Data processing for contractors

I. Personal Data Controller

The controller of your personal data is Optidata Sp. z o.o., with its registered office in Kraków (address: ul. Wielicka 50/5, 30–552 Kraków), entered into the Register of Entrepreneurs maintained by the District Court for Kraków-Śródmieście in Kraków, 11th Commercial Division of the National Court Register under number 0000141956 (hereinafter the “Company”).

You can contact us in the following ways:

• By mail: ul. Wielicka 50/5, 30–552 Kraków
• By email: optidata@optidata.pl
• By phone: +48 12 299 60 01

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II. Data Protection Officer (DPO)

We have appointed a Data Protection Officer (hereinafter: “DPO”). The DPO can be contacted regarding all matters concerning the processing of personal data and the exercise of rights related to such processing in the following ways:

• By mail: Optidata Sp. z o.o., ul. Wielicka 50/5, 30–552 Kraków
• By email: abi@optidata.pl
• By phone: +48 12 299 60 01

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1. If you are our contractor or a potential contractor, we process your personal data based on:

• Article 6(1)(b) of the GDPR, for the purpose of entering into a contract and carrying out pre-contractual activities such as negotiations or the exchange of documents, or for the performance of a contract;
• Article 6(1)(c) of the GDPR, for the purpose of fulfilling legal obligations, including tax, accounting, and capital market regulations;
• Article 6(1)(f) of the GDPR, for purposes arising from our legitimate interests, such as operating our business and conducting commercial activities.

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In particular, depending on the specific circumstances, data is processed for the following purposes:

• communication and correspondence handling,
• establishing or maintaining cooperation, or responding to a request to initiate such cooperation,
• obtaining information about our offer or providing information regarding the Company, its services or products,
• obtaining or providing references,
• marketing purposes,
• responding to inquiries or requests addressed to the company,
• presenting an offer or a request for quotation, or reviewing a received offer or request for quotation,
• delivering products and services,
• providing maintenance and support services,
• carrying out required actions before relevant public authorities,
• matters related to property protection or the protection of life and health of persons on company premises,
• establishing, pursuing or defending against potential legal claims.

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2. If we did not obtain your personal data directly from you, the data originates from publicly available registers/databases, including the National Court Register (KRS), Central Registration and Information on Business (CEIDG), the Public Information Bulletin (BIP), or company websites.

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In the event that personal data is obtained by means other than directly from you, we may process the following categories of personal data:

• basic identification data, including first and last name,
• identification data assigned by public authorities,
• financial identification data,
• electronic identification and location data,
• address data,
• contact details (email address, phone number),
• data concerning professional qualifications, references, permits/licenses,
• data on financial liquidity and solvency,
• details of the insurance contract,
• other data provided to us in connection with cooperation or contact.

3. Your data obtained for the purpose of concluding and performing a contract will be stored until the expiration of the limitation period for any claims arising from it. Data processed based on our legitimate interest will be stored until that interest ceases to exist, in particular for the time necessary to secure information in case of legal necessity to demonstrate facts, or until the expiration of any related claims. Data processed for the purpose of fulfilling a legal obligation will be stored for the period required by law.

4. Data recipients may include:

• persons authorized by us to process data as part of their official duties,
• other entities, if necessary for us to fulfill obligations under contracts or legal regulations,
• entities providing postal and courier services, banks, insurers, law firms, tax advisors, auditors,
• entities to whom we have outsourced data processing services – e.g., our IT service providers, including software and cloud systems providers, as well as email service providers (based on a data processing agreement),
• courts and public authorities to whom the Company is obliged or authorized to disclose data.

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5. You have the right to:

• access your personal data,
• request the rectification or completion of data,
• request the erasure of personal data – in cases provided for in Article 17 of the GDPR,
• request the restriction of data processing – in cases referred to in Article 18 of the GDPR,
• data portability, in relation to data processed automatically on the basis of a contract or consent,
• object to the processing,
• lodge a complaint with the President of the Personal Data Protection Office (UODO).

6. You have the right to object to the processing of your data for purposes arising from our legitimate interests.

7. Providing your data is voluntary, but necessary for the purpose for which it is being processed. In some cases, the provision of personal data is a statutory or contractual requirement.

8. Your data will not be subject to automated decision-making, including profiling.

9. We do not transfer your data outside the EU/European Economic Area.