Looking after their safety is not only a duty for us, but above all a matter of trust, which we want to build up mutually.
That is why we created this document.
You will find information about what we use your data for, why we have the right to do so and how long we keep it. In addition, you will find out here what rights you have through the GDPR.
We have divided the information into two parts:
Use the links in the table of contents to quickly find the information you are interested in.
| Controller | Europa Systems sp. z o.o. with its registered office in Żabów (74-200), Żabów 76B |
| Contact details of the Controller | iod@europasystems.com |
| Data Protection Officer | iod@europasystems.com |
| Aims and legal bases of the processing | |
| Objective | To respond to enquiries – taking pre-contractual action, at the request of the client, expressed by leaving your details in the “Contact Us” section of the website (Article 6(1)(b) GDPR – if you are a potential client; Article 6(1)(f) GDPR – if you are an individual acting on behalf of or for the client). |
| Objective | Acceptance of a report of a breakdown, inspection in accordance with a contract or a warranty (Article 6(1)(b) GDPR) |
| Objective | To enable a whistleblowing report and subsequent verification and processing – the legal basis for the processing is Article 6(1)(c) of the GDPR, in connection with the Law of 14 June 2024 on the protection of whistleblowers. If special category personal data are obtained that are processed as part of a notification made for reasons of substantial public interest – the legal basis for processing is Article 9(2)(g) GDPR. |
| Objective | To provide an answer to another question asked via the “Contact us” tab (Article 6(1)(f) GDPR). |
| Objective | To create sales statistics (Article 6(1)(f) GDPR) |
| Data storage time | If an enquiry has been made, for the duration of the negotiations and the preparation of the offer. If our offer has been accepted and we are bound by an agreement, then we will process your data for the time dedicated to customers with an active agreement. If you have a specific relationship with the Controller (e.g. you are a client with an active agreement), then we may also store your data obtained via the Contact tab until the statute of limitations for claims arising from the legal relationship between you and the Controller. If we process certain data on the basis of the legitimate interest of the Controller (Article 6(1)(f) GDPR) and you raise a legitimate objection to the processing before the expiry of the basic storage period, then the data will be processed for this specific purpose for a shorter period, i.e. until your objection is taken into account. If we process certain data on the basis of your consent (Article 6(1)(a) GDPR) and you withdraw your consent before the expiry of the basic retention period, then the data will be processed for this specific purpose for a shorter period, i.e. until you withdraw your consent.In the case of whistleblowers: personal data and other information in the register of internal notifications shall be retained for a period of 3 years after the end of the calendar year in which the follow-up actions were completed or the proceedings initiated by those actions are terminated |
| Scope of data | The standard information includes: company, name, e-mail address, telephone number, content of the enquiry. For whistleblowers: name, surname, position, possibly information on the whistleblower’s involvement in the reported breach/actions taken by the whistleblower. |
| Data source | As standard, we obtain data directly from you. |
| Obligation to provide data | The provision of certain data is not a statutory condition or a contractual requirement. |
| What happens if you do not provide your data | If you do not provide your data, we will not be able to provide you with our offer or answer any other question you may have. |
| Recipients of data | Recipients are external entities to whom we pass your data: – entities that provide us with IT tools to store your data or entities that have access to your data as part of ongoing maintenance work on IT systems, – audit and consultancy firms,- companies that dispose of or archive documents and other media. |
| Data transfer | Your data may be transferred outside the European Economic Area in the case of our IT solution providers. Your personal data may be transferred to the USA. We transfer personal data to US-based entities that participate in the Data Privacy Framework. For more information, see: https://www.dataprivacyframework.gov/s/. In other cases, we conclude standard contractual clauses with our suppliers. You can obtain more information, including copies of the standard contractual clauses we use, by contacting our Data Protection Officer: iod@europasystems.com. |
| Automated decisions | Your data will not be subject to a decision based solely on automated processing, including profiling, producing legal effects or having a similar significant impact. |
