Privacy Policy

Who is the administrator of my data?

The administrator of your personal data is AIRTRANS SP. Z O. O. SP. K. formerly: AirTrans H. Watoła Sp. J., Wolności 90, 42-625 Pyrzowice (Ożarowice Municipality) entered into the register of entrepreneurs kept by the District Court in Katowice, VIII Commercial Division of the National Court Register under number 0000320558, Tax Identification Number NIP: 6452384640. In matters concerning the protection of your personal data, you can always contact us by e-mail at biuro@airtrans.com.pl, or by post at our registered office, with the note "Personal data".

Where does the Administrator obtain my personal data?

We collect your personal data mainly from you. You provide us with your personal data in order to contact us, by sending us an e-mail, filling in the contact form, and even by providing us with your business card. We also collect your data in connection with our business activity and while rendering international transport and forwarding services performed under the terms of the General Polish Freight Forwarding Terms 2002 (PGFR 2002).

Clients and suppliers

If you are our client or supplier and operate as a sole proprietor or represent a company or organizational unit, we collect your personal data mainly from you. You provide us with your data in order to contact us, sending us an e-mail or filling in the contact form. We also collect your data in connection with our business activity and while rendering international transport and forwarding services performed under the terms of the General Polish Freight Forwarding Terms 2002 (PGFR 2002).

If you are an employee of a company or an organizational unit and the Administrator processes your personal data, although you have never given them directly to us - it happens that your data may be transferred to us by third parties, at your request or in connection with your professional duties. Your data may be provided to us by your employer in order to enable us to contact you under the cooperation we undertake with the entity in which you are employed.

Employees and job applicants

If you are our employee or contractor, we collect your personal data mainly from you. You provide us with your personal data necessary for employment issues. e.g. when signing an employment contract or completing a personal questionnaire. As your employer or customer, we must process your personal data in order to be able to contact you as well as properly handle all issues related to your employment, including tax and social security. It may happen that some of your personal data will be passed on to us by third parties, e.g. state authorities, which will contact us as your employer.

If you are just starting to cooperate with us and want to send us your CV or cover letter, we collect your personal data directly from you so that we can contact you to follow the recruitment process. It happens that we are assisted by external entities, e.g. dedicated recruitment websites or recruitment entities. In this case, your personal data is transmitted to us by these entities, upon your consent and request.

Conducting business activity

If we have obtained your personal data in connection with business operations, your personal data will be used for the purposes of sales and purchasing processes. This includes, in particular, receiving contact details from you that will allow us to establish and maintain contact with you in the course of cooperation.

We also use your address and registration data to deliver goods to the place you specify, issue sales documents, or settle our accounts. We also need your personal data if you want to exercise your rights related to our cooperation, e.g., filing a claim or complaint, making use of warranty, or - where applicable - from guarantee.

If you are a sole proprietor or represent a company or organizational unit - we also process your personal data for tax, legal and accounting purposes. We need to enter them in a contract or invoice, as well as to use them in our tax records. However, the processing of your personal data will always be connected with our business activity.
If you are an employee of our client or supplier, we will need your personal data particularly to establish and maintain contact with the entity in which you work - again, for economic purposes only.

Your personal data that we use for purposes related to business cooperation will not be used by us for other purposes without your consent. The exception is the use of your data for marketing purposes, based on our legitimate interest. We want to maintain a relationship with you, so we want to be able to keep you updated on our new offers and promotions. If you do not like it - you can submit an objection at any time, on the terms described herein below.

Operating website

We process your personal data to ensure functionality of our website http://airtrans.com.pl, in accordance with the applicable Website Regulations. We use your personal data in particular to provide you with the opportunity to contact us and to track shipments, as well as to provide you with the forms of our service orders.
Your personal data that we use for the purposes of operating the website will not be used for other purposes without your consent. In particular, we will not process your data for marketing purposes without your express consent.

Management of employment relationship

If you are our employee or contractor, we use your personal data for purposes related to your employment. As your employer or ordering party, we must fulfil a number of obligations - both in terms of the proper management of our cooperation as well as in HR and payroll matters. As an employer, we also have certain rights - we use your personal data to, e.g., establish contact with you or control the results of your work.

We also need your personal data to provide you with access to benefits and rights.
We also use your personal data to provide you with benefits and support in the event of your illness or maternity, as well as in the event of an accident at work. Again, the purpose of processing your personal data is to properly handle our employment or contract relationship and to protect your vital interests.

