Privacy policy

VIDIS SA, with its registered office in Bielany Wrocławskie at ul. Logistyczna 4, 55-040 Bielany Wrocławskie, in fulfilling its obligations under the applicable laws on personal data protection, including Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (hereinafter referred to as GDPR), wishes to provide you with information regarding the processing and protection of your personal data.

The information contained in this Privacy Policy will help you understand what personal data is collected and processed by VIDIS SA, the purposes for which it is used, and what rights you have in relation to the protection of personal data.

Who collects and processes your personal data, i.e., who is the controller of your personal data?

VIDIS SA, with its registered office in Bielany Wrocławskie at ul. Logistyczna 4, 55-040 Bielany Wrocławskie (hereinafter referred to as VIDIS SA or ADO – Personal Data Controller).

HOW CAN YOU CONTACT VIDIS SA?

You can contact us:

via email: rodo@vidis.pl
by phone: (+48) 71 33 880 00,
by post: ul. Logistyczna 4, 55-040 Bielany Wrocławskie, Poland

WHEN AND WHAT PERSONAL DATA DOES VIDIS SA COLLECT AND PROCESS?

VIDIS SA collects and processes personal data in connection with:

provision of service operations;
sale of products and services via the defenzo.pl website, including order fulfillment and customer contact;
marketing activities undertaken;
establishing contact via forms available on the websites;
established business relations;
conducted recruitment processes.

WHAT PERSONAL DATA DOES VIDIS SA COLLECT AND PROCESS?

VIDIS SA collects and processes personal data to the extent necessary to achieve the purpose for which they were collected.

Depending on the purpose and legal basis for the collection and processing of personal data, VIDIS SA may collect and process, among others, the following data:

identifying data, including but not limited to: first name, last name,
contact details, including but not limited to: address, telephone number, email address;
company identifying data, including but not limited to: company name, business address, tax identification number (NIP), REGON.

FOR WHAT PURPOSE AND ON WHAT LEGAL BASIS DOES ADO PROCESS YOUR PERSONAL DATA AND HOW LONG IS IT STORED?

1. If you use service operations

Purpose of data processing	Legal basis for data processing	Period of personal data storage/processing
Fulfillment of the contract for the provision of services or taking requested actions prior to entering into a contract	art. 6 sec. 1 lit. b GDPR	Period necessary to perform the contract (provision of service)
Keeping accounting records and tax documentation	art. 6 sec. 1 lit. c GDPR in connection with art. 74 sec. 2 of the Accounting Act and other special regulations	Storage period of accounting and tax documentation resulting from legal regulations
Ensuring the safety of persons and property through the use of video monitoring recording the image at the ADO headquarters, which constitutes a legitimate interest in data processing by ADO	art. 6 sec. 1 lit. f GDPR	1 month

2. If you are a client of VIDIS SA, including clients of the B2B system run by VIDIS SA:

Purpose of data processing	Legal basis for data processing	Period of personal data storage/processing
Fulfillment of the sales contract, including delivery of goods or services, contact in connection with order fulfillment	art. 6 sec. 1 lit. b GDPR	Period necessary to perform the sales contract (from placing the order to its fulfillment)
Pursuing claims and defending against claims arising from business activities, which constitutes a legitimate interest in data processing by ADO	art. 6 sec. 1 lit. f GDPR	Claim limitation period resulting from legal regulations
Keeping accounting records and tax documentation	art. 6 sec. 1 lit. c GDPR in connection with art. 74 sec. 2 of the Accounting Act and other special regulations	Storage period of accounting and tax documentation resulting from legal regulations
Ensuring the safety of persons and property through the use of video monitoring recording the image at the VIDIS SA headquarters, which constitutes a legitimate interest in data processing by ADO	art. 6 sec. 1 lit. f GDPR	1 month

