VTS GROUP PRIVACY POLICY
By
using the website www.vtsgroup.com and the services offered by VTS Group companies, you
entrust us with your personal data. We want you to know why and how we process
it, what your rights are and how we ensure its security.
In
this policy, we explain:
- Who the controller of your data is,
- What data we collect and for what purpose,
- On what legal basis we process data,
- How long we store it,
- How you can exercise your rights.
Protecting
your privacy is our priority, which is why we make every effort to ensure that
data processing complies with applicable regulations, including the GDPR. If
you have any questions, you will find our contact details and the details of
the Data Protection Officer at the end of this document.
Personal
data is any information about you that allows you to be identified, either
directly (e.g. name, surname, e-mail address) or indirectly (e.g. information
about your activity on the website or in the application). A full list of the
data processed can be found in section 4.
GDPR
is Regulation (EU) 2016/679 of the European Parliament and of the Council of 27
April 2016, which regulates the rules for the protection of personal data in
the EU. GDPR imposes specific obligations on us in relation to the processing
of your data and guarantees the exercise of your rights. You can find more
information about your rights in Chapter 11.
Websites
include, among others, the website available at https://vtsgroup.com/ and all other platforms and tools offered by VTS Group companies through
which we provide our services and collect user orders.
1.4. mHMI application
A
web and mobile application that allows remote control of VTS smart devices. It
allows you to manage connected devices, including controlling their operation,
modifying automation settings and monitoring technical parameters. Full
information about the data collected and how it is used can be found in the
Appendix in Part A.
A
web application for selecting ventilation and air conditioning units, certified
by Eurovent. It allows you to create designs by integrating with CAD and REVIT
tools as well as CRP, ERP and WMA systems. The application is available from
any device with a web browser at https://vtsgroup.com/pl/climacad. For more detailed information on the functionalities of ClimaCAD
OnLine 4, please refer to the Appendix in Part A.
Online
Shops are available at the following addresses:
§ https://eshop.vtsgroup.com/ - sales are conducted by VTS Plant sp. z o.o.; and
§ https://eshopahu.vtsgroup.com/ - sales are conducted by VTS sp. z o.o.
Through
the Online Shops, it is possible to purchase products offered by companies from
the VTS Group. More detailed information about the functionality of the shops can
be found in the Appendix in Part A.
The
website (http://www.homer-ventilation.com/) is used to obtain information about recuperators offered by VTS and to
contact the company via a dedicated contact and service form.
The
HOMER Connect mobile application allows you to connect and operate recuperators
via Bluetooth technology or a wireless local area network (WLAN). The
application allows you to control the operating modes of recuperators, view
operating parameters and access information on the operation of recuperators.
For
more detailed information on the processing of personal data, please refer to
the Appendix in Part A.
2.1. Depending on the type of service provided, the controller of your data
is the relevant company from the VTS Group ("Controller"). Detailed
information on this subject can be found in the Appendix to the Privacy Policy.
2.2. For users of the website https://vtsgroup.com/,
the Controller of personal data is VTS sp. z o.o. with its registered office in
Gdańsk.
2.3. For users placing orders via the website https://vtsgroup.com/, the Controller of personal data is VTS Polska sp. z o.o. with its
registered office in Warsaw.
2.4. For users of the mHMI and ClimaCAD OnLine 4 (CCOL4) applications, the Controller
of your personal data is VTS sp. z o.o. with its registered office in Gdańsk.
2.5. For users of the Online Shop available at https://eshop.vtsgroup.com/, the Controller of personal data is VTS Plant sp. z o.o. with its
registered office in Gdańsk.
2.6. For users of the Online Shop available at https://eshopahu.vtsgroup.com/, the Controller of personal data is VTS sp. z o.o. with its registered
office in Gdańsk.
2.7. For users of the website http://www.homer-ventilation.com/ and the HOMER Connect mobile application for recuperators, the personal
data controller is VTS Plant sp. z o.o.
We will use your data for various purposes, but only
when justified. By using our websites, applications, services, and shopping
platforms, you accept the purposes of processing your data, which we present
below:
§ Performance of a contract:
We process your data in order to conclude and perform a contract for the
provision of services (e.g. use of our Websites, Mobile Application, Web
Applications, website or mobile application related to Recuperators, or conclusion
of sales contracts in Online Shops). This allows you to use our solutions and
us to provide them in a proper and effective manner.
§ Legal obligations:
We fulfil our obligations under the law, including in the areas of
taxation, accounting and data security.
§ Access to services:
We process data to enable you to use the available functionalities of
our Websites, Applications, website or mobile application related to Recuperators
and Online Shops – including account registration, logging in, viewing content,
modifying settings and contacting us via forms, chat, e-mail or telephone.
§ Participation in promotions:
We provide you with the opportunity to participate in competitions,
lotteries and promotions organised by us.
§ Newsletter and communication:
We process your data so that you can receive our newsletter and other
marketing information, thanks to which you will be up to date with our offer, news
and promotions.
§ Contacting us:
We enable you to contact us directly through various channels, such as
forms, chat, e-mail, letter or telephone, which allows us to respond to your
enquiries and support you in using our services.
§ Service development:
We analyse your activity in order to continuously develop our services
and improve their quality and comfort of use of our Websites, Applications, webpage
or mobile application related to Recuperators and Online Shops.
§ Opinions and satisfaction surveys:
We want to know your opinion about our services and products – this may
mean contacting you with a request to participate in a satisfaction survey.
§ Security:
We process your data to ensure the security of our services and to protect our
rights and the rights of our customers.
§ Claims and defence:
In some cases, we use data to pursue our claims or defend ourselves
against claims, which is necessary to protect our legal and economic interests.
§ Marketing:
We
may use your data for marketing purposes – both our own and those of other
companies in the VTS Group and cooperating entities. Detailed rules for
processing in this regard can be found in the Appendix in Part A.
§ Social media activity:
We maintain our accounts on social media platforms in
accordance with the rules of the operators of these platforms. Through these
accounts, we inform you about our activities, events, products and services,
and build and maintain relationships with our community. We use data from
social media for communication (e.g. comments, messages) and to create activity
statistics, which is our legitimate interest.
Detailed information on the purposes, scope of
processing, legal basis and retention periods for your personal data is
described in the Appendix to the Privacy Policy. We will also provide
additional information on the processing of your data at the time of
collection.
We collect your personal data only to the extent
necessary, depending on the type of services we provide, the products we sell and
the information you voluntarily provide to us. The type of data collected may
vary depending on the context. The detailed scope, purposes,
legal bases and retention periods for each category of data are set out in the
Appendix to the Privacy Policy.
§ Contact and identification data:
Name
and surname, e-mail address, telephone number, postal address. In the case of
business services – additionally, company name, tax identification number,
statistical number and other identification data related to business activity.
§ Authentication data:
Passwords,
verification codes and other information securing access to your account.
§ Financial data:
Bank
account numbers, credit or debit card details necessary to process payments for
our services or products in Online Shops.
§ Data collected through registration, forms and surveys:
Information you provide when registering with our
systems, participating in programmes, competitions or events. This may include
identification data, contact details and information about your preferences and
interests.
§ Data provided when submitting enquiries:
The content of messages sent via contact forms, chat,
e-mail or other communication channels.
§ Data collected automatically:
When you use our Websites, Applications (mHMI,
ClimaCAD OnLine 4), website or mobile
application related to Recuperators and Online Shops, we automatically collect
technical data that helps us ensure the proper functioning of our solutions,
including:
o
IP address,
o
System log information and activity history,
o
Device and connection data, such as browser type and
version, time zone settings, geographical location (e.g. region, country code),
o
Information collected using cookies and other similar
technologies.
§ Data related to the performance of contracts:
In order to conclude and perform contracts for the
provision of services or sale of products, we process data necessary for:
o
User account management (e.g. registration date, location
data),
o
Executing transactions, delivering shipments and providing
services (e.g. identification data, payment information).
