Last updated: 31^st December 2022

Introduction

1. Polish Biomethane Organization with its registered office at the address: ul. Mokotowska 33/35, 00-560 Warszawa, entered into the Register of associations, other social and professional organisations, foundations and independent public health care institutions of the National Court Register kept by the

District Court for the Capital City of Warsaw, 12^th Commercial Division of the National Court Register, at KRS No.: 0000989734, VAT Id. No.: 7011104451, REGON Statistical Id. No.: 523038354, tel. 223702800, email: biuro@bioch4.org (“BIOCH4”), spares no effort to protect personal data from unauthorised disclosure, theft, unlawful processing as well as change, loss, damage or destruction, and to respect the privacy of every person whose personal data it processes.

• Personal data are processed by BIOCH4 in compliance with the commonly applicable law, in particular the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation or the GDPR, OJ L 119, 4.5.2016, p. 1–88).
• This BIOCH4 Privacy Policy (“Privacy Policy”) describes the principles of personal data processing and protection adopted by BIOCH4. This Privacy Policy describes:
  • the types of personal data collected by BIOCH4,
  • the use of this data,
  • the rights of data subjects,
  • the categories of entities with whom the data is shared,
  • the means of ensuring personal data protection and security,
  • the contact details for exercising rights of data subjects,
  • the means and methods used by BIOCH4 of ensuring personal data protection,
  • the cookie policy.

I.  Principles of personal data collection

1. BIOCH4 obtains personal data primarily from the data subjects. If professional contact details are not collected directly from the person they pertain to (e.g. by means of a business card given to BIOCH4 by the person or their employer), they can be provided by another entity or obtained from publicly available sources such as registers (National Court Register, Central Register and Information on Economic Activity).
2. BIOCH4 obtains personal data including in particular:
   1. contact information (name, residence/stay/mailing/business address, email address, telephone number);
   1. business contact information (job title, department, name of institution);
   1. information required to issue VAT invoices (VAT Id. No., REGON Statistical Id. No.);
   1. personal data necessary for the performance of contracts made with BIOCH4 and the fulfilment of BIOCH4’s legal obligations;
   1. personal data necessary for BIOCH4’s business activity consisting in organising events and training courses;
   1. personal data necessary to provide the newsletter service;
   1. content provided in connection with BIOCH4’s business (such as photos, articles
      and comments).

II.  Methods of Personal Data processing

1. BIOCH4 ensures control over the type and scope of personal data processed, the period and method of processing, and the persons authorised to process them.
2. BIOCH4 spares no effort to protect the information and personal data it collects.
3. BIOCH4 ensures appropriate administrative, technological and physical protection of personal data against accidental, unlawful or unauthorised damage, loss, modification, access, disclosure or use.
4. BIOCH4 stores personal data only for as long as is necessary for the purpose for which they have been collected, unless otherwise provided for in the applicable legislation.
5. BIOCH4 takes actions to destroy or permanently de-identify personal data, if required by the applicable legislation or if the data are no longer required for the purpose for which they have been collected.
6. BIOCH4 represents that:
   1. it processes personal data in line with the applicable law;
   1. it collects personal data for specified legitimate purposes and does not further process them for other purposes;
   1. it keeps personal data in a form permitting identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed;
   1. it processes personal data in a way that is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
7. Personal data can be accessed by: BIOCH4, its authorised employees, partners and service providers. Access to personal data by the above mentioned entities is only for the purpose and in the scope specified by BIOCH4.
8. BIOCH4 and the entities authorised to process personal data use technical and organisational measures ensuring the protection of the processed personal data.
9. Personal data collected by BIOCH4 can be used, among others, for the following purposes:
   1. providing services or performing contracts, managing them and informing about them by BIOCH4; the processing of personal data for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract with BIOCH4 pursuant to Art. 6(1)(b); in the event of processing personal data for the performance of a particular contract, BIOCH4 will give the data subject detailed information on the processing of their personal data upon entering into the contract;
   1. compliance with a legal obligation to which BIOCH4 is subject arising out of legislation regulating the provision of services or conducting business by BIOCH4 (Act on employers’ organisations), accounting and tax regulations (pursuant to Art. 6(1)(c) of the GDPR);
   1. email and traditional mail communication; if letters are sent to BIOCH4 via email or traditional mail not related to the services provided by BIOCH4 or a different contract made with BIOCH4, the personal data included in such letters are processed only for the purpose of communication and resolving the matter which the letters concern, which constitutes a legitimate interest pursued by the BIOCH4 (pursuant to Art. 6(1)(f) of the GDPR);

