The general information on data protection of Meden-Inmed has been developed in order to fulfil the obligations arising from the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons in relation to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation – hereinafter RODO).
At Meden-Inmed it is important to us that the data of our customers and contractors is properly processed and protected. We act in full compliance with the GDPR and other legislation and facilitate the exercise of the rights of any individual whose personal data we process.
Below, we have set out the general principles that guide us in fulfilling our legal duty to provide information. We invite you to read on and will be happy to answer any questions you may have.
Administrator – Contact
The administrator of your personal data is Meden-Inmed with its registered office in Koszalin (75-847), 2 Wenedów Street, Tax Identification Number 669-22-55-563, email@example.com, phone: +48 94 347 10 40.
If you have any questions regarding the protection of your personal data, please contact the Data Protection Officer:
- Phone: +48 785 811 067,
- E-mail address: firstname.lastname@example.org,
- Correspondence address: Meden-Inmed, 2 Wenedów Street, 75-847 Koszalin, Poland.
Purpose and period of data processing
As we provide different services, we process your personal data for different purposes, to different extents and on different legal bases as defined in RODO. In order to provide you with the clearest possible information, we have grouped this information according to the purpose of processing your personal data.
The information collected below may be further detailed or amended by us in the context of fulfilling certain purposes for processing your personal data – i.e. you may receive information from us relating to a specific purpose of processing.
Purpose: performance of a contract or order
LEGAL BASIS: Article 6(1)(b), (c) and (f) RODO.
PROCESSING PERIOD: The period for the fulfilment of the obligations arising from the contractual provisions and the period for the limitation of claims under the law and the period for the retention of accounting records or until an objection is taken into account.
If a contract or an order is concluded with you, the personal data provided will be processed for the performance of such contract or order and for its settlement and archiving in accordance with the applicable legislation. If, in connection with the conclusion of a contract, your data have been provided to us as data of an employee or representative of our contractor or customer, the data will be used for ongoing contact for the performance of the contract or order, for the preparation and archiving of documentation on the performance of the contract and for other purposes arising directly from the contract. The processing of your data will then be carried out in order to fulfil the legitimate interest of the Administrator, which is the protection of rights, the execution of concluded contracts and the obtaining of due remuneration.
LEGAL BASIS: Article 6(1)(f) RODO.
PROCESSING PERIOD: for the time necessary to achieve the purposes for which the data are processed or until an objection is raised.
Contact data entered in an electronic form, provided through correspondence, including e-mail, business card, telephone call, contact form from trade fairs and business meetings, provided as part of the performance of a contract or order, or otherwise made available to us, may be processed for the purpose of maintaining a business relationship.
Our representatives may contact you to make an offer, invite you to a meeting or training session, or as part of other marketing activities. You may receive information about products and services or other information relevant to our businesses.
If you are a supplier or sub-contractor to us (or if we contact you because we are interested in entering into a purchase, supply or service relationship), the contact may be to obtain an offer, additional information or documentation.
Your data will then be processed in order to pursue the controller’s legitimate interest in marketing, selling products and services, and establishing and maintaining business relationships.
LEGAL BASIS: Article 6(1)(a) RODO.
PROCESSING PERIOD: Period of time necessary to fulfil the purposes for which the data is being processed or to unsubscribe from the newsletter (to exercise an objection or withdraw consent).
If you agree to receive the newsletter, your email address will be used to send you the newsletter. The newsletter will be sent to you in order to provide you with access to up-to-date information about our offer. Your consent to receive the newsletter is voluntary and may be withdrawn at any time. You can unsubscribe or withdraw your consent by clicking on the unsubscribe link in each newsletter or by sending an email to email@example.com with the subject line: “unsubscribe newsletter”. Withdrawal of consent does not affect the lawfulness of the data processing prior to the withdrawal of consent.
Purpose: Handling of enquiries – response to commercial activities initiated by customers
LEGAL BASIS: Article 6(1)(a) RODO.
PROCESSING PERIOD: The period necessary to fulfil the purposes for which the data are processed or to obtain a response (acceptance of an objection or withdrawal of consent).
By filling in the contact form or making a request by any other means (e.g. e-mail, telephone), you consent to being contacted in connection with the fulfilment of your request or request. If you wish to withdraw your consent, please send an email to firstname.lastname@example.org stating “Withdrawal of consent to the processing of data for the purpose of fulfilling your request”. Consent may be withdrawn at any time, but withdrawal of consent does not affect the lawfulness of the processing prior to the withdrawal of consent and withdrawal of consent will not result in a response.
