Personal data processing

 

Principles of processing personal data of individuals in Spacemanic CZ s.r.o.
GDPR Privacy notice

We consider the protection of privacy and personal data to be our primary obligation and handle this data exclusively in accordance with applicable legislation.

Spacemanic s.r.o., with its registered office at Purkyňova 649/127, 612 00 Brno, registered in the Commercial Register kept by the Regional Court in Brno under file number C 112 511, Company ID: 082 19 907 (hereinafter referred to as “Spacemanic” or “we”), pays the utmost attention to the security of your personal data. In addition to Regulation (EU) 2016/679 (hereinafter referred to as “GDPR”), we comply with the applicable laws of the Czech Republic and binding corporate rules approved by the leading supervisory authorities within the EU.

All data collected by Spacemanic is processed only for justified purposes, for a limited period of time and with the highest possible level of security.

The protection of personal data not only of our customers, but also of recipients, suppliers, partners and of course employees, is our priority. In connection with the GDPR Regulation, we present our principles for processing personal data below. The specifics governing the processing of personal data of job applicants and employees of our company are regulated in a separate document.

In this document, you will find information about what personal data we process about our customers and users of our website, whether we process the data based on consent or on another legal basis, for what purposes we use it, whether we act as a controller or processor during the processing, to whom we may transfer personal data and what rights you have in connection with the processing of your personal data.

 

Personal data controller:

Spacemanic CZ s. r.o.
IČ: 082 19 907
DIČ: CZ08219907
Sídlo: Purkyňova 649/127, 612 00 Brno

 

What data do we process?

We process your personal data to the extent necessary to carry out a transaction or provide a service that you have agreed with us, for the purpose of fulfilling a legal obligation, negotiating a contract and performing a contract, and for the legitimate interest of the data controller (direct marketing of our own products, sending commercial communications). Personal data is processed in electronic form using computer technology or in paper form.

As part of our activities, we process personal data for various purposes and to varying extents, either:

• without your consent based on the performance of a contract, our legitimate interest or due to compliance with a legal obligation, or
• based on your consent.

What processing we can carry out without your consent depends on the purpose of the processing and your position towards us – whether you are just a visitor to our website, or have an order or purchase contract with us, or you purchase goods from us. We may also process your data if you are the recipient of a shipment that your company or business partner has ordered from us, if you communicate with us, or if you visit one of our locations.

We process the following personal data:

• identification data, which means in particular your name and surname, company registration number and VAT number, if you are an entrepreneur, and your position in the organization, if you represent a legal entity;
• contact data, which means personal data that allows us to contact you, in particular your e-mail address, telephone number, delivery address, billing address;
• data on purchasing behavior, which means in particular data on purchases made, payment method including payment account number, and data on complaints;
• data on your behavior on the website, links you click on, and also data on the device from which you view our website, such as IP address and the location derived from it, device identification, its technical parameters such as operating system and its version, screen resolution, browser used and its version, as well as data obtained from cookies and similar technologies for device identification;
• data on creditworthiness and trustworthiness, to ensure the protection of our rights and legally protected interests (e.g. when making claims in courts or insurance companies), the scope of personal data provided is limited to personal data that is necessary for the successful exercise of the claim

 

Why do we process personal data and what authorizes us to do so?

Purposes of processing

1. If you purchase or order the delivery of goods from us or conclude a purchase contract with us

If you purchase goods from us on a deferred payment invoice, order the delivery of goods or conclude a purchase contract for repeated deliveries of goods or another contract with us, we carry out the following processing.

 

1.1. Processing based on the performance of a contract

If you conclude a purchase contract or order for the delivery of goods with us as a natural person, we process your personal data for the purpose of fulfilling this contract or order, your identification and contact data and data about your orders. If you order the delivery of goods from us as a representative of a legal entity or as an employee of a natural person who is self-employed, we process your identification and contact data and data about orders for the purpose of fulfilling this contract, based on our legitimate interest in concluding and performing a contract with the person you represent.

The fact that we use this data for the purpose of delivering goods or fulfilling a contract means that we will use it in particular:

• so that we can communicate with you about the delivery of goods, for example to send you a confirmation of the date
• for the purposes of payment for the delivered goods in the case of payment on delivery; in this context, we may also transfer your data to our other transport partners, as described in the section Who processes your personal data and to whom do we transfer it?
• in connection with a complaint;
• in connection with your other requests with which you contact us, e.g. by email or telephone.

