Data protection policy

General information on personal data protection at Meden-Inmed Sp. z o.o. was developed in order to fulfill obligations arising from the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation - the "RODO").

At Meden-Inmed Sp. z o.o. is very important for us that data of our clients and contractors are properly processed and protected. We act In full compliance with the general regulation on personal data and other regulations and each one of person whose personal data we process, we facilitate usage of its rights.

Below - in compliance with obligations under the law, we have outlined the general principles that guide us. We encourage you to read it and if you have any questions, we offer help.

Admin - contact

Personal data's service operator is Meden-Inmed Sp. z o.o. with it registered office in Koszalin (75-847), Wenedów 2, NIP 669-22-55-563, e-mail: meden@meden.com.pl, phone: +48 94 347 10 40.

If you have Any questions about personal data's protection, please contact with Data Protection Supervisor:

Sylwia Milart

  • Phone number: +48 785 811 067,
  • E-mail address: iod@meden.com.pl,
  • Address for correspondence: Meden-Inmed Sp. z o.o., str. Wenedów 2, 75-847 Koszalin.

Purpose and periods of data processing

According to the fact that we provide different services, we process your personal data for different purposes, in different scope and on different legal basis defined in RODO. In order to provide you with as clear information as possible, we have grouped this information in relation to the purpose of processing your personal data.

The information collected below may be further elaborated or modified in order to achieving some of purposes of processing personal data – you can receive from us some information relating to particular specific purpose of data processing.

Purpose: Execution of the contract or the order

The legal basis: article 6 1, b), c) and f) RODO.

Period of processing: the period of performance of the obligations arising from the provisions of the contract and the period of limitation on claims arising from the law and the period of retention of accounting records or to uphold opposition.

In case of concluding a contract with you or an order, your personal data will be processed in order to perform such contract or order and to settle and archive it in accordance with the applicable law. If, in connection with the conclusion of the contract, you have been provided to us as employee or representative data of our contractor or customer, your data will be used for ongoing contact for the purpose of contract or order execution, preparation and archiving of contract performance documentation and for other purposes arising directly from the contract. In such a case, the processing of your data will be undertaken for the purpose of fulfilling the legitimate interest of the Administrator, which is the protection of rights, the execution of concluded contracts and the receipt of the due remuneration for this.

Purpose: Business contacts

The legal basis: Article 6 1 f) RODO.

Period of processing: necessary to performance of the obligations in which data are processed or until the date when opposition will be upheld.

The contact details entered into the electronic form, made available through correspondence, including e-mail, business card, telephone conversation, contact form from fairs and business meetings, provided within the context of the performance of a contract or order or made available to us in any other way may be processed for the purpose of maintaining business contacts.

Our representant may contact with you in purpose of presentation an offer, invitation for a meeting or training or in the context of other marketing efforts. You may receive information about products and services or other information which are connected with area of our activity.

If you are our supplier or subcontractor (or if we initiate contract because we are interest in cooperation in terms of purchase, delivery or service), contact may be relate to acquire offer, additional information or documents.

In this case, processing of you data will be made to execution legally justified service operator's interest which are marketing, sale of products and services and building and enhancing business relations.

Purpose: Newsletter

The legal basis: Article 6 1 a) RODO.

Period of processing: the period necessary to achieve the purposes for which the data are processed or to resign from receiving the newsletter (uphold the opposition or revoke the consent).

If you agree to receive the newsletter, your e-mail will be used to send newsletters. The newsletter will be send to you in order to provide you with access to current information about our offer. Consent to receive the newsletter is voluntary and may be withdrawn at any time. Objection or withdrawal of consent to data processing may be expressed by clicking on the cancellation link available in every newsletter or by sending e-mail to iod@meden.com.pl with the content: "unsubscribe from the newsletter". The withdraw of consent does not have an influent on lawfulness of data processing prior to the withdraw of consent.

Purpose: Processing an inquiry - response to commercial actions initiated by the Clients

The legal basis: Article 6 1, a) RODO.

Period of processing: necessary to performance of the obligations in which data are processed or until the date when opposition will be upheld.

In case of filling contact form or submit request in other form (e-mail, phone call) you agree for contact related to execution of your ask or request. To revoke permission you supposed to send an e-mail to iod@meden.com.pl with the content: "Revoke permission for processing data in order to process request". Consent can be revoked at any time, but its revocation does not affect the legality of processing before the revocation of consent, moreover revocation will result no answer.