We may also use your personal data to provide information about you to third parties, e.g. to a bank where you apply for credit, to an insurer or to a public authority which will contact us with such an request. In these situations, your personal data will be disclosed for your benefit, upon your request or subject to our legal obligations.
Your personal data that we use for purposes related to an employment or contract relationship will not be used for any other purposes without your consent. In particular, we will not process your data for marketing purposes without your express consent.

Recruitment

If you apply for employment with us, we use your personal data solely for the purpose of conducting the recruitment process. We use your data to get acquainted with your education and professional experience, assess your suitability for work with us, and finally - to contact you and invite you to an interview.

If, after completing the recruitment process, we decide to employ you, the personal data provided in the course of recruitment may be used for future employment purposes so that you will not have to provide them again. Most often, the personal data you provide in your CV and cover letter are stored in your employee file.
Your personal data that we use for recruitment purposes will not be used for marketing purposes without your consent.

Establishing contact

If you send us an e-mail or make contact with us via the contact form on the website https://airtrans.com.pl, we use your personal data to correspond with you and answer your questions, inquiries or message.

If you contact us for commercial purposes (e.g. to order goods or use our services), your personal data may then be used to present you a commercial offer - but only to the extent requested and with reference to your inquiry.

Notwithstanding the above, even if we communicate for commercial purposes, we will not use your personal data without your consent for marketing purposes in connection with offers other than the ones you explicitly asked for when contacting us.

Enforcement and defense of rights

It may happen that we will need to use your personal data to enforce our rights, also in court. We hope that this will not happen, but if any dispute arises between us, we may need to use your personal information in the course of court, arbitration or mediation proceedings.

In that case, we will use your personal information only to the extent necessary and in connection with the ongoing discussions or proceedings. We may use your personal information to call you to witness a case or, if you are our customer or supplier, to be a party in the case.

Your personal data that we use for the purpose of pursuing or defending a claim will not be used by us for any other purpose without your consent. In particular, we will not process your data for marketing purposes without your express consent.

Marketing purposes

While operating our marketing database, we process your personal for marketing purposes, i.e. to promote and offer our products and services. As part of our marketing, we want to be able to present you our new range of products or services as well as our new commercial or business solutions.

We process your personal data for marketing purposes with reference to the so-called legitimate interest of the personal data controller (Article 6.1.(f) of the General Data Protection Directive (GDPR)). Regular feedback on our activity is necessary and desirable for us to keep our standing customers and acquire new ones. Thus, we have a legitimate interest in maintaining our marketing base and sending information to customers. The provision and processing of your personal data in this respect is entirely voluntary and does not result from any legal obligation. You have the right to object to the processing of your data in this regard at any time.

In some cases we would like to publish your image on our social networks, including Facebook. The purpose of publishing your image is to build our company's reputation as a trusted entrepreneur who cares about clients. When publishing your image, however, we try to minimize your data that are published, and always publish it only on the basis of your consent. You have the right to withdraw your consent in this regard at any time.

On what basis does the Administrator process my personal data?

The Administrator assures that your personal data will be processed only in accordance with the law. This means that we will always process your personal data on a specific legal basis that we are able to indicate. The basis for processing your personal data may vary depending on the purpose for which we process your personal data.

Conducting business activity

If we have obtained your personal data in connection with business activity, we will first process your data in order to fulfil the cooperation agreement between us and to enable you to exercise your warranty or guarantee rights.

Processing will therefore be based on the need to use your personal data to carry out a transaction. If the party to the agreement is an entity other than you (e.g. we have obtained your data from your employer or you act as a representative of a company or organization unit in your communication), the processing of your personal data will be based on the use of your data for purposes resulting from legitimate interests pursued by us and by this entity (third party), e.g. to ensure the proper performance of the delivery or service.

Cookies

Data concerning your use of the website, which we obtain through the so-called cookies, are processed on the basis of your consent, expressed in accordance with Article 173 of the Telecommunications Law.

The so-called "cookies" are IT data, in particular text files, which are stored in the final device of Service User and are intended to use the Service website. Cookies usually contain the name of the website from which they come, the time of storing them on the terminal equipment and a unique number.

We use "cookies" to optimize the use and customize our Web pages, create statistics on their visits or to save site login information (so that you will not have to re-enter login and password for a certain period of time).

