From this document you will learn how and on what basis we process your personal data when we negotiate, conclude and perform a contract with you or your company, and how we process the personal data of persons representing your company and of persons appointed as contact persons in connection with the performance of a specific contract.

These provisions apply whenever you negotiate or enter into and perform a contract with another business entity, regardless of whether the company on whose behalf you are acting is referred to as Customer, Contractor, Supplier, Ordering Party, etc. in the contract you enter into with us. For the purposes of this document, we use a standardized nomenclature – Partner.

Contact details for the controller of your personal data

Univio consists of Univio S.A., Univio International Sp. z o.o., Univio Systems Sp. z o.o. and Global4Net Sp. z o.o.

For the purposes set out by the applicable data protection legislation, the data controller is the specific entity affiliated with Univio that will be providing services to you directly or that will be communicating with you. This notice applies to all such entities, with the understanding that, in case of doubt, the controller of your data will be the entity with whom your company will negotiate and subsequently enter into and perform the contract.

The controller of your personal data may be:

Univio S.A. with its seat in Wrocław (53-611), at ul. Strzegomska 2-4, entered in the Register of Entrepreneurs of the National Court Register under KRS number: 0000004330, VI Economic Division of the National Court Register of the District Court for Wrocław Fabryczna in Wrocław, with the share capital in the amount of PLN 5.838.000, paid in full.

Univio International Sp. z o.o. with its seat in Wrocław (53-611), at ul. Strzegomska 2-4, entered in the Register of Entrepreneurs of the National Court Register under KRS number: 0000356947, VI Economic Division of the National Court Register of the District Court for Wrocław Fabryczna in Wrocław, with share capital of PLN 125,000.00,

Univio Systems Sp. z o.o., with its seat in Wrocław (53-611), at ul. Strzegomska 2-4, entered in the Register of Entrepreneurs of the National Court Register under KRS number: 0000262592, VI Economic Division of the National Court Register of the District Court for Wrocław Fabryczna in Wrocław, with share capital of PLN 200,000.00,

Global4Net Sp. z o.o. with its seat in Wrocław (53-332), ul. Powstańców Śląskich 7A, entered in the Register of Entrepreneurs of the National Court Register under KRS number: 0000608120, VI Economic Division of the National Court Register of the District Court for Wrocław Fabryczna in Wrocław, with share capital of PLN 50,000.00.

Contact details of the Data Protection Officer

The Data Protection Officer at Univio S.A., Univio International Sp. z o.o., Univio Systems Sp. z o.o. and Global4Net Sp. z o.o. is Maciej Bednarek.

Contact with the Data Protection Officer in matters concerning personal data protection is possible via: iod@univio.com.

For what purpose and on what basis do we process your personal data?

The purpose of processing your personal data is to enter into and perform a contract with the Partner (including the performance of an order), whereby:

1. if you are a person representing the Partner, the basis for the processing of your personal data is the necessity to perform a contract to which the data subject is a party, or to take action at the request of the data subject before entering into a contract.
2. if you are an employee, co-worker, contact person designated by the Partner in connection with the conclusion and performance of the contract, the basis for the processing of your data is the legitimate interest of the Partner and the relevant Univio entity consisting of the performance of the concluded contract by its Parties.

The purpose and basis for the processing of personal data of persons who are representatives of the Partner is also the fulfilment of the legal obligations of the relevant entity from Univio, in particular the fulfilment of accounting and tax obligations.

The purpose and basis for the processing of personal data of persons who are representatives of the Partner is the legitimate interest of the relevant entity from Univio consisting of the performance of the marketing of own services, the necessity to process complaints, to establish, defend and assert claims, to create compilations, analyses and statistics for the internal needs of Univio.

The relevant Univio entity will process your personal data to the extent that it includes your name, e-mail address, telephone number, position and any other categories of data provided by you or contained in a document authorizing you to act on behalf of the Partner.

How long do we process your data?

We will process your personal data for the period necessary to fulfil the purposes for which they were collected, i.e. with regard to the performance of the contract concluded between the entity with Univio and the Partner for the duration of the contract, and after that for the period resulting from the provisions of law or for the fulfilment of the legitimate interests of the relevant Univio entity, including: for securing and asserting possible claims or defending against them, until the expiry of the period of limitation of these claims in accordance with currently applicable regulations.