Your rights | to access to your personal data – within the limits of Article 15 GDPR,to rectify your personal data – within the limits of Article 16 GDPR, to delete your personal data – within the limits of Article 17 GDPR,to restrict the processing of your personal data – within the limits of Article 18 GDPR, to portability of your personal data – within the limits of Article 20 GDPR,to withdraw at any time your consent to the processing, if it was the basis for the processing, without this affecting the lawfulness of the processing carried out before your consent was withdrawn,as well asthe right to object at any time to the processing of your personal data – within the limits of Article 21 GDPR – if the legal basis for the processing is the legitimate interest of the Controller or a third party (Article 6(1)(f) GDPR) – when submitting an objection, you should indicate the reasons related to your particular situation, unless the objection relates to processing for direct marketing purposes – in which case there is no requirement to indicate such a reason. |
| Right of filing a complaint | If you believe that we are processing your personal data unlawfully, you can file a complaint with the President of the Data Protection Authority. More information can be found on the office’s website. |
| Controller | Europa Systems sp. z o.o. with its registered office in Żabów (74-200), Żabów 76B |
| Contact details of the Controller | iod@europasystems.com |
| Data Protection Officer | iod@europasystems.com |
| Aims and legal bases of the processing | |
| Objective | To contact a potential client – taking pre-contractual action, at the client’s request, expressed by leaving data in a widget on the website (Article 6(1)(b) GDPR – if you are a potential client; Article 6(1)(f) GDPR – if you are an individual acting for or on behalf of a client). |
| Objective | To answer another question asked via the contact form (Article 6(1)(f) GDPR). |
| Objective | To keep sales statistics (Article 6(1)(f) GDPR) |
| Data storage time | If an enquiry has been made, for the duration of the negotiations and the preparation of the offer. If our offer has been accepted and we are bound by an agreement, then we will process your data for the time dedicated to customers with an active agreement. If you have a specific relationship with the Controller (e.g. you are a client with an active agreement), then we may also store your data obtained via the Contact tab until the statute of limitations for claims arising from the legal relationship between you and the Controller. If we process certain data on the basis of the legitimate interest of the Controller (Article 6(1)(f) GDPR) and you raise a legitimate objection to the processing before the expiry of the basic storage period, then the data will be processed for this specific purpose for a shorter period, i.e. until your objection is taken into account. If we process certain data on the basis of your consent (Article 6(1)(a) GDPR) and you withdraw your consent before the expiry of the basic retention period, then the data will be processed for this specific purpose for a shorter period, i.e. until you withdraw your consent. |
| Scope of data | The standard information includes: name, surname, company name, e-mail address and telephone number. |
| Data source | As standard, we obtain data directly from you. |
| Obligation to provide data | The provision of data is neither a statutory condition nor a contractual requirement. |
| What happens if you do not provide your data | If you do not provide your data, we will not be able to provide you with our offer. |
| Recipients of data | Recipients are external entities to whom we pass your data: – providers of external ICT systems, providing support and IT solutions, – marketing agencies, if we use their services in handling enquiries,- our group entities. |
| Data transfer | Your data may be transferred outside the European Economic Area in the case of our IT solution providers. Your personal data may be transferred to the USA. We transfer personal data to US-based entities that participate in the Data Privacy Framework. For more information, see: https://www.dataprivacyframework.gov/s/. In other cases, we conclude standard contractual clauses with our suppliers. You can obtain more information, including copies of the standard contractual clauses we use, by contacting our Data Protection Officer: iod@europasystems.com. |
| Automated decisions | Your data will not be subject to a decision based solely on automated processing, including profiling, producing legal effects or having a similar significant impact. |
Your rights | to access to your personal data – within the limits of Article 15 GDPR,to rectify your personal data – within the limits of Article 16 GDPR, to delete your personal data – within the limits of Article 17 GDPR,to restrict the processing of your personal data – within the limits of Article 18 GDPR, to portability of your personal data – within the limits of Article 20 GDPR,to withdraw at any time your consent to the processing, if it was the basis for the processing, without this affecting the lawfulness of the processing carried out before your consent was withdrawn,as well asthe right to object at any time to the processing of your personal data – within the limits of Article 21 GDPR – if the legal basis for the processing is the legitimate interest of the Controller or a third party (Article 6(1)(f) GDPR) – when submitting an objection, you should indicate the reasons related to your particular situation, unless the objection relates to processing for direct marketing purposes – in which case there is no requirement to indicate such a reason. |
| Right of filing a complaint | If you believe that we are processing your personal data unlawfully, you can file a complaint with the President of the Data Protection Authority. More information can be found on the office’s website. |
