Privacy policy
This policy explains what data we collect through umbratattoo.pl, why, on what legal basis and what rights you have in connection with it. It is written to be readable, without unnecessary legal jargon.
1. Who controls your data
The controller is Umbra Tattoo Patryk Kowalski, operating the Umbra Tattoo studio at ul. Komuny Paryskiej 81B, Wrocław, NIP 8992855848, REGON 382276097.
Contact for personal data matters: email kontakt.umbratattoo@gmail.com tel. 517 230 159 postal address: ul. Komuny Paryskiej 81B, Wrocław
We have not appointed a data protection officer. Please write directly to the address above about any data protection matter.
2. What data we collect and why
Project brief and contact forms
| What we collect | Why | Legal basis |
|---|---|---|
| Name, email address, phone number | To reply and provide a quote | Article 6(1)(b) GDPR: steps taken before entering into a contract |
| Description of your idea, placement on the body, size, style, priorities, budget and preferred date | To prepare a design and quote | Article 6(1)(b) GDPR |
| Photos and files you send | To see your references, the placement on your body and existing tattoos | Article 6(1)(a) GDPR: your consent |
| Whether there are health matters to discuss (yes / no / not sure) | To know that the topic needs to be raised during the consultation | Article 6(1)(b) GDPR |
| How you heard about us | Statistics, so we know what works | Article 6(1)(f) GDPR: our legitimate interest |
| A hash of your IP address, not the address itself | To limit submissions from a single source and protect against spam | Article 6(1)(f) GDPR: our legitimate interest |
| Details of a reward claimed after Tattoo Identity: acceptance date, expiry date, terms version, technical session identifier and reward signature | To assign the 100 zł to the correct brief, confirm the accepted terms, apply the benefit and prevent the same reward from being reused | Article 6(1)(b) GDPR: performance of the accepted promotion terms; also Article 6(1)(f) GDPR for preventing abuse and defending claims |
About photos. Please do not send photos that reveal information about your health, such as surgical scars, skin changes or moles that cause concern. We discuss these matters in person during the consultation. If you nevertheless send such a photo, we will treat this as your explicit consent to process that data to prepare the design (Article 9(2)(a) GDPR) and delete it together with the rest of your submission.
The website forms do not ask for detailed medical data, such as allergies, illnesses or a list of medication you take. You provide this information at the studio, on the medical form completed before your session. Do not type or dictate it in the brief's description fields or in Umbra Assistant. If a question in Assistant appears to concern health, the response model layer is disabled and Assistant refers you to a person or a doctor.
Umbra Assistant
Umbra Assistant lets you ask questions about the studio, prices, artists, preparation, aftercare and tattoo design. We do not store complete conversation histories with Assistant. Ordinary questions are processed by the server solely to select an answer from Umbra's approved knowledge and return it to the user. The exception is brief reports of website problems and gaps in information, described below.
Some answers may be polished linguistically using OpenAI API, but only when the AI layer is active and the question passes our safety rules. Questions about health, uncertain appointment availability and other categories marked as risky are not sent to the model. Before any question is sent to OpenAI, we automatically remove recognised email addresses, phone numbers and links. Despite these safeguards, please do not enter health data, phone numbers, email addresses or other confidential information into Assistant.
Customer feedback about the website. If your message reports a technical problem, missing information or a suggested website improvement, we may save a short excerpt from that one message — up to 700 characters, after automatically removing recognised contact details and links — along with the report category, page, general device/browser type and number of similar reports. The system may also save an Umbra-related question for which Assistant could not find an answer. We do not save the whole conversation or an audio file; we do not ask for contact details or use these reports for marketing. We store reports separately from briefs to detect faults, improve website information and prevent duplicate reports (Article 6(1)(f) GDPR: our legitimate interest in maintaining and improving the website). Reports in the database are automatically deleted 180 days after the most recent report of that problem; copies of notifications in the studio's email inbox may be subject to separate retention periods. If website feedback is worded ambiguously, we may also use OpenAI API to identify its type. In that case, we send only the current message after automatically removing recognised contact details and links, without conversation history or brief data; health-related content is not sent to this mechanism. Notifications about new reports may be delivered to the studio's email address through Resend. The automated system removes common contact details, but please do not provide personal or confidential data in the chat. If saving fails, Assistant does not confirm receipt of the report. You can ask us to access or delete the content you submitted using the controller's contact details.