§ Data related to usage:
Behavioural
information, such as how you navigate our Websites, Applications, website or mobile
application related to Recuperators
or Online Shops, most frequently used features and purchasing preferences (e.g.
wish list, interests).
§ Technical data:
Device
and connection information, such as IP address, browser type and version,
geographical location (e.g. region, country code, time zone settings),
advertising identifiers, cookie or tracker data.
§ Audio and video data:
Audio
recordings, photos or images, if you share them when participating in our
events or contacting us (e.g. via chat or video conference).
§ Other data:
Any
additional information you provide to us through our Websites, Applications, website or mobile
application related to Recuperators, Online
Shops or other products and services (e.g. content of messages in contact
forms, comments in chat).
§ Data processed in Online Shops:
As part of the Online Shops, we process the personal
data of Buyers that is necessary to conclude and perform the Sales Agreement,
including:
o
First and last name,
o
E-mail address,
o
Contact telephone number,
o
Delivery address (street, house number, flat number,
postcode, town, country),
o
Address of residence or business/registered office (if
different from the delivery address).
o
For Buyers who are not consumers, we also process the
company name and tax identification number (VAT number). The scope of required
data is always indicated on the website of the Online Shop and in the Shop
Regulations.
§ Data processed in the mHMI Application:
When you use the mHMI Application, which is linked to
your account, we collect the following data:
o
Account
information:
Account name, e-mail address, country, company name, address,
NIP number, telephone number – data necessary to conclude a user agreement.
o
Location
information:
Device location data, such as region, country code,
city code, time zone and language settings.
o
Log
information:
IP address, system logs, activity history, and crash
information – data necessary for monitoring application performance and troubleshooting.
o
Authentication
data:
Password and verification code, necessary to secure
your account and access to the service.
o
Automation
and scene settings information:
Automation and scene name, conditions and list of
actions, effective time period setting, execution result notification setting,
and settings to enable or disable automation.
o
Feedback:
The content of your feedback, contact details, and
error logs that you provide to us when you give us your opinion or report
problems.
o
Device
information:
Data obtained from your device, necessary to display
device information in the application.
4.2. source of Data
Data may be collected directly from you when you
register with our systems, use our services or fill out forms. It may also be
supplemented with data from other sources, such as public records or data
obtained from third parties that provide analytical services.
§ Our services are intended only for adults who are 18 years of age or older.
We do not permit persons under the age of 18 to use our services.
§ VTS does not collect personal data from minors or send promotional
materials to persons in this category.
§ If we learn that a minor's data has been provided, we will take immediate
action to delete it.
§ If a parent or guardian has reason to believe that a minor's personal data
has been submitted without their consent, please contact us to ensure that this
data is deleted immediately.
We do not store your data for longer than is necessary
to fulfil the purposes for which it was collected, taking into account its
scope, nature and possible risk of harm.
The
storage period for your data depends on the purpose for which it was collected
and the legal basis for its processing. We take into account:
§
If the data is processed on the
basis of consent (e.g. for marketing purposes), it will be stored until consent
is withdrawn.
§
In the case of data processing for
the purpose of performing a contract, the data is stored for the duration of
the contract and for the limitation period of claims arising from it.
§
If the data is processed on the
basis of legal obligations, we will store it for as long as required by law.
§
When processing data on the basis
of a legitimate interest, the data will be stored for the duration of that
interest.
§
When
using the mHMI application, ClimaCAD OnLine 4 and Online Shops, data such as
account information, logs, authentication data, automation settings and
technical data will be stored until the user deletes their account. In the case
of processing temporary logs created during remote diagnostics related to
reported failures, the data will be deleted within 30 days at the latest.
§
After closing your account, your
data will be irrevocably deleted or anonymised, usually within 6 months at the
latest. During this period, the data may still be processed solely for the
purpose of fulfilling legal obligations or protecting our legitimate interests
(e.g. pursuing claims).
§
We will delete your data when it is
no longer necessary for the purposes for which it was collected.
§
Some categories of data may be
deleted earlier if they are no longer needed for a specific purpose, but
others, such as those related to legal obligations, may be stored for a longer
period.
§
If your data is processed for
marketing or advertising purposes, it will be stored until you withdraw your
consent or unsubscribe from advertisements (including commercial
communications), in accordance with the settings available in your account in
the Applications or Online Shops.
We only share your personal data with other
entities when it is necessary to provide our services, perform contracts,
comply with legal obligations, or when we have a legitimate interest. We use
appropriate safeguards to protect your data when it is transferred.
Your data may be shared internally within our
organisation to support the provision of services and improve the quality of
our solutions.
Your data may be transferred to other companies
within the VTS Group, including franchisees of VTS Group companies that support
us in the development of services, business analysis, security and customer
service. The transfer of data between entities within the VTS Group enables us
to provide the comprehensive services you use. We never transfer more data than
is necessary to achieve a specific, above-mentioned purpose, and each data
recipient undertakes to comply with the principles of this Policy and the GDPR.
In order to provide our services, we use
external entities that process your data in accordance with our instructions.
These may include:
§ IT service providers,
including hosting and IT infrastructure maintenance systems,
§ Entities providing
accounting and legal services, debt collection and factoring services,
§ Entities specialising in
maintenance and customer service, including shipping companies and contact
centres.
In order to improve our services and support our
marketing activities, we share selected data with analytics and marketing
service providers, such as Google Analytics and social media monitoring tools. More
detailed information on the marketing and analytics tools we use can be found
in the Appendix in Part A.
The legal basis for data processing by these tools depends on their
configuration:
1. Consent (Article 6(1)(a) of the GDPR) –
if the tool stores cookies on your device or uses similar tracking technologies
that enable identification or profiling. Consent is obtained by our cookie
banner; you can withdraw it at any time in your Privacy Settings.
2. Legitimate interest (Article 6(1)(f) of the GDPR) – we only use this when:
§ the data is immediately pseudonymised/anonymised
(e.g. shortened IP
address, no transfer of unique user IDs);
§ we use it exclusively in
the form of
statistical reports to evaluate website performance, errors or aggregated trends.
Data may be transferred to providers based
outside the EEA (e.g. Google). In such cases, we apply the measures required by
the GDPR (adequacy decisions, standard contractual clauses, additional
technical safeguards) – details in section 7.
This allows us to analyse how our Websites,
Applications, webpages and mobile applications relating to Recuperators and Online
Shops are used and to optimise our products and services.
In order to execute payment transactions, your
data is transferred to payment service providers or other entities handling
electronic and card payments. This entity becomes a separate controller of your
data and processes it only to the extent necessary to execute the payment and
to verify and identify the customer.
In cases provided for by law or in situations
where the competent authorities request the disclosure of data, we may disclose
selected information about you. We will do so in accordance with applicable law
and only to the extent necessary to comply with such a request.
When using Online Shops:
§ If you choose courier
delivery, your personal data (such as delivery address and contact details) may
be transferred to the selected carrier or intermediary handling deliveries on
behalf of the Controller.
§ If you use electronic or
card payment methods, your data necessary for the payment to be made is
transferred to the selected entity handling these payments.
Your data may also be transferred to the
following entities:
§ Business partners: Entities with whom we
cooperate, such as banks or other companies that enable faster and more
efficient payments and the execution of sales contracts. Such entities control
and manage personal data in accordance with the contract.
§ Industry, accreditation and
professional organisations: Data may be transferred to organisations that support access to our
services or monitor activities within industry programmes.
§ Entities involved in
corporate transactions: In the event of a merger, acquisition, sale or restructuring of the
company, your data may be transferred to entities involved in such
transactions.
§ Other recipients with your
consent: In
addition to the disclosures described above, your data may be shared with third
parties when you voluntarily consent or instruct us to do so.
In all cases, we ensure that the data provided
is used only for the purposes for which it was made available, and that access
to it is restricted to those entities necessary to perform specific tasks.
We
transfer your personal data outside the European Economic Area (EEA) only when
necessary to provide our services or when required by law, and always with an
adequate level of protection in accordance with GDPR requirements.
