Privacy and Cookie Policy
At a glance
When you contact us as an individual or use our services, whether acting on your behalf or on behalf of another entity (e.g. our customer, supplier, etc.), or if we have obtained your personal data from other sources (e.g. from publicly available industry websites or if your data has been provided to us as contact details for the purpose of fulfilling a contract), we start processing your personal data. We handle all information about you responsibly and in accordance with the law, in particular Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (the „GDPR”).
The following information is intended to explain who we are, how we obtain information and what we do with it in our business, commercial, marketing and contact relationships. If anything is incomprehensible to you or causes any doubt, please contact us.
1. Basic terms
Personal data – any information we process about you. This includes your first name, last name, email address, telephone.
Processing – all the activities we carry out with your personal data. This includes collecting, storing, updating, sending messages to you.
User – a person who has filled in the enquiry form and, in the case of cookie provisions, a person who visits the website of the data controller.
Personal data controller – Polarys Polska Sp. z o.o. with its registered office in Kraków, ul. Rakowicka 1/20-21, 31-511 Kraków, registered in the Register of Entrepreneurs of the National Court by the Kraków-Śródmieście District Court, XI Economic Department, under KRS number 0000680468, NIP 6751595669.
2. What personal data do we collect and what is the purpose and legal basis of our actions?
The scope of the data we process depends on the information you provide to us, the form of contact you choose and the information that is necessary in connection with our business relationship – this primarily includes the content of our correspondence/communication. These are in particular:
Identifying information, including your first and last name;
telephone number, e-mail address.
Data you choose to share with us (e.g. resume)
We therefore receive this information directly from you.
We process this information to respond to your enquiries, conduct recruitment processes, improve our communications and market our services.
The legal basis for these activities depends on the context of the communication. If it is a general enquiry or conversation, the basis is our „legitimate interest” as the controller (in accordance with the purposes stated above; Art. 6(1)(f) DSGVO). On the other hand, if the request is aimed at concluding a contract or relates to an already concluded contract other than the provision of our services (as indicated in point III below), the legal basis is the „performance of pre-contractual measures taken at the request of the data subject” or the necessity to perform the contract (Art. 6 para. 1. letter b) DSGVO). Your data will also be processed on the basis of art. 6 sec. 1 lit. a DSGVO, in connection with your consent to their processing, also in consents expressed in external forms to which you are directed by our website.
In the case of recruitment process, personal data will be processed in order to carry out the recruitment process, for the position for which the application was sent or for the position that corresponds to the competences shown in the application documents sent by you, in the case of sending the application via the general form.
Providing data in the scope resulting from art. 22(1) of the Act of June 26, 1974, the Labor Code, is mandatory. In the remaining scope, providing data is voluntary. Refusal to provide mandatory data may result in the inability to conduct the recruitment process.
Data can be shared:
– entities that provide IT services to the Co-administrators or entities that provide administrative and other services to the Co-administrators related to the recruitment process;
– entities that cooperate with the Co-administrators in the field of providing technological solutions, to the extent necessary to conduct the recruitment process.
When you visit our website, you may consent to the use of cookie technology, which enables the proper functioning of our website and the analysis of information about how you use this website. We process this data to improve the quality of our website, to tailor the content to the interests of our visitors and to continuously improve its operation. Some cookies also enable us to market our products and services on our website.
The legal basis for the use of cookies and similar technologies is your consent, unless the use of cookies is necessary for the operation of our website, in which case we rely on a legal provision (section 173(3)(2) of the Telecommunications Act) and our legitimate interest accordingly (Article 6(1)(f) of the GDPR).
If you have not provided us with your data on your own behalf, i.e. if you are acting on behalf of another entity, for example, we process your data for the purpose of contacting you in the context in which you are acting on behalf of a third party and concluding or executing a contract with that third party or carrying out a joint venture. The basis for processing your personal data for this purpose is our legitimate interest (Art. 6(1)(f) DSGVO) – building and maintaining relationships with the third party on whose behalf you are acting, including entering into and executing relevant agreements with that third party, and the intention to build a positive image of Polarys.
