Terms and conditions

Privacy policy

This Privacy Policy describes what we do with your personal data, how we obtain it, who we share it with and how long we process it. We have also described what rights you have and how to contact us if you have any questions about our processing of your personal data.

Content

Candidates and potential candidates

Employees and contractors

Clients and potential clients

Users of our websites and cookies policy

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Candidates and potential candidates

Information about the data controller

The controller of your personal data is KP Labs Spółka z ograniczoną odpowiedzialnością
with registered seat in Gliwice, Poland (ul. Konarskiego 18c, 44-100 Gliwice, company register number KRS: 0000622854).

You can contact us on any matter concerning your personal data processed by us by sending a message to the following e-mail address: adminrodo@kplabs.pl, or by sending requests to the following postal address: KP Labs Sp. z o.o., ul. Konarskiego 18C, 44-100 Gliwice, Poland.

The requirement to provide your personal data

You are not obliged to provide your personal data, however, some of them (name and surname, date of birth, contact data, information on your education, professional qualifications, career history) are required for the purposes of the recruitment process.

Scope of the data processing

For the purposes of recruitment, we process only the personal data you have provided us within your application as well as those ones you would provide us with during the job interview.

You can decide for yourself which data you wish to make available to us in your application. We, as a potential employer, require from you only the following data: name and surname, date of birth, contact details, information about your education, professional qualifications, and previous employment history.

You may also consent to the processing of your personal data for the purposes of future recruitment as well as for the purposes of sharing your data with our cooperating companies that may also be interested in hiring you.

Purpose and the legal basis for the processing

We process your personal data on the following legal basis and for the following purposes:

article 6(1) point (a) of GDPR:

for the purpose of conducting the recruitment process and choosing the proper candidate,
for the purpose of conducting the recruitment processes in the future,
for the purpose of sharing personal data with our cooperating companies that may also be interested in hiring a person with proper qualifications;

article 6(1) point (c) of GDPR:

for the purpose of fulfilling our obligations resulting from the Polish labour code;

article 6(1) point (f) of GDPR:

for the purpose of contacting a potential candidate.

Recipients of personal data and transfers of data to third countries

Unless you have given us consent to share your personal data with the cooperating companies interested in your recruitment, we do not share your personal data to other entities and persons when it is not necessary. For example, the application you submit may be stored on the servers of entities that technically perform certain services for us, such as hosting companies. We always enter into an agreement with such entities and guarantee that the processing of your data by them takes place only on our express instructions and in compliance with the applicable laws.

It may happen that such service providers store your personal data on servers located outside the European Economic Area, but we guarantee that your data is safe, as we only choose providers who offer an adequate level of protection. The adequate level of protection is decided by the European Commission, but we also ensure this in our contracts with such providers (using standard contractual clauses).

Period of data processing

We will process your personal data:

in case of a specific recruitment process – for a period of three (3) years after the end of that recruitment process,
in case you consented to participate in further recruitments – for as long as we run projects in which, in our opinion, you may be interested in, or until you withdraw your consent, or – in case of conducting recruitment process on the basis of such consent – for a period of three (3) years after the end of that recruitment process.

Rights of data subjects

Due to the fact that we process your personal data you can, at any time:

request access to your personal data and get a copy of them,
request rectification of your personal data,
request erasure of your personal data,
request restriction of processing of your personal data,
object to the processing of your personal data,
receive personal data that you provided us with in a structured, commonly used, machine-readable format and send these data to another data controller (right to data portability),
withdraw your consent to the processing of your personal data.

If you have any doubts about whether your personal data is processed by us legally, you can lodge a complaint to the supervisory authority in Poland (i.e. The President of the Office of Personal Data Protection) or in the EU Member State of your habitual residence, place of work or place of the alleged infringement.

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Employees and contractors

Information about the data controller

The requirement to provide your personal data

You are not obliged to provide your personal data. Failure to provide some data may result in our inability to conclude relevant employment or cooperation contracts with you, to carry out settlements, or fulfil obligations imposed on us by applicable laws.

Some data (in particular data related to the employees’ benefits or feedback and evaluation conversations) is used for our legitimate interest in providing you with attractive working and cooperation conditions – without processing of such data, we would not be able to achieve this goal.

Scope of the data processing

For the purposes of employment and cooperation, as well as execution of contracts in this regard, we process both your identification data (including first name, last name, identification number), contact data (telephone, email, addresses) and data concerning your employment history, education, professional qualifications, bank account numbers and other.

