PRIVACY POLICY


Aikon Distribution Sp. z o.o. Sp. K. Privacy Policy


The administrator of the https://www.aikondistribution.pl website is Aikon Distribution Sp. z o.o. Sp. k., ul. Łagiewnicka 25, 41-902 Bytom (Poland), with NIP number: 6263015025 (hereinafter referred to as "Aikon" or "Administrator").

1. Policy objective

The policy applies to:
a. all Aikon websites in the aikondistribution.pl, aikondistribution.de, aikondistribution.it, aikondistribution.fr or aikondistribution.com domains( hereinafter referred to as “Aikon websites”).
b. data off employees (hereinafter referred to as “the employees”),
c. data off customers, suppliers or contractors concerned (hereinafter referred to as “the co-workers”),
d. data off candidates for work concerned(hereinafter referred to as “the candidates”),

Aikon declares that its company and its websites operate in accordance with the principles of technical knowledge and professionalism, as well as in compliance with the applicable laws, in particular those listed below:

1) Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data, on the free movement of such data and repealing Directive 95/46/EC (Official Journal of the European Union L. of 2016 No 119/1), hereinafter referred to as the GDPR;
2) Act of 10 May 2018 on personal data protection (Journal of Laws of 2018, item 1000)
3) Act of 18 July 2002 on the provision of electronic services (Journal of Laws of 2017, item 1219, as amended).

2. Data collection

In order to respect the privacy of employees, co-workers, candidates and users visiting Aikon websites, we inform you of the following.

Data of Aikon's websites users are collected in applications and information systems used by Aikon and are used solely for the purpose of efficient and correct administration of Aikon's websites. Data of Aikon websites users is stored for a period of 20 years. This means that we do not seek to identify users of Aikon websites, transfer any personally identifiable information to any third party or use the information obtained for any other purpose. According to the practice accepted on most websites, we store HTTP queries directed to our server. Browsed resources are identified by URLs. 

The exact list of information we store is following:

1) IP addresses from which users browse the information content of our services;
2) the time at which the request was received
3) the time at which the answer was sent;
4) client’s station name – identification performed by HTTP/HTTTPS protocol;
5) the URL of the website which was previously visited by the user (referrer link) – if the Aikon website was accessed through a link;
6) information on user’s browser
7) information about errors that occurred during the execution of the HTTP/HTTPS.

Data of employees, co-workers and candidates is collected in the information systems used by Aikon as well as at Aikon's headquarters on paper media. Employees', co-workers' and candidates' data is processed on the basis of consent, or their processing results from legal obligations. Co-workers' data is processed for the purpose of fulfilling orders, providing information about Aikon or sending a newsletter (see section 4). Employees’ data is processed solely for the purposes indicated above. The detailed manner, means of data processing and other procedures on protecting the data of employees, co-workers and candidates are defined in the information clauses provided by Aikon to each group of entities separately, as well as in internal Aikon's Privacy Policy.

In addition, Aikon entrusts the processing of data to Aikon's permanent service providers by concluding appropriate agreements on processing of personal data.

3. Scope of data processing, data recipients or their categories.

The processing of personal data of co-workers includes:
• Contact details: name, address, postal code
• e-mail addresses and mobile phone numbers provided by the co-worker
The scope of data processing of employees and candidates is covered in a separate clause.

4. The use of data

Collected data may be associated with IP addresses browsing Aikon's websites, in accordance with section 2 above. In order to ensure the highest quality of the service, log files may be analysed to determine which pages are visited most frequently, which web browsers are used and whether the structure of Aikon's websites does not contain errors. Collected logs are stored for a period of 20 years as auxiliary material for administering Aikon's websites. The information contained therein is not disclosed to anyone other than people authorized to administer Aikon's websites. Log files may be used to generate statistics to help administer and tailor the site to the needs of customers. Aggregate summaries in the form of such statistics do not contain any features identifying visitors of Aikon's websites. Additionally, data entrusted by users is used in marketing activities, e.g. newsletter. In case of sending the newsletter, the data is collected on the basis of a separate consent given in writing or electronically. At any time the entity receiving the newsletter may resign from receiving it by sending a return e-mail with the “NO” message or by clicking on the link deactivating the newsletter.

