Information related to Data protection

Sollers Consulting Privacy Policy

Introduction

At Sollers Consulting, we are strongly committed to protecting personal data and keeping everyone informed, in an open, transparent way. We process personal data for numerous purposes. How we collect it, our lawful basis of processing, use, disclosure, and retention periods for each purpose may differ.  By reading this Privacy Policy you will find out details on the collection and use of your personal data as well as what are your individual rights. To find out more about our specific processing activities, please go to the relevant sections of this policy.

What is personal data

Personal data is any information relating to an identified or identifiable living person.

Security. Sharing Personal Data and processing locations

We have a framework of procedures and trainings aimed at keeping your personal data safe and ensuring security and confidentiality. These are regularly reviewed to assess the appropriateness of the measures we have in place to keep the data we hold secure.

We only share personal data with others when we are legally permitted to do so, putting in place security mechanisms and contracts to comply with our security, confidentiality and data protection standards and policies.

The personal data that we hold, may be transferred to:

  • Other Sollers Consulting Companies. We will do this if this is necessary for administrative purposes and to provide professional services to our clients.  Our business contacts are visible to and used by Sollers Consulting employees to allow them to find out more about a specific contacts, leads, opportunities or projects they are interested in. In case you want to know more about processing this type of data, please see the Business Contacts section of the Privacy Policy.
  • Our sub-contractors that help us provide our Clients professional services.
  • Professional advisors and auditors, if needed.
  • Third party organizations that provide applications/functionality, data processing or IT services to us. A part of our IT systems are provided or ran by third parties, e.g. providers cloud based software as a service, website hosting and management, data back up, security and storage services.  The servers powering and facilitating that cloud infrastructure for us are located in secure data centers in the EU.
  • Third party organizations that provide us with goods, information or services.
  • Third parties as required by law. It may happen that we will need to share personal information with e.g. law enforcement bodies or governmental agencies in order to be compliant with the applicable law. This is when the need to establish, exercise or defend legal rights or to investigate an alleged crime arises.

Exercising individual rights

When their data is processed, individuals have certain rights data controllers and processors are responsible for fulfilling these rights.  Please find below a list of rights that you have and how to exercise them from us, the Data Controller:

 

Access to personal data

You have the right of access to your personal data held by us as a data controller.  If you want to exercise it and ask us what personal data we are processing, send us an e-mail at data.protection@sollers.eu  We will respond to your request as promptly as possible, within the legally required time limits.

 

Withdrawal of consent

In general, we do not process data based on consent. This is because usually we can rely on another legal basis.  In cases where we do rely on consent, you have the right to withdraw it at any time. To withdraw consent to our processing of your personal data, send us an e-mail at data.protection@sollers.eu  or, to stop receiving an email from a Sollers marketing list, please click on the unsubscribe link in the email received from us.

 

Amendment of personal data

Whenever we become aware that the personal data we process is no longer accurate, we will make the appropriate amendments ourselves. In case you want to update the personal data that we process, please send us an e-mail to data.protection@sollers.eu

 

Other rights

Starting May 25th 2018, you will have the right to demand erasure of your personal data, to demand restrictions in processing and the right to data portability.  If you wish to exercise those rights, please send us an e-mail to data.protection@sollers.eu

Complaints

If you want to complain about our use of your personal data, please send an email with the details of your complaint to data.protection@sollers.eu We will investigate and reply to your complaint as soon as possible.

You also have the right to lodge a complaint with GIODO, the Polish Inspector General for the Protection of Personal Data.  For further information on your rights and how to complain to the GIODO, please refer to the

 

Data Controller: details and contact information

 

When processing personal data, the entity that decides why and how the data is processed is a Data Controller. The Data Controller in our case is Sollers Consulting Sp. z o.o. (registered in Poland under registry number 0000191247 and with registration address at  54 Koszykowa Street, 00-675 Warsaw, Poland) and other Sollers Consulting companies that are a contracting party for the purposes of providing or receiving services.

 

Changes to this privacy statement

This privacy statement was last updated on 15 March 2018.

Provided our commitment to processing data and informing you about your rights in a transparent way, we will keep this privacy statement under regular review.

 

Detailed information about different types of personal data administered by Sollers Consulting

Business Contacts

 

Data Collection

Sollers Consulting processes personal data of its contacts via a customer relationship management system (CRM).

The process flow is as follows: a Sollers Consulting CRM user will collect your personal data, such as your company’s name, your name and surname, phone number, e-mail and whatever other business contact details you make available to us or publicly. Once our business relation with you starts evolving, we will also collect data on our interactions with you, i.e. events and tasks related to you, time of meetings etc.

