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Unisystem

Privacy Policy

This privacy policy sets out the rules for the processing and protection of personal data. This document is also intended to explain the reasons why we collect and process personal data in the course of our business:

1. WHAT IS PERSONAL DATA?

This is any information that makes it possible, without significant effort, to distinguish one person from others. It may relate directly to that person (such as their first name and surname, identification number, and sometimes even an e-mail address or online account) or be information that does not describe them directly. For example, it may concern their characteristics, state of health, views, place of residence, addictions, race or religion.

2. WHAT PERSONAL DATA ARE WE REFERRING TO IN OUR CASE?

This is data provided to us by our Clients, Business Partners, Associates and Employees in connection with their use of our services, their cooperation with us or their employment with us. This data is processed by us.

3. WHAT DOES DATA PROCESSING MEAN?

Data processing means any operation that we may perform on personal data – involving both active use, such as collection, retrieval, recording, combination, alteration or making available, and passive activities, such as storage, restriction, erasure or destruction.

4. WHO IS THE DATA CONTROLLER (I.E. WHO HAS INFLUENCE OVER ITS PROCESSING AND SECURITY)?

The controller of your data is UNISYSTEM Sp. z o.o., ul. Nowy Świat 36, 80-299 Gdańsk, represented by the President of the Management Board.

The Data Controller has appointed a Personal Data Protection Coordinator, Mr Edward DYBOWSKI, who can be contacted by e-mail at: iod@unisystem.pl and/or iod@polsignal.pl

Matters relating to Personal Data Protection may also be raised by traditional post at the following address: UNISYSTEM Sp. z o.o., ul. Nowy Świat 36, 80-299 Gdańsk.

All processing of your data must be based on an appropriate legal basis in accordance with applicable law. Such a basis may be your consent to the processing of your data or other legal provisions permitting it, contained in the Act of 10 May 2018 on the Protection of Personal Data and in 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 (referred to as the “GDPR”).

Your data may be processed by us for a number of different purposes, for example:

  • If you are our Client or a person interested in using the services or products we provide (also offered in the online store), your personal data will be processed on the basis of Art. 6(1)(b) GDPR – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract. When expressing your intention to conclude a contract, you know what personal data will be needed to sign it, and once it has been signed, you know what data you have provided for this purpose or will provide at a later date,
  • If you are interested in working for us, the data contained in your application or CV is processed in paper or electronic form. The legal basis here is the fulfilment of the legal obligations incumbent on the Controller under Article 22¹ § 1 and § 3 of the Labour Code of 26 June 1974, and the processing takes place in accordance with Art. 6(1)(c) GDPR – processing is necessary for compliance with a legal obligation to which the controller is subject – and in order to take steps at your request prior to entering into an employment contract – in accordance with Art. 6(1)(b) GDPR. Your personal data other than those listed in Article 22¹ § 1 and § 3 of the Labour Code of 26 June 1974 may be processed in accordance with Art. 6(1)(a) GDPR on the basis of the consent you have given, which you may withdraw at any time. In that case, your application will not be considered by us and we will delete all the data you have provided without undue delay. Once you are employed by us, however, the further rules for processing your data and the mandatory scope of the data to be provided and further processed by us are determined by the provisions of labour law,
  • If you file a complaint or make claims related to a contract – we process the data on the basis of Art. 6(1)(b) GDPR – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
  • If you use our contact form – we process your data on the basis of the consent you have given – Art. 6(1)(a) GDPR.
  • If you subscribe to our newsletter – we process your data on the basis of the consent you have given – Art. 6(1)(a) GDPR.
  • If you use our online store and create a user account in it – we process your data on the basis of Art. 6(1)(b) – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract – and Art. 6(1)(c) GDPR – processing is necessary for compliance with a legal obligation to which the controller is subject.
  • If you use our website and its subpages where cookies are used, including Google Analytics cookies and the Facebook Pixel – this is our legitimate interest, and we process the data on the basis of Art. 6(1)(f) GDPR
  • If you use and/or interact with our social media profiles on Facebook, YouTube, LinkedIn and GitHub – the data is processed in accordance with Art. 6(1)(b) GDPR in order to provide the services, i.e. to perform the contract for the provision of services by electronic means in accordance with the terms and conditions applicable to the service concerned, and in accordance with Art. 6(1)(f) GDPR – the legitimate interest of the Controller and users, consisting in the need to ensure contact with users, and the processing of this data does not infringe the rights and freedoms of users,
  • We process your data in connection with the need to ensure the security of persons and premises or the security of networks and information. This is our legitimate interest, and we process the data on the basis of Art. 6(1)(f) GDPR. Video surveillance is used for this purpose – you are informed of this by means of appropriate information signs and pictograms.
  • We process your data in connection with keeping registers required by separate legal provisions – on the basis of Art. 6(1)(c) GDPR (obligation arising from legal provisions) and Art. 6(1)(f) GDPR (legitimate interest of the controller).
  • In order to improve the quality of our services, we may process statistical data on the use of the website, including information about the session, IP address, the amount of time spent on individual pages and subpages, the use of particular functionalities of the services, and information about the device and web browser. The Controller uses cookies or other similar technologies and statistical tools (e.g. Google Analytics). This data is processed in accordance with Art. 6(1)(f) GDPR in the legitimate interest of the Controller, consisting in making the Website easier to use and improving the quality and functionality of the services provided, and the processing of this data does not infringe the rights and freedoms of users. This is because information about users is not used for any additional purposes, and given the specific nature of a website service, adapting the way the website content is displayed, making the website easier to use and improving the quality of the services provided on the website are not only a market standard but also what users expect of website providers. Furthermore, the user may withdraw the consent given at any time by changing their web browser settings regarding the permissibility of using cookies or other similar technologies. We process statistical data for the period necessary to achieve the purposes indicated above, including carrying out ongoing and periodic analyses of the use of the Website – in particular quarterly, half-yearly and annual comparisons. The Controller does not itself determine the retention period of data in the statistical tools used; the period of their availability results from the settings and retention mechanisms of the tool concerned and its provider, and may lie outside the Controller’s decision-making scope. Notwithstanding the above, the Controller may at any time continue to process general statistical data only, stripped of any information relating to individual users.
  • Posting marketing information about its products or services on its website. This content is displayed by the controller in accordance with Art. 6(1)(f) GDPR, in line with the legitimate interest of the Controller consisting in publishing content related to the services provided and content of promotional campaigns in which the controller is involved. At the same time, this activity does not infringe the rights and freedoms of users; users expect to receive content of this kind, sometimes even look for it, or it is the direct purpose of their visit to the website.
  • Posting marketing information about the products or services of its business partners with which it has concluded a marketing cooperation agreement. This content is displayed by the controller in accordance with Art. 6(1)(f) GDPR, in line with the legitimate interest of the controller consisting in marketing the products or services of its business partners.

