Information on the processing of personal data by VIMEX Sp. z o. o. according to GDPR

Scope of information application

This information, on the processing of personal data by VIMEX Sp. z o. o., applies to the data received:

• through electronic forms,
• as part of contracts with customers (only contact details), and
• by representatives of VIMEX Sp. z o. o. in the scope of purchasing, sales or marketing activities (for example: as part of meetings or business correspondence, conferences or other events, tenders, negotiations, etc.).

Information does not apply to the processing of employees, job candidates personal data, or data entrusted for processing under a contract.

The consent form for the processing of personal data by VIMEX Sp. z o. o.

Withdrawal of consent to the processing of personal data by Vimex Sp. z o. o.

GDPR - The policy of processing personal data by VIMEX Sp. z o. o.

Controller, Controller’s representative, Data Protection Officer
Controller, Controller’s representative, Data Protection Officer

Your personal data are controlled by VIMEX SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ with its registered office in Gliwice, entered in the National Court Register (KRS) kept by the District Court in Gliwice – 10th Commercial Division of the KRS under KRS number 0000118908, the address of the business location and the address for deliveries: ul. Toruńska 27, 44-122 Gliwice, Tax Identification Number (NIP): 6422181613, Business Registry Number (REGON): 277735474, share capital of: PLN 365,000.00 fully paid-up.
Contact details in matters concerning personal data
Contact details in matters concerning personal data

Any enquiries or requests related to the processing of personal data by VIMEX Sp. z o. o. should be addressed in accordance with the contact details provided below:

VIMEX Sp. z o. o.
ul. Toruńska 27,
44-122 Gliwice
Poland

e-mail : rodo@vimex.eu
tel.: +48 (32) 230 86 82
The source from which data were obtained and data categories made available by other entities
The source from which data were obtained and data categories made available by other entities

VIMEX Sp. z o. o. may receive contact details directly from a data subject (e.g. via electronic forms or during conferences, trade fairs, business meetings) or via other persons (e.g. from the employer, another employee or another entity with which the data subject cooperates on a regular basis).

In the case of direct contact you have full control over the scope of data processed by VIMEX Sp. z o. o.

Data processed by VIMEX Sp. z o. o. usually include only basic contact details related to the professional activity, including: the first name, last name, e-mail address, telephone number, position or function, business name or potentially other data arising from a contract or the process of handling orders carried out by VIMEX Sp. z .o. o.
Legal basis, purposes of processing, period of processing
Legal basis, purposes of processing, period of processing

Personal data are processed by VIMEX Sp. z o. o. for the purposes specified below.
Next to each purpose we provided the legal basis for processing as well as the criteria for determining the period of processing data for that purpose.

I.
PURPOSE: performing a contract or an order,
LEGAL BASIS: Article 6 (1) (b) of the GDPR,
PERIOD OF PROCESSING: the period of performing obligations and the period of limitations of claims arising from provisions.


In the case where a contract or an order is concluded between you and VIMEX Sp. z o. o., the data provided by you will be processed for the purpose of performing such a contract or such an order as well as for the purpose of settling them.

In the case of electronic forms used to download/order a file about the services, products provided by VIMEX Sp. z o. o., including product brochures, catalogues, demos, the data provided will be processed for the purpose of delivering the file ordered and for the purpose of communication related thereto as well as potential settlements.

In the case of electronic files making it possible to sign up for a conference, a training or other event organised by VIMEX Sp. z o. o., the data provided will be processed for the purpose of organising the event and for the purpose of communication with you in relation to that event and for the purpose of potential settlements.

II.
PURPOSE: business contacts,
LEGAL BASIS: Article 6 (1) (f) of the GDPR,
PERIOD OF PROCESSING: until the date of acknowledging an objection raised on the basis of Article 21 of the GDPR.


Contact details entered in an electronic form and made available under a contract or an order or made available otherwise can be processed by representatives of VIMEX Sp. z o. o. for the purpose of business contacts.