3. If you use contact forms available on websites run by VIDIS SA:

Purpose of data processing	Legal basis for data processing	Period of personal data storage/processing
Contact in connection with the inquiry/request submitted via the contact form, based on the consent given for data processing	art. 6 sec. 1 lit. a GDPR	For the period necessary to respond to the inquiry and conduct correspondence/discussions related to the request, but not longer than until the withdrawal of consent for personal data processing
Pursuing claims and defending against claims related to the business activities carried out by ADO, which constitutes ADO's legitimate interest, when your inquiry may justify data processing for this purpose (e.g., when the request concerns a complaint)	art. 6 sec. 1 lit. f GDPR	For the claim limitation period specified by law

4. If marketing actions are taken towards you by VIDIS SA / a newsletter is sent:

Purpose of data processing	Legal basis for data processing	Period of personal data storage/processing
Conducting marketing activities related to VIDIS SA business, including establishing commercial relations, sending offers, information about goods, services, promotions, newsletters – within the legitimate interest of ADO or your consent	art. 6 sec. 1 lit. f GDPR, which constitutes ADO's legitimate interest, which is marketing of products and services art. 6 sec. 1 lit. a GDPR, art. 10 sec. 2 of the Act on the Provision of Electronic Services, art. 172 of the Telecommunications Law	For the period necessary to achieve the purpose, but no longer than until: 1) you submit an objection to personal data processing for this purpose or 2) if you have granted marketing consents – until the granted consent is withdrawn

Purpose of data processing

Legal basis for data processing

Period of personal data storage/processing

Conducting marketing activities related to VIDIS SA business, including establishing commercial relations, sending offers, information about goods, services, promotions, newsletters – within the legitimate interest of ADO or your consent

art. 6 sec. 1 lit. f GDPR, which constitutes ADO's legitimate interest, which is marketing of products and services

art. 6 sec. 1 lit. a GDPR, art. 10 sec. 2 of the Act on the Provision of Electronic Services, art. 172 of the Telecommunications Law

For the period necessary to achieve the purpose, but no longer than until:
1) you submit an objection to personal data processing for this purpose or
2) if you have granted marketing consents – until the granted consent is withdrawn

5. If you apply for a job at VIDIS SA

Purpose of data processing	Legal basis for data processing	Period of personal data storage/processing
Conducting the current recruitment process	art. 22¹ of the Labor Code, art. 6 sec. 1 lit. c GDPR, art. 6 sec. 1 lit. f GDPR, which constitutes ADO's legitimate interest in the need to ensure an appropriate level of employee staffing	For a period of 3 months from the start of the recruitment process
Conducting future recruitment processes	art. 6 sec. 1 lit. a GDPR	For a period of 1 year from the start of the recruitment process

Where does VIDIS SA obtain your data from?

Customers	Data is obtained directly from you before entering into a contract or during its execution.
Contractors: Establishing trade relations	Data is obtained directly from you before entering into a contract or during its execution.
Contractor representatives, contact persons	Data is obtained from the entity you represent or directly from you. In the event that personal data is provided by the entity on whose behalf you act, ADO collects your data: first name, last name, phone number, email address, job title.
Potential contractors	Data is obtained directly from you or from publicly available sources. In the event that personal data is collected from publicly available sources, ADO collects your personal data: first name, last name, company name, phone number, email address, job title.
Contact form users	Data is obtained directly from you in the contact form or during contact carried out to respond to the request made via the contact form.
Marketing activity recipients	Data can be obtained: 1) directly from you; 2) from the entity you represent (first name, last name, phone number, email address, job title);
Job candidates	Data is obtained directly from you through the submitted documents (CV)

IS THE PROVISION OF YOUR DATA NECESSARY?

Customers:	Providing the data necessary to perform the contract is a condition for entering into a contract. Refusal to provide it will result in the inability to use the service or issue an invoice.
Contractors:	Providing the data necessary to submit an offer and then sign and perform the contract is a condition for entering into a contract. Refusal to provide it will result in the inability to submit an offer and conclude a contract.
Contractor representatives, contact persons	If you provide personal data directly to ADO, providing it is voluntary, but necessary for ADO to perform the contract for the entity you represent. In the event of failure to provide data, the execution of the contract may be difficult.
Potential contractors	If you provide data directly to ADO, providing it is voluntary, but necessary to take actions aimed at establishing business relations, including submitting an offer and concluding a contract.
Contact form users	Providing the data necessary to respond to the request/questions is a condition for obtaining an answer. Failure to provide data will result in the inability to respond to the request/question.
Marketing activity recipients	Providing your data is voluntary.
Job candidates	Providing the data listed in art. 22¹ of the Labor Code is necessary to conduct the recruitment process. Any data beyond this scope is provided voluntarily.

