Privacy Policy
Introductory Information
Respecting the right to privacy of those who have entrusted their personal data to P.U.S. TERMATEX Sp. z o.o. (hereinafter "TERMATEX"), including our clients, contractors, and their employees, as well as our own employees and collaborators, we wish to declare that we process the collected data in accordance with national and European legal regulations, and under conditions ensuring its security. To ensure transparency in our data processing activities, we present the data protection principles applicable at TERMATEX, established under Regulation (EU) No. 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, hereinafter “GDPR”).
Data Controller
The Data Controller, i.e. the entity deciding on the purposes and means of processing personal data, is P.U.S. TERMATEX Sp. z o.o., with its registered office in Ostojów 43 a, 26-130 Suchedniów. For matters related to the processing of your personal data, you can also contact us via email at: odo@termatex.pl
Collection of Data and Purposes of Processing
At TERMATEX, in carrying out our business functions, we process personal data for the following purposes:
| Processing purpose | Legal basis and data retention period | Legally legitimate purpose, if any |
| Entering into and performing a contract with a client or contractor.. | Art. 6(1)(b) and (f) GDPR For the duration of the contract and, after its termination, until the statute of limitations for claims under the contract, generally 3 years, up to a maximum of 6 years. | TERMATEX contacts employees/collaborators of clients and contractors in relation to actions taken to enter into or perform the contract. |
| Pursuing or defending legal claims | Art. 6(1)(f) GDPR For the duration of the proceedings concerning the exercised claims, i.e., until their final resolution, and in the case of enforcement proceedings, until the claims are fully satisfied. | In connection with the exercise or defense of legal claims for legitimate purposes, the Data Controller may process the data of employees/collaborators of clients or contractors. |
| Archiving of documents, i.e. contracts and billing documents | Art. 6(1)(c) GDPR: For periods specified by law, and if not specified for particular documents, for as long as their storage is within the scope of the data controller's legitimate purposes regulated by the possible period for exercising claims. | |
| Keeping statistics | Art. 6(1)(f) GDPR Until another processing operation specified in this table is carried out.
We do not store personal data exclusively for statistical purposes. | Information about statistics kept by the Data Controller helps improve business operations. |
| Conducting marketing activities without electronic communication means | Art. 6(1)(f) GDPR Until you object, i.e. until you notify us in any manner that you no longer wish to remain in contact and receive information about our activities. | Conducting marketing activities promoting our business. |
| Monitoring the Data Controller’s premises for the purpose of securing property belonging to the Enterprise, ensuring the safety of employees and people on the premises of the Enterprise | Art. 6(1)(c) and (f) GDPR Recordings are processed solely for the purposes for which they were collected and are retained for no more than 3 months from the date of recording, unless the recording serves as evidence in proceedings, in which case until the final resolution of the proceedings or until an objection is raised. | Conducting access control for people on the Data Controller's premises is a legitimate purpose of the Data Controller, and in the case of employees, it results from legal provisions (Art. 222 of the Labor Code). |
| Conducting Recruitment | Art. 6(1)(a), (c) and (f) and Art. 90(2)(a) GDPR For up to 6 months after the end of the recruitment process, and if consent is given for further recruitment processes, no longer than 1 year | Without additional consent from the data subject, the Data Controller may retain data of candidates who were not hired for up to 6 months after the end of the recruitment process as a legitimate purpose of the Data Controller due to the possibility that a hired employee/collaborator may not perform well in the job or may resign. |
| Managing human resources – employees and collaborators | Art. 6(1)(a), (b), (c) and (f) GDPR Art. 9(2)(b) GDPR In accordance with applicable regulations requiring the archiving of labor law documents, such as personal files, for 50 years in some cases, and 10 years in others. A 10-year retention period for employment-related documentation and personal files of employees hired after 1 January 2019. For employees hired between 31 December 1998 and 1 January 2019, employment-related documentation and personal files will be retained for 50 years from the termination or expiration of the employment relationship. This may be adjusted if the employer provides a declaration of intent to submit information reports for all employees and contractors hired during this period and actually submits these reports. If a shorter retention period for selected documents is applicable, the Data Controller will adhere to that shorter term. In the case of civil law contracts, these contracts will be retained until the expiration of the statute of limitations for any claims arising from them. | The Data Controller uses an employee's/collaborator’s image only with their consent. |
If the statute of limitations for potential claims is shorter than the retention periods for tax-related documentation, the documents will be retained for the duration necessary for tax accounting purposes, i.e., 5 years from the end of the year in which the tax obligation arose.
Recipients of Data
In connection with its operations, TERMATEX will disclose your personal data to the following entities:
− persons conducting business activities, including lawyers and legal advisors collaborating with TERMATEX in the scope of services provided to TERMATEX, other entities based on data processing agreements providing services to TERMATEX, and strictly following its instructions, including external IT system providers supporting our operations, such as Microsoft, home.pl.
− state authorities or other entities authorized by law,
− banks for the purpose of carrying out financial settlements.
Rights Regarding Processed Data and Voluntariness of Providing Data
Any person whose data is processed by TERMATEX has the right to:
− Access their personal data,
− Rectify their personal data,
− Delete their personal data,
− Restrict the processing of their personal data,
− Object to the processing of their personal data,
− Object to the processing of their personal data.
More information about the rights of data subjects can be found in Articles 12-23 of the GDPR.
In addition, the person whose data is processed by TERMATEX has the right to lodge a complaint with the supervisory authority, i.e., the President of the Personal Data Protection Office. More information is available at: https://uodo.gov.pl/pl/p/skargi
Do You Need to Provide Your Personal Data to TERMATEX?
Providing your data is necessary for entering into contracts and settling business operations, as well as for TERMATEX to comply with legal requirements. This means that if you wish to use the services offered by TERMATEX or become an employee/collaborator, you must provide your personal data.
For other purposes (particularly for processing by TERMATEX for marketing purposes), providing data is voluntary.
Transfer of Data to Third Countries
Data will be processed in the European Economic Area, considering the IT solutions provided by Microsoft.
Automated Processing of Personal Data
Personal data will not be processed in an automated manner (including profiling) to the extent that such automated processing could lead to any decisions, legal consequences, or otherwise significantly affect our clients, contractors, or their employees/collaborators.