• telephone communication; if BIOCH4 is contacted via telephone in matters not related to the services provided by BIOCH4 or a different contract made with BIOCH4, BIOCH4 may request personal data only if it is necessary for resolving the matter which the telephone contact concerns, which constitutes a legitimate interest pursued by BIOCH4 (pursuant to Art. 6(1)(f) of the GDPR);
  • collecting personal data in connection with the business activity of BIOCH4: in connection with the business activity conducted, BIOCH4 may collect personal data also for other purposes such as making and maintaining business contacts, which in each case shall be based on BIOCH4’s legitimate interests (pursuant to Art. 6(1)(f) of the GDPR);
  • assessing risk and improving BIOCH4’s business (including developing the services provided, communication management, analysing and improving services), which constitutes a legitimate interest pursued by the BIOCH4 (pursuant to Art. 6(1)(f) of the GDPR);
  • estimating the interest in working for or purchasing the services of BIOCH4 and reaching out in order to make offers of employment or offer the services of BIOCH4, which constitutes a legitimate interest pursued by the BIOCH4 (pursuant to Art. 6(1)(f) of the GDPR);
  • recruitment: for compliance with legal obligations in connection with the recruitment process (Art. 6(1)(c) of the GDPR); for conducting recruitment and entering into a contract with the candidate at their request (Art. 6(1)(b) of the GDPR). As part of our recruitment process, BIOCH4 requires that candidates provide us with personal data (CV, resume) only in the scope provided for by the law. If a candidate provides additional data which have not been requested in BIOCH4’s employment ad, they are deemed to have consented to the processing of such data (pursuant to Art. 6(1)(a) of the GDPR); this consent can be withdrawn by the candidate at any time, which shall not affect the lawfulness of processing based on consent before its withdrawal If the application supplied contains information which is not useful for recruitment purposes, such information will not be used or considered during recruitment;
  • as required by the law, in connection with ongoing legal proceedings or with an order by an authority (e.g. Tax Office Head) requesting the provision of information in BIOCH4’s possession, which constitutes a legitimate interest pursued by the BIOCH4 (pursuant to Art. 6(1)(f) of the GDPR), and for orders from authorised public bodies – compliance with a legal obligation of BIOCH4;
  • ensuring compliance of processing with personal data protection regulations and the related internal regulations of BIOCH4, which constitutes a legitimate interest pursued by the BIOCH4 (pursuant to Art. 6(1)(f) of the GDPR).
• Providing personal data is voluntary, but failure to do so will prevent the pursuing of purposes mentioned above. Your personal data will be stored by BIOCH4 for a period necessary in order to achieve the purposes mentioned above, but not longer than provided for by the commonly applicable law.

III.  Sharing personal data and entrusting personal data processing

1. BIOCH4 will not share, sell or disclose in any other way the collected personal data, except in situations described in this Privacy Policy or when required by the commonly applicable law.
2. BIOCH4 may entrust the processing of personal data to service providers acting on its behalf, in particular providers of electronic, accounting, legal, courier, postal, agency, IT, printing, marketing and graphic design services related to the services provided by BIOCH4.
3. BIOCH4 requires these service providers to ensure lawful processing and a high level of security and protection of personal data entrusted to them by BIOCH4.