Processing of your personal data in this respect is carried out for the purpose of our legitimate interest, i.e. subject to Article 6.1.(f) GDPR and on the basis of your consent given in an online form for our collection and use of cookies.

Messages in social networks

If you contact us via social networks, we process your personal data on the basis of your consent given in connection with your enquiry and contact.

In both cases we need to process your personal data in order to contact you and to provide you with a satisfactory response or solution to your problem.

Handling of the employment relationship

All personal data processed by the Administrator in connection with the already established cooperation on the basis of an employment or commission contract are used in order to meet employer obligations. The use of such data is necessary to fulfill our obligations under the Polish law regulating a given form of employment or cooperation, as well as to enable us to exercise our rights as an employer.

Sometimes, your sensitive (health) data will also be used as necessary to comply with obligations imposed under social security laws or preventive healthcare or occupational medicine regulations.

Thus processing of your personal data is required in order to properly perform the employment contract legally binding us as the employer and you as the employee and to fulfil all our legal obligations under labor or civil law. In terms of your health data, the basis for their processing is the requirement for their use in order to fulfil obligations and exercise special rights by the controller or the concerned party with respect to labor law, social security and social protection, as well as for the purposes of preventive or occupational medicine, assessment of the employee's ability to work, medical diagnosis, provision of health care or social security.

Recruitment

In the recruitment process, we try to obtain your consent to the processing of your personal data for the purpose of recruitment, wherever possible, by asking you to include consent in your CV or cover letter. This avoids any doubt as to whether we have the right to use all personal data you have disclosed in the submitted documents or in the recruitment process.
However, even if you do not agree to the processing of your personal data for recruitment purposes (e.g. you send us your CV without the necessary consent), we will still be able to process your personal data to the extent necessary for the recruitment process.

Therefore, the basis for processing your personal data will be your consent, and in the absence thereof - the necessity to use your data to undertake recruitment activities aimed at concluding an employment or commission contract.

In this case, the basis for processing your personal data will therefore be the consent given by you, or the need to use your personal data to take action in accordance with your request, prior to the conclusion of the contract. If your personal data are processed on the basis of consent, you have the right to withdraw your consent at any time, which, however, does not deprive the lawfulness of personal data processing in the period in which your consent was in force.

Your consent in this respect is voluntary, but necessary to carry out the recruitment process. Without your consent to process your data in this regard, we will not be able to contact you and carry out the recruitment process.

Establishing contact

If you contact us via e-mail, telephone or social networks, we can process your personal data:

• based on your consent - if you expressed it in the course of completing the contact form;
• because it is necessary to answer your request – either to reply to your enquiry, conclude a contract, clear doubts, etc. This applies, for example, to an e-mail contact, where the processing of your personal data is necessary for us to take action, at your request, to meet your inquiry or message.

In this case, the processing of your personal data will be based on your consent or the necessity to use your personal data to answer your request, prior to the conclusion of the Agreement. If we process your personal data on the basis of your consent, you have the right to withdraw your consent at any time, but this will not affect the lawfulness of the processing of personal data during the period in which your consent was in force.

Your consent in this respect is voluntary, but it is necessary to contact you. We will not be able to contact you without your consent to process your data in this respect.

Enforcement and defense of rights

If we use your data in connection with the enforcement or defense of claims, the processing of your personal data will be based on the legitimate legal interest of the Administrator as the controller of personal data. The use of your data will be necessary to protect our interests, e.g. in the field of debt collection, defense against unjustified allegations, etc.

Marketing purposes

We will process your personal data for marketing purposes in reference to the so-called legitimate interest of the personal data administrator (Article 6.1.(f) GDPR), entitling us to send you commercial and marketing messages. As a part of our marketing activities, we will provide you with up-to-date information about our new range of products or services, as well as new commercial or business solutions used in our operations.

However, we sometimes use your data (including your image) to advertise our actions and to show you that we have met your expectations as a customer. For this purpose, we publish specific messages on our social network. In this case, your consent will always be the basis for processing your personal data.

Providing and processing your personal data in this respect is entirely voluntary and does not result from a legal obligation. You have the right to object to the processing of your data in this regard at any time.

How long does the Administrator keep my personal data?