6. WHO DO WE TRANSFER YOUR DATA TO?

In accordance with applicable law, we may transfer your data to processors acting on our behalf, e.g. hosting companies with which we maintain this website, or subcontractors for the services we offer. We are also obliged to make it available on request to entities authorised to receive it under other legal provisions, e.g. the Social Insurance Institution (ZUS), the tax office (US), and courts or law enforcement authorities. In some cases, however, the data will be disclosed only if they submit a request to us to that effect, indicating the legal provision that entitles them to make such a request.

As a rule, the Controller does not intend to transfer data to third countries outside the European Economic Area. However, because we use Google and Facebook services on our websites and on the social media we run, User Data may be transferred outside the European Union to third countries, and if this happens, it will be transferred solely on the basis of standard contractual clauses issued by the European Commission in accordance with Art. 46(2)(c) GDPR.

Detailed information is available in the privacy policy of each of the providers of these services, published on their websites.

For example:

Google LLC: https://policies.google.com/privacy?hl=en

Meta Platforms Ireland Ltd. (Facebook): https://www.facebook.com/privacy/explanation

At present, the services offered by Google and Facebook are provided mainly by entities located in the European Union. However, you should read the privacy policies of these providers on each occasion in order to obtain up-to-date information on the protection of personal data.

Within the European Union, in all Member States, thanks to the GDPR, the text of which is available at:

http://eur-lex.europa.eu/legal-content/EN/TXT/?uri=OJ:L:2016:119:TOC

you are guaranteed an identical level of protection of your data.

7. HOW LONG WILL WE PROCESS YOUR DATA?

We take great care to limit the scope of the data we collect, as well as the period for which we process it, to the necessary minimum. To this end, we carry out systematic reviews of the paper and electronic documents we hold, removing those that are no longer needed and whose period of usefulness has expired. Please remember that, depending on the basis on which we obtained your data, the period for which it is processed may be determined by separate legal provisions – independent of us – which may require us to retain your data regardless of your will or wishes. Examples include labour law, social security law and accounting regulations.

Should the data we hold be used for a purpose other than the one for which it was obtained, you will always be informed of this by us and will be able to object to it.

8. WHAT ARE YOUR RIGHTS IN RELATION TO YOUR DATA?

If we process your personal data, you always have the right to:

  • request access to the data – within the limits of Art. 15 GDPR,
  • rectification of the data – within the limits of Art. 16 GDPR
  • request erasure – within the limits of Art. 17 GDPR,
  • or restriction of processing operations – within the limits of Art. 18 GDPR,
  • object to the processing of data – within the limits of Art. 21 GDPR,
  • data portability, including obtaining a copy of the data – within the limits of Art. 20 GDPR.