VIMEX Sp. z o. o. representatives can contact you for the purpose of presenting the offering of VIMEX Sp. z o. o., inviting to a meeting or an event organised by VIMEX Sp. z o. o. or as part of other marketing activities. You can occasionally receive information concerning products, services or activities as well as other information related to the business areas of VIMEX Sp. z o. o.

In the case where you represent a supplier or a service provider, a representative of VIMEX Sp. z o. o. can also contact you in order to get a proposal, information or documents.

In such a case your data will be processed for the purpose of performing a legitimate interest of the Controller, which is marketing and sale of products and services as well as building and consolidating business relations.

You have the right to raise an objection to such processing of personal data in accordance with the information included in the section RIGHTS.

III.
PURPOSE: newsletter,
LEGAL BASIS: Article 6 (1) (a) of the GDPR,
PERIOD OF PROCESSING: until cancelling the newsletter subscription (withdrawing consent).


If you give consent to receive a newsletter from VIMEX Sp. z o. o., your e-mail address will be used to send newsletters. The newsletter will be sent to you at the frequency chosen by the sales/marketing department, so as to provide you with access to current information about the offering and activities of VIMEX Sp. z o. o. as well as other information regarding the business areas of VIMEX Sp. z o. o.

We point out that irrespective of the newsletter consent, controllers may have a basis for processing your data for the purpose of business contacts as part of the legitimate interest of the Controller (in accordance with item II.)

IV.
PURPOSE: answer to an enquiry,
LEGAL BASIS: Article 6 (1) (a) of the GDPR,
PERIOD OF PROCESSING: until resigning from getting an answer (withdrawing consent).


In the case of filling in the contact form or submitting an enquiry otherwise, e.g. by e-mail, telephone, social networking site, you give consent to contact in connection with handling your request or enquiry. In order to withdraw consent, you should use the contact details included in the section “CONTACT DETAILS IN MATTERS CONCERNING PERSONAL DATA”. This consent may be withdrawn at any time, however, withdrawal thereof shall not affect the lawfulness of processing before consent is withdrawn. In addition, consent withdrawal results in no answer.

V.
PURPOSE: planning and promoting an event,
LEGAL BASIS: Article 6 (1) (f) of the GDPR,
PERIOD OF PROCESSING: the period of performing obligations and the period of limitations of claims arising from provisions or until the day of acknowledging an objection raised on the basis of Article 21 of the GDPR.


In the case of signing up for a conference, training or other event organised by VIMEX Sp. z o. o., the data provided may be made available to other participants, speakers, hotels and other entities related to planning the event. In addition, information about speakers may be made public on the website, in the event application as well as in promotional and conference materials.

In such a case your data will be processed for the purpose of performing a legitimate interest of the Controller, which is performing contracts, performing obligations and promotion through event planning.

You have the right to raise an objection to such processing of personal data in accordance with the information included in the section RIGHTS.

VI.
PURPOSE: performing a contract or an order between VIMEX Sp. z o. o. and other entity,
LEGAL BASIS: Article 6 (1) (f) of the GDPR,
PERIOD OF PROCESSING: the period of performing obligations and the period of limitations of claims arising from provisions or until the day of acknowledging an objection raised on the basis of Article 21 of the GDPR.


In the case where you are indicated as a contact person by the employer or other entity, your data may be processed for the purpose of performing and settling a contract (or an order) concluded between VIMEX Sp. z o. o. and your employer or that other entity. In such a case data processing will entail ongoing communication related to the performance of such a contract, drawing up and archiving documentation related to the performance of the contract as well as pursuing claims or defending against claims of the other party.

In such a case your data will be processed for the purpose of performing a legitimate interest of the Controller, which is the protection of rights, performing contracts concluded as well as earning the remuneration due thereon.

You have the right to raise an objection to such processing of personal data in accordance with the information included in the section RIGHTS.

VII.
PURPOSE: cooperation with a partner of VIMEX Sp. z o. o.,
LEGAL BASIS: Article 6 (1) (f) of the GDPR,
PERIOD OF PROCESSING: the period of performing obligations and the period of limitations of claims arising from provisions or until the day of acknowledging an objection raised on the basis of Article 21 of the GDPR.


