we do not combine this data with any external source. You may object at any time (section 7).
• Demonstrating that consent was given: we store the date, time and IP address of it being given and withdrawn (Art. 7(1) GDPR; legal obligation, Art. 6(1)(c) GDPR).

The commercial-contact consent is entirely optional. It is not a condition of creating an account, starting the trial or using the Service, and refusing it does not affect the scope, quality or price of the Service. You can withdraw it at any time with the toggle in the panel (Settings > Privacy) or by writing to contact@metronq.com - as easily as it was given.

3. Recipients and processors

• Hosting and infrastructure: Hetzner (servers in the European Union).
• Payments: Stripe.
• Analytics and advertising: Google (Google Analytics, Google Ads) - only with consent.
• Identification of visiting companies (sales intelligence): Apollo.io - only with marketing consent.
• E-mail: OVH (Zimbra) - hosting of our company mail and delivery of notification e-mails, servers in the European Union.
• Form abuse protection: Google (reCAPTCHA) - runs on sign-in, sign-up and the contact forms, independently of cookie consent, as a security measure.
• Booking onboarding calls: Google (Calendar and Meet) - if you book a call with us, your e-mail address goes into the invitation and the video call.
• Verification of European Union counterparties: the VIES system operated by the European Commission.
• Tax administration: the Polish National Revenue Administration (the National e-Invoicing System, JPK_V7, the EU recapitulative statement) and, for sales outside the European Union, the tax authorities of the customer country, to the extent needed to apply a double taxation treaty.
• We do not sell data. A transfer outside the European Economic Area happens only with appropriate Chapter V GDPR safeguards - standard contractual clauses, and, for tax documents filed with the authorities of the customer country, on the basis of Art. 49(1) GDPR (necessity for the performance of the contract and for the establishment, exercise or defence of legal claims).

4. Cookies and tracking technologies

We use essential cookies required for the service to work and - only with your consent - analytics and marketing cookies. The consent given in the banner covers third-party vendor tools and nothing else: the “Analytics” category means Google Analytics, and the “Marketing” category means Google Ads and Apollo.io. Those vendors' scripts load only after you give consent; withdrawing consent stops them.

Your choice applies across all MetronQ services in the metronq.com domain (metronq.com, app.metronq.com, quoting.metronq.com and others) - we store it in a single cookie shared between these services, so we do not ask again on each of them. You can change or withdraw consent at any time: on the website via “Cookie settings” in the footer, and in the panel in the Settings tab.

Panel product analytics. Separately from the cookies above, we run our own analytics of how the panel is used. No external vendor is involved and it sets no cookies: we store only a session identifier in the browser tab's memory, which disappears when the tab is closed and cannot recognise you on a later visit. We collect what lets us improve the tool - which screen was open, what was clicked, the name of the field being edited, an application error and time on screen. We also record the IP address the request came from; it is stored on individual events only, so it disappears with them after 14 days and never reaches the aggregate daily statistics.

What analytics does not cover. The following applies to product analytics only and says nothing about the Service itself: we do of course process files, quotes and orders, because the Service could not work otherwise, and sections 1, 5 and 6 and the Terms describe how. What does NOT reach analytics is: the contents of the fields you fill in, the contents of quotes and orders, file names and file contents, your end customers' data, mouse movements or screen recordings. Addresses are stored as a screen pattern (for example /quotes/:id) rather than as a specific address, so an analytics record does not reveal which quote it concerned.

Basis and objection. Product analytics runs on our legitimate interest (Art. 6(1)(f) GDPR), not on the cookie banner's consent - that banner covers only the Google and Apollo.io tools named above. If you do not want your account's use of the panel analysed this way, write to contact@metronq.com: we will stop collecting for your account and delete the events already collected. The Service continues without any limitation, and refusing does not affect its scope, quality or price.

5. Storage and retention

• We store Input Files no longer than 90 days from upload, then permanently delete them. On request we delete them sooner, immediately and no later than within 7 days.
• After analysis we retain only Technical Data. As anonymized data incapable of reconstructing geometry, it may be stored indefinitely to calibrate the Quoting Engine and check quoting accuracy, under the rules in section 6 of the Terms of Service.
• Account data is stored for the duration of the contract, and after it ends for the period required by law (e.g. tax law). Accounts that did not buy a plan after the trial stay inactive, and their data is not deleted automatically - we delete it on request made in the panel or by e-mail.
• The commercial-contact consent record (date, time, IP) is stored while the consent is active and, after withdrawal, for 3 years - the limitation period during which we must be able to show that the contact had a basis.
• Data is stored on servers in the European Union. Input Files and their 3D previews are encrypted in transit (TLS) and at rest (AES-256, with a key held solely by MetronQ - the object-storage provider does not store it, so without that key nobody can read the file, including them). Contact data from orders (name, e-mail, phone, delivery address, notes) is additionally encrypted inside the database itself (AES-256), with the key held outside the database. Other data is encrypted in transit and, in the database, protected by access control and by having no direct exposure to the internet at all.
• Invoices and cross-border tax documentation (tax identification numbers, certificates of residence, customer country forms and withholding certificates) are stored for the period required by tax law - as a rule 5 years, counted from the end of the calendar year in which the tax payment deadline fell.
• Product analytics events (section 4) are kept for 14 days and then permanently deleted. All that remains of them are aggregate daily statistics - screen opens, average time, error counts - with no session identifier and no link to a person; those are kept for up to 2 years.
• Data stays on servers in the European Union also where the Shop is established outside the European Economic Area. Using the panel from outside the EEA means the Shop itself pulls its data into its own country, in its own name and on its own responsibility.
• We do not pass uploaded files to external providers of machine-learning or artificial-intelligence models and do not make them available for training third-party models. The Quoting Engine is a deterministic computational model, not a model trained on customer documentation. Using files to develop MetronQ's own models - running solely on our own infrastructure - requires the Shop's separate, prior consent, withdrawable at any time (section 6 of the Terms of Service).
• We do not share Input Files with third parties (except technical subcontractors bound by confidentiality). On our side, access is limited to named authorized individuals who need it to handle a support ticket, diagnose an error, assist with onboarding, or verify that a file was read correctly and that quotes are accurate - on individual accounts with two-factor authentication, with entries into a Shop's account recorded in an audit log. Those individuals are bound by a confidentiality undertaking and by the prohibitions in section 6 of the Terms of Service, including the ban on using files to manufacture parts or to compete with the Shop.

6. Data of the Shop's end customers

For personal data of end customers that a Shop processes through the Service (e.g. contact details from the order form), the Shop is the controller and MetronQ is the processor. The rules of this processing are set out in the data processing agreement (DPA) annexed to the Terms of Service.

7. Your rights

• You have the right to access your data, rectify it, delete it, restrict processing, port it and object to processing.
• You can withdraw the commercial-contact consent in the panel (Settings > Privacy) or by e-mail to contact@metronq.com, and the analytics and online-marketing consent via “Cookie settings” in the site footer. Withdrawal takes effect going forward and does not affect the lawfulness of processing done before it.
• You can lodge a complaint with the President of the Polish Personal Data Protection Office (PUODO).
• You may object to product analytics (section 4), which runs on our legitimate interest - write to contact@metronq.com. We will stop collecting for your account and delete the events already collected.

8. Contact

For privacy and personal data matters, write to contact@metronq.com.