Information policy

Information on the processing of personal data by Salesbook SA

We approach all information about you responsibly and in accordance with the law – in particular Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (hereinafter “GDPR”).

The following information is intended to explain who we are, how we obtain information and what we do with it in business relations and in connection with contact with you. If anything was incomprehensible to you or raised your doubts, please contact us.

The personal data administrator and his contact details

The administrator of your personal data is Salesbook SA with its registered office in Rzeszów, at the address: Al. Józefa Piłsudskiego 32, 35-001 Rzeszów, entered into the Register of Entrepreneurs of the National Court Register kept by the District Court in Rzeszów, 12th Commercial Division of the National Court Register, under KRS number: 0000867947, NIP: 5170375196, REGON: 36442226500000, share capital: 114 988, PLN 10 (covered in full), hereinafter referred to as the “Administrator” or “Company”.

The Data Administrator can be contacted by post to the above-mentioned address or via e-mail to the following address: help@salesbook.com.

How we came into possession of your personal data

Your personal data may be processed in connection with many situations:

• if you have made them available to us personally through various communication channels (e.g., by e-mail, telephone or via our contact form);
• when we obtained them from other people, e.g., from your employers / principals (as part of our cooperation, when signing or performing the contract);
• if we have obtained your data from other sources (e.g., from a company with which you cooperate and which is our contractor / client, during an event organized by Salesbook SA, or from publicly available sources).

What data do we process?

The scope of the data we process depends on what information is necessary in connection with our relationship – they may include primarily your identification data (including name and surname), contact details (including correspondence address, telephone number, e-mail address or other data contact details) and concerning the place of work / data of the entity you represent and the functions you perform in it, as well as the content of our communication (including recordings of conversations conducted via the hotline). Sometimes it may also be other information that we have obtained from publicly available sources, related to our business relationship (e.g., industry portals).

What is our purpose and legal basis for operation?

We process the above information:

• in the case of communication aimed at concluding a contract (if you are its direct party) – in order to perform it or take action at the request of the data subject before concluding the contract (Article 6(1)(b) of the GDPR);
• if the legal person you represent or cooperate with becomes our client – in order to implement our legitimate interest, which is to take actions related to establishing the terms of cooperation with the client / contractor, concluding a contract and facilitating communication related to its performance, as well as identifying persons responsible for the implementation and authorized to contact as part of the performance of the contract, as well as documenting the arrangements made (Article 6(1)(f) of the GDPR);
• sometimes the processing of your Data may take place in order to fulfill legal obligations (e.g., tax, accounting), which will also be the basis for such activities (Article 6(1)(c) of the GDPR in connection with the Act of September 29, 1994 on accounting and the Act of 11 March 2004 on tax on goods and services);
• if you give your consent or send us an appropriate inquiry, we may also send you commercial information or offers. The basis for such activities will be our legitimate interest in the form of marketing activities (Article 6(1)(f) of the GDPR);
• in exceptional cases, the processing of your personal data may be aimed at defending against potential claims or possibly directing such claims – also in this case, the basis for the processing of personal data will be our legitimate interest in providing us with legal protection (Article 6(1)(f) of the GDPR).

Providing your personal data is voluntary, however, sometimes it may be necessary to achieve the goals related to our cooperation, e.g., necessary to conclude or perform a contract or to respond to an inquiry or to correspond with you.

How long do we process your data?

Personal data collected for the purposes of concluding and performing the contract will be processed for the duration of the contract, and after its completion for the period necessary for the limitation of claims under the contract, unless further processing of personal data is a legal requirement.

Personal data used only as part of contacting us will, as a rule, be processed until the end of communication with you. Regardless – if you contact us by phone, e-mail or via our forms, depending on the topics covered in our communication, we may store its content longer in order to document the received requests and fulfill our obligations. In this case, the period of data storage will, as a rule, correspond to the period of limitation of claims or the period for which we are obliged to demonstrate the legality of our actions, e.g., in the case of inspections by authorities.

Personal data processed for marketing purposes will be processed for the time necessary to achieve the purpose for which they were collected or to raise a justified objection to their processing.

Personal data processed in order to fulfill legal obligations will be processed for the time specified in the relevant provisions of law.

The above periods may be appropriately and necessary extended, in the case of any claims and court proceedings – by the duration of these proceedings and their settlement – and also if the law in certain cases obliges us to process them longer (usually for a period of up to 5 years after the end of duration of our contract, which results from tax regulations).

Who can access your data?

Access to your personal data is granted only to entities that support us in the provision of services, on the basis of appropriate contracts for the entrustment of personal data for processing, such as providers of communication tools (e.g. by e-mail, telephone), payment processors, ICT service providers (including e.g. data storage), or tools for making contact (communicators), providers of legal and advisory services, our contractors, e.g. organizing trainings, entities from our capital group (in particular to the extent to which they support us in providing services to our clients ). All these entities have access only to the information they need to perform specific activities.

Occasionally, some of our solution providers may be based outside the European Economic Area (EEA). If the data is not transferred to a country for which the European Commission has issued a decision stating an adequate level of protection, appropriate safeguards provided for by law are applied – in particular standard contractual clauses. If you want further information on the transfer of data to third countries, including a copy of the details of the safeguards in place, please contact us.

What rights do you have related to the processing of your data?

In cases specified by law, you have the right to access your data, including the right to obtain a copy, request rectification, deletion or limitation of processing, object to their processing (with regard to data processed on the basis of a legitimate interest), transfer them, including to another administrator (with regard to data processed electronically, in connection with the performance of the contract), as well as the right to lodge a complaint with the competent supervisory authority (a list of local supervisory authorities in the EU with their contact details can be found at: https://edpb.europa.eu/about-edpb/board/members_en).