We process some data (e.g. from feedback conversations, data necessary for you to be covered by an employee benefits system) due to our legitimate interest in providing you with an attractive workplace.

Purpose and the legal basis for the processing

We process your personal data on the following legal basis and for the following purposes:

article 6(1) point (a) of GDPR:

for the purpose of covering employees and contractors with additional insurance,
for the purpose of displaying data on building access cards, our website and internal and external communications,
for the purpose of sharing personal data with entities providing employee benefits services,
for the purpose of sharing personal data with entities carrying out tasks in the field of occupational medicine;

article 6(1) point (b) of GDPR:

for the purpose of performing a contract to which the data subject is a party or in order to take steps at the request of the data subject prior to entering into such contract;

article 6(1) point (c) of GDPR:

for the purpose of fulfilling our obligations under the Polish Labor Code and related acts, including ensuring health and safety demands,
for the purpose of reporting employees and contractors to social security,
for the purpose of maintaining accounting, HR and tax records,
for the purpose of storing employee files and other data in accordance with applicable laws,
for the purpose of organizing and accounting for business trips,
for the purpose to maintain Employee Capital Plans,
for the purpose of implementing projects which are co-financed from public funds and their settlement,
for the purpose of improving employees’ professional qualifications;

article 6(1) point (f) of GDPR:

for the purpose of establishing, exercising or defending legal claims,
for the purpose of increasing your satisfaction with the working conditions,
for internal communication purposes,
for the purpose of organizing and accounting for business trips,
for the purpose of keeping records of the equipment, facilities and personal protective equipment entrusted to employees and contractors,
for the purpose of implementation of projects which are co-financed from public funds and their settlement.

Recipients of personal data and transfers of data to third countries

We may disclose your personal data to our business partners, institutions that co-finance projects implemented by us, entities providing services for Employee Capital Plans, or entities providing services for or on behalf of us (e.g. entities providing email services, hosting, technical support, consulting or audit services).

We may be obliged to provide some of your data to entities or authorities authorized by law (e.g. courts, prosecutors, bailiffs, supervisory authorities).

We also share your data with entities providing employee benefits systems.

It may happen that service providers store your personal data on servers located outside the European Economic Area, however, we guarantee that your data is safe, as we only choose providers who provide an adequate level of protection. The adequate level of protection is decided by the European Commission, but we also ensure this in our contracts with such providers (using standard contractual clauses).

Period of data processing

We will process your data until you object effectively to such processing, or until the contracts are terminated or expired, or as long as this is required by law. We may also retain the data (or part of it) for the purpose of establishing, exercising or defending legal claims, but for no longer than 10 years after the termination of expiry of a business relationship.

Rights of data subjects

Due to the fact that we process your personal data you can, at any time:

request access to your personal data and get a copy of them,
request rectification of your personal data,
withdraw your consent to the processing of your personal data,
request erasure of your personal data,
object to the processing of your personal data,
receive personal data that you provided us with in a structured, commonly used, machine-readable format and send these data to another data controller (right to data portability),
request restriction of processing of your personal data.

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Clients and potential clients

Information about the data controller

The requirement to provide your personal data

You are not obliged to provide your personal data, however, refusal to provide it may result in the impossibility of establishing cooperation with you or may prevent contact in order to perform the cooperation.

Scope of the data processing

We process the following personal data: your name, the name and address of the company where you are employed, your position or function, your email address, and your telephone number. We obtain data directly from you or from persons negotiating and executing contracts between the company you represent and our company.

Purpose and the legal basis for the processing

We process your personal data on the following legal basis and for the following purposes:

article 6(1) point (b) of GDPR: for the purpose of performing a contract to which the data subject is a party or in order to take steps at the request of the data subject prior to entering into such contract;
article 6(1) point (c) of GDPR: for the purpose of maintaining accounting, and tax records;
art. 6(1) point (f) of GDPR: for the purpose of establishing business relationships and providing services, for the purpose of establishing contacts for the execution of the contracts, for debt collection purposes, o for the purpose of establishing, exercising or defending of legal claims, o for the purpose of marketing our products and services.

Recipients of personal data and transfers of data to third countries

We may disclose your personal data to the entities providing services for or on behalf of us (e.g. entities providing email services, hosting, technical support, consulting or audit services).

