This privacy policy covers the www.rafsoft.net website and the Faktura VAT 2026 desktop application (START, STANDARD and PRO editions). It explains what personal data we collect, for what purpose, on what legal basis, and what rights you have.
1. Data controller
The controller of your personal data is:
- RAFSOFT.NET Sp. z o.o.
- ul. Piłsudskiego 74/320, 50-020 Wrocław, Poland
- Tax ID (NIP): 8971872103, REGON: 384677021, Company register (KRS): 0000809698
- E-mail: biuro@rafsoft.net
- Phone: +48 801 000 984 (Mon–Fri 9:30–15:30), +48 74 661 30 19
- Ticket system: osticket.ksiegowosc24.pl
We have not appointed a Data Protection Officer (DPO). For all data protection matters, please write directly to biuro@rafsoft.net.
2. What this policy covers
Our activities involve two distinct processing contexts, which we describe separately:
- The www.rafsoft.net website (section 3) — the site, contact form, chat and analytics tools.
- The Faktura VAT 2026 application (section 4) — software installed on your own computer.
Rules common to both contexts — retention, recipients, your rights — are described in sections 5–9.
3. The www.rafsoft.net website
3.1. Contact form and ticket system
- Purpose: replying to your enquiry and handling your case.
- Legal basis: Art. 6(1)(b) GDPR (steps prior to entering into a contract) or Art. 6(1)(f) GDPR (our legitimate interest — handling correspondence).
- Data: name, e-mail address, phone number (optional), message content.
3.2. AI assistant (Sara chatbot)
- Purpose: automated answers to common questions about our products.
- Legal basis: Art. 6(1)(f) GDPR (legitimate interest — handling enquiries).
- Data: conversation content, IP address.
Your conversation with the chatbot is passed to an external language model provider in order to generate a reply. Please do not enter personal data into the chat — neither your own nor your customers'. For matters requiring such data, please use the ticket system.
3.3. Live chat with a consultant (LiveChat)
- Purpose: contact with our consultant during business hours.
- Legal basis: Art. 6(1)(f) GDPR (legitimate interest).
- Data: the nickname and e-mail address you provide, conversation content.
3.4. Analytics and usage analysis
- Purpose: visit statistics (Google Analytics 4) and diagnosing usability problems — click maps and session recordings (Microsoft Clarity).
- Legal basis: Art. 6(1)(a) GDPR — your consent, given via the cookie banner. Without consent these tools are not loaded.
- Data: IP address (anonymised in GA4), cookie identifier, on-page events, recording of mouse movement and scrolling (Clarity).
You can withdraw your consent at any time — see section 9.
4. The Faktura VAT 2026 application
Faktura VAT 2026 is a local application. Your company data, your customers' data and your invoices are stored solely on your own computer. RAFSOFT.NET has no access to them and does not transmit them to our servers.
4.1. Where your data is stored
The program stores data in database files in the Dane folder inside the program's installation directory on your computer (or in a network folder of your choosing). You control backups and access to those files.
Deleting your data: to permanently delete all data, uninstall the program and delete the data folder. You do not need to contact us — we hold no copy of your data.
4.2. What the application does not do
The Faktura VAT 2026 program:
- does not include an AI assistant — it sends no content to language models,
- does not collect telemetry or usage statistics,
- does not send crash or error reports to our servers — logs are written only to your own disk,
- does not create a hardware identifier or fingerprint of your computer.
4.3. Licence activation
- Purpose: verifying that your licence is valid.
- Legal basis: Art. 6(1)(b) GDPR (performance of the licence agreement) and Art. 6(1)(c) GDPR (tax and accounting obligations).
- Data: the tax ID (NIP) and e-mail address given at purchase, plus the program edition (START/STANDARD/PRO). Activation is handled via the ksiegowosc24.pl server.
4.4. Checking for updates
- Purpose: notifying you that a new version is available.
- Legal basis: Art. 6(1)(f) GDPR (legitimate interest — delivering updates).
- Data: the program downloads a file containing the current version number from the rafsoft.net server. Only your IP address is transmitted as part of that connection — the program sends no information about you or your data.
4.5. The National e-Invoice System (KSeF)
Invoices are sent to KSeF solely on your initiative, once you trigger that function in the program. The recipient is the Polish Ministry of Finance, which is a separate controller of that data under the VAT Act — it does not act as a processor on our behalf. Your KSeF credentials (token/certificate) are stored locally on your computer. RAFSOFT.NET does not act as an intermediary in transmitting invoices to KSeF and keeps no copies of them.
