Information Clause

INFORMATION CLAUSE FOR PERSONS PERTICIPATING IN THE RECRUTIMENT PROCESSES

Pursuant to 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) (hereinafter GDPR), in order to comply with the information obligation, we hereby inform you that:

I. PERSONAL DATA CONTROLLER

The Controller of your personal data is PERN S.A. with its registered office in Płock, 09-410 Płock, at ul. Wyszogrodzka 133 (hereinafter: PERN S.A.).

II. DATA PROTECTION OFFICER

We have appointed a Data Protection Officer whom you can contact on any matter that concerns the processing of personal data by sending an e-mail to or by sending a traditional letter to the address of our registered office, specified in item I, with an annotation: “Data Protection Officer”.

III. PURPOSES AND BASES FOR PROCESSING

Your data shall be processed for the purposes of the recruitment process. Your data shall be processed only insofar as provided for by the labour law. Other data disclosed by you voluntarily, including contact data, shall be processed under your consent which may be withdrawn at any time.

The legal basis for the data processing is as follows:

Article 6(1)|(b) of the GDPR – if the processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
Article 6(1)(c) of the GDPR in conjunction with Article 22(1) of the Labour Law Act of 26 June 1974 (Journal of Laws of 2019, item 1040) – as provided for by relevant statutes, i.e. the processing is necessary for PERN S.A.’s compliance with legal obligations under labour law;
Article 6(1)(a) of the GDPR – if you have given consent to the processing of your personal data for purposes other than those provided for by law;
Article 6(1)(f) of the GDPR – where processing is necessary for purposes that arise out of the controller’s or third party’s legitimate interest – insofar as concerns the collection of information on preferred remuneration. This information will enable effective completion of the recruitment process;
Article 9(2)(a) of the GDPR – if you have given consent to the processing of data if data referred to in Article 9(1) of the GDPR are included in the recruitment documents.

If your professional position requires a certificate of clean criminal record to be submitted, pursuant to applicable laws, we will require information that confirm a clean criminal record obtained from the National Criminal Record (legal basis Article 10 of the GDPR).

IV. DATA RECIPIENTS

Your personal data may be disclosed by PERN S.A. to data processors; those processors shall be commissioned with activities that require data processing, if necessary for proper performance of PERN S.A.’s obligations and enforcement and protection of any rights (e.g. companies that support IT service of the Controller in the processing of the collected data, entities that support recruitment processes, entities that provide postal and legal services), and to other entities exclusively entitled to obtain personal data under generally applicable laws.

V. DATA STORAGE PERIOD

Your personal data shall be processed for the duration of the recruitment process, although for no more than 6 months as of the day on which the recruitment process is concluded, or until the consent is withdrawn (consent concerning the additional data).

VI. YOUR RIGHTS

You have the following rights related to the processing of personal data:

you have the right to access personal data, i.e. to obtain information on what data, how, and for what purposes are processed by us,
you have the right to have the data rectified, i.e. to request the data to be updated if proven that the data collected are incorrect or outdated,
you have the right to have the personal data erased, i.e. to request the erasure of all or a part of the personal data.
If the request is considered justified, we will erase the data,
you have the right to have the processing restricted, i.e. to request restriction of personal data processing to storage only. The processing of data can be unrestricted only after the premises that justify the restriction cease to apply.
you have the right to object to the processing, i.e. to request the processing of personal data for purposes specified above stopped, on grounds relating to your particular situation.

In order to exercise those rights, you can contact our Data Protection Office or use the form available at our websitewww.pern.pl in the GDPR tab (the exercising of data subjects’ rights).

VII. RIGHT TO WITHDRAW CONSENT

Insofar as the data are processed under your consent, you have the right to withdraw your consent to the processing of personal data at any moment. The withdrawal of the consent shall not influence the legality of processing carried out under the consent before it is withdraw.

VIII. RIGHT TO LODGE A COMPLAINT

If you are of an opinion that the processing of your personal data violates the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

XI. INFORMATION CONCERNING THE TRANSFER OF PERSONAL DATA TO A THIRD COUNTRY OR AN INTERNATIONAL ORGANISATION

The personal data disclosed shall not be transferred to third countries or any international organisation.

X. INFORMATION CONCERNING AUTOMATIC PROCESSING, INCLUDING PROFILING

The personal data disclosed shall not be subject to automatic processing, including profiling, referred to in Article 22(1) and (4) of the GDPR.

XI. INFORMATION CONCERNING WHETHER THE DATA ARE DISCLOSED MANDATORILY OR VOLUNTARILY

Disclosure of data is voluntary, although necessary to carry out the recruitment process. If the personal data are not disclosed, further participation in the recruitment process shall not be possible.

Disclosure of personal data pursuant to Article 6(1)(b and c) is necessary to participate in the recruitment process. Disclosure of other data is voluntary.

“I hereby consent to the processing of my personal data contained in the documents I have submitted, related to the recruitment process carried out by PERN S.A. (ul. Wyszogrodzka 133, 09-410 Płock) and of special categories data I have disclosed in application documents to carry out the recruitment process, pursuant to the 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. I hereby disclose my data voluntarily, while aware that at any moment I may withdraw this consent . By requesting the withdrawal of the consent I am opting out of further participation in the recruitment process and requesting my data to be erased immediately; this shall not affect the lawfulness of the processing carried out under this consent before it is withdrawn”.

