The controller of personal data pursuant to Art. 4(7) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the 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 (hereinafter the “GDPR”) is PETROTRANS, s. r. o., registered office at Praha 8, Střelničná 2221/50, Post Code: 182 00, Entered in the commercial register kept by the Municipal Court in Prague, File No. C 124377, Company ID No: 25123041 (hereinafter “PETROTRANS” or the “Controller”).

PETROTRANS greatly emphasises the transparency of processing and securing your personal data, which are considered strictly confidential, and handles them in accordance with the GDPR and other valid legal regulations concerning personal data protection.

To ensure problem-free communication between you and PETROTRANS, a Data Protection Officer was appointed, who is available to you in the case of questions or irregularities in personal data processing, via email at osobniudaje@orlenunipetrol.cz, or via post at the mailing address ORLEN Unipetrol RPA s.r.o., Úsek ochrany informací, Milevská 2095/5, 140 00 Praha 4.

These principles apply to the website www.petrotrans.cz​ (hereinafter referred to as “website”) and are primarily intended for the contractors, visitors of website, applicants for job positions, questioners and another person whose personal data could Petrotrans process.

II. Purposes of personal data processing and their legal grounds

1. Implementation and performance of the contractual relationship

PETROTRANS is engaged in tanker transportation of liquid crude oil products, i.e. especially fuel (motor diesel and gasoline), airplane and technical gasoline, kerosene, heating, motor, gearbox and industrial oils, spirits, additives, etc. During these business activities, personal data are processed, in particular those of the partner (customer, supplier, purchaser) as a natural person, as well as other persons, typically the contact persons of the partner as a legal entity.

The purpose of processing personal data is to implement and perform the contractual relationship, i.e. deliver the ordered product, ensure transport, exercise the rights and obligations arising from the contractual relationship between the partner and PETROTRANS and other contractual obligations. The legal basis for processing personal data is Art. 6(1)(b) GDPR, i.e. processing is necessary for the performance of a contract and to implement the measures adopted before concluding the contract. We process the contact data of the natural persons who represent the partner as a legal entity, because this is necessary to perform the contract with the partner, and processing is based on the mutual legitimate interest of the partner and PETROTRANS in the provision of the agreed services.

PETROTRANS collects the following data for the aforementioned purpose:

• Identification data (name, surname, company ID number and tax ID number, date and year of birth, possibly personal number, ID or passport number, ADR card number including card validity period (scan of the card), number of driving licence)

• Contact data (e-mail address, mailing address, telephone number, position)

• Bank account number

• Operation records (minutes from meetings, instructions, etc.)

• Data about the order, delivery and payment

• Necessary communication between the partner and PETROTRANS

2. Fulfilment of legal obligations within the accounting and tax agenda

We process accounting documents, data about your payments and other information required by law for the fulfilment of our legal obligations, i.e. Art. 6(1)(c) GDPR.

3. Communication with the inquirers

If you contact PETROTRANS via e-mail, its mailing address or other means, information about your contact will be processed only for the purpose of the established communication with you.

The legal basis for the collection of data aimed at fulfilling legal obligations is Article 6(1)(c) of the GDPR (developing relations with visitors of our website, efficiency in communication, presentation our business name and protection of our brand image).

 PETROTRANS collects the following data for the aforementioned purpose:

• Identification data (name, surname)

• Contact data (e-mail address, mailing address, telephone number)

• Necessary communication between you and PETROTRANS

4. Employee recruitment

If you want to become a member of the PETROTRANS team and send us your curriculum vitae using the reply form, we will process your personal data for the purpose of the recruitment procedure for your chosen job position. The legal basis for processing your personal data is Art. 6(1)(b) GDPR, i.e. processing is necessary for the performance of a contract and to implement the measures adopted before concluding the contract.

In case you are taking part in the 1st round of the recruitment procedure, you may be asked for consent to process your personal data for the purpose of verifying or obtaining references from previous employers, public sources and public registries of legal and natural persons, for the verification of the accuracy of the information provided by you, and the prevention of conflicts of interest with the activities of the ORLEN Unipetrol group.

Complete information about personal data processing for this purpose is available in the opening header of the offered job position.

5. Sending offers of similar job positions

If you gave PETROTRANS consent to process your personal data for the purpose of registering you as an applicant for a different suitable job position within the ORLEN UNIPETROL group, your personal data will be used to send offers of similar job positions. The legal basis for processing your personal data is Art. 6(1)(a) GDPR which is your voluntary consent, which may be withdrawn at any time.

Complete information about personal data processing for this purpose is available in the lower part of the offered job position.

6. Sending commercial messages

We contact our clients at healthy intervals with an offer of additional services or an invitation to one of our events, or the latest news in the industry based on the legitimate interests of the Controller in accordance with Article 7 of the Act No. 480/2004 Coll., on certain information society services. If you do not wish to receive this information, reply to our e-mail or inform us of this fact by other means and we will accommodate your request.

PETROTRANS collects the following data for the aforementioned purpose:

• Identification data (name, surname)

• Contact data (e-mail address, telephone number)

7. Fulfilment of labour-law relationships

Our employees are informed individually about the processing of their personal data.

8. Taking photos, audio-visual records and online-transmissions during organized event

Petrotrans may take pictures and audio-visual records during organised events (pictures of visitors and their behaviour during this event). Petrotrans may place this data on the Intranet and social networks on which it has an account. If you do not want to be photographed or recorded, inform about that photographer / cameraman or controller. 

