Privacy Policy – Rules for Processing Personal Data at j‑labs spółka z ograniczoną odpowiedzialnością

Data Controller

The Privacy Policy defines the rules regarding the storage and access to personal data 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 (“GDPR”).

In this document, we present the principles of protection and processing of personal data by j‑labs sp. z o.o.

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

You may contact j‑labs 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: +48 12 268-16-90

At j‑labs, a Data Protection Officer has been appointed, whom you may contact in all matters concerning the processing of personal data and exercising rights related to data processing, via email: GDPR@j-labs.pl or in writing to j‑labs with the note: Personal Data.

Purpose of collecting personal data

Recruitment process

1. first name(s) and surname,
2. date of birth,
3. indicated contact details,
4. education, qualifications,
5. course of previous employment,

we process for the purpose of conducting the recruitment process on the basis of applicable legal provisions (Article 6(1)(c) GDPR) and providing them within the resulting scope is voluntary, but necessary for this purpose. Other data contained in the submitted application we process on the basis of voluntary consent (Article 6(1)(a)), expressed by sending the recruitment application, and providing them does not affect the possibility of participation in recruitment.

In the recruitment process, we obtain personal data directly from you, on the basis of the submitted completed form, application, as well as from recruitment agencies with which we cooperate.

j-labs events

Personal data provided during registration for events organized by j‑labs, we process for purposes and within the scope related to participation in the event, including for ticket reservation (Article 6(1)(b) GDPR), for marketing purposes and for archival (evidentiary) purposes, possible establishment, pursuing or defense against claims, ensuring the safety of persons and property on the basis of the legitimate interest of j‑labs (Article 6(1)(f) GDPR). Providing personal data is voluntary, however necessary to participate in events organized by j‑labs.

j-labs Newsletter

From time to time we send industry information related to events during which you registered in our system or subscribed to the newsletter. Personal data is processed for the purpose of informing about job offers and events organized by j‑labs on the basis of voluntarily expressed consent (Article 6(1)(a) GDPR) and provisions of electronic communications law. Providing personal data is voluntary, however necessary to receive news from us.

Conducting social media services

Personal data indicated in social media portals we process for the purpose of communication and promotion of j‑labs on Facebook, YouTube and LinkedIn. In particular, we process data to respond to reactions, comments and private messages, conduct statistics and advertising activities using tools available in these services, as well as present job offers or cooperation opportunities and contact in matters related to recruitment or establishing cooperation. Data is processed on the basis of the legitimate interest of j‑labs, which is ensuring continuity of business communication, marketing of own products, care for brand image, as well as searching for employees or contractors (Article 6(1)(f) GDPR). Providing data within the use of the profile is voluntary, however failure to provide data may prevent you from using some of its functionalities.

As part of conducting social media services, j‑labs also processes personal data of users belonging to groups created and administered by j‑labs on the LinkedIn platform, including closed groups. The processing of data includes in particular identification data available in the user profile (e.g. name, surname, profile name), content published in the Group (posts, comments), reactions and information about membership in the Group. These data are processed for the purpose of communication, community building, organization of events and meetings and moderation of the Group – on the basis of the legitimate interest of j‑labs (Article 6(1)(f) GDPR).

Cooperation with clients and contractors

Personal data we process for the purpose of establishing cooperation, as well as for contact and marketing purposes during the cooperation, in particular for the purpose of preparing an offer, concluding or performing a contract (Article 6(1)(b) GDPR), fulfilling the legal obligation of the Controller e.g. resulting from tax or accounting regulations (Article 6(1)(c) GDPR), for archival (evidentiary) purposes, possible establishment, pursuing or defense against claims, ensuring the safety of persons and property – and in marketing activities for the purpose of presenting own products or services on the basis of legitimate legal interest (Article 6(1)(f) GDPR). Personal data in the scope including name, surname, business email address, business phone number, position, indicated by your employer or the entity you represent, have been obtained within the framework of a cooperation agreement concluded with that entity. Personal data we also obtain directly from you, on the basis of a submitted inquiry or completed form or from other sources, if separate consent has been expressed (e.g. in a referral program). Personal data may also be obtained from publicly available sources, in particular from professional services (e.g. LinkedIn), to the extent necessary to establish or maintain a business relationship.

Providing personal data is necessary to prepare an offer and conclude and perform the Agreement – without providing them it is not possible to conclude the Agreement, properly perform it or undertake actions related to its implementation.