INFORMATION CLAUSE FOR THE EMPLOYEES OF PERN S.A. CONTRACTORS OR PERSONS WHO COOPERATE WITH PERN S.A. CONTRACTORS

I. PERSONAL DATA CONTROLLER

The controller of your personal data is PERN S.A. with its registered office in Płock, 09-410 Płock, at ul. Wyszogrodzka 133 (hereinafter: PERN S.A.).

II. DATA PROTECTION OFFICER

We have appointed a Data Protection Officer whom you can contact on any matter that concerns the processing of personal data by sending an e-mail to or by a traditional letter to the address of our registered office, specified in item I, with an annotation: “Data Protection Officer”.

III. PURPOSES AND BASES FOR PROCESSING

The purposes of the processing of your personal data are as follows:

performance of a contract to which your Employer/Commissioning Party is a party, and which has designated you as the person for professional contacts related to the conclusion and performance of that contract – in terms of identification (name, last name, professional position, and – if granted access to PERN S.A.’s secrets – PESEL [Polish Citizen Identification Number]) and in terms of contacts (professional e-mail address / telephone number).

The legal basis is Article 6(1)(f) of the GDPR – the processing is necessary for the purposes of the legitimate interests pursued by the Controller or by a third party. PERN S.A.’s legitimate interest is the need to ensure the functioning of the Company’s legal transactions by maintaining professional relationships in connection with performance of any contracts PERN S.A. is a party to and by defending against possible claims, including claims that arise in consequence of the granting of access to the Company’s information resources to you, whilst these resources must be protected against unauthorised disclosure (we must have control over who can access our data).

the functioning of the internal contact base of PERN S.A.’s contractors. – in terms of identification (name, last name, professional position) and in terms of contact (business email address/service telephone number/address of the Employer/ Commissioning Party).

The legal basis is Article 6(1)(f) of the GDPR – the processing is necessary for the purposes of the legitimate interests pursued by the Controller. PERN’s legitimate interest is the need to ensure contacts with PERN S.A.’s Business Partners, and therefore the functioning of PERN S.A.’s legal transactions.

IV. DATA RECIPIENTS

We can disclose your personal data to other entities, if necessary for compliance with PERN S.A.’s obligations, and to enforce and protect any rights; the disclosure may also be made to data processors which shall be commissioned with activities that require the processing of data (e.g. to companies that support the IT service of the Controller in the processing of the collected data, subcontractors, entities that provide postal and legal services, our suppliers) and other entities exclusively entitled to obtain personal data under generally applicable laws.

V. DATA STORAGE PERIOD

Your personal data, for the purposes of the performance of the contract a party to which is your Employer/Commissioning Party, and who has designated you as the person for professional contacts related to the conclusion and the performance of that contract, shall be processed by us only insofar as necessary to accomplish these purposes and only for the duration of that contract, and, after this period expires, and as required by generally applicable laws, with due consideration of mutual claims and the archival period.

Your personal data – for the purpose of the functioning of the internal contact base of PERN S.A.’s contractors – shall be processed only insofar as necessary to fulfil this purpose and only for a period until your objection to the processing of your personal data is considered.

VI. YOUR RIGHTS

You have the right to:

you have the right to access personal data, i.e. to obtain information on what data, how, and for what purposes are processed by us,
you have the right to have the data rectified, i.e. to request the data to be updated if proven that the data collected are incorrect or outdated,
you have the right to have the personal data erased, i.e. to request the erasure of all or a part of the personal data.
If the request is considered justified, we will erase the data,
you have the right to have the processing limited, i.e. to request restriction of personal data processing to their storage only. The processing of data can be unrestricted only after the premises that justify the restriction cease to apply.
object to the processing, i.e. to request the processing of personal data for purposes specified above to be stopped, on grounds relating to your particular situation.

In order to exercise those rights, you can also use a form available at our website www.pern.pl in the GDPR tab (the exercising of data subjects’ rights).

VII. THE RIGHT TO LODGE A COMPLAINT

If you are of an opinion that the processing of your personal data violates the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

VIII. PERSONAL DATA SOURCE

The source of your personal data is your Employer/Commissioning Party who has designated you as the person for professional contacts related to the conclusion and the performance of a contract between such Employer/Commissioning Party and PERN S.A.

IX. INFORMATION CONCERNING THE TRANSFER OF PERSONAL DATA TO A THIRD COUNTRY OR AN INTERNATIONAL ORGANISATION

The personal data disclosed shall not be transferred to third countries or any international organisation.

X. INFORMATION CONCERNING AUTOMATIC PROCESSING, INCLUDING PROFILING

The personal data disclosed shall not be subject to automatic processing, including profiling, referred to in Article 22(1) and (4) of the GDPR.

