Elanders Polska Sp z o.o. wish to thank you for visiting our website and expressing interest in our company and the services we can offer you. We’re serious about your personal integrity. You should feel safe when you share your personal data with us. For this reason, we have established this policy. It’s based on the current data protection laws and clarifies how we work to protect your rights and your integrity.
The purpose of this policy is for you, as a visitor to our website, user of our services or receiver of products we distribute, to gain insight into how we process your personal data, what we use it for, who and under which circumstances we may share it with other parties as well as how you can take advantage of your rights.
What is personal data?
Personal data is information about a natural person that makes a person’s identity known or identifiable. Examples of information considered to be personal data may be a person’s name, address, email address or telephone number. Information which cannot be connected to a natural person is not deemed personal data.
Why do we need your personal data?
For the most part we need your personal data to fulfill our obligations to you. Our main objective is to never process more personal data than is necessary for the purpose, and we strive to always use the least integrity intrusive information possible.
We need your personal data to be able to provide you with a good service when e.g. using our various web-services or when you order the products we manufacture and/or distribute to you as the recipient.
Often, we process your personal data in the role of the supplier of products and services on behalf of our customers. We apply the same principles as stated above when processing your personal data with the reservation that we may share this information with the customer, in their active role as the Controller, and on whose assignment, we perform the services or offer the products to you.
When do we collect your personal data?
When you contact us via telephone, email or using an online contact form, we may store the data you communicate to be able to answer your inquiries. This may include your name, email-address, telephone number and any other personal data you freely decide to share with us. We will retain this data as long as it is necessary for the purpose of your inquiry and delete it when it’s no longer needed if we are not obligated to retain it by law.
Order processing and fulfillment
The majority of the personal data we process relies on a main agreement between us and the company you are associated with, either as an employee or as part of a larger supply chain.
In cases were no such main agreement exists the processing is based on the performance of contract that either your request for a quotation or order confirmation constitutes and your approval of our terms of service with associated information regarding processing of your personal data.
The personal data we need from you to be able to fulfill our obligations towards you may include: your name, email address, telephone number, company address, delivery address, invoice address, home address, the company you are associated with and information about which department or cost center you belong to.
We will retain your information as long as there is an active main agreement between us and the company to which you are associated with or if no business transactions in where you were the appointed contact have existed in a two years’ period.
Online applications and other it-solutions
Online applications and other it-solutions is often an integrated service offered by us to our customers as part of a main agreement and to be used by you, as an employee or as part of a larger supply chain.
Using these solutions will, for the most part, require a user account to allow for access. For this reason, we may need to collect and process your personal data. The information we require is a username and a password but normally we also ask for your name and email address for the purpose of communicating with you.
The account information may require you to enter more personal data as e.g. your company name and address, etc. This information however is for us to be able to perform the order processing and fulfillment part of our obligations towards you.
We will retain your information as long as there is an active main agreement between us and the company to which you are associated with. The user account will also be deleted if it is connected to one of our ordering portals and no business transactions has been registered in a two years’ period.
Newsletters, press-releases and financial reports
In some cases, we may need your personal data for other purposes beyond performance of contract. We will in such cases always ask for your consent for each individual purpose.
You have the right to, at any time, recall your consent. We will then no longer process your personal data or collect new unless these are not needed to fulfill our obligations according to contract or law.
Third party analytics and tracking
We use analytics tools, such as Google Analytics to help analyze how you use our website. While our use of analytics software always is steered towards the use of anonymized data it’s important for you to be aware of that much of the information we process is considered personal data under the current data protection laws. Below you can read more details about the information we collect, how we use this information but also how you, as a visitor of our website, may disable our collection of your data.
The tracking information allows us to better understand the kind of people who come to our website and what content they’re reading. This allows us to make better decisions about design and writing. Occasionally, we will compile aggregate statistics about the number of visitors this site receives and browsers being used. No personally identifying data is included in this type of reporting. Google Analytics is also used to evaluate data from AdWords and the DoubleClick cookie for statistical purposes.
All of our activity falls within the bounds of the Google Analytics Terms of Service.
We use social plug-ins from social networks such as Facebook.
When you visit our website, these buttons are deactivated as standard procedure and no information will be shared with the social network unless take action to do so. Before you can use the buttons, you must activate them by clicking. The buttons will remain active until you deactivate them again or delete your cookies.