 

1.2. Processing based on legitimate interest

• If you purchase goods from us on an invoice with deferred payment or order the delivery of goods or conclude a purchase contract with us, we will retain your identification and contact details and data about the purchased goods on the basis of our legitimate interest (without your consent) for the purpose of protecting legal claims and our internal records and controls. Our legitimate interests here are the protection of legal claims and the control of the proper provision of our services. In order to protect legal claims, protect assets and our internal records and controls, we process your data for the duration of the limitation period of 10 years and one year after its expiration with regard to claims asserted at the end of the limitation period. In the event of the initiation of judicial, administrative or other proceedings, we process your personal data to the extent necessary for the entire duration of such proceedings and the remaining part of the limitation period after their termination.
• We also process your identification and contact data and data on purchased goods on the basis of our legitimate interest (i.e. without your consent) for the purpose of sending offers or invitations to company marketing events by e-mail or post; our legitimate interest here is the promotion of our products and services. For this purpose, we use personal data for a period of 12 months from the last purchase of goods or termination of the purchase contract. You have the right to object to this processing carried out on the basis of our legitimate interest.

 

1.3. Processing based on the fulfillment of legal obligations

We also have to fulfill certain obligations stipulated by law. If we process your personal data for this reason, we do not have to obtain your consent for such processing. On this legal basis, we process your identification and contact data and data on completed transactions, in particular in order to comply with the following regulations:

• Act No. 89/2012 Coll., Civil Code,
• Act No. 634/1992 Coll., on Consumer Protection,
• Act No. 235/2004 Coll., on value added tax,
• Act No. 563/1991 Coll., on accounting,
• EU regulations against the support of terrorism, money laundering. For these purposes, we use personal data for a maximum period of 10 years.

 

2. If you are the addressee of a shipment, the delivery of which was ordered from us by your company or business partner

If you are the addressee of a shipment, the delivery of which is ordered from us, we process your identification and contact data:

• on the basis of our legitimate interest for the purpose of timely and correct delivery of goods and communication with you regarding the shipment and its delivery, where our legitimate interest is the fulfillment of the contract with our customer;
• for the purpose of protecting legal claims and our internal records and controls; our legitimate interests here are the protection of legal claims and the control of the proper delivery of the ordered goods.

For the preparation, conclusion and fulfillment of an order or purchase contract with our customer, we use your personal data for the period necessary to execute the order or purchase contract. After this period, we will continue to retain the data on the basis of our legitimate interest for the purpose of protecting legal claims, protecting property and our internal records and controls, for the duration of the limitation period of 10 years and one year after its expiration with regard to claims asserted at the end of the limitation period.

In the event of the initiation of judicial, administrative or other proceedings, we process your personal data to the extent necessary for the entire duration of such proceedings and the remaining part of the limitation period after their termination. Our legitimate interests here are the protection of legal claims and the control of the proper provision of our services. We use personal data for 10 years for the purposes of fulfilling legal obligations.

 

3. If you visit our website

 

3.1. Use of cookies and other technologies

When you visit our website, we store and then read small files called cookies on your device. A cookie is a small set of letters and numbers that we store in your internet browser or on your computer’s hard drive. Some cookies allow us to link your activities while browsing our sites from the moment you open your web browser window until the moment you close it. When you close your internet browser window, these cookies are deleted. Others remain on your device for a set period of time and are activated every time you visit the website that created the particular cookie. We not only store cookies on your device, but we also read the cookies that our website has stored on your device. In this document, for the sake of simplicity, we will only talk about storage. Some cookies are stored directly on your device by our website. These cookies help us:

• identify you when you move between pages of our website and when you return, for example to remember which version of our website we should show you if the website offers multiple versions at a given time;
• record that you have given us your consent in accordance with this document.

Such cookies and other files are necessary for the functioning of our website. If you block these cookies in your browser, our website may not function properly and we may not be able to provide you with our services.

We also store cookies from our website on your device that allow us to:

• monitor traffic to our website and its individual pages, create statistics and reports, and measure the effectiveness of advertising;
• show you different versions of our website if we test new features;

If you do not disable the use of third-party cookies in your browser and remain on our website or click the “I understand” button, which is part of the notice, we will assume that you can withdraw your consent to the use of these cookies at any time by disabling this function in your browser.

