Your privacy matters to us. This policy explains exactly what data we collect, why we collect it, and how you can control it. We keep things simple and we never sell your personal information.
Overview
Polanov Tech S.A. ("Polanov Tech," "we," "us," or "our") operates polanovtech.com and related services. This Privacy Policy describes how we collect, use, store, and share information when you visit our website, submit a form, engage our services, or communicate with our team.
By using our website or services, you consent to the data practices described in this policy. If you do not agree, please discontinue use of our website and services.
Data We Collect
Information you provide directly
- Contact forms: Name, email address, company name, phone number, and the content of your message or inquiry.
- Job applications: Name, email, phone, LinkedIn or portfolio URL, resume content, and any information you share during the recruitment process.
- Service agreements: Business name, billing address, contract details, and payment information (processed by third-party payment processors — we do not store card data).
- Email communications: Content of emails and messages you send to our team.
- Newsletter signups: Your email address and communication preferences.
Information collected automatically
- Usage data: Pages visited, time spent on site, referral source, browser type, device type, and operating system.
- IP address: Used for analytics, security, and fraud prevention purposes only.
- Cookies and tracking pixels: See Section 5 for full cookie details.
Information from third parties
- Professional profile data from LinkedIn when candidates apply or connect with our team.
- Business contact information from publicly available sources when we reach out to potential clients.
How We Use Your Data
We use the information we collect to:
- Respond to inquiries, schedule calls, and provide the services you request.
- Process and manage candidate applications and placement workflows.
- Send service-related communications — onboarding, updates, and invoices.
- Send marketing emails and newsletters (only with your consent, and you can opt out at any time).
- Analyze website performance and improve user experience.
- Detect, investigate, and prevent fraud or unauthorized use.
- Comply with legal obligations.
We do not use your data for automated decision-making or profiling without your knowledge.
Legal Basis for Processing
Where applicable under GDPR or similar frameworks, we process your data based on one or more of the following legal grounds:
- Contract: Processing is necessary to fulfill a service agreement or take steps at your request before entering one.
- Consent: You have given clear, specific consent (e.g., newsletter signup or cookie acceptance).
- Legitimate Interests: We have a legitimate business interest that does not override your rights (e.g., improving our services, security monitoring).
- Legal Obligation: We are required to process data to comply with applicable law.
Third-Party Services
We work with trusted third-party providers to operate our business. Each is bound by their own privacy policies and data processing agreements:
- Google Analytics — Website traffic and usage analytics.
- Google Workspace — Email, calendar, and document storage.
- HubSpot / GoHighLevel — CRM and contact management (where applicable).
- Payment processors — Stripe or similar (for billing; we never store card details).
- Hosting providers — Cloud hosting infrastructure for our website.
- Communication tools — WhatsApp Business, Zoom, and similar platforms for client communication.
We do not sell, rent, or trade your personal information to any third party for their own marketing purposes. Period.
Data Retention
We retain your data only for as long as necessary to fulfill the purpose it was collected for or to comply with legal obligations:
- Contact inquiries: Retained for up to 2 years, or until you request deletion.
- Candidate profiles: Retained for up to 3 years to match future opportunities, unless you request removal.
- Client records: Retained for 7 years to comply with accounting and tax obligations.
- Newsletter subscribers: Retained until you unsubscribe.
- Analytics data: Aggregated and anonymized; retained indefinitely in aggregate form only.
You may request deletion of your personal data at any time by contacting hello@polanovtech.com.
Your Rights
Depending on your location and applicable law, you have the following rights regarding your personal data:
Access
Request a copy of the personal data we hold about you.
Correction
Ask us to correct inaccurate or incomplete personal data.
Deletion
Request that we delete your personal data ("right to be forgotten").
Portability
Receive your data in a structured, machine-readable format.
Objection
Object to processing based on legitimate interests or direct marketing.
Restriction
Request that we limit how we process your data in certain circumstances.
To exercise any of these rights, email us at hello@polanovtech.com. We will respond within 30 days. We may need to verify your identity before processing the request.
GDPR & CCPA Compliance
European Users (GDPR)
If you are located in the European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR). You may lodge a complaint with your local supervisory authority if you believe we have not handled your data appropriately.
California Residents (CCPA)
If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and share, the right to delete your personal information, and the right to opt out of the sale of personal information. We do not sell personal information.
To submit a CCPA request, contact us at hello@polanovtech.com with the subject line "CCPA Request."
Children's Privacy
Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected data from a minor, please contact us immediately and we will delete it promptly.
Data Security
We implement industry-standard security measures to protect your personal information, including:
- HTTPS encryption on all pages and form submissions.
- Access controls limiting data access to authorized team members only.
- Regular review of data handling practices and third-party access.
- Secure, encrypted storage for all sensitive client and candidate information.
While we take data security seriously, no system is completely impenetrable. In the event of a data breach that affects your rights, we will notify you as required by applicable law.
International Data Transfers
Polanov Tech operates from Guatemala and serves clients in the United States and internationally. When you use our services, your data may be transferred to and processed in countries outside your own, including Guatemala and the United States.
We ensure that any such transfers comply with applicable data protection laws. Where required, we use standard contractual clauses or other appropriate safeguards to protect your data during international transfers.
Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. For significant changes, we will notify you via email or a prominent notice on our website.
We encourage you to review this policy periodically. Your continued use of our website or services after any changes constitutes acceptance of the updated policy.
Contact Us
For any questions, concerns, or requests related to this Privacy Policy or your personal data, please reach out:
- Email: hello@polanovtech.com
- Phone: +502 4251 9969
- Mailing Address: Polanov Tech S.A., Guatemala City, Guatemala
We aim to respond to all privacy-related requests within 5 business days and resolve them within 30 days.
Also see: Terms of Service →