Your
personal data may be transferred to countries outside the EEA that the European Commission
has recognised as providing an adequate level of data protection. Where
countries to which personal data is transferred do not offer such a level of
protection, we apply additional safeguards, such as Standard Contractual
Clauses approved by the European Commission. In such cases, data is transferred
only to the extent necessary to achieve specific purposes.
When transferring data outside the EEA, we take
special precautions, including:
§ We minimise the scope of
data transferred outside the EEA.
§ We verify that service
providers based outside the EEA guarantee a high level of personal data
protection in accordance with EU regulations.
§ We use model contractual
clauses and other safeguards to ensure that your data is protected to the same
level as in the European Union.
In
situations where data transfer outside the EEA is necessary (e.g. for the
provision of payment, hosting or analytical services), your personal data is
only transferred to entities that process it in accordance with our
instructions and on the basis of contracts concluded in accordance with the
requirements of the GDPR.
We
transfer your personal data outside the EEA when using the following tools on
our websites:
- Google Tag Manager, Google Analytics, Google Merchant, Google Ads –
the provider of these tools (Google Ireland Limited, based in Ireland) transfers
personal data to other entities based outside the EEA:
-
Google UK Ltd based in the
United Kingdom, Google Israel Ltd. based in Israel, TMJ, Inc. based in Japan,
SCSK Serviceware Corporation based in Japan, K.K. Teledirect Japan based in
Japan, Jellyfish U.K. Limited based in the United Kingdom, Accenture Japan Ltd.
based in Japan – personal data is transferred to entities based on adequacy
decisions;
-
Google Peru S.R.L. in Peru,
Google Kenya Limited in Kenya, Google FZ LLC in the United Arab Emirates,
Google Colombia Limitada in Colombia, Google Brasil Internet Ltda. in Brazil,
Google Australia Pty Ltd. in Australia, Google Asia Pacific Pte. Ltd. in
Singapore, Google Argentina S.R.L. in Argentina, Google Infraestructura
Argentina S.R.L. in Argentina, GOC Services India Private Limited in India, GOC
Philippines, Inc. in the Philippines, TTEC Brasil Serviços Ltda. in Brazil,
TDCX (MY) Sdn. Bhd. in Malaysia, Regalix India Private Limited in India,
Regalix Inc. in the USA, Intelenet Global Services Private Limited in India,
HCL Technologies Limited in India, HCL (Brazil) Tecnologia da Informação Ltda
in Brazil, HCL America Inc. in the USA, GlobalLogic Technologies Limited in
India, GlobalLogic Inc. in the USA, EPAM Systems Inc. in the USA, Concentrix
Daksh Services India Private Limited in India, Concentrix Solutions Corporation
in the USA, Competence Call Centre İstanbul Çağrı Merkezi Hizmetleri Anonim
Şirketi in Turkey, Cognizant Technology Solutions Philippines, Inc. in the
Philippines, Cognizant Technology Solutions India Private Limited in India,
Cognizant Technology Solutions de Mexico S.A. de C.V. in Mexico, Cognizant
Technology Solutions de Argentina SRL in Argentina, Cognizant Serviços de
Tecnologia e Software do Brasil S/A in Brazil, Atento Argentina S.A. in
Argentina, Accenture Solutions Private Limited in India, Accenture LLP in the
USA, Accenture Inc. in the Philippines, Accenture Co. Ltd. in Taiwan – personal
data is transferred to entities based in the USA on the basis of standard
contractual clauses issued by the European Commission.
- Meta Pixel – the provider of this tool (Meta Platforms Limited based
in Ireland) transfers personal data to other entities based outside the
EEA:
-
Meta Platforms Inc., based in
the USA ─ personal data is transferred to an entity based in the USA listed
under the Data Privacy Framework programme based on the European Commission's adequacy
decision;
-
Andale Inc., Greater Kudu LLC,
Goldframe LLC, Meta Operations LLC, Morning Hornet LLC, Offprints LLC, Omanyte
LLC, Paile LLC, Raven Northbrook Services Limited, Scout Development LLC,
Siculus Inc., Sidecat LLC, Stadion LLC, Starbelt LLC, Woolhawk LLC, Vitesse
LLC, Winner LLC d/b/a Ernst LLC based in the USA ─ personal data is transferred
to entities based in the USA in accordance with standard contractual clauses issued
by the European Commission.
- LinkedIn Insight Tag – the provider of this tool (LinkedIn Ireland
Unlimited Company based in Ireland) transfers personal data to other
entities based outside the EEA. Personal data is transferred based on
adequacy decisions of the European Commission and standard contractual
clauses issued by the European Commission.
All information we receive about you is stored on appropriately secured
servers. We continuously assess the security level of our network and monitor
internal procedures to:
- protect your data from accidental or unauthorised loss, access or
disclosure,
- identify potential risks to the security of our systems,
- minimise threats through regular testing and risk assessment.
All
payment-related data is encrypted using SSL technology, which guarantees its
confidentiality during transmission.
In order to maintain and provide our services, we use external providers
who process personal data on our behalf. We only work with entities that:
§ guarantee a high level of
data protection in accordance with the provisions of the GDPR,
§ process data only to the
extent necessary to perform specific tasks,
§ operate on the basis of
data processing agreements that clearly define the obligations of both parties
and the security measures applied.
Our Websites, Web Applications and Mobile Applications may contain links to
third-party websites or applications. We have no control over the privacy
policies of these websites or applications; their providers are solely
responsible for their own regulations. We encourage you to review the privacy
policies of each website you visit.
As part of providing our services, we may contact you
by email and text messages. The purpose of these communications is to:
§ inform you about the status
of services,
§ provide information related
to the performance of contracts, including important communications regarding
the functioning of our Websites, Applications, website or mobile application
related to Recuperators and Online Shops.
Sending these messages is necessary for the proper functioning of our
services (e.g. information about changes to the terms and conditions, important
system updates, technical problems, etc.), so you cannot opt out of receiving
them.
From time to time, we may contact you to find out how you rate our services
and products. Such activities are undertaken sporadically and are aimed at
continuously improving our offer. You have the right to object to participating
in satisfaction surveys in accordance with the information contained in Chapter
11.
If you use the contact form or another communication channel (chat, e-mail,
telephone), we will use the data you provide to answer your questions, consider
your complaint or present an offer, depending on the purpose of your message.
We will use your e-mail address and telephone number,
as well as the mHMI Application on the device you use, to send you direct
marketing communications (e.g. e-mails, push notifications, text messages or
phone calls) to inform you about our products, promotions and news.
§ Marketing communications
are sent only on the basis of your consent, which you can give during registration
or through the settings in our Websites or Applications.
§ You may withdraw your
consent to marketing communications at any time by using the unsubscribe link
included in each email or through the consent management panel available in the
Applications. If you have any problems withdrawing your consent, please contact
us via the Contact Form.
We use
profiling to achieve our marketing and analytical goals and to optimise the
functioning of our services, including account management in Online Shops, Web
Applications, Mobile Applications, the website or
mobile application related to Recuperators, and other Websites. This means that through the
automatic processing of your personal data, we analyse selected information
about your activities, preferences and behaviour. This allows us to:
§ Better tailor content and
offers to your individual needs,
§ Forecast future activities
and adapt our services,
§ Improve our solutions by
enhancing the quality of our services.
The
results of profiling do not have any legal effect on you and do not
significantly affect your situation. You have the right to object to profiling,
especially for marketing purposes, in accordance with the information contained
in Chapter 11.
The GDPR guarantees you specific rights in relation to the processing of
your personal data. Below we present what rights you have and how you can
exercise them:
You have the right to check whether we process your personal data and, if
so, to receive a copy of it and information about the purposes of processing,
categories of data, recipients or categories of recipients, and storage
periods.
You have the right to request that incorrect, incomplete or outdated data
be corrected. In some cases, we may require verification of the new data you
provide to us.
You may ask us to restrict the processing of
your data, for example, when:
§ you contest its accuracy,
§ the processing is unlawful,
§ we no longer need your
data, but you need it to assert your claims or defend against claims,
§ you object to further
processing (in such situations, we will check whether we have overriding
grounds to continue).