 

3.2. Use of personal data of website visitors

If you visit our website www.spacemanic.com, we process data about your behavior on the website based on our legitimate interest (i.e. without your consent) for the purpose of:

• obtaining information on the basis of which we will be able to improve the website for you in the future; our legitimate interest here is to improve our services for you;
• creating statistics and reports, in particular monitoring the traffic to our website, its individual pages and measuring the effectiveness of advertising; our legitimate interest here is to measure the effectiveness of our website and advertising expenses;

We do not obtain data about your behavior on the website only from cookies. We also supplement it with data:

• the IP address of your device (the address of your device, with which you communicate with other devices on the Internet);
• the operating system of your device, its version and language settings;
• the browser you use on your device, its version and language settings;
• the address of the website (URL address) from which you come to our website.

For these purposes, we use personal data for a period of 14 months. You have the right to object to this processing.

 

4. If you communicate with us through various channels

If you communicate with us through various channels, in particular via email and social networks, we will process your identification and contact data and records of the communication based on our legitimate interest (i.e. without your consent) for the purpose of:

• handling your inquiries and requests;
• if you have ordered goods from us or concluded another contract with us and your request relates to this contract, we may carry out this processing based on the fulfillment of this order or contract;
• recording your requests so that we can check that we fulfill them properly and on time;
• proving that we have accepted and handled your request, e.g. when you order goods from us or make a complaint through this means;
• analyzing them to improve the quality of our services.

 

5. If you participate in our company event

If you take advantage of the invitation and participate in one of our company events, in addition to your contact and identification data, we will also process your photos in certain cases for the purpose of presenting our company in the company magazine, on our website or on our company’s Facebook page. For this purpose, by participating in this type of company event, you express your consent to the processing of personal data, which you can revoke at any time. To revoke your consent, please contact us in the manner described in the section How can you exercise your individual rights?

 

6. If you visit our establishment

If you visit any of our establishments, we will process a recording from the camera system in which you may be captured, based on our legitimate interest (i.e. without your consent) for the purpose of protecting our and your property and the people moving around the store and its surroundings, which is also our legitimate interest. For this purpose, we store personal data for 7 days.

 

7. If you give us your consent

If you have not yet used our services (you have not concluded an order or purchase contract with us) and you give us your consent when providing your data, we may use your identification and contact details to send offers and invitations by e-mail, text message, communicate our offers to you by telephone or other means, or we may send them to you by post. Your consent is completely voluntary and you can withdraw it at any time. To withdraw your consent, please contact us in the manner described in the section How can you exercise individual rights? Withdrawal of consent does not affect the legitimacy of the processing until the moment of this withdrawal.

 

Who processes your personal data and to whom do we transfer it?

 

We process all of the aforementioned personal data as the controller. This means that we determine the purposes defined above for which we collect your personal data, determine the means of processing and are responsible for their proper execution and security. We may also transfer your personal data to other entities that are in the role of controller, namely:

• if you are the addressee of a delivery of goods ordered from us, to our partners who participate in this performance, as stated in the section If you are the addressee of a delivery of goods ordered from us, specifically to partners providing transportation and delivery of shipments;
• as part of fulfilling our legal obligations to transfer certain personal data to administrative authorities and state offices if we are requested to do so.

For the processing of personal data, we also use the services of other processors who process personal data exclusively on the basis of our instructions and for the purposes described in the section Why do we process personal data and what authorizes us to do so? Such processors are in particular:

• a) our partners providing transportation;
• SW service providers and other suppliers of technology, support and related services for our internal processes who are allowed online access to our information systems;
• operators of marketing tools and marketing agencies;
• providers of SMS, e-mail and other communication tools in the event that they process personal data to mediate our communication with you;
• lawyers, tax advisors, auditors, insurance companies, collection agencies.

 

From what sources do we obtain personal data?

In most cases, we process personal data that you provide to us as part of a request or order for goods, concluding a purchase contract or when communicating with us. If you are the recipient of a shipment, we obtain your data from the person who arranged the order for goods with our company. We also obtain personal data directly from you by monitoring your behavior on our website. In some cases, Spacemanic is authorized to obtain personal data from public registers and these are especially situations where we exercise our legitimate interests, in particular the interest to act prudently.