The relevant Univio entity will process your personal data in order to comply with its legal obligations under, inter alia, the provisions of the Accounting Act for a period of 5 years from the beginning of the year following the financial year in which operations, transactions and proceedings are finally completed, paid off, settled or barred.

Who is the recipient of your personal data?

The recipient of your personal data, i.e. the external entity that may be involved in the processing of your data, will be our trusted subcontractors – IT service providers for data hosting and business mail services (Microsoft), or internal communication tool (Slack).

Your personal data may be shared with recipients that support the activities of Univio entities such as legal, IT, postal and courier service providers.

Your personal data may be shared with Univio entities (including Global4Net Sp. z o.o.) involved in the performance of the contract, only to the extent necessary for its proper execution, in order to optimize business processes.

Nature of data provision

The provision of personal data is voluntary, but necessary for the conclusion and performance of the contract. Failure to provide the relevant data prevents us from concluding the contract and then duly performing it.

Cross-border data processing

Your personal data is generally not processed outside the European Economic Area, however, this may occur if you choose to conduct internal correspondence with us via the Slack tool of the US-based Slack Technologies LLC. Such processing takes place on the basis of so-called standard contractual clauses, provisions of the contract concluded between us and Slack, which guarantee an adequate degree of secure processing of your personal data.

Where do we obtain your personal data from?

The personal data of the persons entitled to represent the Partner has been provided to us directly by these persons on the Partner’s part.

The personal data of persons involved in the performance of the contract has been made available to us by the persons representing the Partner.

What rights do you have in relation to the processing of your personal data?

Below we set out your rights in relation to data protection and the fact that we process your data. The rights you have in a specific situation depend on the purpose for which and on what basis we process your personal data.

Right of access

You have the right to obtain information regarding the personal data we hold about you. This right applies to all processing of your data.

Right of rectification

You have the right to have the personal data stored about you rectified and/or completed without delay. This right applies to all processing of your data.

Right to restriction processing

You have the right to ask us to restrict the processing of your personal data if you question the accuracy of the data held about you, if the processing is carried out without a legal basis, or if you have presented your objection to the processing, or if we no longer need the personal data for the purposes of the processing but you need the data to establish, assert or defend your claims.

Right to erasure

You have the right to request the erasure of your personal data held by us, insofar as maintaining the data is not necessary to ensure freedom of expression, freedom of access to information, to comply with a legal obligation, for reasons of public interest, to report or defend against claims or to assert rights under the law.

Right to information

If you have raised a right to rectification, to erasure or to restriction of processing, we will notify all recipients of your personal data of how to rectify, erase or impose restrictions on the processing of that data, unless this is impossible to carry out or involves a disproportionate effort.

Right to data portability

You have the right to obtain a copy of the data you have provided to us, which will be sent to you or a third party in a structured, standard, machine-readable format. If you request that this data, be sent to another data controller, this will be done as long as it is technically possible. This right only applies if we process your data on the basis of your consent or in connection with the performance of a contract.

Right to object

If your personal data is processed on the basis of our legitimate legal interest, you have the right to object at any time to further processing. We will consider your request in accordance with the rules under the law.

Right to withdraw consent

If your data is processed on the basis of consent, you have the right to withdraw it at any time, with future effect. This will not affect the lawfulness of the data processed to date. You can withdraw your consent by writing to: iod@univio.com

Right to lodge a complaint with a supervisory authority

If the processing of your personal data violates data protection legislation or if your data protection rights have been violated in any other way, you may lodge a complaint with a supervisory authority. The supervisory authority with jurisdiction on the territory of Poland is the President of the Personal Data Protection Office in Warsaw (ul. Stawki 2). Before you exercise your right to lodge a complaint, we encourage you to contact us first so that we can clarify any doubts for you.

Processing of the request

If you make a request to us to exercise a particular right, we will respond to your request within one month of receiving it. If we need to extend this period, we will inform you of the reasons for the extension.

We will respond to your request to the e-mail address from which you send the request or, in the case of requests made by letter, by ordinary mail to the address you have indicated, unless it is clear from the content of the letter that you wish to receive feedback to your e-mail address (in which case you must provide an e-mail address).