Legalisation Point by OTTO Work Force

Privacy Policy

PRIVACY POLICY

This Privacy Policy sets out the rules governing the processing of personal data of users of the Legalization Point website, as well as the rules governing the use of cookies and other technologies employed on the Website.

In accordance with 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, hereinafter also referred to as ‘GDPR’), we hereby inform you that:


Data Controller

The data controller is OTTO Work Force Services Sp. z o.o., with its registered office at ul. Szwedzka 5, Bielany Wrocławskie, 55-040 Kobierzyce

You can contact the data controller via:

  • telephone number: +48 690 193 730
  • e-mail adress: contact@legalization-point.eu
  • by post: ul. Szwedzka 5, Bielany Wrocławskie, 55-040 Kobierzyce.

We have appointed a Data Protection Officer, who can be contacted via:

 
 I. Data protection principles.

OTTO will comply with data protection regulations, which means that your data will be:

  • processed lawfully, fairly and in a transparent manner
  • collected only for legitimate purposes which OTTO has clearly explained to you
    and not used in a way that is incompatible with those purposes
  • relevant to the purposes OTTO has informed you of and limited solely to those purposes
  • accurate and kept up to date
  • retained only for as long as is necessary for the purposes OTTO has informed you of
  • stored securely.

OTTO implements appropriate technical and organisational measures to ensure the security of the personal data it processes.

 II. Scope of application

This Privacy Policy applies to your personal data, which we process when:

  • you use our website;
  • you submit enquiries via the contact form;
  •  you contact us by email, telephone or other available communication channels
  • you use our services relating to the legalisation of residence and employment of foreign nationals;
  • you enter into a contract with us or use services provided under a contract;
  • you use our website, which utilises cookies and other technologies necessary for its proper functioning.

III. Purpose and legal basis for data processing

Purpose of processing

Legal basis

Placing an order, concluding and performing a contract for the provision of services relating to the legalisation of the residence and employment of foreign nationals, including data verification, preparation of documentation, communication with the client and the provision of the services ordered
  • Article 6(1)(b) of the GDPR – processing is necessary for taking steps prior to entering into a contract and for the performance of a contract

Handling the right to withdraw from a contract, returns, the processing of complaints, and the fulfilment of customers’ rights under applicable legislation
  • Article 6(1)(b) of the GDPR and Article 6(1)(c) of the GDPR – performance of a contract and compliance with the legal obligations incumbent on the Controller

Maintaining tax and accounting records, issuing and storing invoices, and fulfilling obligations arising from tax and accounting regulations
  • Article 6(1)(c) of the GDPR – compliance with a legal obligation to which the Controller is subject

Handling enquiries received via the contact form, email, telephone and other available communication channels
  • Article 6(1)(f) of the GDPR – the Controller’s legitimate interest in handling enquiries and conducting correspondence

Providing information about services, communicating regarding the fulfilment of orders, and providing customer support
  • Article 6(1)(b) of the GDPR (taking steps prior to entering into a contract)

Identifying, investigating or defending against claims relating to the business activities carried out and the services provided, handling administrative matters and coordinating proceedings
  • Article 6(1)(f) of the GDPR – the Controller’s legitimate interest in protecting its rights and interests
Ensuring the security of the website, detecting abuse, and carrying out analyses and compiling statistics on website usage Article 6(1)(f) of the GDPR – the Controller’s legitimate interest in ensuring the security and development of the website

The processing of optional data provided voluntarily by the Customer, which is not necessary for the performance of the Contract

Article 6(1)(a) of the GDPR.


 IV. Obligation to provide data

In many cases, the provision of your personal data is voluntary; however, certain data is necessary for us to respond to your enquiry, conclude
and perform a contract, and provide services relating to the legalisation of the residence and employment of foreign nationals.

The scope of personal data required to provide the service is determined by the applicable legal provisions concerning the legalisation of the residence and employment of foreign nationals
in the Republic of Poland, in particular the provisions governing the residence and employment of foreign nationals and the implementing regulations issued on the basis thereof.

Failure to provide the data required by law or necessary for the provision of the service may prevent the residence or work authorisation process from being carried out, the conclusion of a contract, or the provision of the service.

Providing the data marked as mandatory in the forms available on the Website is necessary to respond to your enquiry, conclude a contract or provide the service.

V.  Recipients of the data

At OTTO, we respect your privacy and do not sell your personal data.

Your personal data may only be disclosed to the extent necessary to fulfil the purposes set out in this Privacy Policy, in particular:

  • other companies within the OTTO Group – where this is necessary for the provision of services, the conduct of business or the provision of administrative and organisational support;
  • the payment operator PayU S.A. and other entities handling payments – where this is necessary for the processing of payments;
  • entities providing us with IT, hosting, email, website management and other services supporting our operations;
  • entities providing accounting, legal, consultancy or audit services;
  • postal operators and courier companies – where this arises from the nature of the service provided;
  • relevant public authorities, in particular provincial governors, provincial offices, district and provincial labour offices, the Border Guard, government administrative bodies, tax authorities, the Social Insurance Institution and other entities involved in the process of legalising the residence and employment of foreign nationals – to the extent necessary to perform the service and to submit documents or applications on behalf of the Client;
  • public administration bodies, courts, law enforcement agencies and other entities authorised to receive data under the provisions of law;
  • entities involved in the provision of services relating to legalisation, as required by applicable law or the nature of the service provided.

Where we use the services of data processors acting on our behalf, we entrust them with your data on the basis of appropriate contracts ensuring that the processing complies with data protection legislation.

As a general rule, your personal data is processed within the European Economic Area (EEA). As the Controller uses services provided by Microsoft Corporation as part of the Microsoft 365 environment,
in exceptional cases, personal data may be transferred outside the EEA,
in particular to the United States.

