privacy policy

Privacy Policy of DOMAX Sp. z o.o.

Privacy Policy of DOMAX Sp. z o.o.

The administrator of personal data is DOMAX Sp. z o.o.., located in Łężyce, Poland.

Domax attaches great importance to the protection of your privacy. We want to assure you that we handle your data with care and in accordance with the obligations arising from the applicable regulations on the protection of personal data. This Policy explains how we use information about you, which constitutes personal data within the meaning of the General Data Protection Regulation. It also provides information about your rights related to the processing of your personal data by Domax.

This Policy applies to all recipients of Domax's products, users of the B2B service, as well as all visitors to our websites and users of our mobile applications, who may or may not be recipients of our products.

The terms and conditions of providing specific services may describe the processing of your data separately. In such cases, these specific terms may have a superior or complementary character to this Policy.

Please read the content of this Policy, as well as our terms and conditions and general terms of cooperation, along with any additional rules that may apply when using our products and services. This Policy may be subject to changes.

Our products and services may require the fulfillment of certain parts within the scope of services offered by other companies, such as shipment of goods by a freight company. These companies may have their own privacy policy, which you should familiarize yourself with. We are not responsible for the privacy practices or products and services of these third-party websites.

Your personal data and how we use them.

In this section of the Policy, you will find information about the purposes and legal bases of processing, the scope of use, and the storage period of your data by Domax.

1. Providing products and services.

The provision of services and delivery of products by Domax includes the following activities by Domax: commercial support, including through electronic communication means, administrative activities related to the preparation of sales transactions, such as offering, invoicing, and billing, collecting fees, possible debt collection, including assessing your creditworthiness, providing support in the preparation and delivery of goods, handling complaints, quality control of services, direct offering of products and services (direct marketing), conducting contests and promotional activities related to Domax's services and products.

What data do we process in connection with the provision of our services or delivery of products?

• Registration data,
• Address and contact information,
• Information about your account in the B2B service,
• Telephone data,
• Internet data,
• Data obtained by our sales representatives,
• Data collected in connection with your visits to our websites and use of our internet applications,
• Data regarding the Email service.

How long do we retain your data?

We keep your data for no longer than necessary for the purposes for which they were collected, unless applicable laws require us to retain them for a longer period. Storage periods may vary depending on the purpose of processing. For example:

• For the purpose of determining liabilities for services or pursuing potential claims, we retain your data for 12 months from their acquisition, and in the case of submitting a complaint, for the period necessary to resolve any disputes.
• Data collected in connection with your visits to our websites and use of internet applications are processed for up to 3 years from their acquisition.
• The maximum retention period for your data for settlement purposes is 5 years, counting from the end of the calendar year in which the tax payment deadline associated with the provided service expires. This is due to the expiration of tax obligations in the territory of the Republic of Poland.

After the storage periods expire, your personal data will be deleted or anonymized.

Do we share your data?

In accordance with applicable regulations on the protection of personal data, we may disclose your data to the following entities, including those outside the European Union or the European Economic Area:

• Courier/freight companies: In order to fulfill the delivery, we may disclose your data to logistics companies responsible for transporting goods from Domax to you. In such cases, we require these affiliated companies to comply with the provisions of the privacy policy.
• Credit information bureaus and debt collection entities: To the extent permitted by applicable law, we may also disclose your data to credit information bureaus and institutions involved in debt collection, including companies engaged in debt collection and debt trading, as well as their authorized representatives.
• Third parties: To the extent permitted by applicable law, we may disclose your data to trusted third parties for the purposes related to the provision of our services, such as accounting firms, IT service providers, agents, marketing agencies, postal or courier service providers, printing houses, and payment institutions with which Domax has entered into cooperation agreements.

In such cases, we require third parties to maintain the confidentiality and security of information and to use it solely to provide us with a specific service or product.

Legal basis for processing your personal data:

• Conclusion and performance of a cooperation agreement or conclusion and performance of a sales transaction: For example, your contact data, which is always voluntary but necessary for the conclusion and performance of the service; Registration data, address data, and contact data processed for the purpose of assessing your creditworthiness, handling complaints.
• Consent given: For example, your contact data processed for the purpose of sending electronic marketing communications to your email address or telephone contacts for the profiling of offers and marketing purposes

 

2.For marketing purposes.

In order to improve the quality of service provision, optimize the service, and tailor marketing offers to your individual needs, we create your customer profile. This enables us to offer you products and services tailored to your needs, i.e., profiling.

How do we create a customer profile?

