OptimiDoc | Personal data processing

Personal data processing

OptimiDoc is committed to protecting your privacy. This statement describes how your privacy is protected and how your personal data is processed when you visit our websites or use an online application that contains a link to this statement. It also contains information about your rights with respect to the processing of your personal data. By visiting our websites or by providing us your personal data via an online application form, you consent to the processing of your personal data with the terms and conditions described below:

1.      Personal data controller.
The personal data controller is OptimiDoc s.r.o., with its registered office at tř. Tomáše Bati 386, 763 02, Zlín, ID No.: 292 94 258, registered in the Companies Register administered by the Regional Court in Brno, insert 71857.

2.      Data Protection Officer.
OptimiDoc s.r.o. designated the data protection officer (DPO) for the OptimiDoc:

Mr. Bronislav Sopik
Email: dpo@optimidoc.com

3.      Consent.
Where your personal data is processed based on your consent to the processing, you can withdraw your consent at any time in writing to the address of the personal data controller or by email sent to dpo@optimidoc.com.

4.      Means of processing.
The processing is carried out in electronic form by our IT systems or manually by authorized personnel.

5.      Your rights with respect to the personal data processing.
Under the applicable data protection laws, you have the following rights in connection with the processing of your personal data:
a)    right to access the personal data;
b)    right to correct the personal data;
c)    right to object to personal data processing;
d)    right to request the remedy of a situation in conflict with the law, for example, by suspending the processing of, correcting, completing or destroying the personal data;
e)    right to file a complaint with the supervisory authority – the Office for Personal Data Protection, and
f)    the right to erasure of personal data and the right to restriction of the processing of personal data under the conditions outlined by the General Data Protection Regulation (Regulation (EU) 2016/679) (“the GDPR”).

6.    Purpose and legal grounds of processing.
We may process your personal data for the purposes and on the lawful grounds as listed below:

a)    Processing request received via an online application form. If you decided to contact us using one of the contact forms on our websites, we may process your personal data to fulfil your request. Lawful ground for processing according to the article 6, section 1 of the GDPR is taking steps at the request of the data subject prior to entering into a contract.
b)    Evaluation of job application. If you submitted your job application via career section of our websites, we may process your personal data to evaluate it. Lawful ground for processing according to the article 6, section 1 of the GDPR is taking steps at the request of the data subject prior to entering into a contract which converts into the protection of our legitimate interest in case your application is not successful.
c)    Newsletter subscription. If you subscribed to one of our newsletters, the purpose of processing of your personal data is to send you marketing information about our products, events and news or to send you information with future job openings you might be interested in, if you subscribed to our HR newsletter. Lawful ground for processing according to the article 6, section 1 of the GDPR for this purpose is your consent.

We are not merging your personal data collected for different purposes.

7.    Term of processing.
The period during which we process your personal information varies depending on the purpose of the processing. We store personal information needed to process your requests received via an online application form until your request is processed. For newsletter subscriptions, your personal data may be processed for 5 years from the date of collection or until you chose to opt out from our marketing communication via unsubscribe link contained in each email we send you. For job application submission, your personal data will be processed until your application is evaluated and for additional 6 months in case we notify you that your application was not successful. Following the expiration of the processing term for the respective purpose, your personal data is either anonymized (where permitted by applicable law), deleted or destroyed.

8.      Categories of personal data processed.
Personal data is processed as collected via respective fields of particular online form application. For job applications, we also process your CV and cover letter, if you provided them. If you subscribe to our newsletter(s), we will also process your usage data (actions you take on our websites (www.optimidoc.com and its subdomains). Your usage data may be subject to automated profiling that will score your interest in our products.

9.      Automatically collected information.
We collect information about your visit to our sites, including the pages you view, the number of bytes transferred, links you click upon, the materials you access, and other actions taken within OptimiDoc’s websites. We may combine this information with your personal information to use the combined information in accordance with this privacy statement. We also collect certain standard information that your browser sends to websites you visit, such as your Internet Protocol (IP) address, your browser type and capabilities, language, your operating system, the date and time you accessed the site and the website from which you arrived to our site(s). We do not combine this standard information with other personal information.

10.      Personal data processors.
Your personal data may be processed by our 3rd party suppliers in a position of personal data processors. We use personal data processors of following categories:
– providers of IT services and infrastructure for the administration and maintenance of our web.
– career portals (if you chose to respond to our job opening)
– web analytics providers
We take full responsibility in line with the applicable personal data protection regulations to safeguard the same level of protection for your personal data when processed by such 3rd parties.

11.  Cookies.
Cookies are text files containing small amounts of information which is downloaded to your hard disk or to your browser’s memory when you visit our website.
We use cookies to personalize content, to provide social media features and to analyze our traffic. We also share information about your use of our site with our social media, advertising and analytics partners, who may combine it with other information that you have provided to them or that they have collected from your use of their services.
You may be asked to consent to our use of cookies as described in this Privacy Statement by way of a banner displayed upon your visit to our websites. You can modify your browser settings to prevent saving cookies in your browser and you can also withdraw your consent by changing your browser settings at any time. Depending on your settings, by disabling cookies, you may not be able to fully experience the features of the websites you visit. We use following types of cookies:

a.      Necessary. Necessary cookies help make a website usable by enabling basic functions such as page navigation and access to secure areas of the website. The website cannot function properly without these cookies.
b.      Preferences. Preference cookies enable a website to remember information that changes the way the website behaves or looks, such as your preferred language or the region in which you reside.
c.      Statistics. Statistics cookies help website owners understand how visitors interact with websites by collecting and reporting information anonymously.
d.      Marketing. Marketing cookies are used to track visitors across websites. We do not store Marketing cookies in your browser without your consent. The intention of Marketing cookies is to display ads that are relevant and engaging for the inpidual user and thereby more valuable for publishers and third party advertisers. List of third party cookie providers: Facebook, Google, LinkedIn.

12.  Changes to this privacy statement.
OptimiDoc may, from time to time, update this privacy statement. Every change to the privacy statement will be reflected by changing the version and the release date at the top of the privacy statement.

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Zlin, 1.4.2019