You have the right to object to the processing of your data, especially
when the processing is based on our or third parties' legitimate interests,
including for marketing purposes. You may object at any time, which may result
in the cessation of further processing of your data for marketing purposes.
You have the right to request the erasure of
your personal data if:
§ it is no longer necessary
for the purposes for which it was collected,
§ you withdraw your consent
(if this is the only basis for processing),
§ you effectively object to
their processing,
§ it must be erased under the
law.
Please note that in some cases we have to continue processing the data in
order to comply with legal obligations.
You have the right to receive your personal data that you have provided to
us in a structured, commonly used, machine-readable format and to transfer it
to another controller if the processing is based on consent or in the
performance of a contract and the data is processed by automated means.
If the processing of your data is based on your consent, you have the right
to withdraw that consent at any time. Withdrawal of consent does not affect the
lawfulness of data processing that took place before withdrawal.
To exercise your rights, you can contact us in one of the following ways:
- Email: IOD@vtsgroup.com
- Telephone: +48 510 130 633
- Post: rue de L'Industrie 20, L-8399 Windhof, Luxembourg
- Contact form: available on our website
In addition, you can exercise your right to
object to the processing of marketing data by clicking on the unsubscribe link
in the emails sent to you or by changing the notification settings in your
account in the Applications or Online Shops.
The fulfilment of your rights is usually free of charge. We endeavour to
respond to requests within one month of receipt. If your request is
particularly complex or repetitive, the processing time may be extended, in
which case we will inform you in advance.
If you believe that we are violating the regulations regarding the
protection of your personal data, you have the right to lodge a complaint with
the competent supervisory authority. In matters related to data processing, you
can contact the President of the Personal Data Protection Office at ul. Stawki
2, 00-193 Warsaw.
For further information on the protection of your data or to exercise your
rights, please contact us:
- Contact form: available on our website.
- Email: IOD@vtsgroup.com
- Telephone: +48 510 130 633
- Postal address:
rue de L’Industrie 20,
L-8399 Windhof,
Luxembourg
If you have any questions about the processing of your personal data or
would like to exercise your rights, please contact us.
13.1. We may amend or update this Privacy Policy to reflect changes in the law
or our practices. Any changes will be posted on our website, on the Websites,
in the Web Applications, on the webpage or in the mobile application for Recuperators,
Online Shops and Mobile Applications. If you have provided us with your e-mail
address, we will also notify you of significant changes by e-mail. Such changes
to our Privacy Policy will take effect on the date specified in the
announcement or on the Website.
13.2. If you do not agree to the changes in the Privacy Policy, you have the
right to close your account in the Internet Applications, Online Shops or
Mobile Applications. You will find the option to close your account in your
account settings.
13.3. In matters not covered by this Policy, we apply the provisions of the
GDPR and other applicable laws.
APPENDIX TO
THE PRIVACY POLICY
The scope, purposes, legal basis and retention periods of your personal
data may vary depending on the type of services you use, the consents you have
given and the way you contact us. To help you understand how we use your data,
we have prepared the following appendix, which divides the information into
sections corresponding to the different relationships between you and us.
In each section, you will find detailed information about:
§ the categories of personal
data we process,
§ the purposes for which we
process this data,
§ the legal bases on which we
rely for processing,
§ data retention periods.
When you use specific services or participate in promotional campaigns,
detailed information about the processing of your data may also be included in
the terms and conditions of those services and campaigns.
In this appendix, we describe what categories of data we collect, for what
purposes they are used, and on what legal basis. We also specify the maximum
data retention periods for each purpose.
In some cases, when data is processed as part of the services provided, we
can distinguish between:
·
Part A – Provision of Services: This concerns data processed directly in
connection with the provision of services (e.g. account registration,
transaction processing, order handling).
·
Part B – Other Purposes: This includes the processing of data that is not directly related to the
provision of services, but results from legal obligations or our legitimate
interests (e.g. marketing purposes, analysis, profiling).
Data
retention period
For each processing purpose in this appendix, we specify the legal basis
and the maximum data retention period. After the specified period has expired,
your data will no longer be used for the specified purpose, but this does not
always mean that it will be deleted immediately. We store data for the longest
period required by applicable law – for example, even after you close your
account, data may be stored to enable you to exercise your rights or to comply
with legal obligations.
For a complete overview of how your data is processed, we encourage you to
read all sections of the appendix that relate to specific services or
promotional activities.
HERE THE
CONTROLLER IS: A) VTS SP. Z O.O.,
B) VTS POLSKA SP. Z O.O. OR C) VTS PLANT SP. Z O.O., DEPENDING ON THE SELECTED WEBSITE
We may collect information about your activity using
cookies and other web technologies, such as web beacons or "tracking
pixels". These tools are small text files that are stored on your end
device, such as a smartphone or laptop, when you use one of the Websites. Cookies
are used to:
- display content on the Websites correctly,
- analyse and improve the quality of our
services,
- reach you with tailored information
(remarketing),
- measure and monitor interactions with
advertisements placed on the Websites.
Some of the Websites offer the possibility to place
orders for products presented on the Websites. Orders can be placed using a
dedicated contact form, which should include the necessary information to
process the order. Orders can also be placed using the contact details provided
on the Website.
When placing orders in the manner described above, we
collect the information contained in the message sent in order to conclude a
sales contract and fulfil the order placed.
In the process related to your activity on the
Websites, we do not collect information that directly identifies you, such as
your name and e-mail address (unless you provide it to us yourself as part of
other functionalities on the Website). However, we may use:
- Device data – including device type and model,
operating system version, language settings, brand, browser version and
type, time zone, IP address;
- Website activity data – including information
about the pages from which you came to us, the time and order of visits to
individual sections of the Website, clicks on banners, interactions with
advertisements, and search results.
The Websites may use cookies of the following
categories: essential, functional, analytical and marketing:
a. essential cookies – technical files that are necessary
for the Websites to function properly;
b. functional cookies – files used to remember settings
that tailor the Websites to your preferences, including the selected language
of the Website and personalisation of functionality. Your consent is required
to use these files;
c. analytical cookies – files used to measure the
effectiveness of our marketing activities and improve the functioning of the
Websites (including, for example, analysing traffic on the Websites and its sources).
The collection of the above information through analytical cookies is intended
to display and tailor advertisements, personalise them, measure their
effectiveness and conduct marketing campaigns, including on external websites
or social networks;
d. marketing cookies – files used to profile
advertisements displayed on external websites according to your preferences, we
will then be able to use information about your behaviour on our website to
tailor advertisements.
Detailed information about cookies used within a given
category (including information about the name and purpose of a given cookie
and its expiry date) can be found in the cookie banner that appears during your
first visit to each of the Websites. You can display the cookie banner by
clicking on the dedicated icon in the lower left corner of the Website. Clicking
on this button will display the cookie banner, where you can expand the
descriptions of individual categories of cookies and express or withdraw your
consent to the installation of individual cookies.
In principle, the controller uses cookies placed on
the Websites to ensure the proper functioning of the website and the provision
of services. We also use functional, analytical and marketing cookies.
Cookies other than the essential ones, to the
installation of which you consent, may be used by our partners or service
providers (so-called third-party cookies), who use functional, analytical and
marketing cookies.
Controllers use various solutions and tools for
marketing and analytical purposes. Below are explanations and information about
the solutions used:
·
Google
Tag Manager – enables easy management of tags and scripts on the website
without interfering with the code. Controllers use it to efficiently implement
analytical and marketing tools;
·
Google
Analytics – used to monitor traffic, user behaviour and website performance. Controllers
use it to make data-driven decisions and optimise the user experience.
·
Google
Merchant – this tool allows you to upload your product catalogue to Google so
that it is visible in shopping results. Controllers use it to integrate shops
with product campaigns and increase sales.
·
Google
Ads – a platform for creating advertising campaigns on Google's search engine
and advertising network. Controllers use it to attract traffic and customers
through paid advertising.