TO WHOM CAN ADO TRANSFER YOUR PERSONAL DATA?

Access to your personal data may be given to:

employees and associates of ADO authorized to process your personal data on behalf of ADO;
entities to which ADO has entrusted the processing of personal data, including:
1. providers of technical and organizational services (in particular, providers of ICT services, entities providing postal and courier services);
2. providers of legal and advisory services, including in the case of pursuing claims related to business activities carried out by VIDIS SA and defending against claims;
3. other entities, persons, or bodies – to the extent and on the terms specified by law, provided that the transfer of your data to these entities takes place in accordance with applicable laws and maintaining full rules related to their safety.

WILL YOUR DATA BE TRANSFERRED TO COUNTRIES OUTSIDE THE EUROPEAN ECONOMIC AREA (TO COUNTRIES OTHER THAN EU COUNTRIES AND ICELAND, NORWAY, AND LIECHTENSTEIN)?

Your data will not be transferred to countries outside the European Economic Area.

WHAT RIGHTS DO YOU HAVE IN CONNECTION WITH DATA PROCESSING BY ADO?

In connection with the processing of your personal data by VIDIS SA, you have:

the right to access your personal data (art. 15 GDPR);
the right to rectify your personal data (art. 16 GDPR);
the right to request the deletion of data in the cases specified in art. 17 sec. 1, taking into account the exceptions specified in art. 17 sec. 3 GDPR;
the right to request restriction of data processing in cases specified in art. 18 GDPR;
the right to data portability in cases specified in art. 20 GDPR.

If you want to exercise any of these rights, VIDIS SA enables contact:

via email: rodo@vidis.pl
by post: ul. Logistyczna 4, 55-040 Bielany Wrocławskie, Poland

You also have the right to lodge a complaint with the supervisory authority dealing with personal data protection if VIDIS SA violates personal data protection regulations during the processing of your personal data.

RIGHT TO WITHDRAW CONSENT TO PERSONAL DATA PROCESSING

If ADO processes your personal data based on consent, you have the right to withdraw consent at any time, without affecting the validity of processing carried out based on consent before its withdrawal.

You can withdraw your consent:

via email: rodo@vidis.pl
at the reception of the branch: ul. Logistyczna 4, 55-040 Bielany Wrocławskie
by post: Logistyczna 4, 55-040 Bielany Wrocławskie, Poland
regarding the receipt of the newsletter – by following the instructions in the email.

WILL AUTOMATED DECISIONS (DECISIONS WITHOUT HUMAN INTERVENTION) BE MADE CONCERNING YOUR DATA?

Automated decisions (decisions without human intervention), including automated profiling, will not be made concerning your personal data.

RIGHT TO OBJECT

Additionally, VIDIS SA informs you that for reasons related to your special situation, you have the right to object to the processing of your personal data, including profiling, when the basis for data processing by ADO is:

the necessity of processing for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller (art. 6 sec. 1 lit. e GDPR),
the legitimate legal interest of ADO (art. 6 sec. 1 lit. f GDPR).

After submitting an objection, VIDIS SA will not be able to process personal data based on the above bases of processing, unless it demonstrates the existence of valid, legally justified grounds for data processing, overriding the interests, rights, and freedoms of the data subject, or grounds for establishing, pursuing, and defending claims.

If VIDIS SA processes your data for direct marketing purposes, you have the right to object to the processing of your data by VIDIS SA for direct marketing purposes.

PERSONAL DATA SECURITY

VIDIS SA uses appropriate technical and organizational measures to ensure that your personal data is secure, including securing personal data against unauthorized use, loss, or destruction. In order to ensure the security of your personal data at VIDIS SA, appropriate personal, organizational, technical (IT), and physical safeguards have been implemented.