Notwithstanding the above, your personal data, i.e. in particular first and last name, email address, telephone number, may be used by us to send you occasional correspondence (e.g. Christmas or Easter greetings) or to contact you regarding the promotion of Polarys products or services. The basis for processing your personal data for this purpose is our legitimate interest (Art. 6(1)(f) DSGVO) – the intention to maintain our relationship, to build a positive image of Polarys and to market Polarys services.
In addition, if we process your personal data to defend ourselves against possible claims, our legitimate interest forms the basis for processing your personal data for this purpose (Art. 6(1)(f) DSGVO).
In any case, we will only send business information to electronic addresses (e-mail/telephone) if you give us your prior consent (legal basis).
The provision of personal data by you is voluntary, but it is necessary to respond to your request or for the purpose of correspondence. In the case of data processing based on consent, we would like to remind you that you can withdraw your prior consent at any time without affecting the lawfulness of the processing carried out on the basis of consent prior to the withdrawal. On the other hand, if your data are processed on the basis of the legitimate interest of the controller, you have the right to object to such processing.
The personal data you provide will not be subject to automated decision-making or profiling.
The personal data you provide will only be processed in the European Economic Area or in a third country providing an adequate level of protection, in accordance with the European Commission Decision currently in force.
3. How long do we process your data?
In principle, data processed on the basis of our legitimate interest will be processed until you object or the purpose for which it was processed has been achieved.
If you are not our business partner, we store data collected exclusively in connection with your current contact for a period ranging from several weeks (some cookies) to a maximum of 5 years (more detailed enquiries and conversations that may be relevant to our business relationship in the future), depending on the category of the information in question.
Data processed only on the basis of consent will be processed by us until you withdraw your consent, if applicable, or the purpose for which it was given is fulfilled.
4. Who actually has access to your personal data?
Your personal data is accessible only to
Duly authorised employees or partners of Polarys who are obliged to keep the data confidential and not to use it for purposes other than those for which Polarys received the data;
Entities that assist us in the provision of services, under relevant engagement agreements, with the processing of personal data, such as email marketing platforms, contact tool providers (messengers), legal and consultancy services, hosting providers, couriers.
All these entities only have access to information that is necessary for the performance of the specific activities.
5. What are cookies and other similar technologies? How do we use them and for what purpose?
Cookies are small pieces of text information that are sent from a server and stored on your device (in the memory of your computer, phone, tablet or other device you use to connect to our services). The information stored is that which we may need to adapt to your use of our website and to collect statistical data.
When you visit our website, we may collect information about your internet service provider’s domain name, browser type, operating system type, IP address, web pages you visit, items you download and operational data or location information about the device you are using.
We ensure that any information obtained in this way is only used by us for the purposes set out in this policy and is not harmful to you or the device you are using under any circumstances, as it does not make any configuration changes to it.
Of course, you can change the use of cookies, including their complete blocking or deletion using your web browser or by configuring the service. However, you must bear in mind that such operations may prevent or significantly hinder the proper functioning of our website, for example by slowing it down considerably, which is why we recommend that you do not disable them in your browser.
Cookies used on the website:
Technical cookies, including cookies that are necessary for the proper operation of the website to enable the functionality of the website, but their operation has nothing to do with tracking the user.
Analytical cookies are used to evaluate the behaviour of users within the website for statistical and analytical purposes (improving the operation of the website), but they do not contain information that makes it possible to identify the data of a specific user.
Marketing cookies are used to analyse the behaviour of users, they provide information to identify the data of a specific user, including for marketing purposes within third party websites.
Of course, you can change the use of cookies, including blocking or deleting them completely using your web browser or by configuring the service. However, you must bear in mind that such operations may prevent or significantly hinder the proper functioning of our website, e.g. by slowing it down considerably, which is why we recommend that you do not deactivate them in your browser.
6. Polarys Polska Sp. z o.o. and POLARYS is responsible for processing your personal data.
The registered office and contact address of Polarys Polska Sp. z o.o.: ul.Rakowicka 1/20-21, 31-511 Krakow and POLARYS Boulevard Charles de Gaulle 1/3 92700 Colombes – France
General contact e-mail address: office@polarysgroup.com.
You can ask us for access to your personal data at any time to see what data we are processing about you and to obtain detailed information on,
whether we process your personal data
for what purpose,
which categories of data we process,
who the recipients of this data are,
where possible, the planned duration of the storage of the personal data and, if this is not possible, the criteria for determining this duration;
if the personal data has not been collected from you, any available information about its origin.
