1. Who are we and who does this document apply to?
The administrator of your data is Britenet Spółka z ograniczoną odpowiedzialnością with its registered office in Warsaw (Al. Jerozolimskie 44, 00-024 Warsaw, NIP: 951-219-77-37, REGON: 140727009, KRS: 0000264919).
These rules apply to anyone who uses our web services (mainly the britenet.eu website), contacts us, takes part in competitions and events organized by us, or applies to us for a job.
2. A small glossary, or how we understand terms
- Personal data: This is any information that allows you to be directly or indirectly identified – e.g. your name and surname, e-mail address, telephone number, image during a video recruitment, or even the IP address of the device from which you browse our website.
- GDPR: The General Data Protection Regulation, which imposes on us the obligation to reliably and transparently care for your privacy.
- User (that is, You): Every job candidate, event participant, client, or simply a person visiting our website.
- Specialist: A job candidate whose professional profile and IT skills we offer to our business partners.
3. Is providing data mandatory?
Submitting data is always fully voluntary, but very often necessary for us to be able to take action at your request. Without providing an e-mail address or telephone number, we will not answer your question, conduct a recruitment process, or sign a contract with you.
However, if you do not want to agree to marketing or participation in future recruitments – you have the full right to do so, and you will not face any consequences for this reason.
4. Why do we need your data and on what basis do we use it?
We only use your data when we have a clear, specific, and legal reason to do so:
- When you write to us via the contact form, we process your data based on your consent to provide you with an answer efficiently.
- When we analyze your candidacy in the recruitment process, we rely on the information from your CV to assess your skills. If we meet online, we see your image. In justified cases – solely to verify identity and protect the recruitment process against abuse – we may record your image for the duration of the recruitment. We act here based on legal provisions, in order to take action before concluding a contract, and as part of our legitimate interest, which is to ensure security.
- To invite you to future recruitments, we ask for your additional consent. Thanks to it, we can keep your documents in the database and contact you when a new, interesting IT project appears with us in the future.
- If you are recommended for a job by a friend, we always make sure first whether you have attached your consent to recruitment there. If so, we take your profile into account.
- During the preparation and execution of contracts, we use the data of our clients, partners, and specialists, which allows us to implement contracts smoothly and in accordance with the law.
- When you visit our offices in person, your image may be recorded by the video surveillance system (CCTV). We process these recordings solely to ensure the safety of our employees, guests, and property protection, which constitutes our legitimate interest.
- When we implement our legitimate interest, we use data to defend ourselves against potential claims, take care of the security of our IT infrastructure, and conduct direct marketing of our own services.
5. Who else has access to your data?
We never trade your data. However, to run the company and recruitment at the highest level, we cooperate with trusted entities. Your data may be transferred to:
- Our employees and close associates,
- Britenet contractors for whom we are looking for specialists and with whom we carry out business projects,
- Companies providing us with marketing and analytical tools,
- Companies affiliated with us by capital,
- Professional advisory entities (lawyers, accountants, auditors),
- Courier, postal companies, and payment operators.
Sometimes our services or projects are carried out in cooperation with entities operating outside the European Union. In such cases, we always ensure the highest standard of protection – we sign special confidentiality agreements and apply Standard Contractual Clauses accepted by the EU. We do not transfer data to international organizations.
6. How long do we keep your data?
The rule is simple: we process data only for the time reasonably needed to achieve the goal:
- If we have collected your data based on consent (e.g. for marketing or future recruitments), we store it until you withdraw your consent or when we consider that it has become severely outdated.
- Data from current recruitment is processed exclusively for the duration of the recruitment and analysis of applications for a specific position.
- Information related to commercial contracts and cooperation is stored for the entire duration of the contract, and after its termination for the period of limitation of possible claims and the time required by law (e.g. tax regulations).
7. Your rights, or how you govern your data
At any time, you can decide what happens to your information. You have the right to:
- You have the right to access your data, which means you can ask for information about what data we have about you and receive a copy of it (the first copy is free, subsequent ones may involve a small administrative fee).
- You have the right to rectification, so if you change your number, surname, or notice an error – we will immediately correct outdated information.
- You can exercise the right to delete data ("to be forgotten") and request their deletion if there are no longer any grounds for processing them.
- You have the right to restrict processing, which allows you to ask us to temporarily "freeze" operations on your data.
- You have the right to data portability, meaning you can request your information to be sent to another entity or directly to you in a convenient, digital format.
- You have the right to object and you can say "stop" at any time if we process your data based on our legitimate interest (e.g. for marketing purposes).
- You can withdraw your previously granted consent at any time, which, however, will not affect the legality of the actions we took before your decision.
We will respond to each of your requests as soon as possible, maximum within a month. In exceptional, very complex cases, we may extend this deadline by another two months, but we will notify you about everything. If you consider that we are acting contrary to the regulations, you also have the right to lodge an official complaint with the Personal Data Protection Office (UODO).
8. How do we care about the security of your data?
Your data is completely safe with us. We use advanced technical and organizational measures. Connections to our website are encrypted using the HTTPS protocol (we use a strong 2048-bit RSA encryption key). In justified cases, we use techniques such as anonymization or pseudonymization. Our network is protected by advanced network firewalls, licensed antivirus programs, and controlled access via secure VPN connections. Physical access to buildings and servers is strictly monitored using access cards and alarm systems, and only the necessary number of authorized and trained employees have access to the databases themselves.
We support our processes with Artificial Intelligence (AI) solutions. Caring for the highest privacy standards, we exclusively use our own AI models maintained on our local server infrastructure in Poland. Your data is not shared with external technology providers. These tools serve an auxiliary function – they are not used for automated decision making, and final verification always belongs to a human.
9. Cookies and modern marketing
When you browse our website, small text files - so-called cookies - are saved in your device's memory. They help the website work properly, collect statistics (e.g. IP address or time spent on the site), and make it easier for us to personalize advertising content.
To better match the content on our website to your needs, we use systems supporting marketing. This tool uses cookies that help us analyze how you use the website. We want to provide you only with content that really interests you. Therefore, in our marketing mailings (e.g. newsletters), we check the statistics of opens and clicks on links. This allows us to constantly improve our communication (the legal basis is our legitimate interest). If you do not want to receive messages from us, you can unsubscribe at any time by clicking the unsubscribe link at the bottom of each email.
Remember that we install analytical and marketing cookies on your device exclusively with your prior, voluntary consent. You can manage your preferences at any time in the cookie settings panel ("Cookie settings") at the bottom of our website.
10. Document updates and contact with us
Law and technologies are constantly developing, so this document may undergo minor changes from time to time. We will inform you about each new version by publishing it at: britenet.eu/pl/polityka-prywatnosci/.
If you have any questions regarding privacy protection, go ahead and write to our Data Protection Officer (DPO) at the e-mail address: [email protected].