IV.  Rights of data subjects

1. As provided for by the law, you have the right to access your personal data, in particular as a form of control of processing of such personal data by BIOCH4, in particular to receive information on the purpose, scope and method of data processing.
2. As provided for by the law, you also have the right to amend, supplement, rectify and update your personal data processed by BIOCH4.
3. As provided for by the law, you also have the right to request erasure of your personal data processed by BIOCH4.
4. If the personal data is processed based on your consent, you have the right to withdraw your consent to such processing of your personal data by notifying BIOCH4 of this intention in any way. In such a case, BIOCH4 will apply your decisions to future activity, which means that withdrawing your consent does not affect the lawfulness of processing based on consent before its withdrawal.
5. You have the right – in cases provided for by the law – to request limitation of processing of your personal data.
6. On grounds relating to your particular situation, and as provided for by the law, you have the right to object to the processing of your personal data by BIOCH4 for the purpose of pursuing its legitimate interests.
7. As provided for by the law, you have the right to receive, in a structured, commonly used and machine-readable format, personal data concerning you which you provided to BIOCH4, and transmit such personal data to another controller without hindrance from BIOCH4, with the reservation that BIOCH4 will do so only if technically possible. You have the right to personal data portability only with regard to data which are processed by BIOCH4 based on a contract with you or your consent.
8. You can exercise the above listed rights by sending an email to the address: biuro@bioch4.org.
9. If you believe that the processing of personal data by BIOCH4 is in breach of the law, you can complain with a supervisory authority, in the case of Poland – President of the Personal Data Protection Office.

V.  Cookies and data analysis software

1. Using the bioch4.org website may involve providing your personal data when using the BIOCH4 contact form, in particular when subscribing for the newsletter service.
2. BIOCH4, its service providers and trade partners collect certain information using automated means such as cookie files, when you are browsing the bioch4.org website. Information collected in this way may include: your IP address, browser type, operating system, URLs visited and information concerning the activity on the website. If such information constitutes personal data, i.e. based on them, a natural person can be identified, the basis for the processing of such data is the legitimate interest of BIOCH4 as the controller of such data pursuant to Art. 6(1)(f) of the GDPR.
3. Cookies contain very little information and are downloaded to your device through the server hosting the bioch4.org website. The browser you use sends them back to bioch4.org each time you use the website, which allows the server to recognise you and remember, for instance, your preferences (visits and other activity on the website).
4. Cookies may, however, gather information concerning you (such as language and previously visited web pages) every time you access bioch4.org. More information about cookies can be found at https://www.allaboutcookies.org/faqs/cookie-file.html.
5. Using the bioch4.org website, you may consent to downloading the above mentioned cookies to your device. You can always manage the cookies that are downloaded. However, deleting or disabling cookies may affect the user experience of the bioch4.org website, as some of its sections may become unavailable.
6. You can manage cookies in your browser settings.
7. To monitor the bioch4.org website, BIOCH4 may use analytics software of third parties, e.g. Google Analytics. Google Analytics may be disabled using a browser extension, which can be downloaded from: https://tools.google.com/dlpage/gaoptout.
8. For convenience and in order to provide you with additional information, the website bioch4.org may contain links to websites controlled by entities other than BIOCH4 such as Facebook, Instagram, LinkedIn, YouTube, Twitter. They may apply separate privacy rules and policies. BIOCH4 advises you to read these. Regarding any and all websites, links to which are contained within bioch4.org, which are not owned or controlled by BIOCH4, BIOCH4 is not liable for their content, your use of such websites or their information confidentiality protection policies.

VI.  Amendments and updates to this Privacy Policy

1. This Privacy Policy may be amended from time to time. The purpose of amendments is to document the changes in BIOCH4’s handling of personal data and to reinforce the Company’s personal data protection system.
2. Significant changes in this document will be communicated using easily visible announcements published on BIOCH4’s website. At the top of the page containing the Privacy Policy, the date of latest update is shown.

VII.  Contact

At any time, you can contact us for information on whether and how BIOCH4 uses or intends to use your personal data or with any questions or comments regarding this Privacy Policy.