Purpose: Organization of participation and promotion of trainings, workshops, conferences

The legal basis: Article 6 1 a), b) c) and f) RODO.

Period of processing: necessary to performance of the obligations in which data are processed or until the date when opposition will be upheld.

In case of participation in trainings / workshops / conferences payable, the basis of processing is the conclusion of contract which is registration for the trainings / workshops / conferences.

In case of free trainings / workshops / conferences your data will be processed in basis of the given consent. Consent can be revoked at any time, but its revocation does not affect the legality of processing before the revocation of consent.

In case of register to participate in conference, workshops, training or any other event which is organized by us, given data may be shared to the other participants, trainers, speakers and other entities connected with event organization and promotion.

If you are a speaker, information may be shared publicly on the Website, social media and promotional conference materials. In that case processing of your data will be undertaken in order to legitimate execution of service operator's interest which is promotion through the organization of trainings, conferences and other events.

Purpose: To use image for marketing purpose

The legal basis: Article 6 1 a) RODO.

Period of processing: necessary to performance of the obligations in which data are processed or until the date when opposition will be upheld.

During conferences, trainings or other event organized by us, we making in marketing purpose photos and recording which can be shared on social media (Facebook, Instagram, Linkedin, YouTube) or on our Websites. Also during other marketing events (trade fairs, trainings, conferences) and also other participates of these events. In that case, we will always ask you for permission to share your image. Provision of data and permission is voluntary however the refusal may hinder participation in the event.

You can revoke permission for processing data at any time. To revoke permission you supposed to send an e-mail to iod@meden.com.pl with the content: "Revoke permission for processing data in order to process request". Consent can be revoked at any time, but its revocation does not affect the legality of processing before the revocation of consent.

Purpose: To comply with the legal regulations about documents

The legal basis: Article 6 1 c) RODO.

Period of processing: the time limit of keeping invoices, accounting books and documents confirming the conclusion and performance of the contract under national law.

In case of performance contract, place an order or realization of other benefits we will be processing personal data contained in invoices, accounting books or other documentation confirming the conclusion and performance of the contract in order to prepare and store documents in accordance with the law. This applies especially when you will be a side of contract or order, when side of contract or order is your employer or an entity with who you cooperate with or when it has been provided any service for you.

Purpose: Conformation of performance of obligation and assert claims or defense against claims

The legal basis: Article 6 1 f) RODO.

Period of processing: period of performance of the obligations or the statue of limitations on claims.

Basic data entered on the application form (in electronic form), shared under a contract or order or in any other way shared for service operator may be processed for the purpose of archiving information or documents confirming the performance of service operator's obligations and in purpose of pursuing possible claims or defending against claims against service operator. This applies a situation when you are a side of contract or order, when side of contract or order is your employer or an entity with who you cooperate with or when it has been provided any service for you.

In that case, processing of your data will be undertaken in order to realize the legitimate interest of the service operator which is the protection of rights, confirmation of the performance of obligation and obtaining due remuneration for it.

Purpose: Recruitment of candidates for employment

The legal basis: Article 6 1 a), b), c) RODO.

Period of processing: necessary to performance of the obligations in which data are processed or until the date when opposition will be upheld.

We also care of our candidates for job. During recruitment process you personal data are protected and available only for employees involved in the recruitment process. Once the recruitment process is completed after 4 months we delete candidates' personal data with whom we have not established cooperation. However, if you agree, we will store you data for the purposes of future recruitment for the period indicated by you.

You can revoke your application and permission for processing data at any time. To revoke permission you supposed to send an e-mail to iod@meden.com.pl with the content: "Revoke permission for processing data in order to process request". Consent can be revoked at any time, but its revocation does not affect the legality of processing before the revocation of consent.

We would like to draw your attention to the fact that providing your personal data for the purpose of recruitment to work within the scope specified in the provisions of the Act of 26 June 1974., Labour Code and executive acts is voluntary but it is necessary to carry our recruitment process and examination of your candidacy. Providing additional personal data is voluntary and requires your agreement.

Consequences of not providing data

  • In the case of application forms (included electronic) providing data is voluntary, however not providing data indicated as mandatory (required) results in inability to send the form or its acceptance and as consequence depending on the type of form the inability to participate in training, workshop, conference or subscribe to the newsletter.
  • In case of data collected by service operator or representatives in the scope of purchase, sales or marketing activities, providing data is fully voluntary but as consequence of not providing such data may be impossible to contact with you.
  • In case of personal data of people who are the side of contract / order concluded with service operator, providing data necessary to perform the contract or to perform the legal obligations is a condition to conclusion and performance of the contract.

