Privacy Policy of Domax Sp. z o.o.

 

The controller of the personal data is Domax Sp. z o.o. with its registered office in Łężyce, Poland.

Domax attaches great importance to protecting your privacy. We would like to assure you that we treat your data with care and take into account the obligations resulting from the applicable data protection legislation. From this Policy you will learn how we use information about you, which constitutes the personal data as defined in the General Data Protection Regulation. Here, you will also find information about the rights you have in relation to the processing of your personal data by Domax.

 

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

 

Provisions of the terms of service for particular services may separately describe the principles of processing your data. In such a case, such specific terms may override or supplement this Policy.

 

Please read this Policy together with our regulations, terms and conditions of cooperation and any additional terms which may apply to your use of our products and services. This Policy is subject to change.

 

Our products and services may be performed partially through services offered by other companies, such as shipping by a freight forwarding company. These companies may have their own privacy policies, which you should read. We are not responsible for the privacy practices or products and services of the above third parties.

 

Your personal data and how we use it.

 

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

 

1. Provision of products and services.

 

The provision of services and products by Domax includes the following activities of Domax: commercial service also via electronic communication means, administrative activities related to preparation of sales transactions, such as quoting, invoicing and delivery of bills, collection of fees, possible debt recovery, including assessing your financial credibility, providing support in preparation and delivery of goods, complaint handling, service quality control, offering you products and services directly (direct marketing), running competitions and activities related to the promotion of Domax services and products.

 

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

 

• Registration Data,

• Address and Contact Details;

• Information about your b2b account;

• Telephone data;

• Internet data;

• Data obtained by our vendors;

• Data collected as a result of your visits on our websites

and web applications;

• Email service data

 

What information do we have access to?

 

All correspondence, conversations or content you view on the Domax website and applications are subject to confidentiality. As part of the b2b service, we process information regarding frequency of your use of the website and the products and content you have viewed in order to optimise and improve the service. We also store log-in information, including your login and IP address. We do not process additional data related to you without your consent, we limit ourselves to data necessary in the process of providing our services.

 

How long do we store your data?

 

We store your data no longer than necessary for the purposes for which it has been collected, unless applicable law requires us to store it longer. However, the storage periods may vary depending on the purpose of the processing. For example:

 

• In order to determine the amount due for services or to assert possible claims, we will store your data for 12 months after it was collected and, in the event of a complaint, for the period necessary to resolve any dispute;

• We process the data collected in connection with your visit to our websites and use of our web applications for up to 3 years after collection;

• The maximum period for storing your data for billing purposes is 5 years, starting from the end of the calendar year in which the deadline for payment of tax related to the service provided expired. It is connected with expiry of tax liabilities in the Republic of Poland.

 

After expiry of the storage periods, your personal data will be deleted or anonymised.

 

Do we disclose your data?

 

Based on applicable data protection laws, we may disclose your data to the following entities, including those outside the European Union or European Economic Area:

 

• Courier/shipping companies; in order to carry out delivery, we may disclose your data to logistics companies carrying out the transportation service from Domax to you. In this case, we will require such affiliated companies to comply with the provisions of the privacy policy.

• Economic information bureaus and debt collection agencies; To the extent permitted by applicable law, we may also disclose your data to economic information bureaus and debt collection agencies, including debt collection and trading companies and their agents.

• Third parties; to the extent permitted by applicable law, we may disclose your information to trusted third parties for purposes related to provision of our services e.g. accounting firms, IT service providers, agents, marketing agencies, postal or courier companies, printers, payment institutions with which Domax has entered into cooperation agreements.

In such cases, we require third parties to keep the information confidential and secure and to use it only to provide us with the service or product in question.

 

Legal basis for the processing your personal data:

 

• conclusion and execution of a cooperation agreement or conclusion and execution of a sales transaction: e.g. your Contact Data, which you may always provide voluntarily but provision of which is necessary for conclusion and execution of the service; Registration Data, Address Data and Contact Details processed for the purpose of assessing your financial credibility, processing complaints;

• Your consent: e.g. your Contact Data processed for the purpose of sending marketing communications to your email address or telephone contacts for the purpose of offer and marketing profiling;

 

2. For marketing purposes

 

We create your customer profile in order to improve the quality of our service delivery, to best match your service and marketing offers to your individual needs. This enables us to offer you products and services tailored to your needs, i.e. profiling.

 

How do we create a customer profile?

