Last updated on: 8/10/2024

Privacy policy – the principles of personal data processing at j‑labs spółka z ograniczoną odpowiedzialnością

Personal data controller

This privacy policy lays down the rules concerning the storage of and access to personal data, as referred to in 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 (the “GDPR”).

This document describes the principles of personal data protection and processing by j‑labs sp. z o.o.

The personal data controller is j‑labs sp. z o.o. of Kraków, ul. Zabłocie 43a, 30-701 Kraków (“j-labs”).

j-labs may be contacted in writing at j‑labs sp. z o.o., ul. Zabłocie 43a, 30-701 Kraków, electronically at j‑labs@j-labs.pl, or by phone at +48 12 268-16-90.

A data protection officer has been appointed at j‑labs. The coordinator may be contacted in all matters regarding the processing of personal data and the exercising of the rights related to data processing, electronically at GDPR@j-labs.pl or in writing at j‑labs’ address, with a note on the envelope reading “Personal data.”

Purpose of personal data collection

Recruitment process

  1. first (and middle) and last name,
  2. date of birth,
  3. contact data provided,
  4. education and qualifications,
  5. history of employment.

This data is processed in order to carry out the recruitment process on the basis of the applicable legal regulations (Article 6(1)(c) of the GDPR); provision of this data to the extent following from these regulations is voluntary, but necessary for this purpose. The other data contained in the application submitted to us is processed by us on the basis of voluntary consent (Article 6(1)(a)) expressed by means of submitting the application; provision of this data does not affect the possibility of participating in the recruitment process.

During the recruitment process, we acquire personal data directly from you, on the basis of a filled-out form or an application, from the recruitment agencies j‑labs works with, and within the framework of the Referrals Program whose terms and conditions are available at https://polecdojlabs.pl/.

j-labs events

The personal data provided during the registration for the events organized by j‑labs is processed by us for the purposes and to the extent related to participation in the event, including in order to book the ticket (Article 6(1)(b) of the GDPR), for marketing purposes, for archiving (evidentiary) purposes, and in order to establish, exercise, and defend legal claims and ensure the protection of persons and property on the basis of a legitimate interest of j‑labs (legal basis: Article 6(1)(f) of the GDPR). Provision of personal data in the form is voluntary, but necessary to take part in the events organized by j‑labs.

j-labs newsletter

From time to time, we send industry news related to the events in connection with which you have registered in our system or if you have signed up for our newsletter. We process personal data in order to provide information about job offers and the events organized by j‑labs. Personal data is processed on the basis of voluntary consent (Article 6(1)(a) of the GDPR). Provision of personal data in the form is voluntary, but necessary to receive news from us.

Social media

We process personal data in social media in order to carry out communication and promotional activities on the fanpages and profiles of j‑labs on Facebook, YouTube, and LinkedIn, in particular when responding to the reactions, comments, and private messages, for statistical purposes, and for advertising purposes, via the advertising tools of the above websites, as well as in order to present offers and terms of employment/cooperation with us and to contact individuals in connection with making it possible to apply for specific jobs or establish cooperation under a legitimate interest of j‑labs, which is ensuring continuity of business communication, marketing own products, taking care of the image of the brand, and looking for employees and business partners (Article 6(1)(f) of the GDPR). Provision of personal data as part of using our profile is voluntary; however, not providing the data may make it impossible to use some of its functionalities.

Cooperation with customers and business partners

We process personal data in order to establish cooperation and for contact and marketing purposes during the cooperation, in particular in order to prepare an offer, execute or perform a contract (Article 6(1)(b) of the GDPR), comply with the controller’s legal obligation resulting e.g. from tax or accounting regulations (Article 6(1)(c) of the GDPR), for archiving (evidentiary) purposes, in order to establish, exercise, and defend legal claims, ensure the protection of persons, and in marketing activities carried out for the purpose of presenting own products or services on the basis of a legitimate interest (Article 6(1)(f) of the GDPR). The personal data (first and last name, official e-mail address, official phone number, and position, as specified by your employer or the entity you represent) has been acquired under a cooperation agreement executed with that entity. We also acquire personal data directly from you, through an inquiry or form sent by you and from other sources if you have expressed separate consent in this respect (e.g. as part of a referral program). Provision of personal data is necessary to prepare an offer and to execute and perform a contract; if this data is not provided, the contract cannot be executed and properly performed and actions cannot be taken in connection with the contract.

