Privacy policy
Information clause on the processing of personal data
In accordance with Article 13(1) and (2) and Article 14(1) and (2) of 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 (General Data Protection Regulation) (OJ EU L 119 of 04.05.2016), hereinafter referred to as GDPR, we present below the information on personal data processing.
Personal Data Controller:
Vortex Energy Polska sp. z o.o., al. Piastów 30, 71-064 Szczecin, phone: +48 91 431 53 80, e-mail: biuro@vortex-energy.pl.
Our Data Protection Officer (DPO) is Sebastian Kopacki – iod@vortex-energy.pl.
Purpose and Legal Basis for Processing Your Personal Data
- Performance of civil law contracts – Article 6(1)(b) GDPR
- Customer service, client communication – Article 6(1)(a) GDPR, Article 6(1)(f) GDPR
- Use of video surveillance systems – Article 6(1)(f) GDPR
- Service usage statistics – Article 6(1)(f) GDPR
- Recruitment processes, internships, traineeships – Article 6(1)(b) GDPR, Article 6(1)(c) GDPR
- Employment of staff – Article 6(1)(a), Article 6(1)(c), Article 9(2)(b) GDPR
- Pursuing claims – Article 6(1)(f) GDPR
- Document archiving – Article 6(1)(c) GDPR
- Other own tasks and commissioned tasks – Article 6(1)(c) GDPR
- Marketing and PR activities of the controller – Article 6(1)(f) GDPR
- Marketing activities for other products or services – Article 6(1)(f) GDPR
Legal Basis for Data Processing
- Where we obtain your consent to process personal data, the basis is Article 6(1)(a) GDPR.
- Where the processing is necessary for performance of a contract to which you are a party, the basis is Article 6(1)(b) GDPR. This also covers actions required prior to entering into a contract.
- Where the processing is necessary to comply with a legal obligation to which the Controller is subject, the basis is Article 6(1)(c) GDPR.
- Where the processing is necessary for purposes arising from our legitimate interests, the basis is Article 6(1)(f) GDPR, while ensuring that your basic rights and freedoms prevail.
Recipients of Personal Data Processed by the Controller
- Entities and individuals whose access to data results from legal provisions
- Banks – for transaction processing
- Postal and courier service providers
- Entities processing data on behalf of the controller under data processing agreements, including service providers performing tasks commissioned by the controller
Obtaining Data from Sources Other than Directly from You
In some cases, we may obtain your data from sources other than directly from you.
When personal data is obtained indirectly, the Controller will inform you of the source of the data unless an applicable legal provision exempts us from this obligation.
Data Retention Period
Your personal data will be stored until the matter for which it was collected is resolved, and subsequently in accordance with the Uniform File Classification Scheme and the Act of 14 July 1983 on the National Archival Resource and Archives.
After contract performance, your data will be stored as required by applicable law. For accounting and tax purposes, we process data for 5 years from the end of the calendar year in which the tax obligation arose.
If data is processed for establishing, pursuing, or defending claims, it will be stored for the limitation period specified in the Civil Code. For ongoing disputes/legal proceedings, retention is counted from the final conclusion of the last proceeding unless longer periods are required by law.
If data is processed on the basis of your consent, we will process it until your consent is withdrawn.
As an employer, we are obliged to store employee documentation:
- Employees hired before 1 January 1999 – 50 years
- Employees hired for the first time between 1999–2018 – 50 years unless ZUS OSW and ZUS RIA forms are submitted, in which case 10 years
- Employees hired from 1 January 2019 – 10 years from the end of the year in which employment ended
Your Rights under the GDPR
You have the right to:
Rectification – Article 16 GDPR
Request immediate correction or completion of personal data.
Erasure – “Right to be forgotten” – Article 17 GDPR
Request deletion of your data when it is no longer necessary, consent is withdrawn, or processing is unlawful.
This right does not apply where processing is required by law, for archiving obligations, or for legal claims.
Restriction of Processing – Article 18 GDPR
You may request restriction when data accuracy is contested, processing is unlawful, the controller no longer needs the data, or you have objected under Article 21(1) GDPR until a balance of interests is determined.
Data Portability – Article 20 GDPR
Request your data in a structured, commonly used, machine-readable format or transfer to another controller.
Objection – Article 21 GDPR
Object at any time to processing based on legitimate interest, unless overriding legal grounds exist.
Lodge a Complaint – Article 77 GDPR
You may file a complaint with a supervisory authority if you believe your data has been processed unlawfully.
Withdrawal of Consent – Article 7(3) GDPR
You may withdraw your consent at any time without affecting prior lawful processing.
Providing Personal Data – Requirement or Voluntary?
Providing data may be:
- required by law when necessary to meet a legal obligation,
- contractually required when needed to conclude or perform a contract,
- voluntary, when based on consent.
Disclosure of Data to Third Parties
Data is disclosed only when necessary to perform requested services or when required by law (e.g., law enforcement requests or court orders).
Your data is not transferred to third countries outside the EU/EEA, unless related to Facebook’s global data flows.
Automated Decision-Making and Profiling
Under GDPR, the Controller must inform you if automated decision-making or profiling is used under Article 22(1) and (4) GDPR.
You have the right not to be subject to automated decisions that have legal or similarly significant effects.