Data entrusted by third parties

In some cases we receive personal data from third parties, to whom we are receiver or processor. These data may be used for similar purposes to those which we collect directly from you. It is usually basic data, necessary to perform purpose and include: name, surname, e-mail address, phone number, residence / delivery address, company name, job title and eventually other data resulting from e.g. a contract or order in connection with which personal data are made available.

We take care of the data entrusted us as good as of these we are administrator of. You can count on an appropriate level of security.

Recipients of data

Personal data can be available for supplier, provider and partners with who Meden-Inmed Sp. z o.o. cooperate in the necessary scope for perform services for our Clients, trade contracts handling or keep business contact, marketing activities and business operation of company.

Administrators. We use suppliers who do not work exclusively for us and determine purpose and ways of using your personal data become their administrators. In that case, the recipient of your personal data can be especially state authorities, banks, debt collection companies, law companies, Poczta Polska, courier companies.

Processors. In addition you personal data can be given to suppliers, subcontractors of services on the field of IT services, e-mail hosting, destruction of documents. Such entities process only data basis on the contract and only accordance with our instructions as Administrator.

Location. Personal data are stored in our company's headquarters and on our server in the territory of Poland. Our suppliers are located mainly in Poland and other countries of the European Economic Area (EEA). Personal data administered by Meden-Inmed Sp. z o.o. are not transferred to third countries, i.e. outside the European Union. However, some of our global IT providers (e.g. Facebook, Inc., Google LLC, MailChimp) may be located outside the EEA. In this case, in connection with the transfer of your data outside the EEA, we have ensured that our suppliers provide a guarantee of a high level of personal data protection. These safeguards result in particular from the obligation to use standard contractual clauses adopted by the Commission (EU) or to participate in the Privacy Shield programme established by Commission Implementing Decision (EU) 2016/1250 of 12 July 2016 on the adequacy of the protection provided by the EU-US Privacy Shield.

We make every effort to ensure that the entities to whom we transfer your data meet high standards of data protection, including the organizational and technical measures required by RODO.

Data protection

In our company we have implemented a policy of IT security and personal data. In this policy we have defined rules of using IT services. We require ourselves using strong passwords, limit the number of people having access to data and we introduce IT and physical security measures. We also take care about trainings for our employees who have an access to personal data.

Rights of data subject

The applicable regulations give us all many rights, including the right of access to the content of our data and the right to rectify them, the right to delete data (in the cases specified in the RODO), the right to limit the processing and the right to transfer data. Of course, you also have the right to object (when the processing is based on the legitimate interest of the controller) and the right to withdraw your consent (when your consent is the basis for the processing).

We want to draw your attention to the fact that withdraw of consent does not have an influent on lawfulness of data processing prior to the withdraw of consent. In addition, we would like to inform you that:

  • in some cases, we may refuse to take into account your objection to the processing of data on the basis of a legitimate interest where there are important legitimate grounds for the processing of data which override your interests, rights and freedoms or there are grounds for establishing, pursuing or defending claims,
  • we may refuse delete you data despite of such a request if it is a case which occurs in the RODO e.g. if processing is necessary to fulfil a legal obligation or to establish, enforce or defend a claim,
  • the right to delete the data and the right to demand limitation of their processing are only available in the cases listed in the regulations of the RODO,
  • the right to data portability shall apply only if the legal basis for the processing is consent or the performance of a contract.

If you want to exercise your rights, please send an e-mail to iod@meden.com.pl.

If you suspect that we do not take sufficient care of your data, you can complain to supervisory authority: The President of the Office for the Protection of Personal Data.

Profiling and automated decision making

The services used by Meden-Inmed Sp. z o.o. do not automatically collect any information, except for the information contained in cookies. The cookies we use are for analytical purposes only and are not used for so-called profiling, including automated decision making.

The information provided by your browser is not personally identifiable. Only data is collected to compile general statistics on the use of services by users, allowing the estimation of the level of interest in the services and the development of websites, as well as to diagnose problems with the operation of the server and analyze possible security breaches.

We have included additional information about cookies in our cookie policy. We invite you to read it.


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