Privacy.
Information on the processing of personal data on eastcrew.eu, for contact inquiries and the project coordination described here. Updated: 1 October 2026.
1. Controller
Optima Prime Consulting Sp. z o.o.
ul. Leona Wyczółkowskiego 2, 78-100 Kołobrzeg, Poland
Email: info@eastcrew.eu
Phone: +48 668 628 850
2. Project enquiries and contact
We process your business and contact details and message to answer your enquiry and explore cooperation. Company, contact name, email address and message are required in the form. Further project details and phone number are optional. We store the form language to handle your enquiry. Providing information is voluntary; the form cannot be submitted without the required fields. You may also contact us by email or phone. An enquiry is not a subscription to marketing.
For enquiries about your own contract or pre-contractual steps you request, the legal basis is Article 6(1)(b) GDPR. We handle other enquiries, including communications with business contacts, under Article 6(1)(f) GDPR based on our interest in responding to business enquiries. We do not require consent for this purpose.
Form submissions are stored in an access-controlled database and forwarded by email to the relevant company mailbox. If email forwarding fails, the enquiry remains available to authorised staff in the protected workspace.
3. Hosting and technical operation
Hosting and email are provided by ALL-INKL.COM – Neue Medien Münnich, Owner René Münnich, Hauptstraße 68, 02742 Friedersdorf, Germany for this website. According to the provider, its data centres are in Dresden. When you visit the site, your IP address, requested address and technical connection data are processed in particular to deliver and protect the service. The legal basis is Article 6(1)(f) GDPR.
Within the Optima group, the hosting account is provided through Bürodienstleistungen Optima GmbH, Körnerstraße 12, 10785 Berlin, Germany. The company may access data processed there as part of technical administration. The controller responsible for Eastcrew and responding to your enquiries remains Optima Prime Consulting Sp. z o.o..
4. Abuse prevention and the internal workspace
To protect against automated inquiries and unauthorized logins, we use a hidden check field and request limits. We store IP pseudonyms generated with a secret key and timestamps for a protection window of at most one hour after each entry; expired entries are deleted on the next API request and may remain stored until then. Internal access sessions are stored only as hashes of random tokens and cleaned up on the next API request after expiry. The legal basis is Article 6(1)(f) GDPR, our interest in a secure and available service.
The public website is accessible without login and does not set access cookies. Only login to the internal administration area sets “eastcrew_session” for a maximum of eight hours; it is deleted on logout. This cookie is technically necessary. We do not use analytics or advertising cookies. Fonts, images and the map of Europe are served locally. No external maps or tracking services are embedded.
The internal session cookie enables the protected administration access expressly requested by the user. No cookie consent is required for this strictly necessary operation. The subsequent processing of personal data serves access security under Article 6(1)(f) GDPR. Public pages, including the legal notice and privacy information, are accessible without login and without setting this cookie. External links contact the respective provider only when you open the link.
5. Recipients, partner companies and internal processing
Recipients are the relevant staff at Optima Prime and selected partner contractors, insofar as needed to handle your enquiry, assess feasibility, prepare an offer or provide the agreed project support. We share the business and contact details, scope, location, schedule and relevant parts of your message needed for those purposes. The form is not automatically distributed to all partners. Partners may be within or outside our group. We clarify the selection and responsible contacts during project coordination.
For your own contract or pre-contractual steps requested by you, this project-related sharing is based on Article 6(1)(b) GDPR. Communication with company contacts relies on Article 6(1)(f) GDPR: our interest in the requested introductions and coordinated project support, taking the rights of the individuals concerned into account. Recipients may receive data only within the necessary scope of their task. An enquiry does not authorise unrestricted data sharing or use for third-party marketing.
Optima Prime Consulting Sp. z o.o. is responsible for this website and handling your enquiries. Bürodienstleistungen Optima GmbH is our partner office and sister company in Germany. As part of coordinated client support, the two companies exchange the contact, company, contract and order data required for enquiries and agreed services. Depending on the activity, the legal basis is Article 6(1)(b) or (f) GDPR. This does not permit unrestricted data sharing.
We use contracted IT and cloud service providers for hosting, email, secure storage and organisational collaboration. They receive the data necessary for their respective tasks. For specific advisory engagements, our legal partner Peter Klink receives the necessary documents. Further information about client support within the group is available in the Optima Prime privacy notice (German).
When using IT service providers, data may also be processed outside the European Economic Area. Depending on the recipient, such transfers rely on a European Commission adequacy decision or appropriate safeguards, particularly EU standard contractual clauses and necessary supplementary measures. Information about the specific recipients, processing countries and applicable safeguards, and a copy of those safeguards, is available from our privacy contact.
This notice covers the website and the enquiry and project processing described here. For project-specific app access, the relevant controllers, data categories, permissions and privacy information are specified separately before use. The illustrative app display on this website does not process replacement requests or make personnel decisions.
6. Retention
Enquiries are stored for as long as necessary to respond and complete agreed follow-up steps. They are then deleted unless statutory retention requirements or specific claims require longer storage. Archiving an enquiry in the internal workspace does not delete it. Deletions are carried out by the controller. Backups may retain data until the relevant backup is replaced or deleted and are used for recovery after technical failures.
We retain tax and accounting records, including invoices, accounting vouchers, contracts and related business correspondence subject to retention duties, at least until the longest statutory retention period applicable to those records expires (Article 6(1)(c) GDPR). The rules applicable to Optima Prime Consulting Sp. z o.o., particularly Polish tax and accounting law, govern retention. The start and duration of each period depend on the document category and the statutory trigger. Where an ongoing tax audit, appeal proceedings or statutory suspension or interruption rules require longer retention, the affected records are deleted only after that obligation ends. Records are not deleted early on request while statutory retention duties apply. General enquiries without a retention duty are deleted once concluded and agreed follow-up steps are completed, unless specific legal claims justify further storage (Article 6(1)(f) GDPR). These criteria also apply to emails and their attachments.
7. Your rights
Subject to the legal conditions, you have rights of access, rectification, erasure, restriction of processing and data portability. For processing under Article 6(1)(f) GDPR, you may object on grounds relating to your particular situation. You may object to direct marketing at any time. Where processing is based on consent, you may withdraw it for the future at any time without affecting the lawfulness of earlier processing. Please contact info@eastcrew.eu.
You may lodge a complaint with a data protection supervisory authority, in particular where you usually live or work or where you believe an infringement occurred. The authority responsible for our Polish registered office is the Prezes Urzędu Ochrony Danych Osobowych (UODO) in Poland. This website does not make automated decisions that produce legal or similarly significant effects.