If you are interested in products or services distributed by the partners of VIMEX Sp. z o. o., your personal data will be made available to a dedicated partner. This applies to a situation where you are a potential or current customer of VIMEX Sp. z o. o. as well as to a situation in which your employer or an entity that you cooperate with is/will be a party to a contract.

In such a case your data will be processed for the purpose of performing a legitimate interest of the Controller, which is the performance of contracts concluded, expanding business and developing the network of regular partners.

You have the right to raise an objection to such processing of personal data in accordance with the information included in the section RIGHTS.

VIII.
PURPOSE: communicating with the media, associations, students’ associations as well as promoting the activities, services and products of VIMEX Sp. z o. o. in the media,
LEGAL BASIS: Article 6 (1) (a) of the GDPR,
PERIOD OF PROCESSING: until resigning from communication (withdrawing consent).


In the case of journalists, editors, reporters and other persons engaged in journalistic activity, personal data will be processed for the purpose of VIMEX Sp. z o. o. representatives communicating with the media and for the purpose of promoting the activities, services and products of VIMEX Sp. z o. o. in the media. In particular, this may entail reporting on important events, activities, products and services as well as achievements of VIMEX Sp. z o. o.

Initiating contact with a representative of VIMEX Sp. z o. o. will be treated as consent to such communication. If consent is given, consent shall be given freely and it may be withdrawn at any time. For this purpose you are requested to use the contact details included in the section “CONTACT DETAILS IN MATTERS CONCERNING PERSONAL DATA”. A withdrawal of consent does not affect the lawfulness of data processing before the withdrawal thereof.

IX.
PURPOSE: performing the legal obligation to draw up and store documentation,
LEGAL BASIS: Article 6 (1) (c) of the GDPR,
PERIOD OF PROCESSING: the term of storing invoices, account books and documents confirming the conclusion and performance of contracts, arising from the national provisions of the Controller.


In the case of performing an order or making other performance for you, we will also process personal data included in invoices, account books or other documentation confirming the conclusion and performance of a contract for the purpose of drawing up and storing documents in accordance with the applicable provisions of law. This applies to a situation where you are a party to a contract or an order, and also to a situation where your employer or an entity that you cooperate with is a party to a contract or an order, or where any performance has been made for you, i.e. hotel booking.

X.
PURPOSE: confirmation of the performance of obligations and pursuing claims or defending against claims,
LEGAL BASIS: Article 6 (1) (f) of the GDPR,
PROCESSING PERIOD: the period of performing obligations and the period of limitations of claims arising from provisions.


Data entered in an electronic form, made available under a contract or an order or otherwise made available to VIMEX Sp. z o. o. may be processed for the purpose of archiving information or documents confirming the performance of obligations and for the purpose of pursing potential claims or defending against claims raised against VIMEX Sp. z o. o. This applies to a situation where you are a party to a contract or an order, and also to a situation where your employer or an entity that you cooperate with is a party to a contract or an order, and also to a situation where, on any grounds, VIMEX Sp. z o. o. was obliged to make a performance for you or exercise your rights.

In such a case data will be processed for the purpose of performing a legitimate interest of the Controller, which is the protection of rights, confirming the performance of obligations and earning the remuneration due thereon.

You have the right to raise an objection to such processing of personal data in accordance with the information included in the section RIGHTS.
Consequences of a failure to provide data
Consequences of a failure to provide data

In the case of electronic forms data are provided freely, however, a failure to provide data specified as obligatory (required) makes it impossible to send a form and, as a consequence, depending on the type of the form, makes it impossible to download a file, participate in an event or subscribe to a newsletter.

In the case of data collected by VIMEX Sp. z o. o. representatives in the scope of purchasing, sales or marketing activities, data is provided completely freely and a failure to provide data may make it impossible to initiate contact with you in the future.