·
Meta
Pixel – a tool that allows you to monitor user activity on the website after
viewing ads on Facebook and Instagram. Controllers use it for optimising
campaigns and remarketing.
·
Linkedin
Insight Tag – a monitoring tool that collects data about users visiting the
site from LinkedIn. Controllers use it for analytics, conversion measurement
and ad targeting.
When you visit one of the Websites, we will ask you
what cookies, apart from the necessary ones, we can place on your device – you
can give your consent to the installation of cookies via the cookie banner used
to manage your consents. If only cookies necessary for the proper functioning
of the Website are used on a given Website, you will only be informed of this
fact without the need to give separate consent.
Depending on the settings of your device and web
browser, you can restrict or disable the storage of cookies at any time.
However, this may affect some of the Website's functionality.
The use of functional, analytical and marketing
cookies requires separate consent. Your consent is not required only in the
case of cookies necessary to provide access to the Website. Without the use of essential
cookies, it is not possible for the Controller to provide access to the Website.
You can give separate consent to the use of
functional, analytical and marketing cookies via the cookie banner used to
manage consent to the installation of cookies.
You can manage your consents, including withdrawing
them at any time, by calling up the cookie banner by clicking on the dedicated icon
available in the lower left corner of the Website. To withdraw your consent,
call up the cookie banner by clicking on the dedicated icon in the bottom left corner
of the Website, and then select the "refuse" button or uncheck the
consents given for the installation of individual cookies in the cookie banner.
You can also delete cookies from your browser settings
at any time. Information on how to do this from different browsers can be found
below:
·
Safari
If you choose to share your approximate location with
us (e.g. in your browser or device settings), we may use it to measure the
effectiveness of the advertisements displayed and tailor them to your needs
(e.g. by showing you content about products or services available in your
region).
We distinguish between cookies in terms of data
retention period according to the time they are stored on your device:
§
Session
cookies – remain on your device until you leave the Website or close your web browser;
§
Persistent
cookies – these are stored on your device for the period specified in the
parameters of a given cookie or until they are manually deleted.
Information about the type of cookie in terms of its retention
period (session or persistent) is always included in the cookie banners
available on the Websites.
We use the information collected using cookies and
similar technologies for various purposes. Below are the main categories of
these purposes, legal bases and retention periods:
|
PURPOSES OF PROCESSING |
LEGAL BASIS FOR PROCESSING |
DATA RETENTION PERIOD |
|
Provision of
electronic services (in terms of making content collected on
the Websites available to users) |
Necessity of
processing for the performance of a contract (Article 6(1)(b) of the GDPR) |
The data is
stored for the period necessary to provide the services. |
|
Enabling orders to be placed via the contact form and using the
contact details provided on the Website |
Necessity of processing for the conclusion and performance of a
contract (Article 6(1)(b) of the GDPR). Legal
obligation (Article 6(1)(c) of the GDPR). Legitimate
interest of the Controller (Article 6(1)(f) of the GDPR), consisting in the
need to forward the order to a company from the VTS Group handling a specific
order |
We store data for as long as necessary to conclude and perform the
sales contract (until the order is shipped and settled). After this period –
for the time necessary to fulfil legal obligations (e.g. tax obligations). Within the scope of legitimate interest, personal data will be
processed for the time necessary to achieve the purpose, no longer than until
the expiry of the limitation period for claims or until an effective
objection is lodged. |
|
Tailoring of
own and partner advertisements on the Websites, remarketing |
User consent
(Article 6(1)(a) of the GDPR) to the use of cookies and other technologies |
We store data
until the expiry of the individual cookies described in the cookie banner or
until you delete them from your device yourself. |
|
Analysis of
user activity on the Websites for purposes other than advertising |
User consent
(Article 6(1)(a) of the GDPR) to the use of cookies and other technologies |
|
|
Establishing,
pursuing or defending against claims |
The legitimate
interest of the Controller (Article 6(1)(f) of the GDPR), consisting in
pursuing or defending against claims |
For the time
necessary to achieve the purpose, no longer than until the expiry of the
limitation period for claims or until the expiry of the time limit for
lodging an effective objection |
mHMI APPLICATION
THE CONTROLLER OF THIS
PROCESS IS VTS SP. Z O.O.
The mHMI application enables remote control and monitoring
of VTS smart devices (e.g. ventilation and air conditioning units) connected to
the VTS Cloud. When using mHMI, we may process your personal data to the extent
necessary for the proper functioning of the Application, to provide access to
remote control functions, to provide technical support, and, with your consent, for marketing purposes.
The mHMI Pro application can be
used after purchasing an activation code in the Online Shop. In order to give
you access to the Pro version of this application, we need to pair your
purchase in the Online Shop with the mHMI application. This is possible thanks
to the mutual transfer of your personal data related to the purchase between
this application and the Online Shop. This means that information about your
purchase will be shared between VTS sp. z o.o. and VTS Plant sp. z o.o.
Depending on which functions of the mHMI Application
you use and what information you provide to us, we collect, among other things:
- Account information – such as your email
address, first name, last name, telephone number, company name, address, country,
tax identification number, which enable you to register and authenticate
in the Application and create an individual profile.
- Login details – e.g. the password that protects access to
your account.
- Log data – including activity in the Application,
e.g. changes made to device settings, failure logging, activity history.
- Device information – including technical and
operational parameters of controlled devices (e.g. operating mode,
schedules, automation and configuration parameters), location, energy
consumption data, alarms and device activity history.
- Marketing information – including data about
your end device (e.g. phone model, operating system version, system
language) to the extent necessary to display personalised marketing
messages, provided you have given your separate consent.
- Third-party data (SDK) – the Application uses
third-party tools (Software Development Kits), e.g. for translation or
performance analysis. They may collect technical data (e.g. device brand,
operating system type), location settings (country/region) or network
connection status (Wi-Fi/mobile), which is used to ensure the proper
functioning of selected Application features.
Providing data in the mHMI Application is generally
voluntary, but some information (e.g. email address, password) is necessary to
create and maintain an account in the Application. Failure to provide this
information will prevent you from using the mHMI Application. If you do not
consent to certain forms of data processing (e.g. marketing functions), this
may limit the availability of some additional features, but will not affect the
basic functioning of the mHMI Application.
- We store your account data (e.g. email
address, first name, surname) for as long as your account in the mHMI Application
exists. Once your account is deleted, the data is permanently deleted or
anonymised.
- Device information and activity logs are
stored in the mHMI Application until the account is deleted or the device
is reset.
- Marketing data, collected on the basis of
your consent, is stored until you withdraw your consent or until you
deactivate the marketing functions in the mHMI Application settings.
|
PURPOSES OF PROCESSING |
LEGAL BASIS FOR PROCESSING |
DATA RETENTION PERIOD |
|
Provision of services related to the creation and
maintenance of an account in the mHMI Application (remote
control of devices, registration and maintenance of an account, proper
functioning of mHMI, contact with users regarding the operation of the mHMI Application) |
Necessity of processing for the performance of a contract (Article
6(1)(b) of the GDPR), in the scope of data provided optionally (not
mandatory), the legal basis for processing is consent (Article 6(1)(a) of the
GDPR) |
The data is stored for the period necessary to provide the services.