We analyze information about you regarding the products you inquire about and purchase, as well as any feedback received from you. This allows us to learn how we can improve your satisfaction with our services. When visiting our websites, we use cookies and similar technologies to collect data on user activities.

We create your customer profile based on the following categories of data:

• Registration data,
• Address data,
• Data from our B2B service,
• Data collected during visits to our websites and mobile applications,
• Sales data, such as the frequency and value of transactions.

If you do not want us to create your customer profile for direct marketing purposes, you can object to it. In that case, we will not be able to inform you about new offers better suited to how you use our services (e.g., new products, sales). You can also decide at any time whether you want to receive marketing communications from us by giving or withdrawing your consent. Detailed information on how to object and manage your consents can be found in the You Have Control Over Your Data section.

At the same time, please note that Domax does not use mechanisms, including profiling, based on automated decision-making (e.g., based on scoring models, statistical analysis, risk assessment methods, etc.).

How long do we retain your data?

If we do not receive any contrary instructions from you, we delete your customer profile 12 months after the termination of cooperation.

Do we share your data?

Your customer profile is not shared with others. We do not sell your data to any third parties.

Legal basis for processing the above-mentioned personal data:

Legitimate interests of Domax.

3. For analytical purposes.

We combine your data with information about other recipients for the purpose of creating analyses and reports that allow us to optimize our services. Such information enables us, for example, to better tailor our commercial offer to individual customers, forecast demand, plan material needs for production, make decisions regarding the development of our commercial offer, and continuously improve logistic processes.

What data do we use for creating aggregate reports?

Registration data, address data such as city, municipality, and transaction information, such as the type of product/service, its value, or quantity.

How long do we retain your data?

For statistical purposes, we process your data for the duration of our cooperation or the period resulting from settlement requirements.

Do we share your data?

Statistical data is not shared with third parties, except for IT companies responsible for the maintenance of IT systems with which Domax has concluded cooperation agreements. Under these agreements, these companies provide support and maintenance services for these solutions.

Legal basis for processing the above-mentioned personal data:

Legitimate interests of Domax.

4. To fulfill our legal obligations.

We may be legally obliged to provide your personal data, as well as telecommunications correspondence covered by secrecy, at the request of authorized services and authorities, as well as courts and the prosecutor's office. Such data may be disclosed without your knowledge or consent based on applicable law. In such cases, Domax always verifies the legality of requests from services and authorities regarding the provision of your data.

You have control over your data.

In accordance with the General Data Protection Regulation and the Telecommunications Law, you have the following rights:

• The right to give and withdraw consent for:
  • Processing your contact data, such as email address or phone number, for receiving marketing communications by electronic means to your email address, SMS number, by phone call, or through automated calling devices.
  • Processing your contact data, such as email address, for sending invoices in electronic form by Domax.
  • Processing your contact data, such as email address or phone number, for sending notifications or confirmations regarding changes to the cooperation agreement in electronic form.

You can give or withdraw consent at Domax's registered office, by phone, by email, or by postal correspondence.

• The right to object:

  • Regarding the processing of your data for direct marketing purposes.
  • To the processing of your personal data based on the legitimate interests of Domax for reasons related to your particular situation.

• The right of access to your data,T including obtaining copies of data subject to processing, also in electronic form.

• The right to rectify (correct) your personal data if your data in our possession is inaccurate or incomplete.

• The right to erase your data if your data is no longer necessary for the purposes for which it was collected, and Domax has no legal basis for its processing, e.g., based on your consent or fulfilling a legal obligation.

• The right to data portability of the data provided by you in a machine-readable format, e.g., if you want to provide it to another service provider.

• The right to restrict the processing of your data in the following cases (when submitting a request, you should indicate one of the following cases):

  • If you have reservations about the correctness of your data.
  • If you believe that we should not process your data but do not want us to delete them.
  • If such personal data is no longer necessary for us, but you need it to assert claims.
  • If you have objected to the processing of your data, and it is our obligation to verify whether we should continue processing it.

You can exercise your rights by submitting the appropriate instruction at Domax's registered office, by phone, by email, or by postal correspondence.

Domax will provide you with information about the actions taken in response to your request within one month of receiving the instruction. If necessary, the deadline for fulfilling your request may be extended by an additional two months due to the complex nature of the request or the number of requests received.

In order to fulfill your request, we are entitled to verify your identity to prevent your data from being disclosed to unauthorized persons.

If your request is evidently unfounded or excessive, particularly due to its repetitive nature, Domax may request a reasonable fee for fulfilling the request or refuse to take action in response to the request.