INFORMATION CLAUSE FOR A PARTY TO A CONTRACT WITH PERN S.A. WHO IS A NATURAL PERSON, INCLUDING BUSINESS OPERATORS AND PARTNERS OF A CIVIL PARTNERSHIP

I. PERSONAL DATA CONTROLLER

The controller of your personal data is PERN S.A. with its registered office in Płock, 09-410 Płock, at ul. Wyszogrodzka 133 (hereinafter: PERN S.A.).

II. DATA PROTECTION OFFICER

We have appointed a Data Protection Officer whom you can contact on any matter that concerns the processing of personal data by sending an e-mail to or by letter sent to the address of our registered office, specified in item I, with an annotation: “Data Protection Officer”.

III. PURPOSES AND BASES FOR PROCESSING

The purposes of the processing of your personal data are as follows:

ensuring the performance of a contract between you and PERN S.A. – in terms of identification (name, last name, NIP [Tax Identification Number], or REGON [State Statistical Number], or PESEL [Polish Citizen Identification Number], and in terms of contact (professional e-mail address/telephone number, address of the registered office).

The legal basis is Article 6(1)(b) of the GDPR, i.e. processing necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract and Article 6(1)(f) of the GDPR, i.e. processing necessary for the purposes of the legitimate interests pursued by the controller or by a third party. PERN S.A.’s legitimate interest is the need to ensure the functioning of the Company’s legal transactions by maintaining professional relationships in connection with performance of any contracts PERN S.A. is a party to and by defence against possible claims, including claims that arise in consequence of the granting of access to the Company’s information resources to you, whilst these resources must be protected against unauthorised disclosure (we must have control over who can access our data).

the functioning of the internal contact base of PERN S.A.’s contractors. – in terms of identification (name, last name, NIP [Tax Identification Number], or REGON [State Statistical Number], or PESEL [Polish Citizen Identification Number], and in terms of contact (professional e-mail address/telephone number, address of the registered office).

IV. DATA RECIPIENTS

We can disclose your personal data to other entities, if necessary for compliance with PERN S.A.’s obligations, and to enforce and protect any rights; the disclosure may also be made to data processors which shall be commissioned with activities that require the processing of data (e.g. to companies that support the IT service of the Controller in the processing of the collected data, subcontractors, entities that provide postal and legal services) and other entities exclusively entitled to obtain personal under generally applicable laws.

V. DATA STORAGE PERIOD

Your personal data, for the purposes of the performance of the contract a between you and PERN S.A. shall be processed by us only insofar as necessary to accomplish these purposes and only for the duration of that contract, and, after this period expires and as required by generally applicable laws, with due consideration of mutual claims and archival period.

VI. YOUR RIGHTS

You have the following rights related to the processing of personal data:

you have the right to access personal data, i.e. to obtain information on what data, how, and for what purposes are processed by us,
you have the right to have the data rectified, i.e. to request the data to be updated if proven that the data collected are incorrect or outdated,
you have the right to have the personal data erased, i.e. to request the erasure of all or a part of the personal data.
If the request is considered justified, we will erase the data,
you have the right to have the processing restricted, i.e. to request restriction of personal data processing to storage only. The processing of data can be unrestricted only after the premises that justify the restriction cease to apply.
you have the right to object to the processing, i.e. to request the processing of personal data for purposes specified above stopped, on grounds relating to your particular situation.

In order to exercise those rights, you can contact our Data Protection Office or use the form available at our website www.pern.pl in the GDPR tab (the exercising of data subjects’ rights).

VII. THE RIGHT TO LODGE A COMPLAINT

If you are of an opinion that the processing of your personal data violates the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

VIII. INFORMATION CONCERNING WHETHER THE DATA ARE DISCLOSED MANDATORILY OR VOLUNTARILY

Disclosure of personal data for the performance of the contract you are a party to is voluntary, although necessary to perform it. If you refuse to disclose the data, this shall render the performance of the contract impossible.

Disclosure of personal data for the purposes of the functioning of the internal contact base of PERN S.A.’s contractors is voluntary, although necessary to ensure contacts with PERN S.A.’s Business Partners. If the disclosure of data for such purposes is refused, this will render the ensuring of contacts between you, as PERN S.A.’s Business Partner, and PERN S.A. impossible in the future.

IX. INFORMATION CONCERNING THE TRANSFER OF PERSONAL DATA TO A THIRD COUNTRY OR AN INTERNATIONAL ORGANISATION

The personal data disclosed shall not be transferred to third countries or any international organisation.

X. INFORMATION CONCERNING AUTOMATIC PROCESSING, INCLUDING PROFILING

The personal data disclosed shall not be subject to automatic processing, including profiling, referred to in Article 22(1) and (4) of the GDPR.

INFORMATION CLAUSE IN RELATION TO NOTIFICATIONS TO PERN S.A. EMERGENCY TELEPHONE NUMBERS

I. PERSONAL DATA CONTROLLER

The controller of telephone recording systems and the Controller of your personal data is PERN S.A. with its registered office in Płock, 09-410 Płock, at ul. Wyszogrodzka 133 (hereinafter: PERN S.A.).

II. DATA PROTECTION OFFICER

III. PURPOSES AND BASES FOR PROCESSING

The purpose of the processing of your personal data is the performance of the process of acceptance of a notification to PERN S.A.’s emergency telephone number.