Publication of case study and client references

We also process personal data for the purpose of preparing and publishing case study, references or promotional materials describing cooperation with j‑labs.

For this purpose, we may process in particular personal data such as:

• name and surname,
• position or professional role,
• email address,
• company name,
• other data contained in an authorized statement, reference or description of cooperation.

Personal data we process on the basis of voluntarily expressed consent (Article 6(1)(a) GDPR). Providing personal data is voluntary, however necessary for the publication of case study or references.

In the event of withdrawal of consent, personal data will be immediately deleted, and published materials will be removed or appropriately anonymized.

Personal data processing period

Recruitment process

Personal data submitted in the application we process for the purpose of conducting recruitment for the position indicated in the announcement for a period of 6 months, and after its completion we store it for a period of 3 years, with effect at the end of the calendar year in which this period expires. In the case of consent to participate in future recruitment processes, personal data is processed until its withdrawal.

j-labs events

Personal data provided during registration will be processed for the period necessary to achieve the purposes for which they were collected in accordance with the criteria specified in legal provisions, including to secure potential claims for a period of 6 years. In the case where personal data of a participant is processed for marketing purposes on the basis of given consent, until its withdrawal.

j-labs Newsletter

Personal data provided during registration for the newsletter will be processed on the basis of given consent until resignation from receiving news. At any time, this consent may be withdrawn by clicking the unsubscribe link in any of our emails or by sending us a message to the contact details indicated above.

Conducting social media services

Comments, photos and other materials published by users will be available until they are deleted by the author or the Controller, in particular when the Controller considers that they violate communication standards; submission of an objection, request for deletion of data or deletion of the Fanpage by the Controller.

Personal data related to membership in groups conducted by j‑labs in social media services are processed for the period of membership in a given group, and after its termination – until the data is deleted by the platform or an effective request for deletion of data is submitted.

Cooperation with clients and contractors

Personal Data will be processed by j‑labs for the duration of the cooperation, and after its termination for the period indicated by tax and accounting regulations and until the limitation period for claims provided for in generally applicable law. Personal data processed for the purposes of marketing own products or services on the basis of legitimate interest, including conducting and development of j‑labs’ activity, will be processed until an objection to such processing is raised.

Publication of case study and client references

Personal data processed for the purpose of publication of case study or references will be processed until withdrawal of consent.

Sharing of personal data

Personal data submitted in the recruitment process may be transferred to providers of job advertisement publication services, providers of recruitment management systems, providers of IT systems used in recruitment processes, entities managing IT projects (in particular Clients) in connection with which recruitment is conducted. In addition, personal data may be made available to entities authorized under legal provisions, postal operators and couriers, legal, tax, accounting advisors and entities with which j‑labs cooperates, including in particular clients and contractors.

In the case of publication of case study or references, personal data may also be made available to recipients of the publication, including users of the website and social media services of j‑labs, as well as entities supporting j‑labs in the preparation and publication of marketing materials.

In other processes, personal data may be entrusted for processing on the basis of agreements concluded pursuant to Article 28 GDPR to service providers acting on behalf of j‑labs (e.g. accounting, IT, hosting, e-mail marketing, electronic signature), whereby the above recipients are obliged to keep such data confidential even after the termination of their legal relationship with j‑labs.

When using IT service providers, in the case of locating their servers outside the EU/EEA, personal data may be transferred to third countries or international organizations. The service provider guarantees that the data is transferred to a third country for which an adequate level of data protection has been confirmed by a decision of the European Commission, participates in the EU-US Privacy Framework or uses standard contractual clauses approved by the European Commission.

Recipients of Personal Data processed as part of conducting social media services are the administrators of these portals, in accordance with the imposed rules:

• LinkedIn: https://linkedin.com/legal/privacy-policy
• Facebook i.e. Meta Platforms Ireland Limited: https://www.facebook.com/about/privacy
• Youtube: https://www.youtube.com/intl/ALL_pl/howyoutubeworks/user-settings/privacy/

Profiling and automated processing of personal data

Personal data will not be processed in an automated manner and will not be subject to profiling.