| Controller | Europa Systems sp. z o.o. with its registered office in Żabów (74-200), Żabów 76B |
| Contact details of the Controller | iod@europasystems.com |
| Data Protection Officer | iod@europasystems.com |
| Aims and legal bases of the processing | |
| Objective | To fulfil the Controller’s legitimate interest in enabling the elaboration of an answer to a question asked (Article 6(1)(f) GDPR). |
| Objective | To respond to enquiries – taking pre-contractual action, at the request of the client, expressed by leaving your details in the “Contact Us” section of the website (Article 6(1)(b) GDPR – if you are a potential client; Article 6(1)(f) GDPR – if you are an individual acting on behalf of or for the client). |
| Objective | To fulfil the Controller’s legitimate interest in establishing, pursuing or defending against claims (Article 6(1)(f) GDPR). |
| Data storage time | If an enquiry has been made, for the duration of the negotiations and the preparation of the offer. If our offer has been accepted and we are bound by an agreement, then we will process your data for the time dedicated to customers with an active agreement. If you have a specific relationship with the Controller (e.g. you are a client with an active agreement), then we may also store your data obtained via the Contact tab until the statute of limitations for claims arising from the legal relationship between you and the Controller. If we process certain data on the basis of the legitimate interest of the Controller (Article 6(1)(f) GDPR) and you raise a legitimate objection to the processing before the expiry of the basic storage period, then the data will be processed for this specific purpose for a shorter period, i.e. until your objection is taken into account. If we process certain data on the basis of your consent (Article 6(1)(a) GDPR) and you withdraw your consent before the expiry of the basic retention period, then the data will be processed for this specific purpose for a shorter period, i.e. until you withdraw your consent. |
| Scope of data | It usually includes basic contact information: name, surname, e-mail address, telephone number and information regarding a non-complaint related enquiry made. |
| Data source | As standard, we obtain data directly from you. |
| Obligation to provide data | The provision of data is neither a statutory requirement nor a contractual condition. |
| What happens if you do not provide your data | If you do not provide your data, we will not be able to process your complaint or provide you with an answer to a question unrelated to your complaint. |
| Recipients of data | Recipients are external entities to whom we pass your data: – state authorities or other entities authorised by law, if this is necessary for the fulfilment of legal obligations,- providers of external ICT systems, providing support and IT solutions,- providers of accounting services (if, for example, we make refunds), consultancy, auditing or legal services,- companies that dispose of or archive documents and other media,- courier and postal service companies,- banks and other financial and payment institutions if, for example, we make refunds,- companies in the Controller’s group. |
| Data transfer | Your data may be transferred outside the European Economic Area in the case of our IT solution providers. Your personal data may be transferred to the USA. We transfer personal data to US-based entities that participate in the Data Privacy Framework. For more information, see: https://www.dataprivacyframework.gov/s/. In other cases, we conclude standard contractual clauses with our suppliers. You can obtain more information, including copies of the standard contractual clauses we use, by contacting our Data Protection Officer: iod@europasystems.com. |
| Automated decisions | Your data will not be subject to a decision based solely on automated processing, including profiling, producing legal effects or having a similar significant impact. |
Your rights | to access to your personal data – within the limits of Article 15 GDPR,to rectify your personal data – within the limits of Article 16 GDPR, to delete your personal data – within the limits of Article 17 GDPR,to restrict the processing of your personal data – within the limits of Article 18 GDPR, to portability of your personal data – within the limits of Article 20 GDPR,to withdraw at any time your consent to the processing, if it was the basis for the processing, without this affecting the lawfulness of the processing carried out before your consent was withdrawn,as well asthe right to object at any time to the processing of your personal data – within the limits of Article 21 GDPR – if the legal basis for the processing is the legitimate interest of the Controller or a third party (Article 6(1)(f) GDPR) – when submitting an objection, you should indicate the reasons related to your particular situation, unless the objection relates to processing for direct marketing purposes – in which case there is no requirement to indicate such a reason. |
| Right of filing a complaint | If you believe that we are processing your personal data unlawfully, you can file a complaint with the President of the Data Protection Authority. More information can be found on the office’s website. |
| Controller | Europa Systems sp. z o.o. with its registered office in Żabów (74-200), Żabów 76B |
| Contact details of the Controller | iod@europasystems.com |
| Data Protection Officer | iod@europasystems.com |
| Aims and legal bases of the processing | |