The legal basis is Article 6(1)(f) of the GDPR, i.e. processing necessary for the purposes of the legitimate interests pursued by the Controller. PERN S.A.’s legitimate interest is the need to ensure the security and correct operations of PERN S.A’s pipeline system and bases, and therefore to ensure the energy security of the Republic of Poland and defence against claims.

IV. DATA RECIPIENTS

We can disclose your personal data to other entities, if necessary with regard to the correct compliance with PERN S.A.’s obligations, and to enforce and protect any rights; the disclosure may also be made to data processors which shall be commissioned with activities that require the processing of data (e.g. to companies that support the IT service of the Controller in the processing of the collected data, subcontractors, entities that provide postal and legal services) and other entities exclusively entitled to obtain personal under generally applicable laws.

V. DATA STORAGE PERIOD

Your personal data, including records from telephone recording systems, shall be stored for 12 months. If a record serves as evidence in proceedings carried out under relevant laws, or if PERN S.A. has learned that the recording can serve as evidence in proceedings, this period shall be extended and shall last until the proceedings are concluded under an appealable decision.

VI. YOUR RIGHTS

You have the following rights related to the processing of personal data:

you have the right to access personal data, i.e. to obtain information on what data, how, and for what purposes are processed by us,
you have the right to have the data rectified, i.e. to request the data to be updated if proven that the data collected are incorrect or outdated,
you have the right to have the personal data erased, i.e. to request the erasure of all or a part of the personal data.
If the request is considered justified, we will erase the data,
you have the right to have the processing restricted, i.e. to request restriction of personal data processing to storage only. The processing of data can be unrestricted only after the premises that justify the restriction cease to apply.
object to the processing, i.e. to request the processing of personal data for purposes specified above to be ceased, on grounds relating to your particular situation.

In order to exercise those rights, you can contact our Data Protection Office or use the form available through our website www.pern.pl w in the GDPR tab (the exercising of data subjects’ rights).

VII. THE RIGHT TO LODGE A COMPLAINT

If you deem that the processing of your personal data violates the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

VIII. INFORMATION CONCERNING WHETHER THE DATA ARE DISCLOSED MANDATORILY OR VOLUNTARILY

The recording of a telephone conversation is a necessary requisite to carry out a telephone conversation that concern a notification to PERN S.A.’s telephone number. If the recording of a conversation is refused, this shall render the making of a notification to PERN S.A.’s emergency telephone number impossible.

IX. INFORMATION CONCERNING THE TRANSFER OF PERSONAL DATA TO A THIRD COUNTRY OR AN INTERNATIONAL ORGANISATION

The personal data disclosed shall not be transferred to third countries or any international organisation.

X. INFORMATION CONCERNING AUTOMATIC PROCESSING, INCLUDING PROFILING

The personal data disclosed shall not be subject to automatic processing, including profiling, referred to in Article 22(1) and (4) of the GDPR.

INFORMATION CLAUSE FOR TENDERERS/PERSONS ACTING ON BEHALF OF TENDERERS/PERSONS PARTICIPATING IN TECHNICAL DIALOGUE

I. PERSONAL DATA CONTROLLER

The controller of your personal data is PERN S.A. with its registered office in Płock, 09-410 Płock, at ul. Wyszogrodzka 133 (hereinafter: PERN S.A.).

II. DATA PROTECTION OFFICER

III. PURPOSES AND BASES FOR PROCESSING

The purposes of the processing of your personal data are as follows:

a) the service of an account in PERN’s Tenderer Zone Portal, pursuant to rules specified in the PERN S.A.’s Tenderer Zone Portal User Manual; for this purpose, to enable participation in the procurement procedure and contact with the Commissioning Party,

The legal basis is Article 6(1)(b) of the GDPR, i.e. processing necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract and Article 6(1)(f) of the GDPR, i.e. processing necessary for the purposes of the legitimate interests pursued by the controller or by a third party. PERN S.A.’s legitimate interest is the need to ensure the functioning of the Company’s legal transactions by ensuring contact with the Tenderer in connection with the performance of procurement proceedings PERN S.A. is a party to, and by defending against possible claims, including claims that arise in consequence of the granting of access to the Company’s information resources to you, whilst these resources are treated by PERN S.A. as confidential information (we must have control over who can access our data).

b) if the User participates in procurement proceedings, to carry out the proceedings and to select the most advantageous offer.

Article 6(1)|(b) of the GDPR – if the processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;

c) performance of legal obligations incumbent upon PERN S.A. under generally applicable laws if the User participates in procurement proceedings, in order to carry out the proceedings and select the most advantageous offer.

The legal basis is the necessity of processing to comply with the legal obligation incumbent upon the Controller under generally applicable laws, tax, and accounting laws (Article 6(1)(c) of the GDPR),

d) the ensuring of contact with persons authorised to act on behalf of the Tenderer if the Tenderer has designated persons authorised to act on its behalf.