 

We analyse Information about you in terms of the products you request and purchase and any feedback you provide. This gives us the opportunity to learn how we can improve your satisfaction with our services. When you visit our websites, we use cookies and similar technologies to collect data about your activities.

 

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

 

• Registration Data,

• Address Details;

• Data originating from our B2B website;

• Data collected when you visit our websites and mobile applications;

• Sales data, such as frequency and value of transactions.

 

If you do not wish us to create your customer profile for direct marketing purposes, you can object to this. We will then not be able to inform you about new offers that are better tailored 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. For details on how to object and manage your consents, please see You have control over your data.

 

At the same time, we would like to inform that Domax does not use mechanisms, including profiling, involving automated decision-making (e.g. based on scoring models, statistical analyses, risk assessment methods, etc.).

 

How long do we store your data?

 

Unless we receive contrary instructions from you, we delete your customer profile 12 months after the end of the relationship.

 

Do we disclose your data?

 

We do not share your customer profile. We do not sell your data to any third parties.

 

Legal basis for the processing the above personal data:

 

Legitimate interests of Domax.

 

3. For analytical purposes

 

We combine your data with information about other recipients to produce analyses and reports which help us to optimise our services. Such information allows us, for example, to better tailor our sales offers to individual customers, forecast demand, plan material requirements in production or make decisions regarding the development of our sales offerings and to continually improve our logistics processes.

 

What data do we use to produce summary reports?

 

Registration Data, Address Details, such as city, municipality and transaction information such as product/service type, value or quantity.

 

How long do we store your data?

 

We process your data for statistical purposes for the period of cooperation or the period resulting from billing requirements.

 

What data do we have access to?

 

We only process data which we have obtained in the course of providing our services.

 

Do we disclose your data?

 

Statistical data is not disclosed to third parties, with the exception of IT companies taking care of the IT systems, with which Domax has concluded a cooperation agreement and under this agreement these companies provide care and maintenance of these solutions.

Legal basis for the processing the above personal data:

Legitimate interests of Domax.

 

4. In order to comply with our statutory obligations.

 

We may be legally obliged to disclose your personal data, and the correspondence covered by telecommunications secrecy, available at the request of authorised services and authorities, as well as courts and prosecutors. These data may be disclosed without your knowledge and consent, based on applicable laws. In such cases Domax always verifies the legality of the request from the services and authorities to disclose your data.

 

You have control over your data

 

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

 

the right to express and withdraw your consent to:

 

• processing of your Contact Details, i.e. email address, telephone number in order to receive marketing communication electronically to your email address, short message number, by telephone connection or by means of automatic calling devices;

• processing of your Contact Details, i.e. email address, in order for Domax to send you electronic bills;

• processing of your Contact Details, i.e. email address or telephone number, for the purpose of sending notifications or confirmations regarding changes to the terms and conditions of the Cooperation Agreement in electronic form;

 

you may give or withdraw your consent at Domax's registered office, by telephone, email or letter correspondence;

 

the right to:

 

• objection to the processing of your data for direct marketing purposes;

• legitimate objection to the processing of your personal data within the framework of Domax's legitimate interests, on grounds relating to your particular situation;

 

the right of access to your data, including obtaining a copy of the data being processed, also in electronic form;

 

the right to rectify (amend) your personal data if your data in our possession is inaccurate or incomplete;

 

the right to erasure of your data if your data is no longer necessary for the purpose for which it has been collected and Domax has no grounds for processing it, e.g. on the basis of your consent or performance of a legal obligation;

 

the right to portability of the data you have provided to us in machine-readable format, e.g. if you want to disclose it to another service provider;

 

the right to restrict the processing of your data in the following cases (please indicate one of the following when making your request):

 

• if you have an objection to the accuracy of your data;

• if you feel that we should not process your data, but at the same time you do not want us to delete it;

• if we no longer need such personal data, but you need it in connection with the assertion of claims;

• if you have objected to the processing of your data and it is our responsibility to check whether we should continue to process it.

 

You can exercise your rights by submitting an appropriate instruction at Domax's registered office, by telephone, by email or by letter;

 

Domax will – within one month of receiving your instruction – inform you of the action taken in relation to your request. If necessary, the deadline for processing your request may be extended by further two months due to complexity of the request or the number of requests made.

 

In order to process your request, we are entitled to verify your identity so that your data are not accessed by an unauthorised person.

 

If your request proves to be manifestly unfounded or excessive, in particular due to its repetitive nature, Domax may either demand a reasonable fee for processing the request or refuse to act on the request.