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GDPR – INFORMATION OBLIGATION CONTRATORS, REPRESENTATIVES, CONTACT PERSONS

ADMINISTRATOR

The administrator of your personal data is Holo4Med Spółka Akcyjna, based in Białystok at ul. Sienkiewicza 110, 15-005 Białystok, entered into the register of entrepreneurs of the National Court Register kept by the District Court in Białystok, 12th Commercial Division of the National Court Register, under the number: 0000956607, NIP: 9662141827, REGON: 386708665, hereinafter referred to as „Holo4Med” or „Administrator”.

DATA PROTECTION INSPECTOR

Regarding the protection of your personal data, you can contact the Data Protection Inspector appointed by the Administrator at the following e-mail address:IOD@holo4med.com . Information about data processing is also available atwww.holo4med.com/dane-osobowe in the Personal Data Protection tab in Holo4Med.

Purposes and legal basis for data processing

Your personal data may be processed for the following purposes:

  1. Conclusion, implementation and performance of the contract concluded with you (if you remain a party to such a contract). The legal basis for processing is Art. 6 section 1 letter b) 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 data), hereinafter referred to as „GDPR”).
  2. Verification of your ability to act on behalf of an entity that is a party to the contract concluded with the Administrator, including concluding and performing the contract on behalf of such an entity. The legal basis for processing is Art. 6 section 1 letter f) GDPR.
  3. Fulfillment of legal obligations imposed on the Administrator in connection with the conclusion and implementation of a contract to which you are a party or to which the entity on behalf of which you act is a party. These obligations may include, among others: accounting and accounting settlements, including taxes. The legal basis for data processing is Art. 6 section 1 letter c) GDPR.
  4. Protection of the Administrator’s legitimate interests consisting in the possibility of pursuing claims or defending against claims arising from the concluded contract, including through court proceedings conducted based on the provisions of the Civil Code, the Penal Code or other relevant legal regulations (basis: Article 6 section 1 letter f) GDPR).

Source of origin and scope of data

Your personal data, as a party to the contract concluded with the Administrator, were obtained directly from you. If you act on behalf of another entity, e.g. as a representative or contact person, your data was transferred to the Administrator by this entity or obtained directly from you.
The scope of personal data processed may include ordinary data in the form of name and surname, official position/function held, place of employment and contact details (telephone number, e-mail address) and personal data available in the KRS register of entrepreneurs, e.g. PESEL number of members of the bodies.

About recipient data

The recipients of personal data may be authorized employees of the Administrator and other persons acting under the Administrator’s authority, courts and other public authorities authorized to receive your data on the basis of relevant legal provisions. The data may be made available to entities with which the Administrator has concluded a Processing Agreement or has otherwise legalized the processing of your data.

About the period of data storage

Your personal data will be stored for the time necessary to achieve the purposes for which they are processed specified in the Section Purposes and legal basis for data processing:

  1. In the case of data processed for the purposes specified in points 1 and 2 above. Section – for the duration of the contract and the time necessary for its implementation and settlement.
  2. In the case of data processed for the purpose specified in point 3 above. Section – for a period of 5 years from the end of the calendar year in which the event giving rise to an accounting or tax obligation occurred.
  3. n the case of data processed for the purpose specified in point 4 above. Section – until the termination of cooperation, and in the case of ongoing proceedings, for the duration of such proceedings until their final conclusion or until the limitation period for claims arising from the concluded contract expires.

Rights related to data processing

You have the following rights: a) access to your data and receiving a copy thereof; b) rectification (correction) of your personal data; c) restrictions on the processing of personal data; d) deletion of personal data; e) object to processing (in the case of processing based on Article 6(1)(f) of the GDPR); f) submit a complaint to the President of the Personal Data Protection Office,if it is determined that the processing of personal data violates the provisions of the GDPR.

Data requirement

Providing data processed for the purpose indicated in point 1 of the SectionPurposes and legal basis for data processing constitutes a condition for concluding and implementing the contract. Failure to provide them will result in the inability to conclude the contract.

Providing data processed for the purposes indicated in point 3 above. The section remains a statutory requirement and is mandatory. The consequence of not providing data to the required extent will be the inability to conclude the contract and settle it.

Transferring data to third parties

Your personal data will not be transferred to a third country or international organization.

Automated decision-making

Your personal data will not be used for automated decision-making, including profiling, regarding you.