It is deleted at the latest when the account in the mHMI Application is
deleted or the device is reset. |
|
After-sales service and technical support (contact in case of errors, complaints, faults) |
Necessary for the performance of a contract (Article
6(1)(b) of the GDPR); legitimate interest of the Controller (Article 6(1)(f)
of the GDPR) consisting in conducting failure analyses |
The data is stored for the period necessary to
provide support. Upon termination of use of the Application, the data is
permanently deleted or anonymised, unless there is another legal basis for
further storage (e.g. legal provisions). With regard to personal data
processed on the basis of a legitimate interest, the data is stored for the
time necessary to achieve the purpose, but no longer than until the expiry of
the limitation period for claims or until an effective objection is lodged. |
|
Analysis and improvement of the mHMI Application
(including collecting information about errors, performance, use of external
tools – SDK) |
The legitimate interest of the Controller (Article
6(1)(f) of the GDPR) consisting in ensuring the continuity and development of
services |
The data is stored for the time necessary for analysis and improvement
or until an effective objection is lodged. After the analysis is completed,
the data is anonymised or deleted if there is no other basis for processing
(e.g. billing purposes or legal provisions). |
|
Analysis of user activity in the mHMI Application |
The legitimate interest of the Controller (Article 6(1)(f) of the
GDPR), consisting in analysing user activity and preferences in order to improve
the functionalities used and the services provided |
Until your account is closed, but no longer than until you effectively
object |
|
Establishing, pursuing or
defending against claims |
The legitimate interest of the Controller (Article 6(1)(f) of the
GDPR), consisting in pursuing or defending against claims |
For the time necessary to achieve the purpose, no longer than until
the claims become time-barred or until an effective objection is lodged |
THE CONTROLLER OF THIS PROCESS IS: A) VTS sp. z o.o. OR
B) VTS PLANT SP. Z O.O., DEPENDING ON THE ONLINE SHOP SELECTED
The following rules apply to purchases made through Online Shops available at
the following addresses: a) https://eshop.vtsgroup.com/ and b) https://eshopahu.vtsgroup.com/. Online
Shops may offer both a standard purchasing process and additional
functionalities that facilitate payments and speed up transactions.
1.1. Data necessary for registration and account
management
§
In order to use certain
features of Online Shops (e.g. remembering your purchase history, tracking
shipments or easier reordering), it may be necessary to create an account.
§
For this purpose, we may ask
you to provide basic identification data (e.g. name and surname, e-mail
address, telephone number), and in the case of company purchases – also the
company name and tax identification number.
§
Providing this data is
voluntary, but necessary for the proper use of the account (conclusion and
performance of a contract for the provision of electronic services).
1.2. Data related to orders and the performance of
the Sales Agreement
§
When placing an order, we will
ask you for the data necessary to process it, including the delivery address
(street, house number, postcode, town), contact telephone number, e-mail
address (for sending notifications).
§
This data is necessary for the
conclusion and performance of the Sales Agreement, enabling, among other
things, the issuance of an invoice (if required), payment processing and
delivery of goods.
1.3. Additional services in Online Shops
§
If our Online Shops offer a
loyalty programme or other additional features (e.g. discounts, points), we may
additionally process your data related to your activity within these services
(e.g. history of points collected, promotional codes used, rewards awarded).
§
In the case of special
promotions or lotteries organised by external entities, we may, at your
request, provide selected information necessary to confirm your eligibility for
a reward (e.g. account status, status of a participant in a given promotion).
2.1. Payment for orders
§
When making purchases, you can
choose one of the payment methods we offer (e.g. online transfer, payment card,
integrated payment system).
§
Depending on the payment
method you choose, we may ask you to provide additional information necessary
to process the transaction (e.g. credit/debit card details).
§
We pass this information on to
the payment service provider (e.g. a bank or financial institution operating
the electronic payment system). This entity processes the data as a separate
controller to the extent necessary to execute the transaction and verify the
payment.
2.2. Option to save card details
§
If our Online Shops offer a
"remember my card" option (to facilitate future payments), you may
voluntarily consent to saving your card details in your account.
§
In this case, we only store
the basic information needed to reuse the card, such as the cardholder's name,
card type, the last four digits of the number and the expiry date.
§
We do not store the CVV/CVC
code. Each transaction using a saved card will require additional confirmation
in accordance with the payment service provider's regulations (e.g. 3D-Secure
authentication).
2.3. Secure transmission and storage of payment data
§
We transfer your card details
to the payment service provider in an encrypted form, solely for the purpose of
processing the transaction.
§
You can withdraw your consent
to the storage of your card details at any time by deleting the saved card in
your account settings.
|
PURPOSES OF PROCESSING |
LEGAL BASIS FOR PROCESSING |
DATA RETENTION PERIOD |
|
Enabling purchases in the Online Shop (account
registration, placing an order, delivery) |
Necessity of processing for the performance of a contract (Article
6(1)(b) of the GDPR). Legal
obligation (Article 6(1)(c) of the GDPR) |
We store data for as long as necessary to perform the sales contract
(until the order is shipped and paid for). After this period, for the time
necessary to comply with legal obligations (e.g. tax obligations) or to
pursue claims. |
|
Payment processing (one-off payment,
transaction verification) |
Necessity of processing for the performance of the contract (Article
6(1)(b) of the GDPR). |
Until the transaction is completed or any claims related to it expire.
The payment service provider may store the data on its own, in accordance
with the law. |
|
Saving the card to facilitate future transactions |
User consent (Article 6(1)(a) of the GDPR). |
Until consent is withdrawn or the card is deleted from the User's
profile. Withdrawal of consent does not affect the lawfulness of processing
carried out before its withdrawal. |
|
Loyalty programme / additional features (if
available) |
- Necessary for the performance of a contract (Article 6(1)(b) of the
GDPR), if the loyalty programme is part of the Shop's offer. - User consent (Article 6(1)(a) of the GDPR)
in the case of selected, optional functionalities. |
We process data for the duration of
participation in the programme (e.g. until deregistration) and, if necessary,
for the period required by law (e.g. tax law). In the case of consent-based
data, until consent is withdrawn or the functionality is terminated. |
|
Establishing,
pursuing or defending against claims |
The legitimate
interest of the Controller (Article 6(1)(f) of the GDPR), consisting in the
pursuit of or defence against claims |
For the time
necessary to achieve the purpose, no longer than until the claims become
time-barred or until an effective objection is lodged |
We use cookies in our Online Shops – the provisions contained in "Part
A" of the Privacy Policy regarding cookies on Websites apply mutatis
mutandis to Online Shops.
Any additional rules
for data processing in VTS Online Shops, including applicable regulations and
retention periods, are described in the main part of the Privacy Policy and in
the Terms and Conditions of the respective Online Shop. We encourage you to
read them carefully before placing an order.
THE CONTROLLER OF THIS PROCESS IS: VTS PLANT SP. Z O.O.
The following rules apply to the processing of personal data in connection
with the use of the website (http://www.homer-ventilation.com/) and the HOMER
Connect mobile application, which concern recuperators.
Depending on which features of the website or mobile
application you use and what information you provide to us, we collect for
instance:
- Personal data provided in forms available
on the website – such as your email address, first name, surname, telephone number,
company name, address, country, tax identification number, property
details.
- Log data – including activity in the application,
e.g. changes made to device settings, failure logging, activity history.
- Device information – including technical and
operational parameters of controlled recuperators (e.g. operating
mode, schedules, automation and configuration parameters), location,
energy consumption data, alarms and device history.
- Marketing information – including data about
your end device (e.g. phone model, operating system version, system
language) to the extent necessary to display personalised marketing
messages, provided you have given your separate consent.