Period of data processing

We will process your personal data as long as we exercise all rights and obligations under the contracts for the performance of which we collected your personal data, or until you raise a legitimate objection to such processing. We may also retain the data (or part of it) for the purpose of establishing, exercising or defending legal claims, but for no longer than 10 years after the termination of contracts.

Rights of data subjects

Due to the fact that we process your personal data you can, at any time:

request access to your personal data and get a copy of them,
request rectification of your personal data,
request erasure of your personal data,
object to the processing of your personal data,
receive personal data that you provided us with in a structured, commonly used, machine-readable format and send these data to another data controller (right to data portability),
request restriction of processing of your personal data.

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Users of our websites and cookies policy

Information about the data controller

The requirement to provide your personal data

Providing us with your personal data via the contact form is voluntary, but necessary to answer your question and keep in touch with you. For this purpose, please provide us with your name, surname and – up to your choice – your telephone number and/or e-mail address.

Scope of the data processing

We process the following personal data:

provided by you in the contact form (name, surname, e-mail address and/or telephone number and other data which you provided voluntarily in your inquiry),
the IP addresses of your computers, smartphones and other devices that you use in order to interact with us,
cookies,
the web server logs, e.g. your location, connection time, information about the user’s navigation path or the time of staying on a given website.
You can decide for yourself what data from the points 2-4 above you want to share with us, by configuring your web browser accordingly.

Purpose and the legal basis for the processing

We process your personal data on the following legal basis and for the following purposes:

article 6(1) point (f) of GDPR:

for the purpose of handling the inquiries sent through the contact form and conducting further correspondence with you,
for the purpose of telephone or email contact to determine the conditions for further cooperation or clarification of your questions,
for the purpose of studying traffic on our website.

Recipients of personal data and transfers of data to third countries

We do not transfer your personal data to other entities or persons unless it is strictly necessary. For example, the data provided via the contact form may be provided to entities technically implementing certain services to our benefit, e.g. IT service providers or hosting companies. We always conclude a contract with such entities and we guarantee that your data will be processed only on the basis of our documented instructions and in accordance with applicable laws.

It may happen, that the service providers store your personal data on servers located outside the European Economic Area. We guarantee, however, that your data is safe, as we only choose providers who provide an adequate level of protection. It is decided by the European Commission, whether the given country or organization ensures an adequate level of protection, but we ourselves also take care of it in contracts concluded with such suppliers (using the so-called standard contractual clauses).

Period of data processing

We will process your personal data for the period necessary to handle your inquiry, i.e. as long as you want to keep in touch with us. Within four weeks from your last contact, we will delete your data. However, before this happens, we can contact you to ask about the possibility of further processing of your personal data.

Rights of data subjects

Due to the fact that we process your personal data you can, at any time:

request access to your personal data and receive a copy of them,
request rectification of your personal data,
request erasure of your personal data,
request restriction of processing of your personal data,
object to the processing of your personal data,
receive personal data that you provided us within a structured, commonly used, machine-readable format and send these data to another data controller (right to data portability).

Cookies policy

Our websites use cookies to collect and store information. Cookie is a computer data, especially text files that is stored on your computer, tablet, smartphone and other devices which you use in order to interact with us or use our website. Cookie usually contains the name of the website, from which they originate, the time of storage on your device and a unique number.

Cookies are used to create statistics that help us understand how visitors use our website so that we could improve its structure and content (e.g. allowing us to remember data that has been entered).

We use two main types of cookies on our website:

session cookies, which are temporary files stored on your devices until you log off, leave the website, or turn off your software (web browser),
permanent cookies, which are stored on your devices for the time specified in the parameters of cookies, or until they are deleted.

Web browsers allow by default to store cookies on your devices. You can change their settings at any time, e.g. by deleting stored cookies or automatically blocking them. You can find detailed information on this in the help or documentation of the internet browser you are using. Please note that disabling the use of cookies may affect the functionality of our website.

Server logs policy

We are logging some details on our users’ behavior during visiting our website. These data are only used for server administration purposes and to make ensure a good level of services. Browsed pages are identified through URL addresses. Additionally, we might log:

request and response times,
client’s names – identified based on HTTP protocol,
any errors that might have occurred while processing HTTP requests,
referrer link (the ULR user came from),
details of the user’s browser (User-Agent),
IP address.

We do not identify particular persons based on that data.