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Information Clauses under GDPR

In accordance with Articles 13 and 14 of the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons concerning the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (hereinafter “GDPR”), we inform you that:

I. Information Clause for Clients and Contractors of ECOVIS Poland Sp. z o.o. with its registered office in Warsaw.

  1. The administrator of your personal data is ECOVIS Poland Sp. z o.o., based in Warsaw, ul. Garażowa 5a, 02-651 Warsaw, registered in the register of entrepreneurs maintained by the District Court for the capital city of Warsaw in Warsaw, XIII Commercial Division of the National Court Register under number 0000054522, with a share capital of 250,000.00 PLN, using the tax identification number NIP: 5261036755 (hereinafter “Administrator”).
  2. The representative of the Administrator for data protection is attorney Piotr Perłowski, contact: piotr.perlowski@ecovis.pl.
  3. The Administrator processes your ordinary personal data in the form of name and surname, contact details such as email and phone, address, billing data NIP, PESEL, and other data necessary to perform the Contract. These data may pertain to you, the individuals representing your company, or individuals designated by you for contact or service provision.
  4. The Administrator informs that your personal data will be processed for the purpose of:
    •    Performing the Contract during its validity period;
    •    Fulfilling legal obligations imposed on the Administrator, such as tax obligations, for the period resulting from applicable laws;
    •    Realizing the legitimate interests of the Administrator, such as pursuing claims and defending rights, no longer than the period of limitation provided by applicable laws.
  1. Providing data is necessary to conclude and perform the Contract, and in case of failure to provide them, it may not be possible to conclude and perform the Contract.
  2. You have the right to object to the processing of your personal data, but it is possible that the Administrator will still be entitled to process the data.
  3. Recipients of your personal data may include entities such as hosting service providers, IT, insurers, law firms, external auditors, mail, couriers, external service providers, and other entities when necessary to achieve the purposes indicated in point 4.
  4. Your personal data will not be transferred to a third country/international organization and will not be processed in an automated manner.
  5. You have the right to lodge a complaint with the President of the Personal Data Protection Office if you believe that the processing of your personal data violates GDPR provisions.
  6. According to GDPR, you are entitled to:
    •      Access your data and receive a copy of it;
    •     Rectify (correct) your data;
    •     Delete, restrict, or object to the processing of your data;
    •      Data portability.
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II. Information Clause for Persons Participating in the Recruitment Process at ECOVIS Poland Sp. z o.o. with its registered office in Warsaw

  1. The administrator of your personal data is ECOVIS Poland Sp. z o.o., based in Warsaw, ul. Garażowa 5a, 02-651 Warsaw, registered in the register of entrepreneurs maintained by the District Court for the capital city of Warsaw in Warsaw, XIII Commercial Division of the National Court Register under number 0000054522, with a share capital of 250,000.00 PLN, using the tax identification number NIP: 5261036755 (hereinafter “Administrator”).
  2. The representative of the Administrator for data protection is attorney Piotr Perłowski, contact: piotr.perlowski@ecovis.pl.
  3. The Administrator processes your ordinary personal data provided by you during the recruitment process, particularly in the form of name and surname, contact details such as email and phone, address, as well as skills, interests, qualifications, and potential and probable content of personal data (text documents, diplomas, photos, etc.).
  4. The Administrator informs that your personal data will be processed based on Article 6(1)(a) GDPR for recruitment purposes. We may process your personal data based on our legitimate interest in establishing, pursuing, or defending against claims related to our recruitment process. Your personal data will be processed for recruitment purposes for the position indicated in the advertisement for the duration of the recruitment process (no longer than 1 month after its conclusion), and if you consented to participate in future recruitments, for 1 year. Additionally, your personal data may be stored for the purposes of establishing, pursuing, or defending against claims related to the recruitment process for 3 years after its conclusion.
  5. Your personal data indicated in the Labor Code or other specific laws (as per the advertisement requirements) are processed based on legal provisions and are necessary for participation in the recruitment. Other personal data (e.g., image) are processed based on your voluntary consent expressed by sending us your recruitment application and their provision does not affect the possibility of participation in the recruitment.
  6. You have the right to object to the processing of your personal data, but it is possible that the Administrator will still be entitled to process the data. You have the right to withdraw consent to the processing of personal data, but in such a case, it will not be possible to participate in the recruitment.
  7. Recipients of your personal data may include entities such as insurers, law firms, external auditors, mail, couriers, job advertisement publication service providers, and recruitment management system providers.
  8. Your personal data will not be transferred to a third country/international organization and will not be processed in an automated manner.
  9. You have the right to lodge a complaint with the President of the Personal Data Protection Office if you believe that the processing of your personal data violates GDPR provisions.
  10. According to GDPR, you are entitled to:
    •     Access your data and receive a copy of it;
    •     Rectify (correct) your data;
    •     Delete, restrict, or object to the processing of your data;
    •     Data portability.

