RWS Moravia Supplier Privacy Notice

Supplier Privacy Notice (hereinafter referred as the “Notice”)

RWS Moravia as your customer provides you with this Notice to inform you of RWS Moravia’s practices regarding the processing of your Personal Data. Please read this Notice carefully as it contains detailed information about the processing of your Personal Data, including your rights.

Objective and Scope

In the context of your provision of services/products to RWS Moravia, RWS Moravia (serving in a capacity of the Data Controller) will Process Personal Data about you in both paper and electronic format.

For definition of certain terms used in this Notice, please refer to Appendix 1. This Notice may be complemented by additional notices and policies.

Source of the Personal Data

Personal Data Provided by You: RWS Moravia generally collects Personal Data directly from you
(provided electronically, in writing, or verbally). RWS Moravia may, for example, ask you for information when you begin with provision of services/products to RWS Moravia. You may also provide new, or updated or corrected data to RWS Moravia from time-to-time.

To assist us in complying with our obligation to maintain Personal Data accurate you should immediately notify your usual contact at RWS Moravia in writing of any changes to your Personal Data.

Where you have notified your usual contact at RWS Moravia or we otherwise become aware of an inaccuracy in your information we will take steps to ensure that Personal Data is erased or rectified without delay.

Categories of Personal Data Processed, Purposes and Legal Bases for RWS Moravia’s Processing of Personal Data

RWS Moravia Processes the below categories of Personal Data for the following Purposes, based on the Legal Basis listed hereof. The provision of the Personal Data is a contractual requirement and you are obliged to provide the Personal Data for the purpose of your contract/cooperation administration. In the absence of the Personal Data RWS Moravia will not be able to properly administer your contract and cooperation with you.

Suppliers’ Administration

The Categories of Personal Data that RWS Moravia Processes about you, for this purpose, are the following:

  • Business identification and contact data.

RWS Moravia Processes the above Personal Data for the purpose of Suppliers’ administration. This, among other purposes, serves to maintain and administer our cooperation with you and contact you regarding provision of particular services/products.

RWS Moravia uses different legal grounds as a basis for the Personal Data processing, namely:

  • Performance of the relevant contract.

Personal Data Retention

RWS Moravia retains your Personal Data for the period necessary to fulfil the purposes set out in this Notice or as required by applicable law, and, when
the purposes are fulfilled, will delete or anonymize the Personal Data.

It is our general policy to retain certain Personal Data of Suppliers for 3 (three) years (corresponding to the applicable statute of limitations) after they cease to be RWS Moravia Suppliers and or 10 (ten) years in case of a pending or threatening dispute, but in no event for longer than strictly necessary. For more detailed overview of retention periods, see RWS Moravia’s Personal Data Retention Directive which and is available here. You may also ask your usual contact at RWS Moravia for a copy of the Personal Data Retention Directive if you cannot access the link.

Automated Decision-Making

RWS Moravia does not Process your Personal Data by automated decision-making, including profiling.

Disclosure of Personal Data

Personal Data of Suppliers may be shared with other RWS Moravia branches, subsidiaries, affiliates and holding companies (i.e. intra-group) or with third parties (external services suppliers acting as Data Processors) where appropriate or relevant for
the same purpose as described above.

Intra-Group

RWS Moravia will need to share Personal Data of Employees with the its branches, subsidiaries, affiliates and holding companies, depending on the purposes of the data processing described in Section 3 of this Notice, including staff members from Talent Administration team (HR), InfoSec, Accounting, Payroll, Legal, Facility Management etc. in accordance with Section 7.1.

Third Parties

We may also share Personal Data with suppliers that are engaged to perform services or functions on behalf of RWS Moravia and under its instructions, for example, to provide payroll, survey tools, etc. In all such cases, RWS Moravia will put in place appropriate contracts with these parties to ensure that they only process Personal Data in accordance with our instructions and in order to provide these services and protect the integrity and confidentiality of the Personal Data.

From time to time and for the purposes set out in Section 3 of this Notice, RWS Moravia may also disclose your Personal Data to its auditors, lawyers, consultants, law enforcement and public authorities.

International Transfers of Personal Data

Intra-Group

Due to the global nature of our operations, some of the Personal Data recipients (mentioned in Section 6) may be located in countries outside the European Economic Area (EEA), which do not provide an adequate level of data protection. International transfers will be to countries where RWS Moravia branches, subsidiaries, affiliates and holding companies have offices, including the United Kingdom, Ireland, Hungary, USA, Japan, China, and Argentina. The transfer of your Personal Data outside the EEA takes place on the basis of our Intra-Group Data Sharing Agreement, which is based on the standard data protection clauses adopted by the European Commission and in accordance with applicable law.