Where data is transferred outside the EEA, the Controller ensures an adequate level of protection of personal data as required by the GDPR, in particular by applying European Commission decisions recognising an adequate level of protection, standard contractual clauses approved by the European Commission, or other appropriate safeguards provided for in the GDPR.


VI. Retention period

We do not retain your personal data for longer than is necessary to fulfil the purposes set out in this Privacy Policy or as required by applicable law.

In particular, your personal data will be retained:

  • for the period necessary to conclude and perform a contract for the provision of services relating to the legalisation of foreign nationals’ residence and employment, and subsequently until the expiry of the limitation periods for claims;
  • for a period of 12 months from the end of correspondence – in the case of data processed in connection with the contact form or other enquiries;
  • for the period required by law, in particular tax
    and accounting regulations, i.e. as a general rule for 5 years from the end of the tax year;
  •  for the period necessary to establish, pursue or defend claims, but no longer than until the expiry of the limitation periods provided for by applicable law;
  • until consent is withdrawn or a valid objection is lodged – in the case of data processed on the basis of consent or the Controller’s legitimate interest.

     
VII. Your rights under data protection legislation.

To the extent provided for by the data protection legislation in force in your location, you may have the right to:

  • to obtain information about the purposes and methods of processing your personal data,
  • to request access to your personal data (commonly known as a ‘data subject access request’). This allows you to receive a copy of the personal data that OTTO holds about you, and
  •  to request that your personal data be updated or corrected if it is incomplete or inaccurate.
  •  to object to the processing of your personal data on grounds relating to your particular situation, where OTTO relies on legitimate interests (its own or those of a third party). In some cases, we may demonstrate that we have compelling legitimate grounds for processing your data which override your rights and freedoms to
  • request the restriction of the processing of your personal data. This enables you to ask OTTO to restrict the processing of your Personal Data if one of the conditions set out in Article 18 of the GDPR applies,
  •  to receive the Personal Data concerning you and provided by you in a structured, commonly used and machine-readable format, as well as to transmit that Personal Data to another controller, in the cases and within the limits set out in Article 20 of the GDPR, where applicable,
  • to request the erasure of your Personal Data if one of the grounds set out in Article 17 of the GDPR applies,
  • to withdraw your consent to the processing of your Personal Data at any time,

If available, you may exercise these rights (as well as any other rights provided for under applicable data protection legislation) by sending an email to:

mojedane@ottoworkforce.pl

OTTO may ask you to provide specific information to verify your identity and ensure that you are entitled to access your Personal Data (or to exercise any of your other rights). This is a further appropriate security measure designed to ensure that Personal Data is not disclosed to anyone who is not entitled to receive it.

Notwithstanding any administrative or legal remedies, you also have the right to lodge a complaint with the relevant supervisory authority if you believe that the processing of your data infringes data protection regulations.

You also have the right to lodge a complaint with the President of the Personal Data Protection Office if you consider that the processing of your personal data infringes the provisions of the GDPR.


VIII. Automated decision-making and profiling

Personal data is not subject to automated decision-making, including profiling, which produces legal effects concerning data subjects.

This website uses cookies, which are small text files stored on the User’s device whilst they are using the website. Cookies enable the website to function properly, enhance the user experience and allow the User to make use of its features.

The website uses only cookies that are essential for the website to function properly and functional cookies. Cookies other than those that are essential are used only after the User has given their consent via the cookie banner, if such consent is required under applicable legislation.

Essential cookies


Essential cookies are required for the Website to function properly and cannot be disabled via the cookie settings.
In particular, the Website uses the following cookies:

WooCommerce

  • woocommerce_cart_hash – enables the Website to check whether the contents of the shopping basket have changed,
  •  woocommerce_items_in_cart – stores the number of products in the shopping basket,
  • wp_woocommerce_session_* – stores information about the contents of the shopping basket during the current ses

Data stored by WooCommerce is deleted at the end of the session or when the browser is closed.

WPML

  • _icl_current_language – stores the language version of the Website selected by the User (e.g. Polish, English or Ukrainian).

Cookie Compliance

  •  cookie-script_* – stores the User’s choice regarding cookie settings, so that the cookie banner is not displayed on every visit.
    Functional cookies

The Website also uses functional cookies to improve the user experience when using selected website features.

Bookly PRO

  • bookly_* – temporarily stores data entered by the User when completing the consultation booking form. The data stored in these cookies is deleted at the end of the session or when the browser is closed.

Managing cookies

You may manage your cookie settings at any time, including changing or withdrawing your previously given consent to the use of cookies that are not required for the Website to function properly, by using the cookie settings panel accessible via the widget on the website.

Notwithstanding the above, you may also manage cookies via your web browser settings. However, restricting the use of certain cookies may affect the proper functioning of selected features of the Website.
Detailed information regarding the cookies used, including their names, providers, categories, purpose and retention period, is available in the cookie settings panel accessed via the widget available on every subpage of the Website.


X. Security of shared data

We would like to assure you that we handle your data with due care and in accordance with our obligations under the applicable data protection legislation.

We make every effort to protect our website from unauthorised access by third parties and monitor our methods of collecting, storing and processing information.

XI. Contact

Any questions, comments or requests regarding this Privacy Policy are welcome and should be sent to the following email address: contact@legalization-point.eu, pisemnie: OTTO Work Force Services  Sp. z o.o. ul. Szwedzka 5, Bielany Wrocławskie, 55-040 Kobierzyce.

XII. Changes to this Privacy Policy

We reserve the right to make changes to this privacy policy at any time by posting a notice on this page. We recommend that you check this page frequently and refer to the date of the last update shown above.