Providing data in the mobile application and on the
website is generally voluntary, but some information (e.g. contact details or
device information) is necessary to accept a request using the forms available
on the website or to launch the application's functionality. Failure to provide
this information will prevent you from using the forms and the application.
|
PURPOSES OF PROCESSING |
LEGAL BASIS FOR PROCESSING |
DATA RETENTION PERIOD |
|
Provision
of services related to the availability and operation of the mobile
application (remote control of devices, correct functioning of recuperators, contact
with users regarding the operation of the application) |
Necessity of
processing for the performance of a contract (Article 6(1)(b) of the GDPR) |
The data is
stored for the period necessary to provide the services. It is deleted at the
latest when the application is deleted or the device is reset. |
|
Provision of
services by electronic means (in terms of content
made available to users on the website, including contact and service forms) |
Necessity of
processing for the performance of a contract (Article 6(1)(b) of the GDPR); legitimate interest of the Controller (Article 6(1)(f) of the GDPR)
consisting in responding to a question raised |
The data is stored
for the period necessary to provide the services. In the case of personal data processed on the basis of a legitimate
interest – for the time necessary to achieve the purpose, no longer than
until the expiry of the limitation period for claims or until an effective
objection is lodged. |
|
Service and technical support (contact
in matters of errors, complaints, faults) |
Necessity for the performance of a contract (Article 6(1)(b) of the
GDPR); legitimate interest of the Controller (Article 6(1)(f) of the GDPR)
consisting in conducting failure analyses |
The data is stored for the period necessary to provide support. Upon
termination of use of the application, the data is permanently deleted or
anonymised, unless there is another legal basis for further storage (e.g.
legal provisions). With regard to personal data processed on the basis of a
legitimate interest, for the time necessary to achieve the purpose, no longer
than until the expiry of the limitation period for claims or until an
effective objection is lodged. |
|
Analysis
and improvement of the mobile application and website (including collecting information about errors and
performance) |
The legitimate interest of the Controller (Article 6(1)(f) of the
GDPR) consisting in ensuring the continuity and development of services |
The data is
stored for the time necessary for analysis and improvement or until an
effective objection is lodged. After the analysis is completed, the data is
anonymised or deleted if there is no other basis for processing (e.g. accounting
purposes or legal provisions). |
|
Analysis
of user activity in the mobile application and on the website |
The legitimate
interest of the Controller (Article 6(1)(f) of the GDPR), consisting in
analysing user activity and their preferences in order to improve the
functionalities used and the services provided |
Until the end of
the use of the services, no longer than until you express an effective
objection. |
|
Establishing,
pursuing or defending against claims |
The legitimate
interest of the Controller (Article 6(1)(f) of the GDPR), consisting in
pursuing or defending against claims |
For the time
necessary to achieve the purpose, no longer than until the claims become
time-barred or until an effective objection is raised. |
We use cookies on the website and in the mobile application related to
Recuperators – the provisions contained in "Part A" of the Privacy
Policy regarding cookies on the Websites apply mutatis mutandis to Recuperators.
Any additional rules for data processing on the website and in the mobile
application concerning Recuperators, including applicable regulations and
retention periods, are described in the main part of the Privacy Policy and in the
regulations of the website and mobile application. We encourage you to read
them carefully before using the services.
THE CONTROLLER OF THIS
PROCESS IS VTS SP. Z O.O.
The CCOL4
application enables the
selection of ventilation and air conditioning units certified by Eurovent. It
allows you to create designs by integrating with CAD and REVIT tools as well as
CRP, ERP and WMA systems. The application is available from any device with a
web browser at https://vtsgroup.com/pl/climacad.
Providing data in CCOL4 is generally voluntary, but
some information (e.g. email address, password) is necessary to create and
maintain an account in CCOL4. Failure to provide this information will prevent
you from using CCOL4.
- We store your account data (e.g. email
address, first name, surname) for as long as your CCOL4 account exists.
Once your account is deleted, your data is permanently deleted or
anonymised.
|
PURPOSES OF PROCESSING |
LEGAL BASIS FOR PROCESSING |
DATA RETENTION PERIOD |
|
Provision of services related to the creation and
maintenance of an account in CCOL4 (account registration and
maintenance, proper functioning of the application, generation of offers) |
Necessity of processing for the performance of a contract (Article
6(1)(b) of the GDPR); with regard to data provided on an optional
(non-mandatory) basis, the legal basis for processing is consent (Article
6(1)(a) of the GDPR). |
The data is stored for the period necessary to provide the services.
It is deleted at the latest when the account in the CCOL4 Application is
deleted. |
|
Establishing, pursuing or defending against claims |
The legitimate interest of the Controller (Article 6(1)(f) of the
GDPR), consisting in the pursuit of or defence against claims |
For the time necessary to achieve the purpose, no longer than until
the claims become time-barred or until an effective objection is lodged |
We may use cookies within the application – the provisions contained in
"Part A" of the Privacy Policy regarding cookies on Websites apply
mutatis mutandis to the application.
Any additional rules for data processing in the application, including
applicable regulations and retention periods, are described in the main part of
the Privacy Policy. We encourage you to read them carefully before using the
services.
THE CONTROLLER OF THIS PROCESS IS: A) VTS sp. z o.o., B) VTS POLSKA SP. Z O.O. OR C) VTS PLANT SP. Z O.O., DEPENDING ON THE
SELECTED WEBSITE OR ONLINE SHOP
As part of providing services and communicating with Users, we provide
various contact channels, such as online forms, chat, e-mail and telephone.
Below are the rules for processing your personal data in connection with handling requests, applications, complaints and other enquiries addressed to us.
We process the data you choose to provide us with (e.g. first name,
surname, e-mail address, telephone number, message content). We use this data to verify
the identity of the sender, respond to your enquiries and, at your request, provide you with a commercial
offer or information about our services.
During telephone conversations and in e-mail correspondence, we collect all
information that you voluntarily provide to our employees or representatives.
For some hotlines or service lines, calls may be recorded for evidence,
training or quality assurance purposes. If you do not consent to recording, you
may terminate the call or use another contact channel (e.g. chat, form, email).
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PURPOSES OF PROCESSING |
LEGAL BASIS FOR PROCESSING |
DATA RETENTION PERIOD |
|
Complaint handling |
- Necessity for the performance of a contract (Article 6(1)(b) of the
GDPR) in the case of requests concerning services or products. - Legal obligation (Article 6(1)(c) of the GDPR) to the extent that
the law requires the retention of documentation (e.g. consumer regulations). |
We store the data until the complaint has been resolved or for the
period specified in the regulations (e.g. limitation period for claims). |
|
Handling of data subject requests |
Legal obligation (Article 6(1)(c) of the GDPR) |
We store the data until the request is processed or longer if required
by generally applicable regulations (e.g. in the case of an ongoing dispute). |
|
Handling of other requests and notifications |
The legitimate interest of the Controller (Article 6(1)(f) of the
GDPR), consisting in responding to enquiries addressed to it concerning its
business activities; in the case of data provided on an optional basis, the
legal basis for processing is consent (Article 6(1)(a) of the GDPR). |
We store the data until the enquiry has been dealt with or for the
period necessary to secure any claims. If the processing is based on your
consent (e.g. additional information), we delete the data immediately after
you withdraw your consent. |
|
Recording of conversations (if
applicable in selected channels) |
- Legitimate interest (Article 6(1)(f) of the GDPR)
for the purpose of improving the quality of service, documenting findings or
securing evidence. |
We store recordings for the period necessary to achieve the purposes
for which they were collected (e.g. service quality analysis, complaint
handling), but no longer than the limitation period for any claims. |
THE CONTROLLER OF THIS PROCESS IS: A) VTS sp. z o.o. OR
B) VTS PLANT SP. Z O.O., DEPENDING ON THE SELECTED WEBSITE, APPLICATION
OR WEBSITE
As part of the continuous development and improvement
of services within the VTS Group, we conduct various types of analyses,
research and tests to ensure you have the best possible experience when using
our Websites, Applications (mHMI, ClimaCAD OnLine 4), webpage or mobile application for Online Shop Recuperators and
other available solutions. Below we describe how your data is processed in
connection with these activities:
§
We
may analyse data about your activity on our Websites, Applications, webpage or mobile
application related to Recuperators and
Online Shops (e.g. login frequency, activity history, preferred
functionalities).
§
We
obtain data from, among other sources, cookies, system logs, your transaction
history or completed surveys.
§
We
may also use contact details (e.g. e-mail address, telephone number) to
identify you more efficiently on different devices (computer, tablet,
smartphone) and tailor functionalities or content to your preferences.
§
From
time to time, we may ask you for your opinion on our products and services by
asking you to participate in surveys or short interviews.
§
Participation
in surveys is always voluntary, and we use the responses we receive solely to
improve our solutions and quality of service.
§
To
ensure the highest standards of service, we may use recordings of telephone
conversations and selected records of correspondence (e.g. from chat, e-mail)
during training and internal quality audits.
