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ShelfWise Privacy Policy

Effective January 17, 2024

The purpose of this Privacy Policy is to disclose what information we collect, how the information that is provided to ShelfWise is used by our company, and how such information is both protected and made available on our website and mobile app. It also describes your choices regarding use, access and correction of your personal information. By using our websites and services you agree to this Privacy Policy and provide your consent to your personal data processing. If you do not agree with this Privacy Policy, please do not use our websites or services.

Please note that this Privacy Policy only addresses activities of ShelfWise and does not govern the collection and use of information by its customers, business partners, or other companies via ShelfWise platform. When ShelfWise is acting as a processor, use of information collected through our service shall be limited to the purpose of providing the service for which the Customer has engaged ShelfWise.

Information We Collect

From individuals

ShelfWise collects information from individuals who use ShelfWise app and services. ShelfWise uses only the information it needs for the services provision and does not collect any excessive supplementary personal data.

When you use the contact forms on our website or subscribe to our newsletter, we may process your data such as: name, surname, e-mail address, telephone number, place of work, IP address.

When you use the services on mobile app, we collect your coarse and precise location, user ID, device ID, photos or videos you take within the application.

When you use the services on the website, we collect your coarse and precise location, user ID, device ID, photos or videos you take within the application, cookies, performance data, crash data usage data, or other diagnostic data.

Additionally, web panel collects the following data: performance data, crash data, usage data.

When you use our services, our application does not have access to your phone book, messages or photo gallery. Pictures that are needed for the performance of ShelfWise services are taken within the application.

You can engage in communications with a ShelfWise support representative during which you may provide certain personal information such as your name, last name, company name, title, e-mail address or other information as required to assist you with your questions. Additionally, when you submit a request, review or comment to our software support department or participate in any interactive services ShelfWise offers (today or in the future), we may ask you for such information as your e-mail address, name, middle name, last name, phone number, company name, position, work phone number so we can follow up with you.

During the phone call, ShelfWise may collect your first name, middle name, last name, phone, e-mail or any other data that you may voluntarily provide (education information, commercial information etc.).

From Customers

From our customers we receive personal information necessary to create a system user and enable you to login into our app. This personal information includes the following: name, last name, e-mail address, professional mailing address and phone number, employee ID. Our customers may also provide us with the applicable store ID and store address if needed for the provision of services. ShelfWise will not access, review, check, share, distribute, or reference any such personal information except as provided in the agreement with the customer, as may be required to provide the services or by the legal regulations.

When we collect personal information under the direction of our customers, we have no direct relationship with the individuals whose personal data we process. If you are a user of one of our customers and would no longer like to be contacted by one of our customers that use our service, please contact the customer that you interact with directly.


We may collect data automatically from your browser or from the services we are providing. For further information on the automatic data collection please refer to our Cookie Policy.

Whenever you use our service or in a case of an error in the app we collect data and information on your phone called log data. This log data may include information such as your device Internet Protocol (“IP”) address, device name, operating system version, the configuration of the app when utilizing our service, the time and date of your use of the service, and other statistics. We may combine this automatically collected data to other information we collect about you to help us resolve issues with the services, complete diagnostic purposes or optimize services functioning.

From Other Sources

We may collect personal information from the third parties, including when you give permission to our referral partners or social networks to disclose your information with us or where you have made your personal information publicly available online.

How We Use Your Information

We use personal information in the normal course of our business to perform the services you and our customers request.

We use the information we collect from you to set a login and as a default e-mail for application updates and alerts.

We use your personal information to contact you personally through phone or e-mail regarding your application account or to respond to your request.

We may use the information we collect from you and our customers during the period of your/our customer’s subscription to periodically send you/our customer ShelfWise related e-mail communications that contain application hints/tips, corporate news and updates and/or invites to webinars/training sessions.

We use your name, e-mail address, phone number, physical address, coarse location, photos and videos that you upload, user and device ID for product personalization, application functionality and analytics.

We collect product interaction data for usage analytics; crash and performance data for diagnostics purposes.