5.  User privileges

Regardless of the manner of using the data referred to in section 3, there may be circumstances in which other data concerning employees, co-workers, candidates and Aikon’s websites users than specified in section 2 of the Policy, including personal data, will be necessary to perform the requested service or process. In such cases, an employee, co-worker, candidate or user of Aikon’s websites will be informed of the need to share certain information, including personal data, and of the purpose for which it is used.  An employee, co-worker, candidate, or user of Aikon’s websites has the opportunity to make a voluntary decision to share or refuse to share their data. However, the provision of personal data may be required if the user is interested in receiving information regarding the provision of services, event specified within the Aikon’s websites (e.g. receiving information about the product offered, an offer, the launch of an internship programme, the recruitment process, etc.) or if this is due to applicable laws and regulations. Thus, a co-worker, candidate or user of Aikon’s websites may be asked to fill in and submit a form/questionnaires in which it will be clearly indicated what kind of personal data will be collected and for what purpose, together with a request for consent to its processing. The data provided will be processed for the time necessary to achieve the purpose of providing access, unless the law regulations provides otherwise. If a co-worker or user of Aikon’s websites provides personal data of a third party in a form/questionnaire or newsletter, it is assumed that this user has the appropriate permission of the person to whom the data has been disclosed. Employees' privileges regarding their personal data are set out in a separate information clause which is provided to Aikon employees.

Co-workers, candidates and users of Aikon’s websites are entitled to:

1) correct data – if during data collection an error has occurred or if the data changes, the user has the right to provide correct and current data, and the Administrator will correct or update it;
2) access data – the user can use this right if they want to know what data we process;
3) delete data, also referred to as “the right to be forgotten” – if the user considers that the data is no longer necessary for the purposes for which they were collected, he/she has the right to request the Administrator to delete them;
4) limit data processing – if the user has doubts whether the Administrator processes the data correctly, he/she has the right to submit a request to limit the processing;
5) transfer data – the user may receive and transfer the data provided from the Administrator to another entity;
6) object to the processing of data on the basis of a legitimate interest of the Administrator or a third party, including profiling, for reasons related to a specific situation and to object to the processing of data for direct marketing purposes;
7) withdraw consent at any time – the user has the right to withdraw consent to the processing of data at any time and without giving reasons; withdrawal of consent has no retroactive effect, i.e. the processing that has taken place until the withdrawal of consent remains fully valid and legal;
8) personal data will be kept for as long as is necessary to achieve the purposes for which they were collected or until revocation of consent and they may be kept longer after revocation, if such an obligation arises from law or is necessary for Aikon's defence or pursuing claims;
9) the processing of personal data does not involve automated decision making towards individuals.

As a matter of principle, Aikon does not disclose personal data to third parties, except for situations in which Aikon has a legal basis for doing so, as well as at the request of authorized entities. The data may be made available at the request of public authorities or other entities entitled to such access on the basis of generally applicable provisions of law. What is more, data may be accessed by entities whose services are used by Aikon to provide services. In such cases, Aikon has entered into agreements with these entities for the protection of personal data against unauthorized access. Processed data will not be transferred to countries outside the European Economic Area, which is made up of the countries of the European Union and Iceland, Norway and Liechtenstein.
               

6. Cookies on Aikon’s websites

Aikon’s websites use the so-called cookies or other technologies with functions similar or identical to cookies, i.e. information stored on the end device of users visiting Aikon’s websites. Cookies are automatically downloaded and used by Aikon’s websites each time end user's device connects Aikon’s websites. Cookies are not used to collect any information about users of Aikon’s websites or to track their navigation. Cookies used on Aikon’s websites do not store any personal information or other information collected from Aikon’s websites users. Aikon’s websites use:

1) session cookies, which are created and exist only during the browser session. They are necessary for the proper functioning of particular elements of Aikon’s websites;
2) persistent cookies that remain on Aikon’s websites user's device for the period of time specified in these cookies. They are activated each time the user visits the website that created this particular cookie;
3) third parties cookies – information e.g. from advertising servers or servers from companies and service providers (e.g. search engines or maps placed on the website) cooperating with the owner of the website. This type of cookie allows you to tailor your ads – so that your use of the website can be free of charge – to the preferences and habits of their users.

Aikon’s websites use cookies in order to:

1) provide services;
2) dtailor the content of the Aikon’s websites to end-user’s device, including the use of web analytics software such as Google Analytics, remember individual user’s settings and optimize use of the Aikon’s websites;
3) improve security by controlling fraud during the use of Aikon’s websites;
4) obtain collective, anonymous statistical data to improve the functionality of Aikon’s websites;
5) maintain user's session (applies to Aikon’s websites with the option of logging in), so that the user does not have to re-enter the login and password on each page of the Aikon’s website;
6) enable the use of basic functionalities of Aikon’s websites (e.g. remembering successively visited pages in order to restore them at the user's “request”).

Cookies in no way enable identification of the user of Aikon’s websites, do not process personal data and do not cause configuration changes in the end-user's device and software installed on it. The settings for cookies are individual for each web browser. Please note that the default option is to accept cookies.The user can at any time completely disable the service of accepting cookies in his/her browser.