| Objective | To fulfil the Controller’s legitimate interest in marketing its own products and services (Article 6(1)(f) GDPR) using the following forms of communication:- voice calls,- e-mails,NOTE: the use of certain forms of communication requires separate consent for that channel. This applies to e-mails of electronic services and voice calls. |
| Objective | To fulfil the Controller’s legitimate interest in establishing, asserting or defending against claims relating to the sending of marketing communications, if any (Article 6(1)(f) GDPR). |
| Data storage time | Your personal data will be stored until you object to marketing activities or withdraw your consent, depending on the legal basis for sending communications, i.e. you show us in any way that you do not wish to receive information from us about our activities / our services. If you make certain claims in connection with the marketing communications that we carry out, your data will be stored until the expiry of the limitation periods for these claims. |
| Scope of data | Normally, this is only the data necessary to send a marketing message, i.e. name, surname, e-mail address, telephone number. |
| Data source | As standard, we obtain data directly from you. |
| Obligation to provide data | The provision of data is neither a contractual nor a statutory requirement. |
| What happens if you do not provide your data | No effect due to the above. |
| Recipients of data | Recipients are external entities to whom we pass your data: – providers of external ICT systems, providing support and IT solutions,- providers of marketing communications on our behalf,- companies in the Controller’s group.- courier and postal service companies, |
Data transfer | Your data may be transferred outside the European Economic Area in the case of our IT solution providers. Your personal data may be transferred to the USA. We transfer personal data to US-based entities that participate in the Data Privacy Framework. For more information, see: https://www.dataprivacyframework.gov/s/. In other cases, we conclude standard contractual clauses with our suppliers. You can obtain more information, including copies of the standard contractual clauses we use, by contacting our Data Protection Officer: iod@europasystems.com. |
| Automated decisions | Your data may be subject to profiling which involves assigning you to a specific audience. This profiling does not have legal or otherwise significant effects on you. |
Your rights | to access to your personal data – within the limits of Article 15 GDPR,to rectify your personal data – within the limits of Article 16 GDPR, to delete your personal data – within the limits of Article 17 GDPR,to restrict the processing of your personal data – within the limits of Article 18 GDPR, to portability of your personal data – within the limits of Article 20 GDPR,to withdraw at any time your consent to the processing, if it was the basis for the processing, without this affecting the lawfulness of the processing carried out before your consent was withdrawn,as well asthe right to object at any time to the processing of your personal data – within the limits of Article 21 GDPR – if the legal basis for the processing is the legitimate interest of the Controller or a third party (Article 6(1)(f) GDPR) – when submitting an objection, you should indicate the reasons related to your particular situation, unless the objection relates to processing for direct marketing purposes – in which case there is no requirement to indicate such a reason. |
| Right of filing a complaint | If you believe that we are processing your personal data unlawfully, you can file a complaint with the President of the Data Protection Authority. More information can be found on the office’s website. |
| Controller | Europa Systems sp. z o.o. with its registered office in Żabów (74-200), Żabów 76B |
| Contact details of the Controller | iod@europasystems.com |
| Data Protection Officer | iod@europasystems.com |
| Aims and legal bases of the processing | |
| Objective | To take the steps necessary for the conclusion of an agreement, at your request (Article 6(1)(b) GDPR). |
| Objective | To implement the recruitment process, insofar as this is a direct consequence of the law, in particular Article 22(1) § 1 of the Labour Code (Article 6(1)(c) GDPR). |
| Objective | To implement the recruitment process, in the event that you voluntarily provide other data than that required by law (Article 6(1)(a) GDPR).NOTE: candidate’s provision of information that exceeds the minimum data scope regulated by employment law is an explicit action, tantamount to consenting to the processing of this data for recruitment purposes. |
| Objective | To fulfil the Controller’s legitimate interest in establishing, asserting or defending against claims (Article 6(1)(f) GDPR and, in the event that special category data is provided, also Article 9(2)(f) GDPR). |
| Objective | To consider your candidature for future recruitments, if you give additional consent (Article 6(1)(a) GDPR). |
