Personal data protection – employees

PRIVACY STATEMENT - Personal Data Protection Policy (Employees)

Dear employee,

allow us to inform you about this PALETEXPRESS employee personal data protection policy (hereinafter referred to as the "statement"), which will apply to you and your personal data. For the purposes of this statement, an employee is considered to be a person employed by PALETEXPRESS, including members of management and executive directors, full-time or part-time employees, persons working for PALETEXPRESS on the basis of agreements on work performed outside the employment relationship, part-time workers and PALETEXPRESS temporarily assigned employees on the basis of a staff leasing contract, possibly also seasonal workers and also a person who has the status of an employee in accordance with the relevant internal guidelines of the PALETEXPRESS company. This statement explains how we will use your personal data obtained directly from you or from third parties during the duration of your employment with PALETEXPRESS.

If you are interested in obtaining more detailed information than is stated in this statement, please contact the person responsible for the protection of your data (see below).

We may update this statement from time to time without notice. Therefore, we ask you to regularly familiarize yourself with its wording. This version of the statement was issued on May 25, 2018.

TYPES OF PERSONAL DATA

We process the following data about you:

• Personal contact data - for example your name, address, email address, telephone number;
• Work contact data - for example job position, email address and phone number, place of work;
• Personal data - for example, gender, marital status, date of birth, nationality and birth number (or national identification number), photo;
• Contract data - for example, the content of the employment contract, assigned work aids and tools;
• Information about family members and family members - for example contact in case of emergency, data about partners and children for the purpose of claiming tax benefits;
• Payment information - for example, bank account number (IBAN) and requests for reimbursement of expenses and payments;
• Details about your position - for example, position title, department, assignment and responsibilities;
• Information relating to remuneration, pension provision and other benefits - for example your salary, agreed bonuses, company car and pension plan;
• Details regarding hours worked, vacation and (medical) leave (PN) - for example, your work schedule, holiday entitlement, absence due to PN;
• Information related to education, training and career development - for example, information about your previous education and professional background, any courses or training you have completed, or obtained certificates.
• Performance and evaluations - for example, the content of your performance evaluations, numerical and other information related to your work performance;
• Entrusted property - for example, information about the company's property that was provided to you for use, such as company phone, motor vehicle or laptop/PC;
• Correspondence and communication data - for example, e-mail correspondence from a work or private e-mail address, Internet data transfers and IP address;
• Digital access rights - for example, your access rights to various applications within the employer's IT infrastructure, or within the infrastructure of PALETEXPRESS;
• Data for the purpose of providing a health service - for example, information on assessed abilities to perform work; OHS and OPP;
• Data required for accident insurance purposes - for example name, job position;

PURPOSES OF DATA PROCESSING

The operator will process your data for the following purposes:

• Personnel administration. We keep personal records of all our employees. Based on the analysis of our HR records, we also make strategic decisions about our HR practices;
• Personnel management. We deal with the daily management of HR issues, such as ensuring proper filling of positions;
• Adaptation. We process your personal data when you join us to ensure that you are properly trained and equipped for your position;
• Payment of salary and pension insurance contributions and provision of other benefits. We process your data so that we can pay you salary, contribute to your pension and provide other benefits (linked to your performance);
• Taxes and social insurance. In order to fulfill the obligations arising from the tax law and other regulations connected with social security and insurance, we are obliged to process certain personal data;
• Risk and liability insurance. We insure many risks that may occur in our business, such as against any damages related to accidents during the performance of work or travel insurance for employees traveling on behalf of the employer. We may also provide a group health insurance program. Depending on the type of insurance, we may have to process your personal data, e.g. when processing a claim for insurance payment or for processing the right to claim.
• Security of communication and information technologies. We provide you with the IT equipment and services you need to perform your duties for PALETEXPRESS, such as company mobile phone or email account. In order to do this, we have to process your personal data.
• Communications/IT monitoring. We may monitor communications and network usage on reasonable grounds to secure our IT environment and network infrastructure and also to ensure that our employees are using these devices in a manner that is in accordance with applicable laws and internal regulations, evaluation of login at branches and presence at the workplace, evaluation of logos when working in an IT environment;
• Performance and learning management. To ensure your appropriate performance, we conduct performance reviews. In addition, we also try to support the growth of our employees by providing or designing courses and training;
• Creating a healthy and safe workplace. We want our employees to be healthy and feel safe. Therefore, we may process the personal data of our employees in order to analyze how to improve the quality of their work and reduce any potentially unhealthy effects;
• Employee recruitment. We may process your personal data for the purpose of paying a reward for referring a new employee.
• Internal Selection. We may also go through employee records to see if we have people within our organization who are suitable for the job in question. Please read more details on data processing related to recruitment in our DATA PROTECTION STATEMENT - EMPLOYMENT APPLICANT;
• Dispute resolution and investigation of offenses and violations of work discipline. We may process personal data for the purposes of resolving various employment disputes, complaints or other legal disputes and procedures, or if we suspect a violation of work discipline, or the commission of a misdemeanor, which we would like and which we are authorized to deal with further. In the case of control of individual communications, the four-eye control mechanism and minimization of the scope of processed data will be used;
• Compliance with the law. We may have to process your personal data in order to comply with the law, or in order to comply with the decision of the relevant public authority or court of the Slovak Republic.

PARTES THAT MAY HAVE ACCESS TO YOUR DATA

The operator may share your data with third parties under the following circumstances:

• We may share your personal data with other third parties who act on our behalf, for example with suppliers of certain services for our company (IT services, legal services, etc.). In such cases, these third parties may use your personal data only for the purposes described above and only in accordance with our instructions and based on the concluded contract;
• Only persons who are granted access will have access to personal data if it is necessary for the above-mentioned purposes and only if this person is bound by an obligation of confidentiality;
• If it is required by law or a decision of the relevant public authority or court of the SR, we may share your personal data with, for example, our suppliers or clients, tax authorities, social security authorities, law enforcement authorities or other public authorities.

LOCATION OF YOUR PERSONAL DATA

Authorized employees from PALETEXPRESS in the territory of the Slovak Republic within the EU and EEC will have access to your personal data.

STORAGE OF PERSONAL DATA

We only keep your personal data for a limited time, and they will be deleted when they are no longer needed for the purposes of processing as stated in this statement. This means that we will keep your data for the duration of your employment relationship. If possible, we will delete the data during your employment, as soon as they are no longer needed. In any case, we will delete your personal records no later than two years after the end of the employment relationship, unless local legislation requires their further storage.

In addition, we may process your personal data for a longer period after termination of employment in the event of an ongoing legal dispute or if you have granted us permission to store your personal data for a long time.

LEGAL BASIS FOR THE PROCESSING OF YOUR DATA

In most cases, we process your personal data on the basis that the processing is necessary for the purpose of fulfilling legal requirements according to special regulations and the legitimate interest we are pursuing. Our legitimate interest in this case is to ensure personal processing for the above purposes. In many cases, we will also have to process your personal data based on a legal obligation. We will also need to process your personal data to fulfill our contractual obligations to you, such as in the case of salary payment. Finally, in some cases we may ask for your consent to process your data, such as for employee competitions. In that case, you always have the option to withdraw your consent.

YOUR RIGHTS UNDER THE ACT ON THE PROTECTION OF PERSONAL DATA

According to the applicable legal regulations on the protection of personal data, you have certain rights as a data subject.

We will also inform other parties to whom we may have provided your personal data about your request/requests.

In case of suspicion, you have the right to initiate proceedings according to § 100 of Act 18/2018 Coll. on the protection of personal data, via www.dataprotection.gov.sk.

CONTACT DATA

If you have any other questions regarding the processing of your personal data, you can contact us in connection with the processing of your personal data, please send an e-mail to ochranudajov@paletexpress.sk.