Privacy Policy

Information Clause on Personal Data Protection

Pursuant to Article 13(1)–(2) 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 (General Data Protection Regulation – “GDPR”), we hereby inform you that:

I. Data Controller

The controller of your personal data is KOIMEX S.A., with its registered office in Świebodzin, at 3 Kozia Street, 66-200 Świebodzin. You can contact us via email at rodo@koimex.pl or in writing at the address provided above.

II. Purposes and Legal Basis of Processing

We will process your data for the following purposes:

  • Conclusion and performance of contracts (legal basis: Article 6(1)(b) GDPR).
  • Compliance with legal obligations (legal basis: Article 6(1)(c) GDPR) arising from applicable laws, in particular the Civil Code, the Transport Law, the Convention on the Contract for the International Carriage of Goods by Road (CMR), the Road Transport Act, the Road Traffic Law, the Public Procurement Law, and the Tax Ordinance.
  • Operational purposes, understood as ongoing activities related to data processing that do not aim at concluding a contract, including presenting offers, marketing, establishing cooperation, or maintaining contact, as well as executing an already concluded contract, which constitutes our legitimate interest (legal basis: Article 6(1)(f) GDPR).
  • Archival (evidentiary) purposes, constituting our legitimate interest in securing information in case of a legal need to demonstrate facts, particularly in administrative, judicial, tax, or control proceedings (legal basis: Article 6(1)(f) GDPR).
  • Debt collection, which constitutes our legitimate interest (legal basis: Article 6(1)(f) GDPR).
  • Establishing, pursuing, or defending legal claims, which constitutes our legitimate interest (legal basis: Article 6(1)(f) GDPR).
  • Analysis and statistics, which constitutes our legitimate interest (legal basis: Article 6(1)(f) GDPR).

III. Right to Object

You have the right to object at any time to the processing of your personal data based on the above-mentioned purposes and legal bases. We will cease processing your data for these purposes unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or if your data is necessary for establishing, pursuing, or defending legal claims.

You have the right to object at any time to the processing of your data for direct marketing purposes. If you exercise this right, we will cease processing your data for this purpose.

IV. Data Retention Period

Due to the statutory limitation period for tax obligations and the period of retention of tax records, we will store your personal data for 6 years and 6 months after obtaining it.

V. Data Recipients

Your personal data may be transferred to entities we cooperate with in connection with the processes we carry out, including those with whom we have data processing agreements (e.g., accounting offices, IT service providers) or who are contractually obliged to comply with data protection regulations.

VI. Rights of Data Subjects

Under GDPR, you have the right to:

  • Access your data and obtain a copy of it;
  • Rectify (correct) your data;
  • Delete your data, restrict processing, or object to processing;
  • Data portability;
  • Lodge a complaint with a supervisory authority.

VII. Voluntariness of Data Provision

Providing data is:

  • Necessary for carrying out activities, fulfilling contractual obligations, and statutory duties mentioned in points II.1 – II.6;
  • Voluntary for purposes mentioned in II.7, as well as for providing data for marketing purposes or establishing cooperation/contact.

VIII. Consent and Right to Withdraw Consent

You have the right to withdraw your consent to the processing of your personal data at any time. The withdrawal of consent does not affect the lawfulness of processing carried out based on consent before its withdrawal.

Furthermore, withdrawing consent does not apply to situations where we are fulfilling legal obligations or may result in the inability to fulfill contractual obligations.