| Data storage time | Your data will be held until the end of the recruitment process and then for a period of 3 months so that we can contact you should we nevertheless decide to employ you during this additional period. If claims related to possible employment discrimination may be associated with the processing, your data will be stored until the expiry of the limitation period for such claims. The retention period is then three years, in accordance with Article 291 § 1 of the Labour Code. If you are employed, we will continue to process your data in accordance with the periods appropriate for an employee/co-worker. If we process certain data on the basis of the legitimate interest of the Controller (Article 6(1)(f) GDPR) and you raise an effective, justified objection to the processing before the expiry of the basic storage period, then the data will be processed for this specific purpose for a shorter period, i.e. until your objection is taken into account. If we process certain data on the basis of your consent (Article 6(1)(a) GDPR) and you withdraw your consent before the expiry of the basic retention period, then the data will be processed for this specific purpose for a shorter period, i.e. until you withdraw your consent. |
| Scope of data | We process the data you provide to us yourself, i.e. the data contained in your application documents. These include, in particular, your contact details, details of your qualifications or experience. In the course of recruitment, we may also collect additional data, e.g. data provided verbally during the recruitment interview, data on the results of tests taken. |
| Data source | We acquire data directly from you.When we use recruitment agencies to source candidates and then provide us with their data, the agencies are the source of the data. If you were referred for work under a referral scheme, the source of the data was the referrer. |
| Obligation to provide data | The provision of certain data is a statutory obligation for a candidate for an employment contract, in particular the data referred to in Article 22(1) § 1 of the Labour Code (name(s) and surname; date of birth; contact details indicated by you; education; professional qualifications; previous employment history). The provision of certain data may also be a condition for the conclusion of an employment contract/co-operation agreement. |
| What happens if you do not provide your data | If you do not provide data for which there is a statutory or contractual obligation, we will not be able to carry out the recruitment process and consequently employ you. |
| Recipients of data | Recipients are external entities to whom we pass your data:- recruitment agencies and services,- providers of IT services, ICT systems and hosting services,- entities providing archiving and disposal services for us,- our group companies,- providers of legal and advisory services, – courier and postal service companies,- state authorities or other entities authorised under applicable law,- reference persons indicated by the candidate, – occupational health facilities (if a decision is taken to employ the candidate). |
| Data transfer | Your data may be transferred outside the European Economic Area in the case of our IT solution providers. Your personal data may be transferred to the USA. We transfer personal data to US-based entities that participate in the Data Privacy Framework. For more information, see: https://www.dataprivacyframework.gov/s/. In other cases, we conclude standard contractual clauses with our suppliers. You can obtain more information, including copies of the standard contractual clauses we use, by contacting our Data Protection Officer: iod@europasystems.com. |
| Automated decisions | Your data will not be subject to a decision based solely on automated processing, including profiling, producing legal effects or having a similar significant impact. |
| Your rights | to access to your personal data – within the limits of Article 15 GDPR,to rectify your personal data – within the limits of Article 16 GDPR, to delete your personal data – within the limits of Article 17 GDPR,to restrict the processing of your personal data – within the limits of Article 18 GDPR, to portability of your personal data – within the limits of Article 20 GDPR,to withdraw at any time your consent to the processing, if it was the basis for the processing, without this affecting the lawfulness of the processing carried out before your consent was withdrawn,as well asthe right to object at any time to the processing of your personal data – within the limits of Article 21 GDPR – if the legal basis for the processing is the legitimate interest of the Controller or a third party (Article 6(1)(f) GDPR) – when submitting an objection, you should indicate the reasons related to your particular situation, unless the objection relates to processing for direct marketing purposes – in which case there is no requirement to indicate such a reason. |
| Right of filing a complaint | If you believe that we are processing your personal data unlawfully, you can file a complaint with the President of the Data Protection Authority. More information can be found on the office’s website. |
| Controller | Europa Systems sp. z o.o. with its registered office in Żabów (74-200), Żabów 76B |
| Contact details of the Controller | iod@europasystems.com |
| Data Protection Officer | iod@europasystems.com |
| Aims and legal bases of the processing | We use system logs and cookies as well as similar technologies to enable the basic functions of our website, but also other types of cookies, as discussed further under “Cookies”. |
| Objective | Your personal data will be processed to provide the basic functions of our website. If you have given your consent, your data will also be processed to provide you with services, offers and communications tailored to your preferences and to analyse website traffic and provide social features (depending on the preferences you have indicated).Personal data linked to essential cookies is processed on the basis of our legitimate interest (Article 6(1)(f) GDPR). Personal data related to statistical and marketing files are processed on the basis of your consent (Article 6(1)(a) GDPR). |