The legal basis is Article 6(1)(f) of the GDPR – the processing is necessary for the purposes of the legitimate interests pursued by the Controller or by a third party. PERN S.A.’s legitimate interest is the need to ensure the functioning of the Company’s legal transactions by maintaining professional relationships in connection with performance of any contracts PERN S.A. is a party to, and by defending against possible claims, including claims that arise in consequence of the granting of access to the Company’s information resources to you, whilst these resources are treated by PERN S.A. as confidential information (we must have control over who can access our data),

e) the conducting of Technical Dialogue

The legal basis is Article 6(1)(f) of the GDPR – the processing is necessary for the purposes of the legitimate interests pursued by the Controller. PERN S.A.’s legitimate interest is the need to ensure contact with third parties to conduct a Technical Dialogue and to defend against possible claims, including claims that arise in consequence of the granting of access to the Company’s information resources to you, whilst these resources are treated by PERN S.A. as confidential information (we must have control over who can access our data).

f) verification of the Tenderer’s capacity and experience and the possibility of using the information in other proceedings (creation of a base of suppliers for contact) carried out by PERN S.A. and verification of Tenderers in public registers (e.g. CEIDG).

g) possible determination and assertion of claims or defence against claims.

The legal basis is Article 6(1)(f) of the GDPR – the processing is necessary for the purposes of the legitimate interests pursued by the Controller or by a third party. PERN S.A.’s legitimate interest is the need to ensure the functioning of the Company’s legal transactions by defending against possible claims, including claims arising out of the granting of the Company’s information resources to you, whilst these resources are treated by PERN S.A. as confidential information (we must have control over who can access our data).

h) the functioning of the internal contact base of PERN S.A.’s contractors.

The personal data processed by PERN S.A. in connection with the registration in the Platform, any proceedings, or the conducting of a Technical Dialogue shall include the following: name and last name, business name, business address and addresses for correspondence, numbers in relevant registers (e.g. NIP or REGON or PESEL), contact data such as e-mail address or a telephone or fax number, your professional position in your organisation or the function you perform, experience or qualifications; other data contained in the Tenderer statements or credentials submitted in given proceedings, including especially specific identification numbers that are not commonly assigned number (e.g. professional or service identification number, bank account number, professional title, education).

The personal data that shall be processed in connection with the functioning of the internal contact base of PERN S.A.’s contractors include: identification data (name, last name, professional position, and – if a power of attorney is granted – other data specified in the power of attorney document) and contact data (professional e-mail address / telephone number/address of the registered office of the Employer/Commissioning Party).

IV. DATA RECIPIENTS

We may disclose your personal data to other entities, if necessary for compliance with PERN S.A.’s obligations, and to enforce and protect any rights; the disclosure may also be made to data processors which shall be commissioned with activities that require the processing of data (e.g. to companies that support the IT service of the Controller in the processing of the collected data, entities that provide services to PERN S.A. that are necessary to service accounts in the System, entities that provide postal and legal services) and other entities exclusively entitled to obtain personal data under generally applicable laws.

V. DATA STORAGE PERIOD

Your personal data shall be processed for periods specified below.

Name of the purpose of processing	Period of processing
Use of data disclosed during the registration in the Procurement Platform	Until deregistration from the Platform; until an account is deleted from PERN S.A.’s Tenderer Zone Portal
Handling of proceedings / the conducting of a Technical Dialogue	Duration of proceedings / Technical Dialogue
The storing of documentation to evidence that the obligations applicable under relevant laws are complied with, in particular the provisions of the Accounting Act and the Tax Code Act.	A relevant period specified in applicable laws – in principle those are 5-years periods.

The data processing period may be extended by a period necessary to perform a concluded contract (if the submitted offer is selected) and if the Controller determines or asserts civil liability claims in the business it operates, or in the case of defence against such claims – by relevant periods provided for under statutes of limitations applicable to such claims, i.e. in principle for no longer than 6 years as of an event that results in the creation of such a claim.

VI. YOUR RIGHTS

You have the following rights related to the processing of personal data:

you have the right to access personal data, i.e. to obtain information on what data, how, and for what purposes are processed by us,
have the right to have the data rectified, i.e. to request the data to be updated if proven that the data collected are incorrect or outdated,
you have the right to have the personal data erased, i.e. to request the erasure of all or a part of the personal data.
If the request is considered justified, we will erase the data,
you have the right to have the processing restricted, i.e. to request restriction of personal data processing to storage only. The processing of data can be unrestricted only after the premises that justify the restriction cease to apply.
object to the processing, i.e. to request the processing of personal data for purposes specified above to be stopped, on grounds relating to your particular situation.

In order to exercise those rights, you can contact our Data Protection Office or use the form available at our website www.pern.pl in the GDPR tab (the exercising of data subjects’ rights).

VII. THE RIGHT TO LODGE A COMPLAINT

If you are of an opinion that the processing of your personal data violates the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

VIII. THE SOURCE OF PERSONAL DATA

Your personal data may collected from the following sources:

sources that are publicly available, such as business registers (e.g. CEIDG [Central Registration and Information on Business], to verify the information you have provided. In such case the scope of data subjected to processing shall be restricted to the data that are publicly available in relevant registers.
Entities that provide database supply and analysis services,
an entity that is your employer or which you represent. In this case, the scope of data subjected to processing shall include information that is necessary to carry out the Proceedings, to conduct Technical Dialogue, and to contact the Tenderer, e.g. information on the termination of your employment with a given entity or change of contact data,
we may also obtain personal data of Tenderers’ subcontractors from Tenderers who have disclosed such data to the Companies in the Proceedings.