To make the process of providing information effective, please send requests for access to personal data to the email address: dpo.pl@polarysgroup.com and put „Dostęp do danych osobowych – RODO” in the subject line or dpo@polarysgroup.com and put „Data access – GDPR” in the subject line
Right to rectify personal data
If, in your opinion, information about you is inaccurate or incomplete, you have the right to request rectification of the data you consider to be inaccurate or incomplete.
To make the process of rectifying information effective, please send requests to correct or complete data to the email address: dpo.pl@polarysgroup.com and put “Korekta danych – RODO” in the subject line or dpo@polarysgroup.com and put „Data rectification – GDPR” in the subject line.
Right to erasure of personal data
In certain situations, the GDPR grants you the so-called right to be forgotten. Your corresponding request is justified if
the personal data are no longer necessary for the purposes for which they were collected or otherwise processed;
you have withdrawn your consent to the processing of personal data, unless there is another legal basis for further processing;
you object to the processing of the personal data, unless there are legally overriding and legitimate grounds for the processing;
you object to the processing of your personal data for marketing purposes;
the processing of your data is unlawful
it becomes necessary to comply with a legal obligation arising from EU law or the law of a Member State to which Polarys Polska Sp. z o.o. is the subject.
To make the process of information erasure effective, please send requests for data erasure to the email address: dpo.pl@polarysgroup.com and put “Usunięcie danych – RODO” in the subject line or dpo@polarysgroup.com and put „Data erasure – GDPR” in the subject line.
Right to restriction of processing
You may request to restrict the processing of your personal data if
you question the regularity of the personal data we are processing – for a period of time that allows you to verify the regularity of this data,
the processing of your personal data is unlawful but you prefer to restrict the processing rather than erase the data,
you have objected to the processing of your personal data – only until the dispute is resolved.
Successfully requesting a restriction of processing will limit our actions on the data you have provided and within the scope of certain processing / purposes to the minimum necessary – in principle, only storage.
To make the process of restricting the processing of the information effective, please send requests for restriction of processing of the data to the email address: dpo.pl@polarysgroup.com and put “Ograniczenie przetwarzania danych – RODO” in the subject line or dpo@polarysgroup.com and put „Restriction of processing of data – GDPR” in the subject line.
Right to object
You have the right to object to the processing in question in certain situations. You can exercise this right:
to the processing of your personal data for the purposes of direct marketing, at any time, to the extent that the processing is related to such direct marketing,
Remember, however, that we will continue to process your data covered by the objection if, despite your objection, we conclude that there are valid legitimate grounds for the processing which override your interests, rights and freedoms, or grounds for the establishment, exercise or defence of claims. If you do not agree with such an assessment of the situation, you may exercise your right to lodge a complaint with the supervisory authority (further information below).
To make the objection handling process effective, please send your objection to the email address: dpo.pl@polarysgroup.com and put “Sprzeciw – RODO” in the subject line or dpo@polarysgroup.com and put „Objection – GDPR” in the subject line.
Right to data portability
You have the right to receive personal data relating to you in a structured, commonly used format. You also have the right to request the transfer of this data to another controller, where technically feasible.
Right of appeal to the supervisory authority
In connection with our activities as a controller of your personal data, you have the right to lodge a complaint with the supervisory authority, i.e. the President of the Office for the Protection of Personal Data.
Consent
I consent to the processing of my personal data in the form of first name, surname and e-mail address by Polarys Polska Sp. z o.o., with its registered office in Krakow, ul. Rakowicka 1/20-21, (KRS 0000680468), in order for it to send me marketing information about products and services offered by Polarys Polska Sp. z o.o. by means of electronic communication pursuant to Art. 10 paras. 1 and 2 of the Electronic Services Act.
If you do not give your consent, this will not affect the provision of services by Polarys Polska Sp. z o.o.
I consent to the processing of my personal data in the form of my name and surname and the telephone number I have provided by Polarys Polska Sp. z o.o. with its registered office in Krakow, ul. Rakowicka 1/20-21, (KRS 0000680468) in order for it to carry out marketing activities using telecommunications terminals and automatic calling systems as defined by the Telecommunications Act. If you do not give consent, this will not affect the provision of services by Polarys Polska Sp. z o.o.