Rights of data subjects

In connection with the processing of Personal Data by j‑labs, you are entitled to:

1. the right to access the content of your personal data and to obtain information, among others, about categories of data, purposes of their processing, as well as to obtain a copy thereof;
2. the right to rectify incorrect data and supplement incomplete data, as well as the right to be forgotten, i.e. the right to delete data processed without basis and unlawfully (e.g. data is no longer necessary for the purposes for which it was collected);
3. the right to object to data processing and the right to restrict data processing. In such a situation, after considering the request, j‑labs will not process the provided personal data, unless it demonstrates the existence of valid, legally justified grounds for processing overriding the interests, rights and freedoms of the data subject or grounds for establishing, pursuing or defending claims;
4. the right to data portability processed in an automated manner, which means the right to request that personal data be transferred by j‑labs directly to another controller, if technically possible;
5. the right to withdraw consent to data processing at any time without affecting the lawfulness of processing carried out on the basis of consent before its withdrawal (if processing is based on Article 6(1)(a) or Article 9(2)(a) GDPR);
6. the right to lodge a complaint with the President of the Personal Data Protection Office if the participant considers that the processing of personal data violates GDPR provisions.

Within what time do we fulfill your request?

In the case of submitting a request resulting from the above rights, we immediately proceed with its implementation or inform about the inability to fulfill it.

However, if – due to the complex nature or number of requests – we will not be able to fulfill this obligation immediately, we will keep you informed about the time necessary to complete it.

Procedure for exercising rights

In order to exercise your rights, it is necessary to submit a request by the data subject. Requests are subject to registration for archival (evidentiary) purposes, possible establishment, pursuing or defense against claims on the basis of the legitimate interest of j‑labs – legal basis: Article 6(1)(f) GDPR and are stored for a period of 3 years from the date of submission, with effect at the end of the calendar year in which this period expires. Requests submitted orally will be confirmed by an official note, which is entered into the Register of requests.

Data collected automatically during visits to the website

During a visit to the website, the system used by the operator automatically collects: the user’s IP address, information about the type of browser, source of visits, geolocation, and in the case of users who entered the website via a search engine, also about the keywords used leading to the display of the website link in search results. These data are collected solely for statistical purposes and, as a rule, do not allow your direct identification.

Cookies and tools used on websites

Within the website, we use technical cookies (necessary for proper functioning of the website), analytical and marketing cookies. To the extent required by law, the use of cookies other than necessary ones is based on your consent.

j-labs uses cookies to monitor user navigation. Cookies also allow users to retain their navigation parameters in the Service. Cookies are also used by the Google Analytics statistics system implemented in the website code. 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 by this method by disabling cookies in browser settings. The website operator does not guarantee proper functioning of the website when cookies are disabled in the browser. For the purpose of conducting effective advertising campaigns, j‑labs uses analytical tools such as Facebook Pixel and LinkedIn Insights, which help measure advertising effectiveness based on the analysis of actions taken by Users on the website.

In order to ensure security and protection against spam and unwanted actions on our website, on the basis of our legitimate interest (Article 6(1)(f) GDPR), we use the Google reCAPTCHA service. The reCAPTCHA service analyzes user behavior based on various data, such as IP address, browser information (type, version, language), time spent on the website, mouse movements, clicks and actions taken on our website (interaction with reCAPTCHA elements), cookies and user device data such as operating system and hardware configuration, as well as Google account data (if the user is logged in).

The collected data is processed by Google in order to verify whether the data entered on our website comes from a real person and not an automated program (bot). In accordance with the reCAPTCHA Terms of Service, the information collected during the use of reCAPTCHA will be used to improve the service and general security. It will not be used by Google to personalize displayed advertisements. More information: https://developers.google.com/recaptcha. The service is subject to Google’s Privacy Policy and Terms of Service.

Use of reCAPTCHA means transfer of data to Google, which may result in transfer of data to the United States. Google ensures appropriate safeguards for personal data protection, in accordance with applicable legal standards, in particular based on standard contractual clauses. Processing of these data takes place in accordance with Google Privacy Policy available at: https://policies.google.com/privacy.

Data security

j-labs makes every effort to ensure effective protection of processed personal data. Personal data transmitted from the website to the j‑labs server is secured by an encrypted SSL connection.

Liability

j-labs undertakes to apply the principles described in this document guaranteeing confidentiality to users of the website.

It is allowed that a situation may occur in which the scope of collected data or the method of its protection changes slightly while maintaining user privacy.

This document cannot constitute the basis for any claims against j‑labs sp. z o.o., unless such claims result from applicable law in the Republic of Poland.

Changes to the privacy policy

j-labs reserves the right to introduce changes to this document, which will be published on the j‑labs.pl website.