From some events may Petrotrans stream online transmission and use for that web sites or social networks on which it has user profile. You will be informed about that on the invitation to the organized event.

Photos and audio-visual records from charity events and promotional activities of Petrotrans are processed on the basis of legitimate interest of controller according to Article 6(1)(f) of the GDPR) (i.e. publicise the activities and charity events of controller).

For the above-mentioned purpose processes Petrotrans this data:

• Photo and audio-visual recording of natural person

III. Period of storing data processing

Petrotrans processes your personal data for the time necessary to achieve the purposes for which they were collected or for the period stipulated by legal regulation. After the passing of the storage period, Petrotrans liquidates the personal data.

Petrotrans stores personal data:

• for the period necessary to exercise the rights and obligations arising from the contractual relationship between you and the controller, and to apply any claims from these contractual relationships (for a period of 10 years from termination of the contractual relationship);

• for a period of 1 year from the end of mutual interaction as concerns personal data processed for the purpose of answering your inquiry;for the period stipulated by the respective laws in cases where we perform our legal obligation; in the case of accounting management, this period may be up to 10 years; in the case of personnel and salary matters for the period established by the relevant legal regulations;

• until the withdrawal of consent by the data subject as concerns personal data processing based on consent from the data subject, or until expiry of the specified period; 

• for 6 months after the termination of the recruitment procedure for job position.

For more information about the retention period, you can contact the Data Protection Officer. 

IV. Handover of personal data

At PETROTRANS, your personal data are stored under maximum security and made accessible only to authorised employees, or individual processors and controllers of personal data, only to the extent necessary to fulfil the individual purposes of processing. The security of your personal data with these recipients is ensured through their contractual obligations.

In connection with handover of your personal data, we are paying attention to upholding the highest standard of protection this kind of data (rights of data subjects and protection of privacy). You can obtain a detailed list of recipients from the Data Protection Officer.

Non‐exhaustive list of categories of recipients of personal data:

• State administrative bodies: e.g. financial bureau, social security administration;

• Insurance companies;

• ORLEN S.A. holding company which provides IT support to the system for processing personal data;

• Premises security agency;

• Service providers (service organisation, marketing, IT etc.);

• External auditors.

Under certain conditions, PETROTRANS is authorised to hand over some of your personal data based on valid legal regulations, e.g. to prosecuting authorities or other public authorities.

PETROTRANS, as a member of the ORLEN Group, consolidates IT systems and your personal data may be stored on servers in Poland.

PETROTRANS does not provide personal data outside of the EU, the EEA or to international organisations.

V. Your rights

You have the following rights in connection to personal data processing:

1. Right of access to the personal data

In connection to the processing of personal data, you have the right to the provision of information and provision of a copy of your processed personal data based on your request. In the case of a repeated request, PETROTRANS is authorised to bill a reasonable fee for the copy of the provided personal data. We will inform you of such procedure.

2. Right to rectification

If you believe that your personal data, which we process, are inaccurate, outdated or otherwise incorrect, contact us and we will rectify them. We will perform rectification without undue delay, but always with respect to technical capacities.

3. Right to erasure

If the personal data are no longer required to ensure the stipulated purpose, or if you withdraw your consent to processing, we shall erase these personal data at your request. In some cases, however, your right may be restricted. For instance, the personal data we process based on our legal obligations cannot be erased before the passing of the lawfully stipulated archiving periods. As for personal data related to the provision of services, these cannot be erased before the passing of the deadlines for potential application of the related claims (compensation of damages, claims, etc.).

4. Right to restriction of processing

You have the right to restriction of processing if:

• the personal data which we process is inaccurate;

• the processing is illegal;

• the personal data are no longer required, but you need them do determine, exercise or defend a legal claim;

• you object to processing.

Your personal data will only be stored with us during the restriction period and no operations will be performed with them without your consent. Restriction of processing lasts for the period for which one of the above situations lasts. You will be informed about the potential termination of restriction.

5. Right to object

You may file a justified objection to processing based on a legitimate interest and for direct marketing. The justification of the objection will be assessed and you will be informed of the decision via your chosen contact channel.

6. Right to data portability

If you want PETROTRANS to hand over your personal data to a third party, you may exercise your right to personal data portability. If the rights and freedoms of third parties were to be affected by the exercising of this right, PETROTRANS will not be able to accommodate your request.

7. Right to withdraw consent to personal data processing

If personal data is processed based on your consent, you may withdraw this consent at any time. If you wish to do so, contact us with your request via the contact details of the Data Protection Office specified below.

8. Right to be exempted from automated decision-making including profiling

We do not conduct automated decision-making including profiling without our activity.

9. Right to complain to the supervisory authority

If you feel that your personal data are not handled pursuant to the law, you have the right to direct your justified complaint to the Office for Personal Data Protection, registered office at Pplk. Sochora 27, 170 00 Prague 7, Czech Republic.

When exercising your rights, contact us using the contact details of the Data Protection Officer via e-mail at osobniudaje@orlenunipetrol.cz​, or at the mailing address ORLEN Unipetrol RPA s.r.o., Úsek ochrany informací, Milevská 2095/5, 140 00 Praha 4. PETROTRANS reserves the right to reasonably verify the identity of the data subject applying the above rights.

VI. Social networks

PETROTRANS does not use any electronic social networks.

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