Purpose: Organisation of participation in and promotion of training courses, workshops, conferences.
LEGAL BASIS: Article 6(1)(a), (b) and (c) and (f) of the Data Protection Act.
PROCESSING PERIOD: For the time necessary to achieve the purposes for which the data is being processed, or until an objection is made or consent is withdrawn.
In the case of participation in paid training courses / workshops / conferences, the basis for the processing is the conclusion of the contract, which is the registration for the training course / workshop / conference.
In the case of free training / workshops / conferences, your data will be processed on the basis of your consent. You may withdraw your consent at any time without affecting the lawfulness of the data processing prior to the withdrawal of consent.
If you register for a conference, workshop, training or other event organised by us, the information you provide may be shared with other attendees, trainers, speakers and other entities involved in the organisation and promotion of the event.
If you are a speaker, this information may also be made publicly available on the website, social media and in promotional and conference materials. Your data will then be processed to fulfil the controller’s legitimate interest in promoting you through the organisation of training courses, conferences and other events.
Purpose: Using your image for marketing purposes
LEGAL BASIS: Article 6(1)(a) RODO.
PROCESSING PERIOD: Period of time necessary to fulfil the purposes for which the data are processed or to obtain a response (to take account of an objection or to withdraw consent).
During conferences, training courses or other events organised by us, we take photographs and make recordings for marketing purposes, which may be made available on social networking sites (Facebook, Instagram, Linkedin, YouTube) or on our websites, during other marketing events (including trade fairs, training courses, conferences, etc.) and to other participants in the event. In this case, we will ask for your consent to share your image each time. Providing this information and consent is voluntary, but refusing to do so may prevent you from attending the event.
You have the right to withdraw your consent to the processing of your personal data (including special category data) at any time. To withdraw your consent, please send an email to email@example.com with the subject line: “Withdrawal of consent to image processing”, but the withdrawal of consent will not affect the lawfulness of any processing that was lawfully carried out prior to the withdrawal.
Purpose: Complying with a legal obligation to keep records
LEGAL BASIS: Article 6(1)(c) RODO.
PROCESSING PERIOD: Retention period for invoices, registers and documents confirming the conclusion and performance of a contract, as provided for by national law.
In the event of us entering into a contract, placing an order or providing other services to you, we will also process the personal data contained in invoices, books or other documents evidencing the conclusion and performance of the contract for the purpose of preparing and storing the documents in accordance with the law. This applies in particular if you are a party to the contract or order, if your employer or an entity with which you cooperate is a party to the contract or order, or if a service has been performed for you.
Purpose: Confirming performance of obligations and asserting or defending claims.
LEGAL BASIS: Article 6(1)(f) RODO.
PROCESSING PERIOD: The period for the fulfilment of obligations and the statutory limitation period for claims.
GROUNDS Data entered on the application form (including electronically), provided as part of a contract or order, or otherwise made available to the Administrator, may be processed for the purpose of archiving information or documents confirming the performance of the Administrator’s obligations and for the purpose of asserting or defending any claims made against the Administrator. This applies if you are a party to the contract or mandate, as well as if your employer or an entity with which you cooperate is a party to the contract or mandate, and if on any basis the Administrator was obliged to perform a service for you or exercise your rights.
In such a case, the data will be processed in order to fulfil the legitimate interest of the Administrator, which is to protect your rights, to confirm the fulfilment of obligations and to obtain due remuneration therefrom.
Purpose: Recruiting candidates
LEGAL BASIS: Article 6(1)(a), (b) and (c) of the DPA.
PROCESSING PERIOD: The period necessary to fulfil the purposes for which the data are processed or to take account of an objection or withdrawal of consent.
We also look after job applicants. During the recruitment process, your personal data will be protected and will only be disclosed to staff involved in the recruitment process. At the end of the recruitment process, we delete the personal data of candidates we have not engaged after four months. However, if you have given us your explicit consent, we will keep your details for the period you specify for future recruitment purposes.
You may withdraw your application and consent to data processing at any time. To withdraw your consent, please send an email to firstname.lastname@example.org with the subject line: “Withdrawal of Consent to Data Processing for Recruitment Purposes”, but the withdrawal of consent will not affect the lawfulness of any processing that was lawfully carried out prior to the withdrawal of consent.
We would like to draw your attention to the fact that the provision of your personal data for recruitment purposes, in accordance with the provisions of the Law of 26 June 1974 on the Labour Code and implementing legislation, is optional but necessary for the recruitment process and the examination of your application. The provision of additional personal data is voluntary and requires your express consent.