Third Parties

Some of the third parties with whom we share Personal Data are also located outside the EEA. Certain third countries, such as Argentina or United States (with a limitation to the Privacy Shield Network) have been officially recognized by the European Commission as providing an adequate level of protection. Transfers to third parties located in other third countries outside the EEA take place using an acceptable data transfer mechanism, such as the Privacy Shield for transfers to self-certified US organizations, the EU approved Standard Contractual Clauses, Binding Corporate Rules, approved Codes of Conduct and certifications] etc. or in exceptional circumstances on the basis of permissible statutory derogations.

Please contact your usual contact at RWS Moravia (contact details in Section 9 below), if you want to receive further information or, where available,
a copy of the relevant data transfer mechanism.

Your Data Protection Rights

Under the conditions set by applicable data protection laws, you may exercise the following rights regarding your Personal Data
(see also Section 9 on how to exercise those rights):

Access

You have the right to obtain from us confirmation if Personal Data is being processed, the purpose of processing, the categories of data, the legal basis of the processing, information on recipients of
the data and the non-EU countries in which they are located, the safeguards put in place for the transfer of data to non-EU countries, storage period of data or criteria to determine it, further information on your rights, our processing activities, sources of information and the significant and envisaged consequences of processing.

Rectification

You have the right to request the rectification of inaccurate Personal Data and to have incomplete data completed.

Objection

You have the right to object to the processing of your Personal Data for compelling and legitimate reasons relating to your particular situation, except in cases where legal provisions expressly provide for that processing. In addition, you have the right to object where your Personal Data are processed for direct marketing purposes.

Portability

You may receive your Personal Data that you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit it to other data controllers without hindrance. This right only exists if the processing is based on your consent or a contract and
the processing is carried out by automated means.

Restriction

You may request to restrict processing of your Personal Data if

(i) you contest the accuracy of it – for a period we need to verify your request;
(ii) the processing is unlawful and you oppose the erasure of it and request restriction instead;
(iii) we no longer need it, but you tell us you need it to establish, exercise or defend a legal claim; or
(iv) you object to processing based on public or legitimate interest – for a period we need to verify your request.

Erasure

You may request to erase your personal data if it is no longer necessary for the purposes for which we have collected it, you have withdrawn your consent and no other legal ground for the processing exists, you objected and no overriding legitimate grounds for the processing exist,  processing is unlawful, or erasure is required to comply with a legal obligation.

Right to lodge a complaint

You also have the right to lodge a complaint with
a supervisory authority, in particular in EU Member State of your residence, place of employment,
or the location where the issue that is the subject of the complaint occurred.

For the Czech Republic, please see contact details below:

  • Address:
    Personal Data Protection Office
    Pplk. Sochora 27
    170 00 Prague 7
    Czech Republic
  • Email: [email protected]

Right to refuse or withdraw consent

Please note that in case we ask for your consent to processing, you are free to refuse to give consent and you can withdraw your consent at any time without any adverse negative consequences. The lawfulness of any processing of your Personal Data that occurred prior to the withdrawal of your consent will not be affected.

Contact Details

RWS Moravia’s contact details:

  • Address:
    Moravia IT s.r.o.
    Příkop 262/15,
    Zábrdovice,
    Postal Code 602 00,
    Brno, Czech Republic
  • E-mail address: [email protected]

If you wish to exercise any of the afore-mentioned rights (see Section 8) or if you have any questions regarding this Notice, please direct your request to your usual contact at RWS Moravia.

Updates to this Notice

RWS Moravia may update this Notice from time to time. The new version will be effective as from the date indicated in that updated Notice, ensuring that individuals receive sufficient advance notice and draw their attention to any significant changes.

Appendix 1

Definitions
Controller means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing
of Personal Data.
Data Protection Laws means the GDPR and the relevant national implementing legislation.
GDPR means the 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 (General Data Protection Regulation) (Text with EEA relevance).
Personal Data means any information relating to an identified or identifiable natural person
(“data subject”); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, identification number, location data, an online identifier or to one or more factors specific of the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Processing means any operation or set of operations performed on Personal Data or on sets of personal data, whether or not by automated means (e.g., computers), such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
RWS Moravia means the Moravia IT s.r.o., with its seat at Příkop 262/15, Zábrdovice,
Postal Code 602 00, Brno Czech Republic, Registration number: 032 51 853, registered in the Commercial Register led by the Regional Court in Brno, Part C, Entry 88437 and its branches, subsidiaries and holding companies.
Special Categories of Personal Data means Personal Data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data
(for the purpose of uniquely identifying a natural person), data concerning health or data concerning a natural person’s sex life or sexual orientation.
Supplier means a natural person providing services and/or products to RWS Moravia under
a cooperation agreement, a service agreement or a similar agreement to the same effect regardless whether verbal or written