4.6. Optional features
You trigger the features below deliberately; data is then sent directly to the relevant service provider:
- GUS/REGON company lookup — the contractor's tax ID is sent (wyszukiwarkaregon.stat.gov.pl),
- VAT taxpayer white list — tax ID and bank account number are sent (wl-api.mf.gov.pl),
- JPK submission — accounting records sent to the Ministry of Finance (e-mikrofirma.mf.gov.pl),
- Exchange rates — tables downloaded from NBP and the ECB (no data about you is sent),
- E-commerce integrations — Allegro, BaseLinker (order and contractor data),
- Synchronisation with Mobilna Faktura — invoice and contractor data sent to the mobilna-faktura.pl service.
4.7. Our role regarding your customers' data
Because your contractors' data is stored solely on your own computer and we have no access to it, RAFSOFT.NET is not a processor of that data and no data processing agreement is required.
The exception is synchronisation with the Mobilna Faktura service (section 4.6) — if you use it, your invoice and contractor data is sent to our server and, to that extent, we act as a processor. In that case, please contact us regarding a data processing agreement.
5. How long we keep data
- Correspondence and tickets: until the matter is closed, then 3 years (limitation period for claims).
- Licence and billing data: 6 years (accounting and tax law obligations).
- Google Analytics 4: 14 months.
- Microsoft Clarity: 30 days.
- Data inside Faktura VAT 2026: not applicable — you store it on your own computer. We hold no copy, so we set no retention period for it.
6. Who we share data with
Recipients of data may include:
- our website hosting provider,
- Google Ireland Ltd. (Google Analytics 4),
- Microsoft Ireland Operations Ltd. (Microsoft Clarity),
- the language model provider powering the chatbot on our website,
- LiveChat — our live chat software provider,
- the Polish Ministry of Finance (KSeF, JPK) — as a separate controller under statutory law,
- our accounting and legal service providers.
Some services (Google, Microsoft) may involve transferring data outside the European Economic Area. Such transfers rely on Standard Contractual Clauses approved by the European Commission and on the Data Privacy Framework.
7. Your rights
You have the right to:
- access your data and obtain a copy of it,
- rectify (correct) your data,
- erase your data,
- restrict processing,
- data portability,
- object to processing based on our legitimate interest,
- withdraw consent at any time — without affecting the lawfulness of processing carried out before withdrawal.
To exercise these rights, write to biuro@rafsoft.net. We respond within 1 month.
8. Complaint to a supervisory authority
If you believe we process your data unlawfully, you have the right to lodge a complaint with the supervisory authority:
- President of the Personal Data Protection Office (UODO)
- ul. Stawki 2, 00-193 Warsaw, Poland
- uodo.gov.pl
9. Cookies and analytics tools
The website uses cookies. Cookies strictly necessary for the site to work are always stored; analytics cookies only after you give consent in the banner.
| Cookie | Provider | Purpose | Lifetime |
|---|---|---|---|
rs_consent | RAFSOFT.NET | remembering your cookie banner choice (necessary) | 12 months |
_ga | distinguishing users — analytics | 2 years | |
_ga_D253HETSXS | maintaining session state — analytics | 2 years | |
_clck | Microsoft | Clarity user identifier | 1 year |
_clsk | Microsoft | grouping page views into one Clarity session | 1 day |
How to withdraw consent: click “Cookie settings” in the site footer and change your choice. You can also delete cookies in your browser settings or install the Google Analytics opt-out add-on.
10. Security
The website runs entirely over an encrypted HTTPS/TLS connection. Only authorised personnel have access to data held on our side.
The Faktura VAT 2026 database files stored on your computer are not encrypted — securing access to your computer and backups, and processing your contractors' data lawfully, is your responsibility as their controller.
11. Changes to this policy
We publish any changes to this policy on this page. The date of the last update is shown at the top of the document.
12. Contact
For matters concerning data protection and this policy:
- E-mail: biuro@rafsoft.net
- Ticket system: osticket.ksiegowosc24.pl
- Phone: +48 801 000 984 (Mon–Fri 9:30–15:30), +48 74 661 30 19
- Address: RAFSOFT.NET Sp. z o.o., ul. Piłsudskiego 74/320, 50-020 Wrocław, Poland