IX. INFORMATION CONCERNING WHETHER THE DATA ARE DISCLOSED MANDATORILY OR VOLUNTARILY

The disclosure of data is voluntary, although necessary to create and operate an account required to participate in the procurement proceedings, including, but not limited to, with the use of PERN S.A.’s Tenderer Zone Portal and to take other action to conclude a contract between the Tenderer and PERN S.A. If the Proceedings are not to be concluded with an entering into a contract with PERN S.A. directly by the Tenderer, the disclosure of personal data may be your professional duty or may be necessary to conclude a contract between the Tenderer and a third party (e.g. if you are a Tenderer’s subcontractor).

If the data are not provided, the registration of an Account in the System, or participation in the proceedings for the commissioning of Deliveries or Services or Construction Works, or participation in a Technical Dialogue shall be impossible.

X. INFORMATION CONCERNING THE TRANSFER OF PERSONAL DATA TO A THIRD COUNTRY OR AN INTERNATIONAL ORGANISATION

The personal data disclosed shall not be transferred to third countries or any international organisation.

XI. INFORMATION CONCERNING AUTOMATIC PROCESSING, INCLUDING PROFILING

The personal data disclosed shall not be subject to automatic processing, including profiling, referred to in Article 22(1) and (4) of the GDPR.

INFORMATION CLAUSE FOR NATURAL PERSONS WHO ENTER PERN S.A. PREMISES

I. PERSONAL DATA CONTROLLER

The controller of your personal data is PERN S.A. with its registered office in Płock, 09-410 Płock, at ul. Wyszogrodzka 133 (hereinafter: PERN S.A.).

II. DATA PROTECTION OFFICER

III. PURPOSES AND BASES FOR PROCESSING

Your personal data are collected in connection with ongoing (24/7) protection of the supervised area by PERN S.A., also in connection with the functioning of the entry control system and visual monitoring at PERN S.A. premises. The personal data are collected directly from you, or from other sources (e.g. your Employer who discloses your personal data during the issuing of entrance permits). In the case of monitoring, the data are collected automatically by recording an image and other data that enable the establishing of the identity using the monitoring system.

The purposes of the processing of your personal data are as follows:

compliance with PERN S.A.’s legal obligation (Article 6(1)(c) of the GDPR);

The processing is often necessary to comply with the Controller’s legal obligations or is required explicitly under relevant laws.

the pursue of PERN S.A.’s legitimate interest. (Article 6(1)(f) of the GDPR);

PERN S.A.’s legitimate interest is as follows:

ensuring the security of persons present at PREN S.A.’s premises,
ensuring the security of property at PREN S.A.’s premises,
maintaining the secrecy of information protected by law,
ensuring the occupational health and safety, fire protection, and environmental protection at PERN S.A. premises,
determining or asserting civil liability claims by PERN S.A. in the business it operates and defending against such claims.

Personal data processed by PERN S.A. may include the following: name, last name, company address, number of the identity document, a person’s image.

In the case of foreigners, PERN S.A. may also processes the following personal data: father’s name, date of birth, citizenship, residential address at the place of origin.

PERN S.A. may also collect other personal data that indirectly enable your identification (such as vehicle registration plate numbers).

IV. DATA RECIPIENTS

We can disclose your personal data to other entities, if necessary with regard to the correct compliance with PERN S.A.’s obligations, and to enforce and protect any rights; the disclosure may also be made to data processors which shall be commissioned with activities that require the processing of data (e.g. to companies that support the IT service of the Controller in the processing of the collected data, entities that provide communication services, and providers of monitoring systems used by PERN S.A. in this process, and to entities that provide maintenance services for those systems) and other entities exclusively entitled to obtain personal under generally applicable laws.

Monitoring recordings may also be transferred to competent authorities, especially the Police, the prosecutor’s office, or court of law if PERN S.A. is required to effect such transfer under relevant laws or to pursue possible claims or for the purposes of defence against such claims.

V. DATA STORAGE PERIOD

our personal data shall be stored for a period specified below; after this period expires, your data shall be stored for a period necessary to store the documentation for archival purposes.

Name of the purpose of processing	Period of processing
Disclosure of personal data to public authorities	Period until unappeasable conclusion of the proceedings.
Ensuring the security of persons and property present at PREN S.A.’s premises,	6 years as of the last entry in the register of access/departure from PERN S.A.’s premises.
Monitoring of PERN S.A.’s premises and area surrounding the premises.	30 days as of the day of the recording
Ensuring the occupational health and safety, fire protection, and environmental protection at PERN S.A. premises,	12 months as of the day of training

The data processing period may be extended if the Controller determines or asserts civil liability claims in the business it operates, or in the case of defence against such claims – by relevant periods provided for under statutes of limitations applicable to such claims, i.e. in principle for no longer than 6 years as of an event that results in the creation of such a claim.

In the case of monitoring, the Controller may secure copies of those recordings in cases referred to in the above item IV until the proceedings are concluded under an unappealable decision.

VI. YOUR RIGHTS

You have the following rights related to the processing of personal data:

you have the right to access personal data, i.e. to obtain information on what data, how, and for what purposes are processed by us,
you have the right to have the data rectified, i.e. to request the data to be updated if proven that the data collected are incorrect or outdated,
you have the right to have the personal data erased, i.e. to request the erasure of all or a part of the personal data. If the request is considered justified, we will erase the data,
you have the right to have the processing restricted, i.e. to request restriction of personal data processing to storage only. The processing of data can be unrestricted only after the premises that justify the restriction cease to apply.
you have the right to object to the processing, i.e. to request the processing of personal data for purposes specified above stopped, on grounds relating to your particular situation.

In order to exercise those rights, you can contact our Data Protection Office or use the form available through our website www.pern.pl w in the GDPR tab (the exercising of data subjects’ rights).

VII. THE RIGHT TO LODGE A COMPLAINT

If you deem that the processing of your personal data violates the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

VIII. INFORMATION CONCERNING WHETHER THE DATA ARE DISCLOSED MANDATORILY OR VOLUNTARILY

The disclosure of your data is voluntary, although necessary to ensure the security of persons and the Controller’s (PERN S.A.) property, to maintain the secrecy of information protected under relevant laws, and to determine and assert civil liability claims by PERN S.A. in the business it operates, and for the purposes of defence against such claims. If the data are not disclosed you shall not be granted access to PERN S.A.’s premises.

IX. INFORMATION CONCERNING THE TRANSFER OF PERSONAL DATA TO A THIRD COUNTRY OR AN INTERNATIONAL ORGANISATION

The personal data disclosed shall not be transferred to third countries or any international organisation.

X. INFORMATION CONCERNING AUTOMATIC PROCESSING, INCLUDING PROFILING

The personal data disclosed shall not be subject to automatic processing, including profiling, referred to in Article 22(1) and (4) of the GDPR.

INFORMATION CLAUSE FOR CARRIERS, PERSONS AUTHORISED TO REPRESENT THE CARRIERS, AND DRIVERS WHO COLLECT FUEL FROM PERN S.A. BASES

I. PERSONAL DATA CONTROLLER

The controller of your personal data is PERN S.A. with its registered office in Płock, 09-410 Płock, at ul. Wyszogrodzka 133 (hereinafter: PERN S.A.).

II. DATA PROTECTION OFFICER

III. PURPOSES AND BASES FOR PROCESSING

The purposes of the processing of your personal data are as follows:

to issue the Driver’s Charter to collect fuel at PERN Fuel Bases,
to verify the process of fuel collection from PERN Fuel Bases,
to keep the register of exclusions under terms and conditions,
to monitor the process of fuel collection by the drivers,
compliance with the requirements provided for by the “Agreement concerning the International Carriage of Dangerous Goods by Road (ADR)”,
the functioning of the internal contact base of PERN S.A.’s Business Partners

The legal bases for the data processing are as follows:

Article 6(1)(c) of the GDPR, i.e. the processing is necessary for compliance with a legal obligation to which the controller is subject under the “Agreement concerning the International Carriage of Dangerous Goods by Road (ADR)”.
Article 6(1)(f) of the GDPR, i.e. processing is necessary for the purposes of the legitimate interests pursued by the Controller. PERN S.A.’s legitimate interest is to ensure the security and protection of property and the correct functioning of PERN S.A.’s facilities, and to ensure contacts with PERN S.A.’s Business Partners, and therefore to ensure the functioning of PERN S.A.’s legal transactions in connection with the functioning of the internal contact bases of PERN S.A.’s Business Partners.

The personal data that shall be processed in connection with the filing of an application to report a driver include:

in the case of a Carrier/person authorised to represent a Carrier: name of the Carrier, NIP, data concerning the registered office, REGON, contact telephone number, e-mail address, name and last name of the person authorised to represent the Carrier, address for correspondence;
in the case of a Driver: name and last name, PESEL, address for correspondence, number, and series of the proof of identity, driver’s license number, ADR certificate number, TDT (transport technical supervision) certificate number, mobile phone number, and image (photograph).

In connection with the functioning of the contact base of PERN S.A.’s Business Partners, the scope of data of a person authorised to represent the Carrier may be broader, depending on the data contained in a power of attorney.

IV. DATA RECIPIENTS

We may disclose your personal data to other entities, if necessary for compliance with PERN S.A.’s obligations, and to enforce and protect any rights; the disclosure may also be made to data processors which shall be commissioned with activities that require the processing of data (e.g. to companies that support the IT service of the Controller in the processing of the collected data, entities that provide communication services, and providers of monitoring systems used by PERN S.A. in this process, and to entities that provide maintenance services for those systems, entities that provide postal and legal services) and other entities exclusively entitled to obtain personal under generally applicable laws.

V. DATA STORAGE PERIOD

Your personal data shall be stored for 7 years as of the last use of the Driver’s Charter. Visual monitoring records recorded on recording devices shall be stored for 30 days. The period of processing may be extended if necessary to determine and assert any possible claims or for the purposes of defence against such claims, if the data serve as evidence in proceedings carried out under relevant laws, or if the Controller has learned that the data can serve as evidence in proceedings, the above specified time-limits shall be extended until the proceedings are concluded under an unappealable decision, and thereafter only if and insofar as required under relevant laws. After the processing period expires, the data shall be irretrievably erased, unless provided for otherwise by separate laws.

The personal data of the Carrier and of the Person authorised to represent the Carrier, for the purposes of the functioning of the internal contact base of PERN S.A.’s Business Partners, shall be processed only insofar as necessary to comply the above-specified purpose, and only until an objection to the processing of personal data that concern those persons filed thereby is considered.

VI. YOUR RIGHTS

You have the right to:

you have the right to access personal data, i.e. to obtain information on what data, how, and for what purposes are processed by us,
you have the right to have the data rectified, i.e. to request the data to be updated if proven that the data collected are incorrect or outdated,
you have the right to have the personal data erased, i.e. to request the erasure of all or a part of the personal data.
If the request is considered justified, we will erase the data,
you have the right to have the processing restricted, i.e. to request restriction of personal data processing to storage only. The processing of data can be unrestricted only after the premises that justify the restriction cease to apply.
object to the processing, i.e. to request the processing of personal data for purposes specified above to be ceased, on grounds relating to your particular situation.

In order to exercise those rights, you can also use a form available through our website www.pern.pl w in the GDPR tab (the exercising of data subjects’ rights).

VII. THE RIGHT TO LODGE A COMPLAINT

If you deem that the processing of your personal data violates the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

VIII. THE SOURCE OF PERSONAL DATA

IX. INFORMATION CONCERNING THE TRANSFER OF PERSONAL DATA TO A THIRD COUNTRY OR AN INTERNATIONAL ORGANISATION

The personal data disclosed shall not be transferred to third countries or any international organisation.

X. INFORMATION CONCERNING AUTOMATIC PROCESSING, INCLUDING PROFILING

The personal data disclosed shall not be subject to automatic processing, including profiling, referred to in Article 22(1) and (4) of the GDPR.

XI. INFORMATION CONCERNING WHETHER THE DATA ARE DISCLOSED MANDATORILY OR VOLUNTARILY

Disclosure of data is voluntary, although necessary to perform the purposes specified in item III. Failure to disclose personal data shall render the collection of fuel from PERN S.A. fuel bases impossible.

INFORMATION CLAUSE FOR PERSONS DESIGNATED BY A PERN EMPLOYEE AS CONTACT PERSONS IN CASE OF AN EMERGANCY OR OTHER DANGEROUS INCIDENT

Information clause pursuant to Article 14(1 and 2) of 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 (hereinafter: the GDPR)

I. The controller of your personal data is PERN S.A. with its registered office in Płock, 09-410 Płock, at ul. Wyszogrodzka 133 (hereinafter: PERN S.A.).

II. We have appointed a Data Protection Officer whom you can contact on any matter that concerns the processing of personal data by sending an e-mail to by letter sent to the address of our registered office, specified in item I, with an annotation: “Data Protection Officer”.

III. Your personal data shall be used only if there is an accident at work or other incident occurs that is dangerous to a PERN Employee who has designated you as a person for contact. In such situation, the legal basis for processing is Article 6(1)(f) of the GDPR.

IV. The following categories of data shall be processed by PERN S.A.: name and last name, mobile telephone number.

V. We may disclose your personal data only to entities and institutions authorised to obtain such data under generally applicable laws.

VI. Your personal data shall be processed in connection with the performance of the purpose specified in item III throughout the term of the employment contract concluded with a relevant PERN Employee and for a period in which we are required to process the data under the Regulation of the Minister of Family, Labour, and Social Policy of 10 December 2018 on employee documentation, as well as for the period necessary to retain the documentation for archival purposes. The data processing period may be extended if the Controller attempts to determine or assert civil liability claims in the business it operates and attempts to defend against such claims – by relevant periods provided for under statutes of limitations applicable to such claims, i.e. in principle for no longer than 6 years as of an event that results in the creation of such a claim.

VII. You have the right to:

request access to the personal data,
have the right to have the data rectified, i.e. to request the data to be updated if proven that the data collected are incorrect or outdated,
have the processing restricted, i.e. to request restriction of personal data processing to their storage only.
object to the processing of personal data relating to your particular situation

In order to exercise those rights, you can contact our Data Protection Office or use the form available through our website www.pern.pl w in the GDPR tab (the exercising of data subjects’ rights).

VIII. If you deem that the processing of your personal data violates the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

IX. Your personal data have been disclosed by the PERN Employee who has designated you as the person for contact if necessary communication must be ensured between PERN S.A. and the Employee in case of an accident at work or other dangerous situation.

X. The personal data disclosed shall not be transferred to third countries or any international organisation.

XI. The personal data disclosed shall not be subject to automatic processing, including profiling, referred to in Article 22(1) and (4) of the GDPR.