 

What are your rights when processing personal data?

Just as we have our rights and obligations when processing your personal data, you also have certain rights when processing your personal data. These rights include:

 

1. Right of access

In simple terms, you have the right to know what data we process about you, for what purpose, for how long we process and store it, where we obtain your personal data, to whom we transfer it, who processes it outside of us and what other rights you have related to the processing of your personal data. You can find out all this in this document. However, if you are not sure which personal data we process about you, you can ask us to confirm whether or not the personal data concerning you is being processed by us, and if so, you have the right to access this personal data. As part of the right of access, you can ask us for a copy of the personal data being processed, and we will provide you with the first copy free of charge and subsequent copies for a fee. We reserve a period of 30 days to process your request.

 

2. Right to rectification

To err is human. If you find that the personal data we process about you is inaccurate or incomplete, you have the right to have it corrected or completed without undue delay.

 

3. Right to erasure

In some cases, you have the right to have your personal data erased. We will erase your personal data without undue delay if one of the following reasons applies:

• we no longer need your personal data for the purposes for which we processed it;
• you withdraw your consent to the processing of personal data, provided that this is data for which your consent is necessary and we have no other legitimate reason why we need to continue processing this data;
• you exercise your right to object to processing (see the section Right to object to processing) for personal data that we process on the basis of our legitimate interests and we find that we no longer have any such legitimate interests that would justify this processing, or
• you believe that the processing of personal data carried out by us is no longer in accordance with generally binding regulations.

But please note that even if one of these reasons applies, this does not mean that we will immediately delete all of your personal data. This right does not apply if the processing of your personal data is still necessary for compliance with our legal obligation or for the establishment, exercise or defence of our legal claims (see section Why do we process personal data and what entitles us to do so?).

 

4. Right to restriction of processing

In some cases, in addition to the right to erasure, you may also exercise the right to restriction of processing of personal data. This right allows you to request in certain cases that your personal data be marked and that these data are not subject to any further processing operations – in this case, however, not forever (as in the case of the right to erasure), but for a limited period of time. We must restrict the processing of personal data if:

• you contest the accuracy of the personal data before we agree which data is correct;
• we process your personal data without sufficient legal basis (e.g. beyond what we have to process), but you would prefer only the restriction of such data over the deletion of such data (e.g. if you expect that you would provide such data to us in the future anyway);
• we no longer need your personal data for the above-mentioned processing purposes, but you require them for the establishment, exercise or defence of legal claims, or you object to the processing. The right to object is described in more detail below in the chapter Right to object to processing. For the period during which we are investigating whether your objection is justified, we are obliged to restrict the processing of your personal data.

 

5. Right to portability

You have the right to obtain from us all your personal data that you have provided to us and that we process on the basis of your consent (see section If you give us your consent) and on the basis of the performance of the contract. We will provide you with your personal data in a structured, commonly used and machine-readable format. In order to be able to easily transfer the data at your request, this may only be data that we process automatically in our electronic databases.

 

6. Right to object to processing

You have the right to object to the processing of personal data based on our legitimate interest (see section Why do we process personal data and what entitles us to do so?). In the case of marketing activities, we will stop processing your personal data without further action; in other cases, we will do so unless we have compelling legitimate grounds for continuing such processing.

 

7. Right to lodge a complaint

Exercising your rights in the manner described above does not affect your right to lodge a complaint with the relevant supervisory authority. You can exercise this right in particular if you believe that we are processing your personal data unlawfully or in breach of generally binding legal regulations. You can lodge a complaint against our processing of personal data with the Office for Personal Data Protection, which is located at Pplk. Sochora 27, 170 00 Prague 7.

 

How can you exercise your individual rights?

For all matters related to the processing of your personal data, whether it is a question, exercising a right, filing a complaint or anything else, you can contact the email address gdpr@spacemanic.com. The person responsible for compliance with the GDPR is available at this address. We will process your request without undue delay, but within one month at most. In exceptional cases, especially due to the complexity of your request, we are entitled to extend this period by another two months. We will of course inform you of any such extension and its justification.

Personal data processing document in Czech (Official)

Note: The English version is provided for convenience. In case of legal disputes, the original Czech version prevails.