In the case of data of persons being parties to a contract/an order concluded with VIMEX Sp. z .o. o., providing data necessary to perform a contract and perform legal obligations is a condition to conclude and perform a contract.
Cancelling newsletter subscription
Cancelling newsletter subscription

If consent is given to receive a newsletter, consent to receive the newsletter is given freely and it may be withdrawn at any time. For this purpose you are requested to follow the instructions included in the newsletter received or use the contact details included in the section “CONTACT DETAILS IN MATTERS CONCERNING PERSONAL DATA”. A withdrawal of consent does not affect the lawfulness of data processing before the withdrawal thereof.

If you cancel your newsletter subscription but do not raise an objection to business contacts, we can still have the basis to contact you for this purpose (item II in the section LEGAL BASIS, PURPOSES OF PROCESSING, PERIOD OF PROCESSING). In order to raise an objection to such contacts, you are requested use the contact details included in the section “CONTACT DETAILS IN MATTERS CONCERNING PERSONAL DATA”.
Rights
Rights

According to the provisions of the GDPR, you have the right to:

1. access your data;
2. rectify your data;
3. erase your data;
4. restrict the processing of your data;
5. transfer your data;
6. raise an objection (when processing is based on a legitimate interest of the controller);
7. withdraw consent (when processing is based on consent).

These rights are exercised depending on the terms specified in the GDPR. In the case of a refusal to acknowledge a request, you will receive an answer with reasons of the refusal.

In order to exercise your rights, you are requested to contact us according to the information provided in the section “CONTACT DETAILS IN MATTERS CONCERNING PERSONAL DATA”.

We point out that:
- you are entitled to the right to erase data and to the right to request that the processing thereof be restricted only in the cases specified in the provisions of the GDPR;
- you are entitled to the right to transfer data only in the case where the processing thereof is based on consent or contract performance;
- the Controller may refuse to erase your data despite submitting a request to that effect, provided that one of the derogations specified in the GDPR arises, e.g. when data processing is necessary to perform a legal obligation or to determine, pursue or defends claims;
- in certain cases the Controller may refuse to acknowledge your objection to data processing on the basis of a legitimate interest of the Controller if there are important legitimate grounds for data processing that override your interests, rights or freedoms, or if there are grounds to determine, pursue or defends claims – the Controller is not entitled to such a right if data are processed for the purpose of direct marketing (e.g. business communication).

Since 25 May 2018 you have been entitled to the right to lodge a complaint with the competent supervisory authority, i.e. in Poland the President of the Office for Personal Data Protection. The supervisory authorities in the other EU Member States are listed on the following website:

http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080
Data recipients, transfer to third countries
Data recipients, transfer to third countries

Contact details are stored on the servers belonging to VIMEX Sp. z o. o., however, they are available remotely to VIMEX Sp. z o. o. representatives. Therefore, be informed that personal data may be transferred to a non-EU country in which VIMEX Sp. z o. o. carries out activities.

Data may be made available to suppliers, service providers and partners which VIMEX Sp. z o. o. initiates cooperation in the scope necessary to provide services to customers, business contacts, marketing activities as well as handling the company’s activities, e.g. signing a contract, providing external legal or technical support, trainings outside the EU, performing a joint project or providing consulting services.

If you sign up for a conference, training or other event, your data may be made available to other participants, speakers, co-organisers, hotels and other entities involved in planning the event.

In the case where data are transferred to a third country with respect to which no European Commission decision stating an appropriate level of protection has been issued, VIMEX Sp. z o. o. applies appropriate safeguards through standard data protection clauses adopted by the European Commission or the supervisory authority (in accordance with Article 46 (2) (c) and (d) of the GDPR).

Enquiries about the processing of your data and the method of obtaining copies of standard data protection clauses should be addressed in accordance with the information provided in the section “CONTACT DETAILS IN MATTERS CONCERNING PERSONAL DATA”.
Automated decision-making
Automated decision-making

Data provided by you may be processed for the purpose of profiling and adjusting the marketing content, proposals or other information sent by us to your interests as well as economic or professional activities.

However, data provided by you will not be processed for the purpose of automated decision-making.
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