PRIVACY NOTICE 

COUNTERPARTIES/REPRESENTATIVES OF COUNTERPARTIES/ CONTACT PERSONS 

 

Controller 

The controller of your personal data is Holo4Med Spółka Akcyjna with its registered office in Białystok, at Sienkiewicza 110 Street, 15-005 Białystok, entered into the Register of Entrepreneurs of the National Court Register kept by the District Court in Białystok, XII Commercial Division of the National Court Register, under the KRS number: 0000956607, Tax ID: 9662141827, REGON: 386708665, hereinafter referred to as the „Holo4Med” or the „Controller”. 

Data Protection Officer 

Regarding the protection of your personal data, you can contact the Data Protection Officer designated by the Controller at the following e-mail: iod@holo4med.com. Information about data processing is also available atwww.holo4med.com/dane-osobowe in the Personal Data Protection tab in Holo4Med. 

Purposes and legal grounds for processing 

Your personal data may be processed for the following purposes: 

  1. Execution and performance of the contract entered into with your employer/entity on whose behalf or for whose benefit you are acting. The processing of the data remains necessary for the conclusion and proper execution of the contract Article 6 sec (1) (b) GDPR); 

  1. Performance of legal obligations incumbent upon the Controller in connection with the conclusion and performance of the agreement, e.g. accounting and bookkeeping obligations arising from the provisions of the Accounting Act or tax obligations related to the settlement of income tax in accordance with the provisions of the Tax Ordinance, Personal Income Tax Act/legal regulations and other tax regulations. The legal basis for data processing is Article 6(1)(c) GDPR; 

  1. Protection of the legitimate interests of the Controller consisting in the possibility of contact in connection with the concluded and executed agreement, pursuing claims or defending against claims, including by way of court proceedings conducted on the basis of the provisions of the Civil Code, the Penal Code or other relevant legal regulations (basis: Article 6(1)(f) GDPR).  

Your personal data processed for this purpose have been obtained directly from you or made available to us by your employer/entity referred to above. The data may include: full name, business e-mail address or telephone number and place of employment, position held/fulfilled. 

Data recipients 

The recipients of personal data may be authorized employees of the Controller and other persons acting under the authority of the Controller, courts and other public authorities authorized to receive your data on the basis of relevant legal provisions. The data may be made available to entities with which the Controller has concluded a Data Processing Agreement or otherwise legalized the processing of your data. The necessary data may also be transferred to entities providing services to the Controller, including courier and postal companies, legal and financial advisors and auditors, where such entities process the data in accordance with the Controller’s instructions. 

Data storage period 

Your personal data will be kept for the time necessary to achieve the purposes for which they are processed: 

  1. In the case of data processed for the purposes set out in sec. 1 of the Purposes and legal grounds for processing section for the duration of the contract; 

  1. In the case of data processed for the purpose specified in sec. 2. Purposes and legal grounds for processing section – for a period of 5 years from the end of the calendar year in which the event giving rise to the accounting, accounting or tax obligation occurred; 

  1. In the case of data processed for the purposes set out in sec. 3, Purposes and legal grounds for processing section, for 3 years after the termination of cooperation, and in the case of a pending proceeding for the duration of such proceeding until its final conclusion or until the statute of limitations for claims arising from the concluded agreement. 

Data processing rights 

You have the following rights: a) access your data and receive a copy of it; b) rectify (correct) your personal data; c) restrictions on the processing of personal data; d) deletion of personal data; e) object to processing (in the case of processing based on Article 6 sec. 1 letter f) of the GDPR); f) file a complaint to the President of the Personal Data Protection Office, if it is found that the processing of personal data violates the provisions of the GDPR. 

Requirement to provide data 

Submission of data processed for the purposes indicated in sec 1 of the Purposes and legal grounds for processing section is a condition for the conclusion and performance of the contract. Providing data processed for the purposes specified in item 2 of the aforementioned section remains a statutory requirement and is mandatory. The consequence of failing to provide data in the required scope shall be the impossibility of concluding a contract and its settlement. 

Data transfer to a third country 

Your personal data will not be transferred to a third country or an international organization. 

Automated decision making 

Your personal data will not be used for automated decision making, including profiling, in relation to your person. 

 

 PRIVACY NOTICE 

MARKETING OF OWN PRODUCTS AND SERVICES 

Controller 

The controller of your personal data is Holo4Med Spółka Akcyjna with its registered office in Białystok, at Sienkiewicza 110 Street, 15-005 Białystok, entered into the Register of Entrepreneurs of the National Court Register kept by the District Court in Białystok, XII Commercial Division of the National Court Register, under the KRS number: 0000956607, Tax ID: 9662141827, REGON: 386708665, hereinafter referred to as the „Holo4Med” or the „Controller”. 

