Data processing

 

INFORMATION ON THE PROTECTION OF PERSONAL DATA

 

A. EMPLOYEES, INTERNS AND TRAINEES

1. INTRODUCTION AND CONTACT DETAILS

1.1 In this document, Janas Logistics Sp. z o.o. (hereinafter referred to as the “Company”), with its registered office at 66-440 Skwierzyna, ul. Gorzowska 18C, describes how your personal data is processed if you are our employee, intern or trainee. We recommend that you read this document carefully.

1.2 The company has appointed a data protection officer. If you have any questions, please contact us at the e-mail address: odo@janas-logistics.coml.

 

2. WHAT PERSONAL DATA DO WE PROCESS?

2.1 Personal data is any information based on which we can identify you as a natural person. As part of your employment agreement (employment contract, mandate contract, internship or apprenticeship contract), we process the following personal data:
– Your full name, photo, contact details, and contact details of the person you want us to contact in the event you have an accident at work
– Your employment details (date of employment, employment status, job position, amount of remuneration, information on sick leave, rehabilitation stays, parental leave and annual leave)
– Your social security number, personnel number, account number
– Information about your education and other forms of learning (development plan, goals and employee evaluation)
– Information about training and professional courses in which you have participated
– Data regarding your use of employee equipment (computer, telephone, etc.), e.g. connection protocols, logins in individual IT systems, e-mails, network activity and related data such as IP addresses and device identification numbers.

In the case of interns and trainees, we do not process all of the above-mentioned data.

 

3. WHY DO WE PROCESS YOUR DATA?

We process the above-mentioned personal data for the following purposes:
– Administration and management of the employment relationship, e.g. salary settlement, pension security, credit card and insurance management
– Implementation of your employment contract and the organisation, planning, management and control of processes within the Company
– Publication of your name and telephone number on the Company’s website and in marketing materials, subject to prior consent
– Supervision of your use of company devices to ensure an appropriate level of technical security of the devices
– Conducting an investigation in the event there is a possibility that you have committed a prohibited act subject to penalty or have violated the guidelines of conduct applicable in the Company
– Fulfilment of statutory obligations towards you as an employee, as well as towards offices, and defence against claims
– Preparation of statistics and reports
– Development, testing, maintenance and optimisation of the Company’s IT systems.

 

4. HOW LONG DO WE STORE YOUR DATA?

Most personal data is stored during the period of employment. Personal files are stored in accordance with applicable regulations. At the end of your employment, most of your data will be deleted by us, unless we have a legal obligation to store your data for a specified period of time (e.g. personal files) or a legitimate interest in storing your data (e.g. defence against claims).

 

5. ON WHAT LEGAL BASIS DO WE PROCESS YOUR DATA?

5.1 Most processing activities are carried out on the basis of the agreement we concluded with you (employment contract, mandate contract, etc.).

5.2 The processing of sensitive data (e.g. health-related data) takes place if required by applicable law.

5.3 Other data processing activities are carried out on the basis of legitimate interests (e.g. supervision of company devices).

5.4 In cases that require consent (e.g. publishing your photo on our website), we process your data only after obtaining your consent.

 

6. WHO IS THE RECIPIENT OF YOUR PERSONAL DATA?

6.1 Your personal data is transferred within the company to appropriate departments (e.g. HR Department) in connection with the implementation of the agreement we concluded with you. Your data may also be received by external entities (e.g. companies that provide us with technological solutions and software, insurers, and entities providing us with various types of services). In addition, the recipients of your personal data may be public offices – whenever the transfer of your data is required under applicable law or decisions of competent authorities.

6.2 If your personal data is transferred to a third country (i.e. outside the EU and EEC), we take appropriate measures to appropriately secure your data. For this purpose, we use standard contractual clauses of the European Commission in our contracts.

 

7. WHAT ARE YOUR RIGHTS?

7.1 Pursuant to applicable personal data protection regulations, you have the right to:
– access the information about you that we process and obtain a copy of the personal data that is the subject of processing activities
– have your data rectified
– have your data deleted (“the right to be forgotten”)
– request that the processing of your data be limited
– have your data transferred
– object to the processing of your data
– withdraw your consent; however, the withdrawal of consent does not affect the legality of the processing carried out on the basis of your consent before the withdrawal
– lodge a complaint with the competent supervisory authority, i.e. the Office for Personal Data Protection, if you believe that data processing is carried out contrary to applicable law.

7.2 Please note that exercising some of the above rights is only possible in certain situations. If you want to exercise any of the rights, please contact us at the e-mail address: odo@janas-logistics.com.

 

B. JOB CANDIDATES

We are glad that you are interested in working in our company. This document describes how we process your personal data in connection with the recruitment procedure for a job position.

 

1. WHO IS THE CONTROLLER OF YOUR PERSONAL DATA?

The Controller of your data is:
Janas Logistics Sp. z o.o. (hereinafter referred to as the “Company”)
ul. Gorzowska 18C
66-440 Skwierzyna

More information is available on our website: www.janas-logistics.com.

 

2, WHAT PERSONAL DATA DO WE PROCESS? FOR WHAT PURPOSES?

We process the data we received from you as part of the recruitment procedure in order to check your qualifications to perform work in a given job position and to conduct the recruitment procedure.

 

3. ON WHAT BASIS DO WE PROCESS YOUR DATA?

The legal basis for the processing of your personal data is Article 221 of the Labour Code in connection with Article 6 sec. 1 (b) of the GDPR. Pursuant to these provisions, we are entitled to process your personal data if it is necessary to conclude an employment contract or to undertake pre-contractual activities performed at your request.

After the recruitment procedure is completed, the processing of your data may take place on the basis of a legitimate interest (Article 6 sec. 1 (f) of the GDPR) of the Company in terms of reporting and defending against possible claims.

 

4. HOW LONG DO WE STORE YOUR DATA?

Data of job candidates are deleted after 6 months from the end of the recruitment procedure.
If you consented to further data processing after being rejected as a job candidate, your data is saved in the general candidate database. Your data is deleted from this database after 2 years.
If you are accepted for a job position, your data is transferred to the employee database and personal files.

 

5. WHO IS THE RECIPIENT OF YOUR PERSONAL DATA?

After you submit your job application, your data is transferred to the HR Department. Applications from candidates who meet the basic requirements for a given position are forwarded to the head of a given department. In the next step, the further course of action is agreed. Your data can be accessed only by those persons within the Company who require this information for the proper conduct of the recruitment procedure.

 

6. WHERE IS YOUR DATA PROCESSED?

Your data is processed by us only within the territory of the European Union.

 

7. WHAT ARE YOUR RIGHTS?

7.1 Pursuant to applicable personal data protection regulations, you have the right to:
– access the information about you that we process and obtain a copy of the personal data that is the subject of processing activities
– have your data rectified
– have your data deleted (“the right to be forgotten”)
– request that the processing of your data be limited
– have your data transferred
– object to the processing of your data
– withdraw your consent; however, the withdrawal of consent does not affect the legality of the processing carried out on the basis of your consent before the withdrawal
– lodge a complaint with the competent supervisory authority, i.e. the Office for Personal Data Protection, if you believe that data processing is carried out contrary to applicable law.

7.2 Please note that exercising some of the above rights is only possible in certain situations. If you want to exercise any of the rights, please contact us at the e-mail address: odo@janas-logistics.com.

 

8. DATA PROTECTION OFFICER

The Company has appointed a personal data protection inspector, who can be contacted at the e-mail address: odo@janas-logistics.com, or by letter to the Company’s mailing address, for the attention of “Data Protection Inspector”.