Duration of personal data processing

Recruitment process

We process the personal data contained in an application, in order to carry out recruitment for the position specified in the job offer, for six months; after the end of the recruitment process, we store this data for three years, effective as at the end of the calendar year in which this period ends. If you agree to participate in future recruitments, we will process your personal data until you have withdrawn your consent.

j-labs events

We process the personal data provided during the registration process for the period necessary to achieve the purposes for which it has been collected, in accordance with the criteria laid down in legal regulations, including in order to secure potential claims for 6 years. If the participant’s personal data is processed for marketing purposes on the basis of the above consent, this takes place until the consent is withdrawn.

j-labs newsletter

We process the personal data provided during the process of signing up for the newsletter on the basis of consent, until you resign from receiving news. This consent may be withdrawn at any time, by clicking the resignation link in any of the e-mails received from us or by writing to us at the contact data specified above.

Social media

Comments, photos, and other materials published by users will be available until they are removed by the author or by the controller (in particular if the controller concludes that they violate communication standards), an objection is made, a demand for data erasure is made, or a demand for the controller to remove the fanpage is made.

Cooperation with customers and business partners

Personal data will be processed by j‑labs for the duration of cooperation and after its conclusion, for the time specified in tax and accounting regulations and until the prescription periods for claims, as specified in generally applicable legal regulations, have lapsed. Personal data processed for the purpose of marketing our products or services on the basis of a legitimate interest, including operating and developing the j‑labs business, will be processed unless an objection is made with respect to such processing.

Sharing of personal data

We may share the personal data received as part of the recruitment process with suppliers of services in terms of publishing job adverts, suppliers of recruitment management systems, suppliers of IT systems used in recruitment processes, entities managing the IT projects (including but not limited to clients) in connection with which recruitment is being carried out. Furthermore, personal data may be shared with entities authorized to receive such data under legal regulations, postal operators and courier companies; legal, tax, and accounting advisors; and entities with which j‑labs works, including but not limited to customers and business partners.

In terms of other processes, we may entrust personal data for processing, under agreements executed on the basis of Article 28 of the GDPR, to providers of services to j‑labs (e.g. bookkeeping, IT, and hosting services, e-mail marketing, electronic signature); these recipients are required to keep this data confidential even after the expiry of the legal relationship between them and j‑labs.

In the case of providers of IT services, if their servers are located outside of the EU/EEA, personal data may be transferred to third countries or international organizations. The service provider guarantees that the data is transferred to third countries with respect to which the European Commission has issued an adequacy decision or third countries covered by the EU-US Privacy Framework or that the standard contractual clauses approved by the European Commission are used.

The recipients of personal data processed in social media are the administrators of the relevant websites, in accordance with the applicable rules:

Profiling and automated processing of personal data

Personal data will not be processed in an automated manner, including in the form of profiling.

Rights of data subjects

In connection with the processing of personal data by j‑labs, you have:

  1. The right of access to your personal data and the right to receive information i.a. about the categories of data and the purposes of its processing, as well as the right to receive a copy of this data;
  2. The right to rectify incorrect data and supplement missing data, as well as the right to be forgotten, i.e. the right to erasure of the data processed without a legal basis and unlawfully (e.g. if the data is no longer necessary for the purposes for which it was collected);
  3. The right to object to the processing of data and the right to restriction of processing. In such a case, after complying with the request, j‑labs will not process the received personal data, unless it demonstrates compelling legitimate grounds for the processing which override the interests, rights, and freedoms of the data subject or for the establishment, exercise, or defense of legal claims;
  4. The right to portability of data that is processed in an automated manner, which means the right to demand that personal data is sent by j‑labs directly to another data controller if this is technically possible;
  5. The right to withdraw consent to data processing at any time, without affecting the lawfulness of processing based on consent before its withdrawal (if processing takes place on the basis of Article 6(1)(a) or Article 9(2)(a) of the GDPR);
  6. The right to file a complaint with the President of the Polish Personal Data Protection Office if the participant believes that the processing of his or her personal data takes place in violation of the GDPR.

