Privacy Policy for Persons Representing Univio's Partners and Suppliers, as Well as Their Employees and Associates
This document explains how and on what basis we process your personal data when we negotiate, enter into, and perform a contract with you or your company. It also explains how we process the personal data of persons representing your company and persons appointed as contact persons in connection with the performance of a specific contract.
These provisions apply whenever you negotiate, enter into, or perform a contract with another business entity, regardless of whether the company on whose behalf you act is referred to in the contract as a Customer, Contractor, Supplier, Ordering Party, or otherwise. For the purposes of this document, we use the standardised term “Partner”.
Contact details of the controller of your personal data
Univio consists of Univio sp. z o.o., Univio International Sp. z o.o., and Global4Net Sp. z o.o.
For the purposes set out by applicable data protection legislation, the controller is the specific entity affiliated with Univio that will provide services to you directly or communicate with you. This notice applies to all such entities. In case of doubt, the controller of your data will be the entity with which your company will negotiate and subsequently enter into and perform the contract.
The controller of your personal data may be:
Univio sp. z o.o., with its registered office in Wrocław (53-611), at ul. Strzegomska 2–4, entered in the Register of Entrepreneurs of the National Court Register under KRS number 0001205824, maintained by the 6th Commercial Division of the National Court Register of the District Court for Wrocław-Fabryczna in Wrocław, with share capital of PLN 5,838,000, fully paid up.
Univio International Sp. z o.o., with its registered office in Wrocław (53-611), at ul. Strzegomska 2–4, entered in the Register of Entrepreneurs of the National Court Register under KRS number 0000356947, maintained by the 6th Commercial Division of the National Court Register of the District Court for Wrocław-Fabryczna in Wrocław, with share capital of PLN 125,000, fully paid up.
Global4Net Sp. z o.o., with its registered office in Wrocław (53-332), at ul. Powstańców Śląskich 7A, entered in the Register of Entrepreneurs of the National Court Register under KRS number 0000608120, maintained by the 6th Commercial Division of the National Court Register of the District Court for Wrocław-Fabryczna in Wrocław, with share capital of PLN 50,000, fully paid up.
Contact details of the Data Protection Officer
The Data Protection Officer at Univio sp. z o.o., Univio International Sp. z o.o., and Global4Net Sp. z o.o. is Włodzimierz Dola.
You may contact the Data Protection Officer regarding personal data protection matters at: iod@univio.com.
For what purposes and on what legal 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. In particular:
- If you represent the Partner, the legal basis for processing your personal data is the necessity to perform a contract to which you are a party, or to take steps at your request before entering into a contract.
- If you are an employee, associate, or contact person designated by the Partner in connection with entering into and performing the contract, the legal basis for processing your data is the legitimate interest of the Partner and the relevant Univio entity in the performance of the contract by its parties.
The purpose and legal basis for processing the personal data of persons representing the Partner also includes compliance with the legal obligations of the relevant Univio entity, in particular accounting and tax obligations.
The purpose and legal basis for processing the personal data of persons representing the Partner is also the legitimate interest of the relevant Univio entity. This includes marketing its own services, handling complaints, establishing, pursuing, or defending claims, and preparing internal reports, analyses, and statistics for Univio.
The relevant Univio entity will process your personal data, including your first and last name, email address, telephone number, job title, and any other categories of data provided by you or included in a document authorising 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 it was collected. In relation to the performance of a contract between the relevant Univio entity and the Partner, this means for the duration of that contract. Afterward, we may retain the data for the period required by law or necessary to fulfil the legitimate interests of the relevant Univio entity, including to secure, establish, pursue, or defend potential claims, until the expiry of the applicable limitation periods.
The relevant Univio entity will process your personal data to comply with legal obligations arising, among other things, from the Accounting Act for a period of 5 years from the beginning of the year following the financial year in which the operations, transactions, and proceedings were finally completed, paid, settled, or became time-barred.
Who receives your personal data?
Recipients of your personal data, meaning external entities that may participate in processing your data, include our trusted subcontractors: IT service providers for data hosting and business email services, including Microsoft, and providers of internal communication tools, including Slack.
Your personal data may be shared with recipients supporting the operations of Univio entities, including providers of legal, IT, postal, and courier services.
Your personal data may be shared with Univio entities, including Global4Net Sp. z o.o., involved in performing the contract, solely to the extent necessary for its proper performance and to optimise business processes.
Provision of data
Providing personal data is voluntary but necessary to enter into and perform the contract. Failure to provide the relevant data prevents us from entering into the contract and subsequently performing it properly.
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 through the Slack tool provided by Slack Technologies LLC, which is based in the United States. Such processing is based on standard contractual clauses and the provisions of the agreement concluded between us and Slack, which ensure an adequate level of security for the processing of your personal data.
Where do we obtain your personal data?
The personal data of persons authorised to represent the Partner has been provided to us directly by those persons on behalf of the Partner.
The personal data of persons involved in performing the contract has been provided to us by 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 processing of your personal data. The rights available to you in a particular situation depend on the purpose and legal basis on which we process your personal data.
Right of access
You have the right to obtain information about the personal data we hold about you. This right applies to all processing of your data.
Right to rectification
You have the right to have personal data held about you rectified and/or completed without undue delay. This right applies to all processing of your data.
Right to restriction of processing
You have the right to request that we restrict the processing of your personal data if you question the accuracy of the data held about you, if processing is carried out without a legal basis, if you have objected to the processing, or if we no longer need the personal data for processing purposes but you need it to establish, pursue, or defend claims.
Right to erasure
You have the right to request the erasure of your personal data held by us, provided that retaining the data is not necessary to ensure freedom of expression or access to information, comply with a legal obligation, serve the public interest, establish or defend claims, or assert rights under applicable law.
Right to information
If you exercise your right to rectification, erasure, or restriction of processing, we will notify all recipients of your personal data about the rectification, erasure, or restriction, unless doing so is impossible or involves a disproportionate effort.
Right to data portability
You have the right to receive a copy of the data you have provided to us in a structured, commonly used, machine-readable format, and to have it transmitted to you or a third party. If you request that the data be transmitted to another controller, this will be done where technically feasible. This right applies only where 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 interest, you have the right to object to further processing at any time. We will consider your request in accordance with applicable legal requirements.
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 effect for the future. This will not affect the lawfulness of processing carried out before the withdrawal. 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 otherwise been infringed, you may lodge a complaint with a supervisory authority. The competent supervisory authority in Poland is the President of the Personal Data Protection Office in Warsaw. Before exercising your right to lodge a complaint, we encourage you to contact us first so that we can clarify any concerns.
Handling your request
If you submit a request to exercise a particular right, we will respond within one month of receiving it. If we need to extend that period, we will inform you of the reasons for the extension.
We will respond to your request using the email address from which you submit it. For requests submitted by post, we will respond by ordinary mail to the address you provide, unless the content of your letter indicates that you wish to receive a response by email. In that case, please provide your email address.