Account and data deletion

This page covers accounts in the services of Konik System Sp. z o.o.: the KONIK mobile app (App Store and Google Play, developer: Konik System Sp. z o.o.), the Konik CRM system (crm.koniksystem.com) and the partner panel on the koniksystem.com website. The KONIK app uses the same account as Konik CRM, so deleting the account covers both services.

1. How to delete your account

In the KONIK app (and in Konik CRM in a browser)

1. Sign in to the app.
2. Open Settings → Your profile → "Delete account" (in the Polish interface: Ustawienia → Twój profil → "Usuń konto"). The same option is under Settings → KONIK app: privacy and account → "Delete account: submit a request" (Ustawienia → Aplikacja KONIK: prywatność i konto → "Usuń konto — złóż wniosek").
3. Confirm with "Yes, delete account" ("Tak, usuń konto"). You can give a reason, but you do not have to. The app will show: "Request received. We will delete your login account and profile data within 30 days at the latest."
4. Until the request is completed, you can keep using the account. Once it is completed, your login account and profile data are deleted and the app signs you out on all devices. A repeat request made before completion does not create a new one; the app shows the date the first request was submitted.

If you cannot sign in, the "Privacy" button ("Prywatność") on the app's sign-in screen leads to this page. In that case, use the e-mail route below.

Without the app (by e-mail)

1. Write to rodo@koniksystem.com from the e-mail address the account is registered to, with the subject "Account deletion".
2. Tell us which service the account belongs to. We do not ask for a scan of your ID card; we confirm your identity by replying to the address we already know.
3. You can also write to us by post: Konik System Sp. z o.o., ul. Jaśkowa Dolina 29 lok. 31, 80-286 Gdańsk, Poland.

We confirm receipt of the request and complete it without undue delay, and at the latest within 30 days (Art. 12(3) GDPR). Deletion is free of charge.

2. Company accounts (accounts created by your company)

If your Konik CRM or KONIK app account was created for you by your employer or another company that uses our systems, that company decides about the data in its system (it is the controller) and we process the data on its behalf. We will forward your request to that company within 2 business days and act on its instructions. You can also contact the account administrator at your company directly.

3. What we delete

• account data: name, e-mail, phone, profile photo, role and settings;
• sign-in data: password (as a hash), passkeys and sessions; Face ID / Touch ID data never reaches us and stays on your phone;
• push notification tokens registered for your devices (at the latest when the request is completed);
• your consent to AI features and other settings stored in the app (you also delete these by uninstalling the app).

4. What we may keep, and for how long

• invoices and accounting records: 5 years from the end of the financial year (Art. 74 of the Polish Accounting Act), and longer only until tax liabilities become time-barred;
• access and security logs (date, IP address, event): up to 12 months;
• backups: data expires from backups within 30 days (backup rotation);
• record of how your request was handled: the fact that the request was completed, with your e-mail address stored as a hash (SHA-256) rather than in plain text, and without the reason you gave; up to 5 years, as proof that we fulfilled our obligation;
• data needed for legal claims: only while a dispute is ongoing, until it ends;
• company content (e.g. tasks, documents and messages in a company's system): stays in the system of the company that is its controller; we delete or anonymise your identifying data when the company instructs us to.

Data we cannot delete immediately is restricted: we store it without further use and delete it when the retention period ends.

5. Deleting data without deleting your account

You can also ask us to delete selected data, send you a copy of it (export) or correct it, or you can withdraw consent, by writing to the same address: rodo@koniksystem.com. Details and your rights are set out in the Privacy and cookie policy (section 11, KONIK app). You have the right to lodge a complaint with the President of the Polish data protection authority (UODO).