Data usage

Our business contacts’ data will be visible to and used by our Sollers Consulting users, in order to increase our knowledge about a specific client, account, lead or opportunity we have interest in. It will be used for the following purposes:

  • Making contact information available to Sollers users
  • Tracking the type of  contacts’ relationship with Sollers
  • Developing and managing our services and business
  • Providing information about Sollers and the services it provides
  • Spotting clients and contacts with similar needs
  • Providing metrics and high-level data to our companies’ leadership, such as sales-related reports

Sollers Consulted is highly committed to protecting personal data, therefore we will not sell or otherwise make available our business contacts data to third parties without an explicit consent granted by you, given upon explicit request.

Data retention

Your personal data will be retained in our Sollers CRM for as long as it will prove necessary for the purposes listed above (i.e. for as long as we have, or need to keep a record of, a relationship with a business contact).

Corporate Client Contacts

 

Data Collection

We only collect data necessary for processing for the agreed purposes that are listed below. We ask our Clients to remember about considering the appropriateness of providing us with  personal data and decide whether this is strictly needed for a specific purpose to be achieved.

 

Whenever our Clients decide to provide us personal data, we will ask them to inform the data subjects about the purpose and means of processing it. In case you need more information on specific topics, please refer to relevant sections of the Privacy Policy.

Data Usage

We use personal data for the following purposes:

  • Providing professional services

In the context of providing professional services, we often have to process personal data.

For a full information on the services we provide, please access the relevant section of our website

  • Tracking the type of contacts’ relationship with Sollers
  • Managing contacts’ relationship with Sollers
  • Running our business, i.e. developing and managing our services and products
  • Using and maintaining our IT Systems
  • Providing Clients with information about Sollers and the services it provides

Whenever possible and permitted by law, we use Clients’ business contact details to provide information that we think will be of interest about us and our services. This includes, but is not limited to e.g. invites to our events, market insights, industry information.

  • Spotting clients and contacts with similar needs
  • Making contact information available to Sollers users
  • Complying with law

As a professional services provider, we need to keep certain data in order to be able to prove we comply with law and regulations throughout the entire service providing process

  • Providing metrics and high-level data to our companies’ leadership, such as sales-related reports
  • Performing risk, quality and security management analysis and activities

Personal data may be processed as part of the security monitoring activities performed by us; for example, scans to identify harmful emails.

Data retention

Personal data that we process will be retained for as long as it is needed for the purpose for which it was collected, in compliance with applicable law.

If specific legal or contractual requirements are absent, our  retention period for records created in relation to provision of services is of 7 years.

Individuals whose personal data we obtain in connection with providing professional services to our Clients

 

Data Collection

While performing services, we only collect third parties personal data upon specific instructions of the relevant Client. If we need to process personal data in order to be able to provide our services, we:

  • Ask our Clients to use appropriateness approach when deciding on whether to share personal data with us
  • Perform checks to make sure we only process personal data necessary for agreed purposes
  • Ask our Clients to inform the concerned data subjects about the processing and the use of their data.

To find out more about processing personal data of our Business Contacts and Corporate Client Contacts, please check the relevant parts of this Privacy Policy.

Due to the range of services we provide to our Clients, the processed personal data categories list includes among others:

  • Contact details;
  • Business activities;
  • Information about management and subordinates

Data Usage

The personal data we collect in relation to provision of services to a Client is used for the following purposes:

  • Providing professional services

In the context of providing professional services, we often have to process personal data.

For a full information on the services we provide, please access the relevant section of our website

  • Tracking the type of contacts’ relationship with Sollers
  • Managing contacts’ relationship with Sollers
  • Running our business, i.e. developing and managing our services and products
  • Using and maintaining our IT Systems
  • Providing Clients with information about Sollers and the services it provides

Whenever possible and permitted by law, we use Clients’ business contact details to provide information that we think will be of interest about us and our services. This includes, but is not limited to e.g. invites to our events, market insights, industry information.

  • Spotting clients and contacts with similar needs
  • Making contact information available to Sollers users
  • Complying with law

As a professional services provider, we need to keep certain data in order to be able to prove we comply with law and regulations throughout the entire service providing process

  • Providing metrics and high-level data to our companies’ leadership, such as sales-related reports
  • Performing risk, quality and security management analysis and activities

Personal data may be processed as part of the security monitoring activities performed by us; for example, scans to identify harmful emails.

Data retention

Personal data that we process will be retained for as long as it is needed for the purpose for which it was collected, in compliance with applicable law.

If specific legal or contractual requirements are absent, our retention period for records created in relation to provision of services is of 7 years.

Others who get in touch with us

If an individual gets in touch with us, we will collect the name, contact details and communication contents. In this case, the individual is in full control of the personal data that he chooses to share with us and we will only use this data to be able to provide a response to the communication.