When will we comply with your request?

When we receive a request made on the basis of one of the above rights, we shall comply immediately or inform you that compliance is impossible.

However, if, due to the number of requests or their complex nature, we are unable to comply with the request right away, we shall inform you about the amount of time we need to comply with it.

How to exercise rights

In order for a data subject to exercise his or her rights, he or she needs to file the relevant request. Requests are registered for archiving (evidentiary) purposes and in order to establish, exercise, and defend legal claims on the basis of a legitimate interest of j‑labs (legal basis: Article 6(1)(f) of the GDPR) and are stored for three years from their submission, effective as at the end of the calendar year in which this period ends. Requests made orally shall be confirmed with an official memo that shall be included in the register of requests.

Data collected automatically when our website is visited

During a visit on our website, the system used by the operator automatically collects the user’s IP address, information about browser type, the referring website, geolocation, and in the case of users that enter the website from a search engine, also the keywords the use of which resulted in displaying the address of the website in search results. This data is collected exclusively for the purpose of statistics and is anonymous.

Cookies and tools used on websites

j-labs uses cookies in order to monitor the way in which users navigate through its websites. Cookies also allow users to save their navigation parameters on the website.

Furthermore, cookies are used by Google Analytics, which is implemented in the code of the website. The detailed purposes for which Google Analytics uses cookies are described in a separate document available at http://www.google.com/intl/pl/policies/privacy/.

The user may at any time block the collection of information through cookies, by disabling cookies in the settings of his or her browser. The website operator does not guarantee proper functioning of the website when cookies are disabled.

In order to carry out effective advertising campaigns, j‑labs uses analytical tools such as the Facebook Pixel and LinkedIn Insights that help measure the efficiency of ads through an analysis of the actions taken by users on the website.

In order to ensure security and protection against spam and unwanted activity on our website, on the basis of our legitimate interest (Article 6(1)(f) of the GDPR), we use Google reCAPTCHA. The reCAPTCHA service analyzes the user’s behavior on the basis of various data, such as IP address, browser details (type, version, language), time spent on the website, mouse movements, clicks, and actions taken on our website (interaction with reCAPTCHA elements), cookies, data from the user’s device (operating system, hardware configuration), and data from the Google account (if the user is logged in). The collected data is processed by Google in order to confirm that the data uploaded to our website comes from a real person and not from an automated program (bot). In accordance with the terms of conditions of the reCAPTCHA service, the information collected in the course of using this service will be used to improve it and generally increase security. It will not be used by Google to personalize the ads that are being displayed. More information about the reCAPTCHA service is available at https://developers.google.com/recaptcha. The reCAPTCHA service is governed by Google’s Privacy Policy and Terms of Service.

Using the reCAPTCHA service means that data is transferred to Google, which may entail data transfer to the United States. Google ensures the relevant security measures in terms of personal data protection, in accordance with the applicable legal standards, including but not limited to the standard contractual clauses. This data is processed in accordance with Google’s Privacy Policy, which is available at https://policies.google.com/privacy.

Data security

j-labs makes any and all efforts to ensure efficient protection of the personal data that it processes. The personal data sent from the website to the j‑labs server is protected by means of an encrypted SSL connection.

Liability

j-labs shall follow the rules described in this document that guarantee the confidentiality of the data of website users. The scope of the data collected or the methods of securing this data may change slightly, but the privacy of users shall never be compromised.

This document shall not be a basis for any claims against j‑labs sp. z o.o., unless these claims are based on legal regulations in force in the Republic of Poland.

Changes to the privacy policy

j-labs reserves the right to amend this document; the amendments shall be published at j‑labs.pl.

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