To generate answers, we send OpenAI only the text needed to formulate the response: the user's cleaned question and Umbra's approved source answer. We do not send photos from the brief, contact details from the form or content stored in the brief. Calls to Responses API use store: false, so we do not use response storage as a conversation history on that API. Data sent through the API is not used by OpenAI to train models by default, unless the organisation explicitly enables such sharing. However, OpenAI may normally retain content in abuse-monitoring logs for up to 30 days; eligible organisations can use additional retention mechanisms, including Zero Data Retention.
The legal basis depends on the content of the question: when you request information needed to prepare a design, a quote or take steps before entering into a contract, it is Article 6(1)(b) GDPR; for general enquiry handling, service security and abuse prevention, it is Article 6(1)(f) GDPR, meaning our legitimate interest in operating the website efficiently and securely.
Voice messages and dictation in the brief. If you use the microphone in Assistant or next to a brief description field, the browser records audio until you stop the recording. The recording is then sent through our server to OpenAI's transcription service solely to turn speech into text. Umbra does not save the audio file in its database or file storage; once the request is completed, the server does not retain its own copy of the recording. The transcription appears in the message or description field, where you can read it, correct it and add another recording. Text entered into the brief is then processed in the same way as the rest of the submission. Do not record health data or other confidential information this way. Recordings sent to OpenAI are subject to that provider's API data processing terms, including standard abuse-monitoring logs, which may be retained for up to 30 days.
To limit abuse, we use a salted hash of the IP address, not the raw IP address. The hash is used in process memory to count requests and is not appended to conversation content. If the user has consented to analytics, we record only technical Assistant events, such as opening the panel, response type, confidence level, navigation to a website section or the brief, and the page path. We do not send the question or answer text to analytics.
Newsletter and information about available appointments
If you select a separate consent, we will send you emails about available appointments, new work and materials. The legal basis is your consent (Article 6(1)(a) GDPR) and Article 398 of the Polish Electronic Communications Law of 12 July 2024. You can withdraw consent at any time using the link in the footer of each email or by emailing us.
Website statistics, advertising and technical logs
The website has its own consent-management mechanism. Analytics and marketing tools are disabled by default. External scripts can run only after the user has given the appropriate consent. Refusing consent does not prevent use of the website or its forms.
The website is technically prepared to use:
- Google Tag Manager / Google tools for analytics, campaign effectiveness measurement and Google Ads configuration;
- Meta Pixel for measuring campaigns run on Meta services.
The integration mechanisms themselves do not send data if the identifiers for these services are not configured. If active, they run according to the choice saved in the consent panel. For Google, we communicate consent status using Consent Mode v2; if consent is refused, the basic integration does not load the Google tag before consent is given.
The hosting provider may independently create technical request logs needed for the website's operation, security and diagnostics.
3. Do you have to provide data?
No. Providing data is entirely voluntary, but without your name and email address we will have no way to reply to your submission.
Fields marked with an asterisk are necessary to handle your enquiry. The rest are optional and help the design better match your expectations.
4. The form is for people aged 16 and over
If you are under 16, your parent or legal guardian must complete the form. We tattoo minors only with a guardian present at the studio.
5. Who we share data with
We use external infrastructure and service providers. Their role, processing arrangements and any transfers depend on the service configuration and the terms and agreements entered into. The technical purpose of each service is described below:
| Provider | Purpose | Where data is processed |
|---|---|---|
| Vercel Inc. | Website hosting and technical operational logs | the provider's infrastructure |
| Supabase Inc. | Submission database and private storage of uploaded files | the project region configured for the service |
| Resend | Sending brief confirmation emails and notifications to the studio | the provider's infrastructure |
| OpenAI | Transcribing voice recordings from Assistant and brief description fields, and conditionally wording Umbra Assistant responses through the API | the provider's infrastructure; processing outside the EEA is possible under the provider's terms and transfer mechanisms |
| Analytics and advertising measurement, only if Google tools are active and the user has given the appropriate consent | the provider's infrastructure | |
| Meta Platforms Ireland | Advertising measurement through Meta Pixel, only if the Pixel is active and the user has given marketing consent | the provider's infrastructure |
Data may also be shared with our accounting firm and, if necessary, a law firm. We do not sell your data or share it with anyone for marketing purposes.
Transfers outside the European Economic Area. Some internet service providers may also process data outside the EEA. In such cases, we use transfer mechanisms provided for under the GDPR and the relevant provider's terms. You can ask us which mechanism applies to your data.
