Information on Personal Data Processing (GDPR)

1. Data Controller

The controller of your personal data is:

COLLAB GROUP SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ
ul. Kolista 11, 54-152 Wrocław, Poland
Tax ID (NIP): 8971893565
E-mail: [email protected]
Phone: +48 570 066 055

2. Purpose and Legal Basis for Processing

Your personal data is processed for the following purposes:

• Conclusion and performance of an accounting services agreement – data is necessary for the performance of a contract or to take steps at the request of the data subject prior to entering into a contract (Art. 6(1)(b) GDPR).
• Compliance with legal obligations – arising from tax law, social insurance, accounting and other regulations applicable to accounting firms (Art. 6(1)(c) GDPR).
• Establishment or defence of legal claims – based on the legitimate interest of the Controller (Art. 6(1)(f) GDPR).
• Contact and handling enquiries – responding to messages sent via the contact form or e-mail (Art. 6(1)(f) GDPR – legitimate interest).
• Marketing of own services – informing about the accounting firm's offer based on legitimate interest (Art. 6(1)(f) GDPR). Consent may be withdrawn at any time.

3. Categories of Data Processed

Depending on the service provided, we process data such as:

• name and surname, company name, tax ID (NIP/PESEL), registered address
• contact details: e-mail address, phone number
• financial and accounting data: invoices, bank documents, tax returns
• client's employee data (as part of payroll services): name, surname, PESEL, address, salary details, employment information

Employee data is processed on the basis of a data processing agreement concluded with each client using payroll services.

4. Data Recipients

Your data may only be shared with:

• public administration bodies (Tax Office, ZUS, GUS) – to the extent required by law
• accounting software and IT tool providers (including Saldeo, mk.app) – on the basis of data processing agreements
• financial institutions and banks – to the extent necessary for payment processing
• entities providing legal or audit services – only when necessary

Data is not transferred to third countries outside the European Economic Area or to international organisations.

5. Data Retention Period

• Accounting documentation – for the period required by tax law, generally 5 years from the end of the calendar year in which the tax payment was due.
• Payroll documentation – for the periods specified in the Labour Code and ZUS regulations (up to 10 or 50 years, depending on the date of employment).
• Contact form data – until the end of correspondence or conclusion of a contract, and after conclusion – for the duration of the contract.
• Marketing data – until an objection is raised or consent is withdrawn.

6. Rights of the Data Subject

You have the right to:

• access your personal data (Art. 15 GDPR)
• rectification of inaccurate data or completion of incomplete data (Art. 16 GDPR)
• erasure of data ("right to be forgotten") – to the extent it does not conflict with legal obligations (Art. 17 GDPR)
• restriction of processing (Art. 18 GDPR)
• data portability – where processing is based on consent or contract and is carried out by automated means (Art. 20 GDPR)
• objection to processing based on legitimate interest (Art. 21 GDPR)
• withdrawal of consent at any time – without affecting the lawfulness of processing carried out before withdrawal
• lodging a complaint with the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl)

7. Voluntary Provision of Data

Providing personal data is voluntary but necessary for:

• conclusion and performance of an accounting services agreement – without providing data, the agreement cannot be concluded
• compliance with legal obligations – to the extent required by tax and insurance law

In the case of the contact form, providing data is voluntary – its purpose is to enable a response to the enquiry.

8. Automated Decision-Making

Your personal data is not used for automated decision-making, including profiling, that would produce legal effects or similarly significantly affect your situation.

9. Contact Regarding Personal Data

For matters related to personal data protection, please contact:

COLLAB GROUP SP. Z O.O.
ul. Kolista 11, 54-152 Wrocław, Poland
E-mail: [email protected]
Phone: +48 570 066 055