We store your personal information in a secured location. This personal information is yours, not the property of ShelfWise. Our Support team may examine the lists of e-mails that we process for support and troubleshooting purposes. ShelfWise will never use or sell these your personal information to anyone; any attempt to access your personal information without authorization will be prosecuted.

When you provide us with personal data during the phone call, we will use it to fulfill the required support services or resolve any issues that you might have. Subject to the applicable legal requirements, we may record the phone calls and further use the call recordings for training and quality monitoring purposes.

When you provide your e-mail address to receive ShelfWise newsletters we will use your e-mail to send the newsletter to you. We may send our newsletters to your updated e-mail address if we receive notification about such change. You may opt-out of receiving ShelfWise newsletters at any time by sending us an e-mail. We will make sure to process your request within 10 business days.

We also use aggregate information to determine what is of interest to our users as a group, and thereby improve our services and website.

We may transfer personal information to our partners, subsidiaries and affiliates if you showed your interest in purchasing their products. If you choose to subscribe to our partners’, subsidiaries’ or affiliates’ services, processing of your personal data will be governed by the applicable privacy policies located on their websites.

If required by the law or needed to fulfill our legitimate interests, we may share your personal information with professional third-party advisers (service providers, processors, or joint controllers), e.g. auditors, lawyers, accountants, insurers.

If we engage in the merger, acquisition, reorganization, or other significant corporate changes, we may transfer your data to the third parties involved in this process. If ShelfWise is involved in such actions, you will be notified via e-mail and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

We may transfer personal information to companies that help us provide our information, products or services to you, such as agents, service providers, consultants. For instance, we may use e-mail service providers to send out e-mails, and a payment processing company to bill you for services. We only share the information we collect with the third parties for the purposes of providing that service. Transfers to subsequent third parties are covered by the service agreements with our customers. These companies are authorized to use your personal information only as necessary to provide these services to us.

These services may include:

  • Payment processing
  • Providing customer service
  • Performing service-related services
  • Sending marketing communications
  • Fulfilling subscription services
  • Conducting research and analysis
  • Providing cloud computing infrastructure
  • Facilitating our Service
  • Auditing and information security services

Data Retention

We determine the personal data retention period on the basis of kinds of personal data processed and the potential risk of harm from unauthorized use of the personal data.

ShelfWise retains all records of your photos or videos you take within the application and reports you have completed (audits), and other miscellaneous account information for you. This has been done solely for the information and benefit of ShelfWise users. This data is not accessible to anyone and any company outside ShelfWise besides you, the user. We will retain your information for as long as your account is active, as needed to provide you services or as needed for the records keeping or other purposes stated in this Privacy Policy. If you wish to cancel your account or request that we no longer use your information to provide you services, contact us at hello@shelfwise.ai. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

We will retain personal data we process on behalf of our customer for as long as needed to provide services to our customer. ShelfWise will retain this personal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

We will retain information derived from cookies or other tracking technologies for a reasonable period of time starting from the date such information was created.

Data Processing Purposes and Data Collection Lawful Bases

We process personal information for following purposes and under the following lawful bases:

  • to create and manage user accounts necessary for providing the services for which the customer has engaged ShelfWise

When you use the services on mobile app, we collect your coarse and precise location, user ID, device ID, photos or videos you take within the application. When you use the services on the website, we collect your coarse and precise location, user ID, device ID, photos or videos you take within the application, cookies, performance data, crash data usage data, or other diagnostic data. We may process your name, last name, middle name, e-mail address, phone number, title, e-mail address, username and password to enable you or our customer to create an account necessary for the provision of our services to the customers. The lawful basis for the processing of such data would be the necessity to perform a contract, our legitimate interest to provide our services and to administer the user accounts or your consent.

  • to provide demos, trials and predict approximate pricing for the particular solution

We may process your name, last name, middle name, e-mail, address, areas of expertise and interests, phone number, title, company name, country or other information you have voluntarily chosen to share on the basis of our legitimate interest to engage future customers, provide our services offerings to customers and future customers.

  • to manage our website

We may process your personal data such as name, last name, middle name, e-mail, IP address, information collected via cookies basing on our legitimate interest to administer our website and to provide our current customers and prospects with the services we are offering.