6. How long we keep data
| Type of data | Retention period |
|---|---|
| A submission that did not result in a booking | 12 months from the last contact |
| Reward data assigned to a brief | As long as the submission it is assigned to: 12 months; if the project goes ahead, together with the client documentation for the period needed for settlements and claims |
| A submission from a client who had a tattoo with us | 6 years: the limitation period for claims |
| Uploaded photos and files | 12 months, unless the project is in progress |
| Newsletter data | Until consent is withdrawn |
| A question to Umbra Assistant | Umbra does not store a permanent conversation history in the database; when OpenAI API is active, the provider may normally retain content in abuse-monitoring logs for up to 30 days, unless another approved retention mechanism applies |
| A voice recording used for dictation | Umbra does not save the audio file after the request is completed; OpenAI may normally retain content submitted for transcription in abuse-monitoring logs for up to 30 days, unless another approved retention mechanism applies |
| A medical form completed at the studio | In accordance with sanitary regulations and the limitation period for claims |
After these periods, we delete or anonymise the data.
7. Your rights
You have the right to:
- know what data we have about you and receive a copy;
- correct inaccurate data;
- delete your data (the “right to be forgotten”);
- restrict processing;
- transfer your data to another controller;
- object to processing based on our legitimate interest;
- withdraw consent at any time, without affecting what we did before withdrawal.
Write to kontakt.umbratattoo@gmail.com. We reply within 30 days.
If you believe we are processing your data unlawfully, you can lodge a complaint with the President of the Polish Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stawki 2, 00-193 Warszawa.
8. Security
The website uses HTTPS. Submissions can be accessed only by people working at the studio, after logging in. Uploaded files are held in protected storage without public links.
9. Profiling and automated decisions
We do not make decisions that produce legal effects for you solely by automated means. Umbra Assistant does not book appointments, make medical decisions or approve a client's eligibility for a tattoo.
If you give marketing consent and the relevant advertising tools are active, advertising providers may use information about activity on the website for campaign measurement, remarketing or creating advertising audiences. You can withdraw that consent at any time through the “Cookie settings” link in the website footer.
10. Cookies and data stored on your device
On your first visit, we show a consent panel with three categories:
| Category | Default | Purpose |
|---|---|---|
| Necessary | active | security, website operation and remembering settings needed to use the service |
| Analytics | disabled | visitor statistics and assessing the usefulness of content |
| Advertising and campaign measurement | disabled | measuring advertising effectiveness, remarketing and audiences |
Consent for analytics and marketing is not given by default. You can accept all options, reject all non-essential options or configure them separately. You can change your decision later through “Cookie settings” in the footer.
We store your consent choice locally in the browser for up to 180 days so that we do not ask on every page view. This record is used only to remember your decision. After that period, we ask you to choose again.
Website language. When you first visit the main website address, we choose the language from your browser preferences. Only if those preferences do not identify a supported language do we use the country supplied by our hosting provider based on your public IP address as a fallback. This feature does not request access to your device’s GPS and does not save your IP address or country. Choosing a language manually saves the umbra-locale cookie, which contains only the language code and is kept for up to 180 days; this remembered choice takes priority over automatic selection. You can change the language using the website’s language selector or delete this cookie in your browser settings.
The brief form also saves draft progress locally in the browser's storage (localStorage) so that you do not have to start over if you accidentally close or refresh the page. This record stays on your device and is not sent to Umbra automatically. After the brief is successfully submitted, the local copy is deleted. Umbra Assistant itself does not save conversation history in localStorage; only when you deliberately click “Transfer to brief” is recognised project information combined with the existing local brief draft.
After you complete Tattoo Identity and deliberately accept the reward terms, the browser sends our server the state of the completed quiz, including the technical session identifier and answers, solely to confirm completion and issue a technically signed record of the 100 zł reward. We do not save this quiz state in the database as part of claiming the reward. The server returns the reward record to the browser: acceptance date, expiry date, terms version, session identifier and verification signature. This does not require a name, email address or phone number.
The signed reward record remains locally in the browser until the brief is submitted. If you choose to submit a brief, the reward data is sent to Umbra Tattoo with your submission to verify and apply the benefit; after successful submission, the local reward copy is deleted.
We apply the rules on storing information on a device and accessing it in accordance with Article 399 of the Polish Electronic Communications Law. For device storage necessary to provide a function explicitly requested by the user, we apply the exception in Article 399(3); analytics and marketing remain subject to consent. After consent is withdrawn, the website removes known first-party analytics and marketing cookies set for Umbra's domain and communicates the updated refusal status to providers. We cannot remove cookies set directly on external domains from our website.
11. Changes
If we change how we process data, we will update this page and the version date. Last technical update: 23.10.2026.