All these rights are discussed in detail in Articles 15 to 21 GDPR, the text of which is available at the address given above.

You may also withdraw your consent to the processing of personal data; in that case, we will delete your personal data without undue delay, unless there is a legal obligation requiring us to continue processing it. For example, if you request the closure of your account with access to your child’s electronic grade book, we will remove this data from the database without undue delay. If, however, your child attended or graduated from our school, we will continue to hold the data relating to their education in our records for the period required by the provisions of the Act of 14 July 1983 on the National Archival Resource and Archives.

If you believe that we have in any way – which, of course, we do not wish to happen – infringed your rights or failed to ensure the security of your personal data, you have the right to lodge a complaint with the supervisory authority, the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stanisława Moniuszki 1A, 00-014 Warsaw, Poland.

9. AUTOMATED DECISION-MAKING AND INFORMATION ON PROFILING.

We do not take any decisions based on your data that are automated, i.e. taken without human involvement. Nor do we take any action aimed at profiling you.

Please remember that our website may contain links to other websites. They will open in a new browser window or in the same window. We are not responsible for the content provided by those websites, and you, as a User, are obliged to read the privacy policy or terms and conditions of those websites.

10. HOW DO WE PROTECT YOUR DATA?

To ensure the security of your data, we apply the organisational and technical measures required by law. We have installed the necessary physical safeguards at our headquarters to prevent unauthorised persons from accessing the data. Our employees hold the required authorisations and may process data only to a limited extent, i.e. only insofar as is necessary for the proper performance of their duties.

The security of your data transmitted electronically is ensured by the TLS (SSL) encryption protocol that we use. An encrypted connection is indicated by the padlock icon displayed in the web browser next to our website address. Thanks to the encryption of the data transmitted, you can be sure that you are using our website and that it has not been modified in any way during transmission over the Internet.

Please remember that you, as a User, should also exercise due care in securing your personal data transmitted over the Internet, in particular by not disclosing your login details to third parties, using anti-virus protection and keeping your software up to date.

11. THE CONTROLLER USES THE FOLLOWING ON ITS WEBSITES:

Online Store Account Creation Form – requires you to provide an e-mail address and to set a password. These fields are mandatory; no other data is collected at the account creation stage. The other data necessary to fulfil an order (including first name and surname, address and, optionally, company name and tax identification number (NIP)) is provided by the User only when placing an order (in the cart). After the account has been created, a message is sent to the e-mail address provided, enabling the User to confirm (verify) their e-mail address. Confirming the address is not a condition for using the account or making purchases. The account is created on the terms set out in the Terms and Conditions of Sale and constitutes a service provided by electronic means. The rules for maintaining the account and for its possible deletion are set out in the Online Store Terms and Conditions.

Newsletter Subscription Form – requires you to provide an e-mail address (mandatory field) and to tick two mandatory checkboxes: consent to receiving the newsletter and commercial and marketing information electronically, and confirmation that you have read this Privacy Policy. After the form has been submitted, the User’s e-mail address is added to the subscriber list. You may unsubscribe from the newsletter at any time using the unsubscribe link included in every message or by contacting the Controller.

Contact Form – it requires you to enter, in the appropriate fields, your first name and surname and e-mail address, to select the subject of your enquiry and your preferred language of reply, and to enter your own message. These fields are mandatory. The User may also provide a company name and telephone number (optional). Then, in order to send us their enquiry, the User must consent to the processing of the data provided and confirm that they have read this Privacy Policy. The User may also, on a voluntary basis, tick the consent to receiving the newsletter. The data sent in this way is used by us to contact the User.

Our website contains, among other things, materials of an informational and educational nature. Under no circumstances can it replace professional consultation with a specialist in the field of activity concerned or reliance on the relevant interpretation of applicable law. The authors are not responsible for its content to any extent, and in particular for any damage caused by its application, misapplication or failure to apply it. In the guide, we share only personal experience, acquired knowledge and resources that can be found in generally available sources or publications. The content on the website expresses the views of the authors, who reserve the right to change them at any time. Nor does the use of this content establish a legally binding contractual relationship.

Our website https://unisystem.com also contains links to other websites, videos and information that we have considered valuable or interesting. However, we accept no responsibility for the content of those websites or any changes to it, and we are not responsible for the privacy policy applied by their current or future owners.

All content published on our website https://unisystem.com is subject to the copyright of specific persons and/or the Controller (e.g. photographs, texts, videos, free materials, etc.). The Controller does not consent to the copying of this content in whole or in part without its express prior consent.

13. POSSIBILITY OF AMENDING THE POLICY

The Personal Data Controller reserves the right to make changes to this privacy policy in accordance with applicable law. Changes may be prompted by developments in internet technology, changes in universally applicable law or the development of the Website through new administrative tools.

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