WIf turned off, this may affect the convenience of using Aikon's websites, as well as cause the lack or incorrect display of most websites. In some cases, it is possible to set the browser so that the user is always asked to accept cookies. This gives the user the ability to control cookies, but may slow down the operation of the browser. Not changing the default settings for cookies means that they will be placed in the end-user's device, and thus Aikon will store information in the end-user's device and gain access to it. Failure to make changes in the browser settings resulting in disabling the acceptance of cookies and the use of Aikon’s websites means that the user agrees to the use of cookies in accordance with the regulations described in this Policy.

7. Hyperlinks to other websites

Aikon’s websites contain links to other sites. Aikon cannot be held responsible for the privacy practices of those sites. We suggest that the user reads the privacy policy valid on those sites when visiting them. This Privacy Policy applies only to Aikon websites.

8. Use of social channels

We would like to inform that we use social channels and the functions they offer, such as sharing content on social networks, subscription to a social profile, plugins provided by social networks. The use of these functions may involve the use of cookies by the Administrators of social networking sites such as YouTube, Google+, Pinterest, Facebook. The user can prevent the data collection by the cookies on use of Google as well as the processing of this data by Google by installing the browser plug-in. The purpose and scope of data collection and further processing and use by service providers, as well as the possibility of contact and users' rights in this respect and the possibility of making settings that ensure the protection of users' privacy, are described in the privacy policy of individual service providers.

1) Google +, You Tube, Facebook:

If the user does not want social networks to associate the data collected during the visit to the Aikon’s website directly with the user’s profile with the given social network, the user must log out of that social network before visiting the Aikon’s website. Additionally, in order to completely prevent plug-ins from being loaded on the website, it is necessary to use appropriate extensions in the user's browser, e.g. blocking scripts.

9.Information on the freedom or obligation to provide data

Providing personal data of co-workers is necessary in order to carry out orders, deliveries or services. Failure to provide this data will result in the impossibility of cooperation with Aikon.
Provision of personal data by candidates takes place on the basis of the regulations of law to the extent specified in the provisions of the Labour Code and on the basis of consent to the extent that it does not result from the provisions of the Labour Code. In accordance with Article 22¹ of the Act of 26 June 1974 - Labour Code, the candidate is obliged to provide his/her specific personal data, such as date of birth, education or employment history, in order to take part in our recruitment processes. The candidate is not obliged to provide additional personal data. Consent to the processing of additional personal data is voluntary. If the candidate does not want to give such consent, he/she is asked not to include it in the submitted application documents.

10. Contact details

All correspondence and statements on privacy or data protection issues should be addressed by e-mail: rodo@aikondistribution.pl or in writing to the following address: Aikon Distribution Sp. z o.o. Sp. k. Łagiewnicka 25, 41-902 Bytom (Poland).

11. Changes in the Policy

The policy is reviewed on an ongoing basis and updated as necessary. The current version of the Policy has been adopted and has been in force since 25 May 2018. In the event of a change in the current Policy, appropriate modifications will be introduced.




Bytom, 25.05.2018r.






Protection of personal data (clause in agreements with contact details).


1. Each party to the Agreement declares that it is the Administrator of personal data within the meaning of Regulation (EU) 2016/679 of the European Parliament and of the European Council of 27 April 2016 on the protection of individuals 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), hereinafter referred to as the GDPR, with regard to the personal data of its employees and employees of the other party designated in the Agreement as contact persons (so-called contact details). Personal data provided for the implementation of the Agreement is ordinary data and includes in particular name, surname, position and place of work, business telephone number and business e-mail address.

2. Personal data of persons referred to in section 1 shall be processed by the Parties on the basis of Article 6(1)(f) of the GDPR (i.e. processing is necessary for purposes arising from legitimate interests of data administrators) only for the purposes and to the extent necessary for the performance of tasks related to the implementation of the concluded Agreement.

3. The Parties undertake to protect personal data made available to each other in connection with the performance of the Agreement, including the implementation and application of technical and organizational measures ensuring an appropriate level of personal data security in accordance with the provisions of law, and in particular with the Act of 10 May 2018 on the protection of personal data [Journal of Laws of 24 May 2018 – item 1000] and the provisions of the GDPR.

4. The Parties undertake to inform the natural persons who do not sign this Agreement referred to in paragraph 1 of the content of this paragraph.

5. Aforementioned personal data will be processed during the term of the Agreement, unless a longer processing period is necessary, e.g. due to archiving obligations, i.e. up to 10 years from the end of the calendar year in which the Agreement was implemented.