The period for which we process your personal data depends on the purpose of the processing, namely:

• if you are our customer or supplier or act on their behalf - we process your personal data for the duration of the contract or the period of cooperation After this period, we will process your data for the purposes of accountability for our activities within the scope of personal data protection, as well as for the period of limitation of claims related to cooperation under the relevant provisions of law, but not longer than for a period of ten (10) years. Data processing in this period is also conditioned by customs regulations and the need to restore past orders for the purposes of customs procedures;
• if you are our employee or contractor - we process your personal data for the entire period of cooperation or employment, as well as for the period required by law to store or archive documents and information relating to your employment, but for no longer than fifty (50) years. Beginning on January 1, 2019, this period will be reduced to ten (10) years;
• if you disclose your personal data to us in connection with the recruitment process - your personal data will be stored for the duration of the recruitment process, and if we do not conduct recruitment - for one (1) year from the date of receipt of your CV or cover letter. Storing your personal data for this period will allow us to establish contact with you if we start employment activities at a later date;
• if you communicate with us - we retain your personal data for the entire period of communication and correspondence, and we store these data for no longer than ten (10) years after our communication ended in order to enable you, if necessary, to return to previous communication and issues, and to account for our data protection measures;
• the collected data on your use of our website - will be used by us for the entire period of cooperation, and stored for the period of ten (10) years following your last visit of our website;
• personal data used by us for marketing purposes will be processed by us for the entire period you are our customer and for the subsequent period of five (5) years from the time you stopped taking up our offers and did not purchase any of our products.

Please note, however, that if we process your data on the basis of your consent, we shall always stop processing your data after your consent is withdrawn.

Who is the recipient of my personal data processed by the Administrator?

We ensure that your personal data is transferred only to those who must have access to them in order to we operate properly, or in connection with our legal obligations. Thus your personal data will be availed to:

• employees and associates of the Administrator engaged in cooperation or handling a given matter - in any case, we will ensure that these persons have been authorized to process your personal data and have undertaken to preserve confidentiality in this respect;
• entities providing IT and hosting services to the Administrator - we also process your personal data in electronic form which means that the data will be accessible to supporting us IT entities as well as hosting service providers on servers on which we store our data, including e-mail;
• carriers or transport companies - for delivery of goods or other items (e.g. documents) to the address you indicated when purchasing our products or in the course of cooperation;
• entities providing legal, tax, accounting, HR and payroll services to the Administrator - to the extent that disclosure of your data is necessary to ensure correctness of tax settlements, for HR and payroll matters or in connection with ongoing proceedings. To the same extent, access to your personal data will be granted to providing legal services to us, e.g. those involved in issuing opinions on documents containing your personal data;
• public authorities, courts and tribunals - to the extent in which the transfer of your personal data will be necessary or required due to pending proceedings or in connection with the obligation to provide data to specific bodies on the basis of legal provisions (settlements with the Tax Office and the Social Insurance Institution, etc.

Under no circumstances will the Administrator share your data with third parties for commercial purposes. We do not sell your data so you do not have to worry that they will might be transferred to anyone whom you do not want to access your data.

Principles of personal data processing

We make every effort to ensure that your personal data are processed in accordance with applicable law and with respect to the principles of their processing indicated in the GDPR. The basic principles and standards of personal data processing in our company are set out in the detailed Personal Data Protection Policy, which must be read by each of our employees and co-workers. In this way we ensure that all persons involved in our business are aware of the importance of the need to ensure the proper processing of your personal data.

The basic principles that guide us processing your personal data are:

• the principle of lawfulness, fairness and transparency of the processing of personal data - we strive to ensure that the processing of your personal data by us always takes place on a legally permissible basis, and that the processing of your personal data and the purposes of the processing are clear and understandable to you;
• the principle of data minimization - we make every effort to process only those of your personal data that are adequate, relevant and limited to what is necessary for the purpose for which they are processed. We only share your personal data with those recipients for whom they are required to achieve the purpose for which we process your data. We only provide these recipients with the scope of your data that is necessary to achieve this purpose;
• the principle of limitation of the purpose of processing - we collect your data only for specific, explicit and legitimate purposes and do not further process them in any way incompatible with those purposes. We strive to provide you with adequate and accurate information as to why and for what purposes we will process your data;
• the principle of correctness - we make sure that the data we process are always true, correct, and, if necessary, updated in order to avoid any mistakes, misrepresentations or other irregularities. If you find that your personal information has not been updated or is incorrect in some area, please contact us at: biuro@airtrans.com.pl ;
• the principle of data retention policy - we will only process and store your personal data as long as it is necessary to achieve the purpose for which your data are processed. Once we no longer need your data in any way, we will delete the all from our databases and systems;
• the principle of integrity and confidentiality - we use the necessary measures to safeguard the confidentiality and integrity of your personal data. Our priority is to ensure full security and protection of your personal data by using current and appropriate security measures;
• the accountability principle - in the area of personal data protection, we not only comply with the rules and conditions of their processing, but also make every effort to be able to demonstrate compliance with these standards and regulations at all times. The principles of processing your personal data are included in our procedures so that in case of your inquiry we can always provide you with full and reliable information on the action taken with respect to your data.

