Information clause for representatives

1. personal data controller

The administrator of the personal data is Magnicity Warsaw Spółka z ograniczoną odpowiedzialnością with its registered office in Warsaw, Złota 59 Street, 00-120 Warsaw, registered in the register of entrepreneurs kept by the District Court for the Capital City of Warsaw in Warsaw, XII Economic Department of the National Court Register, under KRS number: 0001043051, NIP: 5252961210, REGON: 525637863 (hereinafter referred to as “Administrator”).

2 Contacting the Administrator

The Administrator can be contacted by mail at the registered office address provided, as well as by email at info@highllnewarsaw.org.

3 Purpose of processing

Personal data contained in the correspondence will be processed for the purpose:

• (a) to conduct correspondence, including responding to messages sent, based on the Administrator’s legitimate interest in keeping in touch with those interested in our business, conducting all communications in a timely manner in connection with our business, ensuring the quality of cooperation with customers and contractors and other interested parties (Article 6(1)(f) RODO);
• (b) the conclusion and performance of a contract to which a natural person acting on his own behalf is a party, since the processing of personal data is necessary to perform the aforementioned activities and to take action at your request prior to its conclusion (based on Article 6(1)(b) of the RODO);
• (c) conclusion and performance of a contract with respect to a party other than an individual due to the Administrator’s legitimate interest in contacting through the persons designated to contact/represent/perform the contract (based on Article 6(1)(f) of the DPA);
• (d) the Administrator’s performance of its legal obligations under the laws applicable to its operations, in particular tax and accounting, and under other laws governing the Administrator’s operations (based on Article 6(1)(c) of the DPA);
• (e) archiving of documentation and communications, including correspondence produced by the Administrator in the course of its business activities, due to its legitimate interest, which is the necessity to document evidence of its activities, among others, in accordance with applicable regulations (based on Article 6(1)(f) RODO).

4 Sources and categories of data

Personal data was obtained directly from the person or was provided by the employer/principal/employer, in connection with the conclusion of a contract. In some situations there is acquisition of representative data from public sources (public records, website, etc.). The scope of data received: name, position or function, email address, telephone number, company name, company contact information.

5 Data recipients

The Administrator has the right to transfer your personal data to other recipients if necessary to achieve the purpose of processing. In such a case, we will transfer your personal data in particular to the following recipients: entities that provide the Administrator with IT support services, including IT system maintenance and servicing, data hosting and cloud services, our authorized employees and associates, and other data recipients such as postal and courier operators, law firms, auditors, banks and insurers, group companies as a result of the Administrator’s legitimate interest in organizing and conducting ongoing business activities.

6 Processing outside the EEA

As a rule, the Company does not transfer your personal data to a third country (i.e., a country outside the European Economic Area). If such a transfer of your personal data were to take place – we will do it on the basis of standard protective clauses (based on Article 46(2) of the RODO) or provide another mechanism that is lawful and legalizes such a transfer and provides adequate guarantees for the protection of personal data in accordance with the applicable legal provisions in this regard. The transfer to the United States is based on the decision of the European Commission dated 10/07/2023, finding an adequate level of protection for personal data provided under the EU-U.S. data protection framework (Article 45 RODO).

7. data retention period

Personal data will be processed for contact purposes until the matter is settled or an effective objection to such processing is raised, whichever comes first. The administrator will keep personal data obtained in connection with the execution of the contract for the time necessary for its execution, and after its execution for the period required by law, including accounting and tax regulations, but not less than 5 years from the end of the year in which the tax or accounting obligation arose.

8. your powers

You have the right to request from the Administrator access to personal data concerning you, rectification, erasure, restriction of processing and data portability. You have the right to object to the processing of your personal data for the purpose of pursuing the legitimate interests of the Controller, whereby the right to object will not be exercised if there are valid legitimate grounds for processing that override your interests, rights and freedoms.

9. right to file a complaint

You have the right to complain about the actions of the Administrator to the competent supervisory authority, in particular in the country of your habitual residence, your place of work or the place where the alleged violation was committed.

10. voluntariness of providing data

Your provision of personal data is a condition for entering into a contract (if that is the purpose of processing). Provision of personal data for the purpose of correspondence is voluntary. Failure to provide data makes it impossible to contact us by e-mail.

11. profiling

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