  • to manage our mailing lists

When you voluntarily provide us with your e-mail address to be on our mailing list, your consent is our legal basis for such personal data processing.

  • to comply with our internal policies and business processes (records keeping, reporting, planning, business strategy etc.)

Under our legitimate interest for business planning, records keeping or other business management operations we may process your name, last name, e-mail address or other information that you provide to us.

  • to comply with legal requirements

We might need to process your personal data such as name, last name, middle name, e-mail, address, phone number, title, company name, country or other information you provided to us to comply with the law, respond to requests from the public authorities, courts, to comply with judicial proceedings, court orders and other official rulings. The basis of the personal data processing would be our legal obligation or a legitimate interest in protecting our rights and property, recovering damages, or pursuing other remedies available to us.

  • to record phone calls

We may process and record personal data such as name, last name, middle name, phone number or any other personal data that you voluntarily provide us with during the phone calls. Our legal basis for such processing would be either your consent, or our legitimate interest in providing high quality support via phone calls, training our staff or resolution of any issues that might happen during the call or services provision.

  • to provide support via e-mail or other means, handle your requests

Your name, last name, middle name, e-mail, phone number or other personal data may be processed during the provision of the support services or handling of your requests by our teams. Our legal basis for the personal data processing in this case would be the legal obligation, the performance of the contract or our legitimate interest to maintaining the high-quality service, fulfilling your requests and communicating with you.

  • to comply with any contractual obligations connected with the services provision

We may process your name, last name, middle name, e-mail address, phone number, bank details to fulfill our obligations for the performance of the contact with you, to manage payments, to complete the financial transactions necessary for the performance of the contract.

  • to send newsletters or marketing communications

We may process your personal data such as e-mail, name, middle name, last name, phone number to send you our newsletters or marketing communications. We process this data on the basis of our legitimate interest in advertising our services, or your consent.

  • to develop and improve our websites

Personal data such as your name, last or middle name, data derived from cookies, your e-mail address may be processed for the purposes of improving user experience, analyzing visitor’s preferences and needs and thus, improving the visitor’s experience on our websites. The processing is based on our legitimate interest to provide our users and visitors with properly working website which provides the most relevant information that would be of interest to our users and visitors.

  • to prevent fraud, misuse of services, money laundering

We may process personal data such as website usage, name, middle name, last name, e-mail, address, phone number, bank details or other relevant information on the basis our legitimate interest to provide secure websites and services, to maintain the security of our company, to protect our rights and rights of the other parties.

  • to enhance and grow our business

We may process your personal data such as name, middle name, last name, e-mail, address, phone number, title and company name under our legitimate interest to make our business more successful and contribute to its growth.

  • to ensure physical security, IT and network security

If you visit our offices or have access to our IT infrastructure, we may process your name, last name, middle name, e-mail, address, company name, time and date of arrival, image, or video under our legitimate interest to ensure the security of our premises and infrastructure, to protect our rights and rights of any third parties.

  • to protect your vital interests or vital interests of another natural person

In case of an accident, a force majeure, illness, or other life-threatening situation, we may process your personal data such as name, middle name, last name, e-mail, address, phone number, company name, title or other information about you in our possession under the lawful basis to protect your or third party’s vital interests.

Any other lawful bases for collecting and processing your personal information will depend on the type of personal information collected and purposes of its processing. Depending on the circumstances, ShelfWise may rely on the following lawful basis of your personal data processing:

  1. you have given your consent to the processing;
  2. processing is necessary for the performance of a contract with you or for your benefit;
  3. processing is necessary to comply with ShelfWise’s legal obligations;
  4. processing is necessary to protect your vital interests or vital interests of another natural person;
  5. processing is necessary for ensuring ShelfWise’s legitimate interests, and there is no undue risk to your interests, fundamental rights and freedoms;
  6. processing is required or available under the applicable data protection legislation.

ShelfWise may process the personal information you provided: in the European Economic Area, in the United States or any other country outside the European Economic Area, where ShelfWise operates, for use for any of the purposes described in this Privacy Policy.

