Privacy and cookie policy in CliniNote

Valid from 2022-06-29

1. Who we are. How we collect your personal data.

CliniNote Spółka z ograniczoną odpowiedzialnością Sp. k. with its seat  in Warsaw,  Mełgiewska 7-9 /122 Street (20-952) Lublin is the controller of your personal data (hereinafter “Controller”)

The Controller has appointed a Data Protection Officer who can be contacted via e-mail: iod@clininote.pl

We may collect and process your personal data when we interact with you. Personal data includes any information by which we can identify you as a specific person, such as your name, email address or telephone number, but also any other information related to you.

We are committed to safeguarding the privacy of your personal data. We will use your personal data in compliance with all applicable laws and regulations relating to data protection and privacy, including 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” or “GDPR”).

II. What are the purposes and grounds for our processing of personal data?

This Policy is addressed to website users, current or prospective customers and their representatives or contacts.

We may process your personal data for the following purposes:

1. If you have entered into a contract with us or have ordered any product from us, we will process your personal data in order to perform the contract/order, with point (b) of Article 6(1) of the GDPR being the legal basis for processing.
2. To comply with legal obligations to which the Controller is subject, with the legal basis for processing being point (c) of Article 6(1) of the GDPR read together with the Accounting Act and the Civil Code, in the following cases:
   a) issuing and storing invoices and accounting documents;
   b) responding to complaints within the time and in the form prescribed by law.
3. To pursue the legitimate interests of the Controller (point (f) of Article 6(1) of the GDPR), such as:
   a) responding to your enquiry or contact;

b) marketing of our own products and services,

c) ensuring contact and performance of the contract, verification of authority to make statements of intent on behalf of the contracting party,
d)  analytics and Customer satisfaction analysis (tailoring our services to your needs, improving our services based on your comments, improving service processes, etc.);
e) archiving (evidentiary) purposes in pursuit of our legitimate interest in safeguarding information to demonstrate proper functioning, if necessary;
f) the potential establishment, exercise or defence of legal claims;

The provision of your personal data is voluntary, but may be necessary in order to pursue the aforementioned purposes or may arise from a legal obligation.

III. What types of data can we process?

We may collect and process different personal data depending on the functionalities you use. If you wish to contact us, we will process your identification data such as your name, email address or telephone number, and also other data you may provide using our contact form.

If you are our Customer, we mainly process your identification data, financial data and contact data. If you are a Customer representative or a named contact, we process only your contact and identification data.

IV. Your right to object

1. You are entitled to object at any time to the processing of your personal data on the basis of legitimate interest. In such case, we will cease to process your data for these purposes, unless there are legitimate grounds that prevent the cessation of processing or the processing may be necessary for the potential establishment, exercise or defence of legal claims.
2. You are entitled to object at any time to the processing of your personal data for direct marketing purposes.

V. How long do we keep your personal data for?

1. Your data will be processed for the period of limitation of claims, established under special legislation.
2. We may process your personal data for direct marketing of our products and services until you object to its processing for this purpose or until the Controller determines that the data is obsolete.
3. Data processed on the basis of a legal obligation will be retained for the period specified by specific legislation.

VI. Data recipients

Subject to all security guarantees, your personal data may be disclosed to persons authorised by the Controller, public authorities and entities performing public administration services or entities acting on behalf of public authorities, to the extent and for the purposes specified in the law; to suppliers of technical and organisational (in particular suppliers of ICT services), and to other entities processing such data on our behalf (consulting, accounting services).

VII. Rights of data subjects

In accordance with the GDPR, you have the following rights:

a) the right to access and obtain a copy of your personal data;

b) the right to have your personal data rectified (corrected);

c) the right to have your personal data erased or to request restriction of processing;

d) the right to object to processing;

e) the right to data portability;

f) the right to lodge a complaint with a supervisory authority (President of the Personal Data Protection Office).

VIII. Information on data transfers outside of the EEA and automated decision-making

1. We do not transfer or plan to transfer your data outside of the European Economic Area. However, should this occur in the future, the processing will be carried out using one of the tools indicated in Chapter V of the RODO, including but not limited to  standard contractual clauses approved by the European Commission to ensure an adequate level of data protection required by law.
2. Your data is not subject to automated decision-making, Twoje dane mogą podlegać profilowaniu przez Spółę do celów statystycznych, biznesowych lub analitycznych.

IX. Security of your personal data

We are committed to ensuring that your privacy is protected, since the security of your privacy, including your personal data, is a priority to us. We take every precaution to ensure that personal data provided by website users is protected from loss, destruction, disclosure, unauthorised access or misuse.

X. Cookies

1. In common with others, we use cookies on our website. We use them to improve site operation, conduct analysis and appropriately tailor advertising displayed on this website and on other sites.
2. You can manage cookies through your browser settings, which you can change, restrict or block at any time.
3. Cookies are small text files stored on your computer or other device by websites you visit. We use cookies on our website to make it easier to use, to develop our website content and functionality to better serve your needs, and to obtain analytical information on how you use it, thus keeping it as up-to-date, relevant and error-free as possible. We also use cookies to ensure that advertisements displayed reflect your interests. For general information on cookies, please visit: www.allaboutcookies.org and www.youronlinechoices.eu. 
4. Please note that restricting or blocking the use of cookies on our website may affect its functionality or operation and may prevent you from using specific services.

XI. Cookies used by us include:

1. Strictly necessary cookies

Necessary to use our website’s features and services and ensuring its safety.

If you block these cookies, we cannot guarantee access to the associated services, nor guarantee website performance during your visit.

• Functional cookies

Functional cookies allow our website to remember your choices, such as language preferences, and any customizations you make to website pages during your visit.

• Analytical cookies

These help us understand how you use our website. For example, they collect information about which pages on our website you select most frequently, which features you use and which sites you had visited previously. We use this information to improve our website and provide a better user experience.

Analytic cookies are also used to support website layout and functionality testing.