PRIVACY POLICY
Last updated: February 26, 2026
1. Introduction
OTUS Group (“we,” “our,” or “us”), a transport consulting firm headquartered at ul. Ludwika Narbutta 25A, 02-536 Warsaw, Poland, is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website https://www.otus.group/ or engage with our consulting services.
This Policy complies with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable Polish data protection law. Please read it carefully.
2. Data Controller
The data controller responsible for your personal information is:
OTUS Group
ul. Ludwika Narbutta 25A, 02-536 Warsaw, Poland
Website: https://www.otus.group/
For any data protection enquiries, please contact us via the contact form on our website.
3. Information We Collect
We may collect the following categories of personal data:
a) Information You Provide Voluntarily
• Name and surname
• Email address
• Phone number
• Company name and job title
• Any other information you choose to include in messages sent via our contact form
b) Information Collected Automatically
• IP address
• Browser type and version
• Pages visited and time spent on the website
• Referring URL
• Device and operating system information
• Cookies and similar tracking technologies (see Section 8)
4. Legal Basis for Processing
We process your personal data on the following legal grounds under the GDPR:
• Consent (Art. 6(1)(a) GDPR) — when you submit a contact form or subscribe to communications.
• Legitimate interests (Art. 6(1)(f) GDPR) — to operate and improve our website, prevent fraud, and ensure network security.
• Performance of a contract (Art. 6(1)(b) GDPR) — when processing is necessary to provide our consulting services to you.
• Compliance with legal obligations (Art. 6(1)(c) GDPR) — where we are required to retain records by law.
5. How We Use Your Information
We use the personal data we collect to:
• Respond to your enquiries and provide requested information about our services
• Deliver transport consulting services you have engaged us for
• Manage and maintain our client and business partner relationships
• Send service-related communications and updates
• Improve our website functionality and user experience
• Analyse website traffic and usage patterns
• Comply with legal and regulatory obligations
• Protect the security and integrity of our website and systems
6. Sharing Your Information
We do not sell, rent, or trade your personal data. We may share your information in the following limited circumstances:
• Service providers: trusted third-party vendors who assist us in operating our website or conducting our business (e.g., web hosting, analytics, email services), subject to confidentiality obligations.
• Business transfers: in connection with a merger, acquisition, or sale of all or part of our business, your data may be transferred to the successor entity.
• Legal requirements: where disclosure is required by law, regulation, court order, or governmental authority.
• Protection of rights: where necessary to protect the rights, property, or safety of OTUS Group, our clients, or others.
7. International Data Transfers
OTUS Group operates in Europe, Africa, and Asia. When personal data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as the use of Standard Contractual Clauses approved by the European Commission or transfers to countries benefiting from an adequacy decision.
8. Cookies and Tracking Technologies
Our website may use cookies and similar technologies to enhance your browsing experience. Cookies are small text files stored on your device. We may use:
• Strictly necessary cookies — essential for the website to function properly.
• Analytics cookies — to understand how visitors interact with our site (e.g., Google Analytics).
• Preference cookies — to remember your settings and preferences.
You can control cookie settings through your browser. Please note that disabling certain cookies may affect website functionality.
9. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Contact enquiry data is typically retained for up to 3 years unless a longer retention period is required by applicable law or the ongoing nature of our business relationship. Website analytics data is retained in accordance with the applicable service provider’s retention policies.
10. Your Data Protection Rights
Under the GDPR, you have the following rights regarding your personal data:
• Right of access — you may request a copy of the personal data we hold about you.
• Right to rectification — you may request correction of inaccurate or incomplete data.
• Right to erasure — you may request deletion of your data in certain circumstances.
• Right to restriction of processing — you may request that we limit the way we use your data.
• Right to data portability — you may request that we provide your data in a structured, machine-readable format.
• Right to object — you may object to processing based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, please contact us via the contact form on our website. We will respond within 30 days. You also have the right to lodge a complaint with the Polish supervisory authority, the Urząd Ochrony Danych Osobowych (UODO), at https://uodo.gov.pl/.
11. Data Security
We implement appropriate technical and organisational security measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include secure server infrastructure, access controls, and encrypted communications. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
12. Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to review the privacy policies of any third-party sites you visit.
13. Children’s Privacy
Our website and services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such information, please contact us and we will promptly delete it.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated version will be posted on this page with a revised “Last updated” date. We encourage you to review this Policy periodically.
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact us:
OTUS Group
ul. Ludwika Narbutta 25A, 02-536 Warsaw, Poland
Website: https://www.otus.group/
info@otus.group
We are committed to working with you to resolve any concerns about your privacy.