ShelfWise’s representative in the UK is Designlogic Limited, The Square, Basing View, Basingstoke, Hampshire, RG21 4EB UK.

You may reach Data Protection Officer at dpo@form.com.

Your Rights Regarding Your Personal Information

Upon request, if applicable, ShelfWise will provide you with information about whether we hold any of your personal information.

Subject to the local data protection laws, you may have the following rights regarding your personal information:

  1. Right to know: you may address ShelfWise and confirm whether your personal data is being processed by ShelfWise; you may request the categories of data that was shared with the third parties for the advertisement purposes on the third party websites.
  2. Right to access request, and receive the personal information: you may address ShelfWise with a request to access your information processed by ShelfWise at any time. We will disclose and deliver the required information to you in the manner described in the applicable law after receiving a verifiable request from you;
  3. Right to correct (rectify) your personal information: you may update your personal data within your account whenever needed on your own or e-mail our customer support for any assistance needed;
  4. Right to withdraw consent at any time: where we process your personal data based on your consent, you may withdraw your consent to your personal data processing at any time without being required to provide reasons for your decision and without affecting the lawfulness of processing based on consent before its withdrawal. To withdraw your consent to the data processing, please contact ShelfWise support team;
  5. Right to request deletion (erasure) of your personal data: right to erasure, “right to be forgotten” may be fulfilled by asking for your personal data ShelfWise holds to be deleted in certain circumstances from ShelfWise and/or third-party systems, as applicable. This includes, for example, situations when the data our company holds on you is no longer needed or when your data has been used unlawfully;
  6. Right to data portability (transfer your data): this right allows you to receive your personal data from the company and store it for your personal use or reuse it for purposes across various services;
  7. Right to restrict the processing of personal information concerning you or personal data being processed: upon providing a particular reason, you can limit ShelfWise’s use of your personal information. This is an alternative to request on erasure of your personal data;
  8. Right to object: you have a right to object to the processing of your personal data by ShelfWise at any time. This will allow you to stop or prevent ShelfWise from processing your personal data. You may object to your personal data processing in relation to all of the personal data ShelfWise holds about you or only to certain information. Objection to processing may also relate to a particular purpose ShelfWise is processing the data for. This right also includes a right to object to ShelfWise processing of your personal information for direct marketing purposes.
  9. Right not to be subject to automated decision making, including profiling which produces legal effects or significantly affects you: you have a right not to be subject to a decision-making process that is fully automated and does not include any human input on the outcome. ShelfWise does not have automated decision-making on its website at the moment.

You can fulfill the above-mentioned and other rights you have regarding your personal information by making the change on our member information page or by e-mailing our Customer Support at hello@shelfwise.ai or by contacting us at postal mail at the contact information listed below.

We will respond to your request within a reasonable timeframe.

ShelfWise acknowledges that you have the right to access your personal information. However, in situations where ShelfWise processes customer data (acts as processor), it has no direct relationship with the individuals whose personal data it processes. An individual who seeks access, or who seeks to correct, amend, delete inaccurate data, or exercise the other legal rights, should direct his/her query to ShelfWise’s Customer (the data controller).

The individual has a right, under certain conditions, to invoke binding arbitration or lodge a complaint with a supervisory authority.

Cross-Border Data Transfers

Transfer of personal data collected from Individuals

When processing personal information transferred from the European Union, Switzerland and United Kingdom to the third countries, we rely on the European Commission’s adequacy decisions about certain countries, use Standard Contractual Clauses approved by the European Commission, UK Data Processing Addendum, implement other means for ensuring adequate safeguards, or obtain your consent.

You can receive more detailed information regarding the protection given to your personal data when it is transferred outside the European Economic Area and UK (including a sample copy of suitable safeguards or information regarding where they have been made available) by contacting us.

Transfer of personal data collected from Customers

If our customers’ personal data is transferred from the EEA, the United Kingdom, or Switzerland to the third countries, ShelfWise relies on Standard Contractual Clauses, UK Data Processing Addendum, and adequacy decisions about certain countries, as applicable.