Security of personal data

As mentioned above, we take appropriate technical and organizational measures to ensure that your personal data is fully secure against (culpable or accidental) destruction, loss, modification, unauthorized disclosure or access.

They include technical protection measures (adequate protection of the premises and systems in which we process your personal data; security measures to prevent third parties from becoming familiar with the content of documents containing personal data, creating backup copies, etc.) and rules and procedures that we require from all our employees and co-workers.All these measures allow us to adequately protect your personal data against loss or disclosure. Additionally, we constantly improve them, along with evolving environment and technological progress.

What rights do I have regarding the processing of my personal data?

In connection with the processing of your personal data by us, you are entitled to a number of rights, which you can exercise at any time. You can exercise these rights free of charge and the Administrator makes every effort to make it easy for you to implement them.

Rights relating to processing of personal data

You have the following rights with respect to the processing of your personal data by us:

• the right of access to personal data - at any time you can request information from us about whether and to what extent we process your personal data and to obtain information about the principles of processing your personal data;
• the right to restriction of processing - if you feel that the extent of processing your personal data is too wide, you have the right to request that we limit this scope of processing. Unless your request is contrary to the requirements imposed on us by applicable law or is not required for the performance of the contract, we will limit the processing of your personal data to the necessary minimum or cease further processing;
• the right to erasure (the right to be forgotten) - if you consider that there are no overriding legitimate grounds for the processing of your personal data or we continue processing them although we no longer need them for the purposes for which we have collected them - you have the right to request that we delete your personal data from our databases and systems. We will comply with your request as long as there is no other legitimate interest in data processing or an obligation to further process your personal data. In any case, we will try to fulfill your request to the fullest extent possible, and, if this is not possible, we will try to modify it so that the available data can no longer be attributed to you (as part of so-called pseudonymization);
• the right of data portability - in cases where we process your personal data on the basis of consent or in connection with the performance of the contract and the data are processed in an automated manner (e.g. in an IT system), at your request we will export the data that we process to a separate file in  a structured, commonly used and machine-readable format to enable their transfer to another data controller.

The rights referred to above may be exercised by reporting them to our email address biuro@airtrans.com.pl and by post to the address AIRTRANS SP. Z O. O. SP. K. formerly: AirTrans H. Watoła Sp. J., ul Wolności 90, 42-625 Pyrzowice, with the note "Personal Data". We also invite you to contact this address in all situations where you will have concerns, questions or doubts as to how we process your personal data by us.

The right to object

We would like to inform you separately that you have the right to object to processing of your data. If you consider that we process your personal data for public interest or legal interest of the Administrator or any third party in a too broad scope (or in an inadequate manner), you may request to limit processing of your data. You have the same right if you decide at any time that you do not want us to process your data for marketing purposes. Upon your objection, we will no longer process your data within this extent and for this purpose, unless it is necessary due to the existence of any compelling legitimate grounds for our processing your data, overriding your interests, rights and freedoms or for the establishment, exercise or defense of our legal claims.

The rights referred to above may be exercised by reporting them to our email address biuro@airtrans.com.pl and by post to the address AIRTRANS SP. Z O. O. SP. K. formerly: AirTrans H. Watoła Sp. J. , ul Wolności 90, 42-625 Pyrzowice, with the note "Personal Data". We also invite you to contact this address in all situations where you will have concerns, questions or doubts as to how the Administrator process your personal data.

You can exercise your right to object by notifying us at our e-mail address: biuro@airtrans.com.pl or by post at the address of AIRTRANS SP. Z O. O. SP. K. formerly: AirTrans H. Watoła Sp. J. , ul Wolności 90, 42-625 Pyrzowice, with the note "Personal Data".