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Personal Data Protection

On 25 May 2018 new personal data protection rules went into effect under the provision of Regulation (EU) 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 (commonly referred to as GDPR).

In order to fulfil the statutory requirement of GDPR Art. 113, we would like to provide you with the following information on how we process your personal data and we encourage you to read it thoroughly.

1) In the course of doing business with our Customers / Trade Partners we process various kinds of personal data, which may identify:

  • natural persons doing business as sole traders;
  • partners, legal representatives, agents or members of staff of our Customers / Trade Partners;
  • other persons, whose data we may use in the process of invoicing.

2) The administrator of personal data processed in the course of doing business is Spiżarnia Spółka z ograniczoną odpowiedzialnością Spółka komandytowa, based at ul. Bursaki 14, 20-150 Lublin, Poland (further referred to as “Us” or “Company”).

3) Should you have any data protection queries, you can contact Us via e-mail at: odo@spizarnia.co.uk.

4) As a rule, Company will only process personal data to the extent necessary to do business with Company’s Customers / Trade Partners (this may include first names, surnames, roles / functions, e-mail addresses, phone numbers, tax data, bank account numbers, business addresses of sole traders).

5) All personal data that Company processes is obtained either directly form Company’s Customers / Trade Partners, or from public domain, e.g. Companies House, or other registrars of companies.

6) We will strive to gather and process personal data to the minimum extent necessary to achieve specific business goals. While planning new projects requiring collection of personal data, Company will make every effort to perform an analysis of what data is required.

7) Personal data of our Customers / Trade Partners is processed to achieve the following goals:

  • to draw and execute trade agreements between Us and our Customers / Trade Partners;
  • to fulfil legal obligations of Company in keeping with taxation and accounting laws;
  • to execute Company’s legal interests, e.g.
    • contracts and agreements with our Customers / Trade Partners, including maintenance of internal registers to facilitate contact with our Customers / Trade Partners;
    • marketing of Company’s own products and services;
    • transmission of trade information;
    • debt recovery;
    • verification of members of staff of our Customers / Trade Partners or their agents (e.g. couriers or persons authorised to accept deliveries).

Processing of personal data to achieve goals mentioned above falls within the scope of Art. 6, Par. 1, letters b), c) and f) of GDPR.

8) Only persons authorised by Company shall have access to personal data of our Customers / Trade Partners. Additionally, only in certain cases and to a limited extent, such access may be granted to entities cooperating with Company in storing and processing personal data mentioned in Paragraph 6. In general, this will be entities that Company cooperates with in execution of trade agreements, or in performing our legal obligations. Among entities to receive access to personal data of our Customers / Trade Partners will be:

  • IT systems providers;
  • data hosting providers;
  • courier or post service providers;
  • transport and haulage firms;
  • law firms;
  • banks;
  • auditing and consulting firms;
  • security services providers.

9) Personal data of our Customers / Trade Partners will not be transferred to third countries (outside the EU), or to any international organizations.

10) We process all personal data only for specific business reasons and only to the extent necessary to achieve those business goals. Personal data is processed only for the duration of trade agreements with our Customers / Trade Partners, but in some cases also after the agreements have expired:

  • to pursue any claims arising from such agreements;
  • to fulfil our legal obligations with regard to taxation laws and accounting regulations;
  • to prevent fraud;
  • for statistical purposes.

As a rule, personal data of our Customers / Trade Partners is stored and processed for no longer than ten years after expiration of trade agreements.

In the case of marketing of Company’s own products and services, or passing on of trade information, personal data of our Customers / Trade Partners will only be processed until the expiration of trade agreements, or until a valid objection to such processing has been received by Company, whichever happens earlier.

11) You have the right to:

  • request access to your personal data stored and processed by Company in order to amend it, delete it or limit the scope of its processing;
  • register an objection to the use of your personal data;
  • transfer your personal data.

12) If the processing of your personal data is performed based only on your consent, you have the right to withdraw that consent at any time. However, this will not indicate that gathering and processing of your personal data was unlawful prior to your consent being withdrawn.

13) You have the right to register a complaint at the regulatory body (in Poland: President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warszawa).

14) While it is not a legal requirement to provide your personal data at the time of entering into a trade relation with Us, access to such data is in most cases necessary to draw trade agreements. As a consequence, should such data not be provided, it might be impossible for Company to accept orders or to sign a trade agreement. In some other cases we are required by law to obtain access to your personal data, e.g. for tax or accounting purposes.

15) Your personal data will not be processed by Company for automated decision-making or profiling. This means that our IT systems dedicated to storage and processing of your personal data will not be used to make autonomous, automatic decisions that might have a legal impact on our Customers / Trade Partners, or otherwise affect them.

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