§
We
use appropriate security measures, such as pseudonymisation and encryption, to
protect your data from unauthorised access.
|
PURPOSES OF PROCESSING |
LEGAL BASIS |
DATA RETENTION PERIOD |
|
Analysis of user activity and development of new
functionalities (testing, research, improvements) |
Legitimate interest of the Controller (Article
6(1)(f) of the GDPR), consisting in the continuous development and
improvement of the services offered |
The data is processed for the duration of the
analyses or tests or until your account is deleted (if the data is linked to
your account), but no longer than until you effectively object. |
|
Personalisation of content and customisation of
functionality (e.g. by combining activity across multiple devices) |
The legitimate interest of the Controller (Article
6(1)(f) of the GDPR), consisting in adapting our solutions to the individual
preferences of users |
We store the data for the duration of your use of
our services or until you delete your account or express an effective
objection (if the processing is based on this interest). |
|
Customer satisfaction and opinion surveys |
The legitimate interest of the Controller (Article
6(1)(f) of the GDPR), consisting in improving the quality of services |
We delete data collected through surveys or
interviews after the end of a given research campaign, unless you object or
request that the data be deleted earlier. |
|
Use of recordings of conversations and
correspondence (training, quality verification) |
- Legitimate interest of the Controller (Article
6(1)(f) of the GDPR) consisting in improving the quality of customer service
and employee development. |
We store recordings and correspondence only for the period necessary to
achieve the above-mentioned purposes (e.g. training, internal quality
audits), and then we delete or anonymise them, unless there is another legal
basis for further processing (e.g. legal regulations). |
THE CONTROLLER OF THIS PROCESS IS: A) VTS sp. z o.o. OR
B) VTS PLANT SP. Z O.O., DEPENDING ON THE SELECTED WEBSITE, APPLICATION
OR WEBSITE
At the VTS Group, we strive to offer you services and products tailored to
your preferences. To this end, we may process your personal data for marketing
purposes in accordance with the provisions of the GDPR and other applicable
regulations. Below, we explain in which situations and on what basis we process
your data for marketing purposes.
§
We may use your e-mail
address, telephone number and information about your preferences (e.g.
industry, position, purchase history or interests) to send you commercial
information and offers that may be of interest to you.
§
If you use our Applications
(mHMI, ClimaCAD OnLine 4), website or mobile application related to Recuperators or Online Shops, we may analyse your activity (e.g. frequency of logins,
products viewed, device configurations) in order to tailor marketing
communications to your needs.
§
Email and text messages: We may send you offers, information about promotions, news and other
events related to our business. We send such messages only with your voluntary
consent.
§
Push notifications (if you have them enabled in the Application or Websites): these allow us
to send you short messages directly to your phone or browser.
§
Telephone calls: In certain situations (e.g. to present an individual offer, discuss the
details of cooperation), we may contact you by telephone, provided that you
have given your separate consent or there is another legal basis (e.g. contact
within the framework of an existing contract).
§
If you represent business
entities (e.g. you are a business owner or a contact person in a company), we
may use your contact details (e.g. business e-mail, office telephone number) to
establish or maintain business cooperation and to inform you about our
services.
§
If your data comes from
publicly available registers or has been provided to us by third parties, we
will endeavour to inform you of the source of the data and provide you with the
opportunity to object to further marketing communications.
§
We include an unsubscribe link
in every marketing email. Clicking on this link will stop us from sending you
such communications.
§
You can also manage your
marketing consents in your account settings in the Applications or Online Shops.
If you encounter any problems, please contact us via the Contact Form.
§
If you agree, we will send you
a newsletter with information about news, promotions and events organised by
the VTS Group.
§
You can withdraw this consent
at any time by clicking on the unsubscribe link included in each message sent
to you or by contacting us in any other way convenient for you.
|
PURPOSES OF PROCESSING |
LEGAL BASIS FOR PROCESSING |
DATA RETENTION PERIOD |
|
Sending proposals and recommendations regarding
services or goods (e.g. e-mail offers, text messages) |
- User consent (Article 6(1)(a) of the GDPR), if
marketing communication requires it (e.g. newsletter, SMS marketing). |
We store the data until the marketing consent is
withdrawn. |
|
Sending direct marketing communications (e-mails, push notifications, text messages, phone calls) |
- User consent (Article 6(1)(a) of the GDPR). |
We process the data until consent is withdrawn (if
required). |
|
Newsletter and commercial communication |
- User consent (Article 6(1)(a) of the GDPR) |
We process data until consent to the newsletter is
withdrawn. |
|
Establishing business relationships with business
entities |
- Legitimate interest of the Controller (Article
6(1)(f) of the GDPR), consisting in the promotion of VTS services and offers
among potential business partners |
We process data for as long as we maintain a
potential or ongoing business relationship, or until you effectively object. |
THE CONTROLLER OF THIS PROCESS IS: A) VTS sp. z o.o. OR
B) VTS PLANT SP. Z O.O., DEPENDING ON THE SELECTED WEBSITE, APPLICATION
OR WEBSITE
If companies from the VTS Group organise promotional campaigns, lotteries
or competitions, you can participate in them by providing your personal data.
We process it only to the extent necessary to properly conduct a given
promotional campaign or competition. Below we present the basic principles and
purposes of personal data processing in this area. Detailed information may
also be specified in the rules and regulations of a specific event.
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PURPOSES OF PROCESSING |
LEGAL BASIS FOR PROCESSING |
DATA RETENTION PERIOD |
|
Enabling participation in a competition or
promotional campaign (which is not a public promise) |
Necessity of processing for the performance of a
contract (Article 6(1)(b) of the GDPR) |
Until the end of the competition or promotional
campaign |
|
Enabling participation in a competition or
promotional campaign (which constitutes a public promise) |
Legitimate interest of the controller (Article
6(1)(f) of the GDPR) consisting in the performance of obligations arising
from the making of a public promise and the organisation of competitions or
similar promotional campaigns |
Until the end of the competition or promotional
campaign |
Please note that the rules of
individual competitions may specify more detailed rules for the processing of
your data (e.g. additional purposes or longer storage periods).
THE CONTROLLER OF THIS PROCESS IS: A) VTS sp. z o.o.,
B) VTS POLSKA SP. Z O.O. OR C) VTS PLANT SP. Z O.O., DEPENDING
ON THE SELECTED WEBSITE, APPLICATION OR WEBSITE
In certain situations (e.g. when providing paid services or paying and
booking competition prizes), we are required to process your data in accordance
with specific legal requirements. The scope and manner of processing is then
strictly defined by tax and accounting regulations or anti-money laundering
(AML) regulations.
|
PURPOSES OF
PROCESSING |
LEGAL BASIS FOR
PROCESSING |
DATA RETENTION
PERIOD |
|
Fulfilment of tax, legal and accounting obligations (including AML obligations) |
Legal obligation (Article 6(1)(c) of the GDPR) |
6 years or for the period specified in mandatory
legal provisions |
In such cases, we only process data that is necessary to fulfil the
obligations imposed by law (e.g. invoice data, tax settlement data).
THE CONTROLLER OF THIS PROCESS IS: VTS sp. z o.o.
We maintain official profiles of VTS Group companies on various social
media platforms (e.g. Facebook, Instagram, LinkedIn, YouTube, X, TikTok). If
you visit our profiles and interact with them (e.g. comment on posts, ask
questions), we process your data for the following purposes and on the terms
specified below:
|
PURPOSES OF PROCESSING |
LEGAL BASIS FOR PROCESSING |
DATA RETENTION PERIOD |
|
Maintaining a profile and communicating with users (LinkedIn, YouTube) |
Legitimate interest of the controller (Article 6(1)(f) of the GDPR)
consisting in promoting our own brand and providing information about our
products and services |
Until you effectively object to the processing of your data for this
purpose or you unfollow the profile on the social media platform |
In all such cases, we only process
data that you choose to disclose publicly on a given portal (e.g. comments,
likes). Please note that the providers of these platforms (e.g. Meta, X,
Google) also process users' personal data — the scope and purposes of this
processing may differ from ours, so we encourage you to familiarise yourself
with their privacy policies.