GDPR
Employees and contractors
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. 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.
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.