How We Protect Your Information

Any information collected and processed by ShelfWise is treated with the utmost confidentiality. ShelfWise will not share, sell, rent out or otherwise willfully disclose any personal information gathered from customers. We will make no public release of any personal information that is collected through our proprietary tool.

All company-specific information gathered through ShelfWise tools will be the property of the customer.

The security of your personal information is of great importance to ShelfWise. We use various kinds of technical, physical, electronic, and administrative security mechanisms that are designed to protect your and our Customer’s data from loss, damage, deletion, misuse, unauthorized access, disclosure or alteration. We have implemented pseudonymisation, data encryption and we have introduced access control, which helps us minimize the effects of possible data security breaches.

When you register with us or log in to our website, you can use a secure connection, ensuring that no one can steal your username and password, and use that to access any other information about you.

We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

If you have any questions about security on our website, you can e-mail us at hello@shelfwise.ai.

Children’s Information

ShelfWise does not target its website to children, and we will never knowingly collect personal information from children. If you have information that your children or any children under your care have provided us with information without your consent, please contact us at hello@shelfwise.ai. If we become aware that a subscriber is under the age of 16 and has registered, we will remove their personal information from our files.

By using ShelfWise, you represent and warrant that you are not under 16 years of age.

Dispute Resolution Process

In the event that you feel ShelfWise Privacy Policy has been violated, would like to report a vulnerability, or has a security concern regarding ShelfWise services, you may submit a request to the ShelfWise Customer Support team by e-mail at hello@shelfwise.ai.

ShelfWise will review the submitted request. ShelfWise will then respond to you, acknowledging receipt of the request, and outline the next steps in the process.

To help ShelfWise more effectively respond to your requests, please provide us with any supporting material that would be useful in the investigation:

  • A detailed description of the complaint, incident, or vulnerability
  • Date and time of the occurrence
  • Individuals involved in the occurrence
  • Tool output
  • Any other pertinent information

The information customers share with ShelfWise as part of this process is kept confidential within ShelfWise and will not be shared with third parties without the customer’s permission.

If the case has been confirmed, ShelfWise will work to investigate and validate the reported incident or vulnerability. If additional information is required in order to validate or reproduce the issue, ShelfWise will work with the Customer to obtain it.

In the event that violations of ShelfWise Privacy Policy are discovered, ShelfWise will immediately seek a solution to the violating actions.

Upon completion of the investigation, information on the resolution will be delivered to the customer.

Anti-SPAM Policy

The information we collect is never sold, rented out, leased, traded, swapped, marketed, exchanged, bartered, distributed, or disclosed in any way. ShelfWise and its users agree to never initiate any SPAM e-mailing.

Third Party Websites

Our website may include links to other websites whose privacy practices may differ from those of ShelfWise. If you submit personal information to any of those websites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit.

Third Party Advertisers

We may partner with a third party to either display advertising on our website or to manage our advertising on other websites. Our third-party partner may use technologies such as cookies to gather information about your activities on this website and other websites in order to provide you advertising based upon your browsing activities and interests. If you wish to not have this information used for the purpose of serving you interest-based ads, you may opt-out by clicking contacting us at hello@shelfwise.ai. Please note this does not opt you out of being served ads. You will continue to receive generic ads.

Legal Disclosure

We reserve the right to disclose your personal information as required by law and when we believe that disclosure is necessary to protect our rights, protect your safety or the safety of others, detect, prevent or investigate fraud, security or technical issues, enforce Terms of Use, including investigation of potential violations, or respond to requests by public authorities, including to meet national security or law enforcement requirements and/or to comply with a judicial proceeding, court order, or legal process served on our website.

Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to our information practices. If we make any material changes, we will notify you by e-mail (sent to the e-mail address specified in your account) or by means of a notice on this website prior to the change becoming effective.
We encourage you to periodically review this page for the latest information on our privacy practices.

Contact Us

If you have any questions or comments about our Privacy Policy, please contact us at hello@shelfwise.ai

You can also send your request by mail:

ShelfWise Sp. z o.o.
ul. Berka Joselewicza 21C
31-031 Kraków