Data Protection Officer 

Regarding the protection of your personal data, you can contact the Data Protection Officer designated by the Controller at the following e-mail address: iod@holo4med.com. Information about data processing is also available atwww.holo4med.com/dane-osobowe in the Personal Data Protection tab in Holo4Med. 

Purposes and legal grounds for processing 

Your personal data is processed in order to implement the Controller’s legitimate interests consisting in undertaking marketing activities regarding own products and services.  

The legal basis for processing is: art. 6 sec. 1 letter f) and art. 6 sec. 1 letter a) GDPR, e.g. in the case of initiating contact with the Controller. 

Data recipients 

The recipients of personal data may be authorized employees of the Controlle and other persons acting under the authority of the Controller. The data may be made available to entities with which the Controller has concluded a Data Processing Agreement or otherwise legalized the processing of your data. 

Data storage period 

Your personal data will be stored for a period not longer than 5 years from the date of their collection, unless you raise a justified objection to their processing for marketing purposes or withdraw your consent to processing for these purposes. 

Data processing rights 

You have the following rights: a) access your data and receive a copy of it; b) rectify (correct) your personal data; c) restrictions on the processing of personal data; d) deletion of personal data; e) object to processing (in the case of processing based on Article 6 sec. 1 letter f) of the GDPR); f) file a complaint to the President of the Personal Data Protection Office, if it is found that the processing of personal data violates the provisions of the GDPR; g) withdraw consent to processing at any time. Withdrawal of consent does not affect the lawfulness of the processing that was carried out before the consent was withdrawn. 

Data transfer to a third country 

Your personal data will not be transferred to a third country or an international organization. 

Automated decision making 

Your personal data will not be used for automated decision making, including profiling, in relation to your person. 

PRIVACY NOTICE 

SHAREHOLDERS / REPRESENTATIVES / MEMBERS OF AUTHORITIES 

Controller 

The controller of your personal data is Holo4Med Spółka Akcyjna with its registered office in Białystok, at Sienkiewicza 110 Street, 15-005 Białystok, entered into the Register of Entrepreneurs of the National Court Register kept by the District Court in Białystok, XII Commercial Division of the National Court Register, under the KRS number: 0000956607, Tax ID: 9662141827, REGON: 386708665, hereinafter referred to as the „Holo4Med” or the „Controller”. 

Data Protection Officer 

Regarding the protection of your personal data, you can contact the Data Protection Officer designated by the Controller at the following e-mail address: iod@holo4med.com. Information about data processing is also available atwww.holo4med.com/dane-osobowe in the Personal Data Protection tab in Holo4Med. 

Purposes and legal grounds for processing 

Your personal data may be processed for the following purposes: 

  1. Fulfillment of legal obligations imposed on the Controller in connection with the existing shareholding structure. These obligations include: cooperation with shareholders / shareholders’ proxies in order to organize and conduct General Meetings, enable interested persons to participate in them, prepare and make available a list of shareholders, enable the use of the right to participate in profit, make accounting and accounting settlements resulting from tax regulations and fulfilling other obligations, e.g. reporting obligations for the Controller. The legal basis for data processing is Art. 6 sec. 1 letter c) GDPR in connection with the provisions of other laws, in particular the Code of Commercial Companies and the Tax Ordinance. 

  1. Performing the obligations imposed on the Controller under the law related to the corporate relationship between you and the Holo4Med. These obligations are relate in particular to: drawing up protocols of the meetings of the Company’s bodies, making entries in the register of entrepreneurs of the National Court Register, making financial and tax settlements as well as carrying out accounting and reporting tasks. The legal basis for data processing is Art. 6 sec. 1 letter c) GDPR in connection with the provisions of other acts, in particular the Code of Commercial Companies and the Act on the National Court Register. 

  1. Protection of the legitimate interests of the Controller consisting in enabling contact, verification of identity, preparation of internal documentation and analyzes, as well as possible pursuit of claims or defense against claims. The legal basis remains Art. 6 sec. 1 letter f) GDPR. 