| Data storage time | If we process certain data on the basis of the legitimate interest of the Controller (Article 6(1)(f) GDPR) and you raise a legitimate objection to the processing, then the data will be processed for this specific purpose until your objection is taken into account. If we process certain data on the basis of your consent (Article 6(1)(a) GDPR) and you withdraw your consent, then the data will be processed for that specific purpose until you withdraw your consent. |
| Scope of data | As standard, this includes data such as your IP address and any information about you derived from cookies or the operation of so-called other tracking technologies. This may include, for example, information about the device from which you connect to us (from which you access our website), information about the browser you use, information about what you clicked on our website. For details of what this data may be, please see the Cookies section of the Policy. |
| Data source | As a standard, we obtain data directly from you as a user of our website. |
| Obligation to provide data | The provision of data is not a contractual or statutory requirement. |
| What happens if you do not provide your data | No impact due to the above. |
| Recipients of data | Recipients are external entities to whom we pass your data: – state authorities or other entities authorised by law, if this is necessary for the fulfilment of legal obligations,- our suppliers, including the service providers referred to below, – entities that provide us with IT tools to process your data, including entities that provide us with so-called tracking technologies,- marketing agencies. |
| Data transfer | Your data may be transferred outside the European Economic Area in the case of our IT solution providers. Your personal data may be transferred to the USA. We transfer personal data to US-based entities that participate in the Data Privacy Framework. For more information, see: https://www.dataprivacyframework.gov/s/. In other cases, we conclude standard contractual clauses with our suppliers. You can obtain more information, including copies of the standard contractual clauses we use, by contacting our Data Protection Officer: iod@europasystems.com. |
| Automated decisions | If you consent to analytical cookies or cookies that influence the display of advertisements according to your interests, profiling takes place. It has no legal effect and does not affect you in any other similar way. |
Your rights | to access to your personal data – within the limits of Article 15 GDPR,to rectify your personal data – within the limits of Article 16 GDPR, to delete your personal data – within the limits of Article 17 GDPR,to restrict the processing of your personal data – within the limits of Article 18 GDPR, to portability of your personal data – within the limits of Article 20 GDPR,to withdraw at any time your consent to the processing, if it was the basis for the processing, without this affecting the lawfulness of the processing carried out before your consent was withdrawn,as well asthe right to object at any time to the processing of your personal data – within the limits of Article 21 GDPR – if the legal basis for the processing is the legitimate interest of the Controller or a third party (Article 6(1)(f) GDPR) – when submitting an objection, you should indicate the reasons related to your particular situation, unless the objection relates to processing for direct marketing purposes – in which case there is no requirement to indicate such a reason. |
| Right of filing a complaint | If you believe that we are processing your personal data unlawfully, you can file a complaint with the President of the Data Protection Authority. More information can be found on the office’s website. |
[Article 173(3) of the Telecommunications Act].
| Necessary cookies ensure that our website and its core functions operate properly. Without them, you cannot use our online services properly. We do not need your consent to use these files. [Article 173(3) of the Telecommunications Act]. | ||
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| Name | Objective | Storage period |
| Marketing cookies – we use these cookies to personalise the content we display to you. We may use them in our advertising campaigns that we run on third-party websites. If you consent to these cookies, you may receive information about the websites of our trusted partners where you respond to our advertisements in advance. You may choose not to consent to these cookies. Your decision will not affect how our website operates. If you opt out of marketing cookies, we will display general and non-personalised advertising to you. | ||
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The privacy policy is subject to change, e.g. Europa Systems’ address details, the purposes of the processing, or the way in which you can exercise your rights in relation to the processing may change. In the event of significant changes or changes affecting your rights, we will inform you sufficiently in advance – depending on the nature of the changes.
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Previous version of our Privacy Policy may be found here: