Privacy Policy

The Privacy Policy outlines the scope and modalities of processing of personal data of Systema Polska Sp. z o.o. in accordance with the current legislation especially the Regulation of the European Parliament and of the Council (EU) 2016/679 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).

Personal data controller

The controller, i.e. the entity that decides how your personal data will be used, is Systema Polska Sp. z o.o., based in Zduńska Wola, Długa 5 Street, hereinafter referred to as Systema;
The entities processing your data are only employees subject to the Company's internal data processing regulations.
Your personal data may be shared with external processors only for the purposes of securing payment (especially to prevent fraud) and for the execution of the Commercial Process (especially the organisation of transport services for the purchased goods). The data we share in addition to your company data are your name and the telephone number of the designated contact person.

Who you can contact for more information about Systema's processing of your personal data.

All questions and issues you would like to raise in the context of Personal Data should be sent to it@systemapolska.pl.

What Personal Data we process and how we obtain it

In particular, we receive your personal data directly from you, both via electronic forms and in traditional (paper) form. The data we obtain for a specific purpose and context is only used for that purpose and context. If necessary, we may forward your personal data to public authorities (authorised entities, including competent judicial authorities) for the purpose of combating fraud and abuse.

Your data that we process includes, in particular, your service account ID, business e-mail address, business telephone number, as well as company name, VAT number, address (business/company registration) and the name and surname assigned to the individual (assuming the individual is a representative of the company - employer). Due to the fact that we are a B2B organisation, we assume that contact data (such as telephone numbers or e-mail addresses) that we receive from you or authorised representatives of your employers, although they may be used for direct contact, remain the property of the legal entity.

For what purpose and on what basis do we process your data?

We are entitled to process your personal data if this is necessary for the performance of the contract concluded between us or the exercise of our legitimate interests, for the purposes of:

Your use of the virtual resources provided by Systema (including information mailing, access to platforms, and applications requiring explicit user verification)

Verification of financial capacity in the context of payment for goods or services.

Carry out the commercial process and especially the communication.

Logistics in the execution of an order for the transport of ordered goods and services.

Dealing with and handling complaints about goods and services submitted by you

Handling of enquiries and requests addressed to us

We are required by law to process your data for tax and accounting purposes.

We may also process them on the basis of legitimate interests for the purposes of:

- To analyse and manage your activity on Systema Polska Sp. z o.o. websites in order to adapt the content to your individual preferences, interests and behaviour,

- Organisation of loyalty programmes and competitions in which you can participate,

- Carry out activities to promote its own range of goods and debt collection services,

- To conduct litigation, arbitration and mediation, to ensure the security and integrity of the services we provide electronically, including the prevention of fraud and abuse, and to ensure the security of traffic matching of information presented in accordance with previously viewed content,

- To customise categories of offers or individual offers in your account settings, to contact you also for permitted marketing activities,

- To carry out statistical analyses , to store data for archival purposes, and to ensure accountability (to demonstrate our compliance with legal obligations).

Systema Polska Sp. z o.o. is entitled to process your personal data on the basis of your consent in order to:

- The organisation of competitions in which you can take part (depending on the type of competition);

- Storing data in cookies

- Collection of data from websites and mobile applications

You may withdraw your consent at any time by expressing your wish to do so by telephone or email : 43 824 72 87,it@systemapolska.pl.

Do you have to provide your personal data?

The provision of your personal data is a statutory requirement only for the organisation of competitions or promotions and the collection of prizes that require tax accounting. It is also required in order to conclude and perform within the scope of the concluded contract, in particular your full company name or first and last name, registration or residence address and VAT number. Due to separate regulations, as a seller of freon gases, we are obliged to verify eligibility to purchase them based on publicly available systems and information. If you do not provide the aforementioned data, it will not be possible to conclude a contract between the parties. Your provision of other personal data is voluntary.

What is the retention period for your data?

Systema Polska Sp. z o.o. stores personal data for the duration of the contract and after its termination, if there is a risk of claims in connection with the performance of the contract.
We are obliged to keep the data that we process on the basis of tax and accounting legislation for at least 5 years after the end of the year in which the tax payment deadline has passed.
We are only entitled to process personal data that we process for marketing purposes for the duration of the contract binding us or until you raise a valid objection.
We process personal data processed for the purposes of competitions, promotions or loyalty programmes for the duration of such competitions and the relevant tax settlements.

What rights do you have against Systema Polska Sp. z o.o.?

Due to the applicable legislation, Systema Polska Sp. z o.o. as a controller is obliged to provide the following: the right of access to personal data, rectification of data, deletion of data, restriction of data processing, the right to data portability, not to be subject to automated decision-making, including profiling, and the right to object to the processing of personal data.
These powers can be exercised when:

You notice that your own data is incorrect or incomplete, you can exercise your right to rectification.

You can request the erasure of your data when your data are no longer necessary for the purposes for which they were collected by the controller, you revoke your consent to the processing of your data, you object to the processing of your data in advance, the data are processed unlawfully, the data should be erased in order to comply with a legal obligation.

Your data will be processed unlawfully and you do not want it to be deleted, the data will no longer be needed by the Controller, but you may need it to defend or assert a claim you should use the request to restrict the processing.

With regard to the request for data portability if the processing of your data is based on your consent or a concluded contract and this processing is carried out by automated means.

You have the right to lodge a complaint with the President of the Office for the Protection of Personal Data, based in Warsaw at Stawki 2, with regard to our processing of your personal data.

In what situations can you object to the processing of your data?

You have the right to object to the processing of your personal data when the processing is carried out on the basis of a legitimate interest or for statistical purposes, the objection is justified by your particular situation or the personal data is processed for direct marketing purposes, including profiling for this purpose.