Source of origin and scope of data 

Your personal data as shareholders / proxies of shareholders or members of bodies have been obtained from the shareholders’ book or directly from you. The scope of processed personal data includes ordinary data in the form of name and surname and address. In the case of members of the bodies, it may also include the PESEL number. Shareholders or shareholders’ proxies should be understood as persons who are natural persons who are entitled to participate in the General Meeting, have demonstrated their shareholder status or shareholder proxy, who requested access to the list of shareholders entitled to participate in the General Meeting or the list of shareholders present at the General Meeting, submitted a request for access to copies of motions on matters included in the agenda of the General Meeting, submitted a request to convene a General Meeting, submitted a motion to include matters on the agenda of a convened General Meeting or submitted a draft resolution of the General Meeting. 

Data recipients 

The recipients of personal data may be authorized employees of the Controller and other persons acting under the authority of the Controller, courts and other public authorities authorized to receive your data on the basis of relevant legal provisions. The data may be made available to entities with which the Controller has concluded a Data Processing Agreement or otherwise legalized the processing of your data. The necessary data may also be transferred to entities providing services to the Controller, including courier and postal companies, legal and financial advisors and auditors, where such entities process the data in accordance with the Controller’s instructions. 

Data storage period 

Your personal data will be kept for the time necessary to achieve the purposes for which they are processed: 

  1. In the case of data processed for the purposes set out in sec. 1 and 2 of the Purposes and legal grounds for processing section, the storage period results from applicable law; 

  1. In the case of data processed for the purposes set out in sec. 3, Objectives and legal grounds for processing, the data is stored until the Controller’s legitimate interests are realized or until an effective objection to their processing is raised based on the Controller’s legitimate interest. 

Data processing rights 

You have the following rights: a) access your data and receive a copy of it; b) rectify (correct) your personal data; c) restrictions on the processing of personal data; d) deletion of personal data; e) object to processing (in the case of processing based on Article 6 sec. 1 letter f) of the GDPR); f) file a complaint to the President of the Personal Data Protection Office, if it is found that the processing of personal data violates the provisions of the GDPR. 

Requirement to provide data 

Providing data processed for the purposes indicated in sec. 1 and 2 of the Purposes and legal basis for processing section remains a statutory requirement and is mandatory. 

Data transfer to a third country 

Your personal data will not be transferred to a third country or an international organization. 

Automated decision making 

Your personal data will not be used for automated decision making, including profiling, in relation to your person. 

PRIVACY NOTICE 

ELECTRONIC CORRESPONDENCE 

 

Controller 

The controller of your personal data is Holo4Med Spółka Akcyjna with its registered office in Białystok, at Sienkiewicza 110 Street, 15-005 Białystok, entered into the Register of Entrepreneurs of the National Court Register kept by the District Court in Białystok, XII Commercial Division of the National Court Register, under the KRS number: 0000956607, Tax ID: 9662141827, REGON: 386708665, hereinafter referred to as the „Holo4Med” or the „Controller”. 

Data Protection Officer 

Regarding the protection of your personal data, you can contact the Data Protection Officer designated by the Controller at the following e-mail address: iod@holo4med.com Information about data processing is also available atwww.holo4med.com/dane-osobowe in the Personal Data Protection tab in Holo4Med. 

Purposes and legal grounds for processing 

Your personal data is processed in order to implement the legitimate interests of the Controler, consisting in the possibility of ensuring ongoing contact and correspondence by electronic means in processes related to the subject of the Controler’s activity. The legal basis for processing is Art. 6 sec. 1 letter f) GDPR. 

Source of origin and scope of data 

We have obtained you directly from you or have been provided to us by your employer / entity on behalf of or for whom you act. These data may include: name, surname, business e-mail address or telephone number as well as place of employment, position / function performed. 

Data recipients 

The recipients of personal data may be authorized employees of the Controler and other persons acting under the authority of the Controler. The data may be made available to entities with which the Controler has concluded a Data Processing Agreement or otherwise legalized the processing of your data. 

Data storage period 

Your personal data will be stored for a period not longer than 5 years from the moment of their acquisition, unless you raise a justified objection to their processing in advance. 

Data processing rights 

You have the following rights: a) access your data and receive a copy of it; b) rectify (correct) your personal data; c) restrictions on the processing of personal data; d) deletion of personal data; e) object to processing (in the case of processing based on Article 6 sec. 1 letter f) of the GDPR); f) file a complaint to the President of the Personal Data Protection Office, if it is found that the processing of personal data violates the provisions of the GDPR. 

Data transfer to a third country 

Your personal data will not be transferred to a third country or an international organization. 

Automated decision making 

Your personal data will not be used for automated decision making, including profiling, in relation to your person. 

 

 

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