III. Information Clause for Individuals Contacting (Regardless of the Communication Channels, Especially Such as Email, Website Form, Telephone, Fax) ECOVIS Poland Sp. z o.o. with its registered office in Warsaw

  1. The administrator of your personal data is ECOVIS Poland Sp. z o.o., based in Warsaw, ul. Garażowa 5a, 02-651 Warsaw, registered in the register of entrepreneurs maintained by the District Court for the capital city of Warsaw in Warsaw, XIII Commercial Division of the National Court Register under number 0000054522, with a share capital of 250,000.00 PLN, using the tax identification number NIP: 5261036755 (hereinafter “Administrator”).
  2. The representative of the Administrator for data protection is attorney Piotr Perłowski, contact: piotr.perlowski@ecovis.pl.
  3. The Administrator processes your ordinary personal data provided by you during the contact, particularly in the form of name and surname, contact details such as email and phone, address.
  4. The Administrator informs that your personal data will be processed based on Article 6(1)(a) GDPR, i.e., your consent. We may process your personal data based on our legitimate interest in establishing, pursuing, or defending against claims related to the established contact. Your personal data will be processed to establish contact, respond to questions, and potentially initiate a future Contract for 1 year from the establishment of contact. Additionally, your personal data may be stored for the purposes of establishing, pursuing, or defending against claims related to the established contact for 3 years from its establishment.
  5. Your personal data is processed based on your voluntary consent expressed by contacting us.
  6. You have the right to object to the processing of your personal data, but it is possible that the Administrator will still be entitled to process the data. You have the right to withdraw consent to the processing of personal data, but in such a case, further contact will not be possible.
  7. Recipients of your personal data may include entities such as hosting service providers, IT, insurers, law firms, external auditors, mail, couriers, external service providers.
  8. Your personal data will not be transferred to a third country/international organization and will not be processed in an automated manner.
  9. You have the right to lodge a complaint with the President of the Personal Data Protection Office if you believe that the processing of your personal data violates GDPR provisions.
  10. According to GDPR, you are entitled to:
    •     Access your data and receive a copy of it;
    •     Rectify (correct) your data;
    •     Delete, restrict, or object to the processing of your data;
    •     Data portability.

IV. Information Clause Regarding the Processing of Image Data Using Monitoring at ECOVIS Poland Sp. z o.o.

  1. The administrator of your personal data is ECOVIS Poland Sp. z o.o., based in Warsaw, ul. Garażowa 5a, 02-651 Warsaw, registered in the register of entrepreneurs maintained by the District Court for the capital city of Warsaw in Warsaw, XIII Commercial Division of the National Court Register under number 0000054522, with a share capital of 250,000.00 PLN, using the tax identification number NIP: 5261036755 (hereinafter “Administrator”).
  2. The representative of the Administrator for data protection is attorney Piotr Perłowski, contact: piotr.perlowski@ecovis.pl.
  3. The Administrator informs that:
    •   The premises of the workplace, i.e., the Administrator’s registered office and offices, will be monitored using cameras due to the Administrator’s legitimate interest in ensuring the safety of Employees and other individuals on the premises, securing the Administrator’s property, controlling production, and maintaining the confidentiality of information whose disclosure could harm the Administrator.
    •   Monitoring covers only vision.
    •   Monitoring does not cover sanitary facilities, changing rooms, cafeterias, smoking rooms, and rooms made available to employee representatives.
    •   Data from monitoring is stored for 3 months. If the recordings constitute evidence in proceedings conducted under the law, or the Administrator has become aware that they may constitute evidence in such proceedings, this period is extended until the final conclusion of the proceedings.
    •   After the periods mentioned in point 4 above, recordings containing personal data obtained from monitoring will be destroyed unless legal provisions state otherwise.
    •   Monitoring will be conducted 24 hours a day, 7 days a week.
    •   The Administrator marks monitored rooms and areas visibly and legibly using appropriate signs or announcements, no later than one day before its activation.
  1. You have the right to object to the processing of your image for the purposes described above due to reasons related to your particular situation.
  2. Providing your image is voluntary but is a condition for employment, cooperation, use of services/purchase of goods from the Administrator when done directly at the Administrator’s locations.
  3. Your image recorded on monitoring may be disclosed to recipients such as security agencies cooperating with the Administrator, external law firms, insurers, public entities such as the prosecutor’s office, police, municipal guard, and other entities operating under relevant legal provisions, as well as other entities when necessary to achieve the purpose for which monitoring was applied.
  4. Your personal data will not be transferred to a third country/international organization and will not be processed in an automated manner.
  5. You have the right to lodge a complaint with the President of the Personal Data Protection Office if you believe that the processing of your personal data violates GDPR provisions.
  6. According to GDPR, you are entitled to:
    •    Access your data and receive a copy of it;
    •    Rectify (correct) your data;
    •    Delete, restrict, or object to the processing of your data;
    •     Data portability.

V. Additional Information

We request that you do not provide through websites and email any special categories of personal data (such as information about race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health information, genetic data, biometric data, sexual life or sexual orientation information, and criminal history). If such information is provided for any reason, it will mean explicit consent to collect and use such information as specified in this document or at the place where this information was disclosed.

We also inform that “Consent” under GDPR means voluntary, specific, informed, and unambiguous indication of the data subject’s will, by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her. GDPR uses the term “indication of will,” which is crucial, especially in the context of Recital 32 of GDPR, which states that consent may involve: (1) ticking a box on a website, (2) choosing technical settings for information society services, or (3) another statement or behavior clearly indicating acceptance of the proposed processing of personal data in a particular context. Therefore, when you voluntarily provide us with your personal data, for example, by sending an inquiry via email, we obtain your consent to process the personal data provided to us.