Consequences of not providing data
- In the case of application forms (including electronic forms), the provision of data is voluntary; however, failure to provide it indicated as mandatory (required) will result in the inability to send or validate the form and, consequently, depending on the type of form, the inability to participate in the training, workshop, conference or newsletter subscription.
- In the case of data collected by the Administrator’s representatives as part of purchasing, sales or marketing activities, the provision of the data is entirely voluntary, but failure to provide the data may result in the inability to contact you.
- In the case of data relating to persons who are parties to a contract/order concluded with the Administrator, the provision of the data necessary for the performance of the contract and the fulfilment of legal obligations is a condition for the conclusion and execution of the contract.
Data entrusted to us by third parties
In some cases, we receive personal data from third parties for which we are the recipient or processor. This data may be used for purposes similar to those directly obtained from us. It is usually basic information necessary for the purpose and includes: first name, last name, email address, telephone number, home/delivery address, company name, job title and may include other information arising, for example, from a contract or order in connection with which personal data is provided.
We take the same care with the data entrusted to us as we do with the data of which we are the controller. You can be assured of an appropriate level of security.
Recipients of data
Personal data may be made available to suppliers, service providers and partners with whom Meden-Inmed cooperates, to the extent necessary for the provision of services to customers, the execution of commercial contracts or the maintenance of business contacts, marketing activities and the operation of the company.
Administrators. We use suppliers who do not act solely on our instructions and who themselves determine the purposes and use of your personal data by becoming administrators. The recipients of your data in this case may include, in particular, state authorities, banks, debt collection companies, law firms, the Polish Post Office, courier companies.
Data processors. In addition, your data may be disclosed to suppliers and subcontractors of IT maintenance services, email hosting, document destruction. Such entities will process data only on the basis of a contract of delegation and only in accordance with our instructions as data Administrator.
Location. Personal data is stored at our registered office and on our server in the territory of Poland. Our suppliers are mainly located in Poland and in other countries of the European Economic Area (EEA). As a rule, personal data held by Meden-Inmed is not transferred to third countries, i.e. outside the European Union. However, some of our global IT providers (e.g. Facebook, Inc, Google LLC, MailChimp) may be located outside the EEA. In this case, in connection with the transfer of your data outside the EEA, we have ensured that our suppliers provide guarantees of a high level of protection for your personal data. These guarantees arise, in particular, from the obligation to apply the standard contractual clauses adopted by the Commission (EU) or from participation in the Privacy Shield programme established by the Commission’s Implementing Decision (EU) 2016/1250 of 12 July 2016 on the adequacy of the protection provided by the EU-US Privacy Shield.
We make every effort to ensure that those with whom we share your data meet high standards of data protection, including the organisational and technical measures required by the RODO.
We have implemented an IT security and data protection policy in our company. Among other things, we have defined the rules for the use of IT systems. We require ourselves to use strong passwords, limit the number of people who have access to data and implement IT and physical security measures. We also ensure that we provide training to our employees who have access to personal data.
Rights of individuals whose data we process
Current legislation gives us all many rights, including the right to access and rectify your data, the right to erasure (in the cases specified in the RODO), the right to restrict processing and the right to data portability. Of course, you also have the right to object (where the processing is based on the administrator’s legitimate interest) and the right to withdraw consent (where the processing is based on your consent).
We remind you that withdrawal of consent does not affect the lawfulness of the data processing prior to the withdrawal of consent. We will also inform you that:
- in some cases, we may refuse to take into account your objection to the processing of your data on the basis of a legitimate interest where there are valid legitimate grounds for processing that override your interests, rights and freedoms, or where there are grounds for establishing, asserting or defending claims,
- we may refuse to erase your data despite your request if one of the situations referred to in the RODO applies, e.g. if the processing is necessary for compliance with a legal obligation or for the establishment, assertion or defence of claims,
- the right to erasure and the right to request the restriction of processing are only available in the cases enumerated in the provisions of the RODO,
- the right to data portability is only available if the legal basis for the processing is consent or the performance of a contract.
If you wish to exercise your rights, please send an e-mail to: email@example.com.
If you suspect that we are not taking sufficient care of your data, you can always lodge a complaint with a supervisory authority: President of the Office for the Protection of Personal Data.
Profiling and automated decision making
The websites used by Meden-Inmed do not collect any information automatically, except for the information contained in cookies. The cookies we use are only used for analytical purposes and are not used for so-called profiling, including automated decision-making.
The information provided by your browser does not allow us to identify you. We only collect information to compile general statistics about the use of the sites by users, to assess the level of interest in the sites and the development of the sites, to diagnose server problems and to analyse possible security breaches.