Privacy Policy concerning the processing of personal data of employees, contractors and clients and their respective employees

While respecting the right to privacy of those, who have entrusted HELM Polska sp. z o.o. (hereinafter: Helm) their personal information regarding their contractors and their employees, clients and their employees, we would like to declare that all data attained is processed in accordance with national and European legal provisions and conditions guaranteeing its security.

This Privacy Policy does not apply to any data processing in connection with the operation of this website (www.helmpolska.com). For such processing activities, please see our website Privacy Policy: https://www.helmpolska.com/en/data-privacy-policy/

In the following policy we are presenting the personal data protection regulations operating in Helm established by the Directive of the European Parliament and Council (EU) 2016/679 of the 27th of April 2016 regarding the protection of physical people in connection with the processing of personal data and on the free movement of such data and the repealment of Directive 95/46/EC (General Data protection Regulation, hereinafter: GDPR).

Data administrator

The administrator, meaning the entity deciding on the aim and method of personal data processing, is Helm Polska sp. z o.o. seated in Warsaw (02-672), ul. Domaniewska 42, with the following identification numbers; NIP 5251820909, REGON 012698801, KRS 0000023594. For matters regarding the processing of your personal data, you can contact with us via e-mail: hps@helmpolska.pl.

With regard to the personal data of clients or their employees and contractors or their employees, the co-data administrator is Helm AG with its registered office in Hamburg

Data collection and the purpose of their processing

Helm is an chemical company specializing in the sale and distribution of chemical substances and crop protection products as well as pharmaceutical marketing (including medical devices). Realizing their business goals, Helm processes data information for the following reasons:

Purpose for processing  Legal grounds and the period of data storage
Signing and execution of a contract with a client or contractor: full name, e-mail address, address of employer, telephone number, position in company, tax number, PESEL number,

Art. 6.1.b and 6.1.f of GDPR

For the duration of the contract and after termination of the contract until the expiry of the time limit for arising claims - generally 3 years, maximum 6.
Processing of complaints: full name, e-mail address, address of employer, telephone number, position in company.

Art. 6.1.b and 6.1.f GDPR

By 1 year after the end of the warranty period or settlement of the complaint.
Claiming or defending against legal claims: full name, e-mail address, address of employee, telephone number, position in company, tax number, PESEL number, image

Art. 6. 1 f of GDPR

For the duration of proceedings in the scope of pursued claims - until the final termination, and in the case of enforcement proceedings - until the claims have been finally satisfied.
Archiving documents, i.e contracts and settlement documents: full name, e-mail address, address of employer, telephone number, position in company, tax number, PESEL number, image

Art. 6.1c of GDPR

For the duration indicated by law, and if, as with certain documents, they are not indicated, for the time when their storage falls under the legitimate aim of the administrator regulated by the time of pursuing claims.
Managing statistics: full name, e-mail address, address of employee, telephone number, position in company, tax number, PESEL number,

Art. 6.1.f of GDPR

Up until the time another operation is indicated in this table. We do not store personal data only for statistical purposes.
Conducting marketing activities without using electronic communication methods: full name, address of employer, position in company

Art. 6 ust. 1 lit. f RODOGDPR

Until an objection is made, i.e. to show us in any way that you do not want to stay in touch with us and receive information about our actions.
Conducting marketing activities while using electronic communication methods: full name, e-mail address, address of employee, telephone number, position in company, tax number, PESEL number,

Art. 6.1.a of GDPR

Such operations, taking into consideration other laws such as the

Telecommunications Act and the Electronic Services Act, are conducted on the basis of held approvals, i.e showing us in any way, that you would not like to stay in contact with us and receive information about our operations, and after its cancellation, for the purpose of demonstrating the correctness of the legal obligations incumbent on Helm and any related claims (up to 6 years from the withdrawal of consent).
Conducting recruitment: full name, e-mail address, address, telephone number, PESEL number, education, image, age

Art. 6.1.a, 6.1.c and 6.1.f of GDPR

Up to 6 months from the end of the recruitment process, and in the event of approval for further recruitment processes, no longer than one year.
Human Resources Management  Employees and Colleagues: full name, age, image

Art. 6.1.a, 6.1.b, 6.1.c and 6 . I f of GDPR Art. 9.2.b of GDPR

In accordance with applicable provisions obliging to archive documents in regards to labour law, i.e. personal acts for 50 years, and in certain circumstances, 10 years. The 10-year documentation storage period for issues connected with work and personal employee acts will be applied to all employees employed after the 1st of January 2019. In the event of employees employed in the period after the 31st of December 1998 and before the 1st of January 2019, documentation connected with work and personal employee acts will be stored for a period of 50 years from the day of cancelling or expiration of employment, unless the employer submits a statement of intent to provide all employees and subcontractors employed in this period with information reports, and these reports will in fact be submitted. If the document storage period will be shorter, the administrator will observe the shorter deadline. In case of civil law contracts, these contracts will be kept until the expiry of the time limits for claims resulting from them.

If the deadlines applicable to the investigation of possible claims are shorter than the periods of retention of settlement documents for tax purposes, we will store these documents for the period of time necessary for tax and settlement purposes, i.e. for 5 years from the end of the year in which the tax obligation has been updated.

Data recipients

In accordance with conducted operations, Helm will disclose your personal information to the following entities:

  •  Companies from HELM AG Group with register office in Hamburg,
  • people running businesses, including consultants, translators, lawyers working with Helm in the area of services provided to Helm’s clients,
  • governmental organs or other entitled entities on legal grounds,
  • entities supporting Helm’s business at their request, specifically: external IT system providers supporting our business, courier companies,
  • entities auditing our business,
  • entities providing accounting services or entities working with Helm on marketing campaigns, during which the entities will process data on the grounds of the contract with Helm and only in accordance with their instructions,
  • banks in the event of settlement processes.

Rights in the field of data being processed and voluntary data provision

Every person whose data will be processed by Helm has the right to:

  • access to their own personal data,
  • rectification to their own personal data,
  • remove their own personal data,
  • limit the processing of their own personal data,
  • transfer their own personal data,
  • lodge an official complaint with the responsible supervisory authority.

If you have consented to the processing of your personal data, you have the right to withdraw this consent at any time.

Every person has the right to object, on grounds relating to his or her particular situation, at any time to processing of their personal data that is carried out in pursuit of our legitimate interests based on Art.6.1.f GDPR.

More information about personal rights for those whose data this affects is available in Art. 12-23 of the GDPR.

Disclosure of data to third party

Data will be processed on the territory of the European Economic Area.

Processing of personal data in an automated way

Personal data will not be processed in an automated way (including profiling) in such a way that as a result of such automated processing, any decisions could be made, other legal effects would be caused or would have a significant impact on our clients, contractors and their employees.