When a social network’s button has been activated, that social network can collect data whether you interact with the button or not. If you are logged into a social network, that social network can assign your visit of our website to your user account.
If you are a member of a social network and do not wish for that network to combine your stored member data with the data collected during your visit to our website, you must log out of the social network in question before you activate buttons.
We have no influence on the data collected by the social networks with your buttons. You must consult a social network’s own data privacy notice to learn the purpose and scope of data collection, how that social network will continue to process and use collected data, your rights in the matter, and options for changing settings to protect your privacy.
In order to make your visit to our website attractive and to enable the use of certain functions, we use so-called cookies on various pages. These are small text files that are stored on your end device. Some of the cookies we use are deleted after the end of the browser session, i.e. after closing your browser (so-called session cookies). Other cookies remain on your terminal and enable us or our partner companies (third-party cookies) to recognize your browser on your next visit (persistent cookies). If cookies are set, they collect and process specific user information such as browser and location data as well as IP address values according to individual requirements. Persistent cookies are automatically deleted after a specified period, which may vary depending on the cookie.
In some cases, cookies are used to simplify the ordering process by saving settings (e.g. remembering the content of a virtual shopping basket for a later visit to the website).
If you do not wish to receive Cookies or want to be notified of when they are placed, you may set your web browser to do so if your browser so permits. Please note that if Cookies are turned off, you may not be able to view certain parts of the website that may enhance your visit and you may be unable to use some or all of the functionality of the website and services.
Please note that third parties may place anonymous Cookies on your browser and may send their own Cookies to your Cookie file. We have no access to or control over these cookies.
You will find more information about cookies, how to tell which cookies are being stored, and how to manage or delete them, under www.allaboutcookies.org.
What information do we give you?
When we collect your personal data for the first time we will inform you of how the information was obtained, what we aim to use it for, what rights you have in regards to the data protection laws and how you claim uphold those rights. You will also be informed about who is responsible for the personal data processing (the “Controller”) and how you contact them if you have questions or need to make inquiries in relation to your personal data and/or rights.
How do we protect your personal data?
We have routines and work practices to ensure that your personal data is processed in a safe manner. Our starting point is that only employees and people within the organization that needs access to your personal data to perform their work tasks should be granted access to them.
When it comes to personal data belonging to special categories we have access controls in place that results in even higher levels of protection.
Our security systems are developed and configured with focus on your integrity and are to great extent protected against intrusions, accidental deletion or modifications that pose a risk to your personal integrity.
We have policies, guidelines, and instructions surrounding data protection and our employees are trained in current data protection laws to ensure that your personal data is processed safely.
We do not transfer your personal data to other parties for other purposes than expressively stated in this policy.
When do we share your personal data?
Our starting point is to not share your personal data with any third party if you have not given your consent or if it’s necessary to fulfill our obligations towards you in the performance of contract or required by law.
In cases where we do share your personal data with any third party we have put in place special data protection agreements to ensure that your personal data is processed in a safe manner in regards to your rights for privacy.
Under the EU General Data Protection Regulation, you have the following rights towards us in regards to personal data for which we act as the Controller:
- Right to information (Art. 15 EU GDPR)
- Right to correction or deletion (Articles 16 and 17 EU GDPR)
- Right to restriction of processing (Art. 18 EU GDPR)
- Right to data portability (Art. 20 EU GDPR)
- Right to object to the processing (Art. 21 EU GDPR)
Please note that Elanders Polska Sp z o.o. often act as a Processor for our customers. Any assertion of your rights in regards to personal data where we are not the Controller will need to be put towards the Controller.
You may assert your right by contacting us either by email at firstname.lastname@example.org or by phone at +48(0)23 662 23 16 (ask to be connected to the person responsible for GDPR) and also by postal mail using the below address.
Elanders Polska Sp z o.o.
att: Responsible GDPR
Special note on rights to information and data portability
If you would like to assert your right to information and data portability we require the request to be submitted in writing, be signed by you and sent to the above-mentioned postal address.
We appreciate if you also specify what categories of information you want to receive information about (e.g. customer information, employment records, etc.). If we for some reason cannot supply you with the information you’ve requested we will return to you with our motivation for not being able to comply.
Please note that we only can release information that we are certain to belong to you and that this information always is sent by recommended mail to your registered address. You will be required to identify yourself to collect the mail.