Privacy policy

SOPLA Sp. z o.o. cares about the security and respects the privacy of everyone who visits our website at sopla.pl. Website users are not identified in any way.

Collection and storage of data

We do not collect or store the personal data of users visiting the website, and we do not pass any data on to third parties.

Cookies

The cookies used on the website are there to make it work properly. They are stored on the user's device while they are using the website and are deleted when the browser is closed.

Every user can adjust their browser settings or block cookies altogether. However, blocking cookies may cause errors and make it harder to use the website properly.

The cookies used on sopla.pl are not used to collect or store any personal data of the website's users, do not track navigation and do not analyse users' preferences or behaviour.

There are two forms on the website: “Ask about working with us” (home page and Contact) and “Report a fault” (Residents' area). The data you enter is sent to SOPLA as an email:

• enquiry form: full name, email address, phone number (optional), topic and message,
• fault report form: full name, phone number, building, flat number, fault category and description, and a photo if you add one.

Messages from the forms are sent through a third-party email delivery provider (Resend). We process the data in order to reply to your enquiry or handle your report. Before you submit a form, we ask for your consent to process your data for this purpose. The details, including your rights, are set out in the data protection notice.

On your first visit, we show a cookie consent banner run by the Cookiebot tool. Analytics cookies (Google Analytics) are only set once you have consented to them. Without your consent, the website only uses cookies that are necessary for it to work, including the cookie in which Cookiebot remembers your choice.

You can change or withdraw your consent at any time in the cookie settings.

The map showing how to get to the SOPLA office only loads after you click the “Show map” button. Until then, the website does not connect to Google Maps servers. Once you click, the map is provided by Google, which may process data such as your IP address and set its own cookies in line with its privacy policy (opens in a new tab).

The “Get directions” and “Open in Google Maps” links open Google Maps in a new tab.

In accordance with Article 13(1) and (2) and Article 14(1) and (2) of 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, hereinafter “GDPR”), we inform you that:

1. 1. Data controller

   The controller of personal data is SOPLA Sp. z o.o., with its registered office in Kraków (30-415) at ul. Wadowicka 6. You can contact the controller about the processing of personal data in writing at the above address or by email at daneosobowe@sopla.pl.

2. 2. Purposes and legal basis of processing

   personal data of representatives, employees and associates of tenants in connection with the administration and management of properties

   The purpose and legal basis of processing is the legitimate interest of the controller (Article 6(1)(f) GDPR), namely contact with representatives, employees and associates of tenants, proper communication, passing on information about the managed property, handling day-to-day matters, proper supervision and servicing of the property, and the establishment or defence of legal claims, as well as compliance with legal obligations, including those arising from the Accounting Act and tax and archiving obligations (Article 6(1)(c) GDPR);

   personal data of contractors (customers, service providers) and of contractors' employees and associates in connection with the conclusion and performance of a contract

   The purpose and legal basis of processing is taking steps towards concluding a contract, concluding the contract and performing it properly (Article 6(1)(b) GDPR); compliance with legal obligations, including those arising from the Accounting Act and tax and archiving obligations (Article 6(1)(c) GDPR); and the legitimate interest of the controller (Article 6(1)(f) GDPR), namely processing the personal data of the contractor's representatives in order to reliably identify the contractor, processing the personal data of the contractor's employees and associates in order to contact the persons designated by the contractor as responsible for the proper performance of the contract, marketing of our own services, and the establishment or defence of legal claims;

   personal data of the controller's former employees

   The purpose and legal basis of processing is the obligation to archive documents containing personal data (Article 6(1)(c) GDPR) under separate regulations (including the Labour Code, the Social Insurance System Act and the Act on Pensions from the Social Insurance Fund), and the legitimate interest of the controller (Article 6(1)(f) GDPR), namely the establishment or defence of legal claims;

3. 3. Recipients of personal data

   personal data of representatives, employees and associates of tenants in connection with the administration and management of properties

   The recipients of personal data are the controller's associates, as well as an IT service provider, software providers, law firms and external auditors;

   personal data of contractors (customers, service providers) and of contractors' employees and associates in connection with the conclusion and performance of a contract

   The recipients of personal data are: an IT service provider, software providers, external auditors and law firms;

   personal data of the controller's former employees

   The recipients of personal data are: an IT service provider, software providers and law firms;

4. 4. Retention period

   personal data of representatives, employees and associates of tenants in connection with the management and administration of properties

   Data are kept for at least as long as the lease agreement is in force; for some purposes based on legitimate interest, data are kept for as long as the legitimate interest exists or until a justified objection is raised. Where legal claims are being established or defended - until the limitation period expires;

   Billing data are kept for the period required by law under separate regulations, in particular tax and accounting regulations (for 5 years from the end of the calendar year in which the tax obligation arose);

   personal data of contractors (suppliers, service customers) and of contractors' employees and associates in connection with the conclusion and performance of a contract

   Data contained in the contract are kept for the term of the contract and for the period needed to establish or defend legal claims - until the limitation period expires.

   For other purposes based on the controller's legitimate interest, data are kept for as long as that interest exists or until a justified objection is raised.

   Billing data are kept for the period required by law under separate regulations, in particular tax and accounting regulations (for 5 years from the end of the calendar year in which the tax obligation arose);

   personal data of the controller's former employees

   In line with the periods set out in separate regulations (including the Labour Code, the Social Insurance System Act and the Act on Pensions from the Social Insurance Fund), data in the personnel files of employees hired from 1 January 2019 are kept for 10 years from the end of the calendar year in which the legal obligation arose, and for employees hired between 1 January 1999 and 31 December 2018 for 50 years, unless the employer chooses to shorten the retention period, in which case 10 years + 1. Where legal claims are being established or defended - until the limitation period expires;

5. 5. Automated decision-making

   Personal data will not be processed by automated means for the purpose of decision-making, including profiling.

6. 6. Your rights

   The data subject has the right to access their data, to have it rectified or erased (if it is no longer necessary for the purposes for which it was collected and the controller has no grounds to process it), to restrict processing and to object to processing.

   Where data are processed on the basis of consent, the data subject has the right to withdraw consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before it was withdrawn.

   The data subject also has the right to lodge a complaint with the supervisory authority, the President of the Personal Data Protection Office (UODO), if they consider that the processing of their personal data infringes the General Data Protection Regulation of 27 April 2016.

7. 7. Provision of personal data by the data subject

   personal data of representatives, employees and associates of tenants in connection with the management and administration of properties

   Providing data is voluntary, although failure to do so may make it impossible to contact the person concerned and to pass on and properly circulate information;

   personal data of contractors (customers, service providers) and of contractors' employees and associates in connection with the conclusion and performance of a contract

   Providing personal data that is required by law is mandatory.

   In other cases it is voluntary, although failure to provide data may make it impossible to contact the person concerned, pass on information, take steps towards concluding a contract, or conclude and properly perform it;

   personal data of the controller's former employees

   Providing personal data that is required by law is mandatory.

   Providing other data is voluntary;

8. 8. Source of data / categories of data processed

   personal data of representatives, employees and associates of tenants in connection with property management

   If personal data were not obtained directly from the data subject, they were provided by the tenants' representatives or by the property owner;

   Ordinary (non-sensitive) personal data of the data subjects are processed;

   personal data of contractors (customers, service providers) and of contractors' employees and associates in connection with the conclusion and performance of a contract

   If personal data were not obtained directly from the data subject, they were provided by the contractor for the purpose of performing the contract or, in the case of the contractor's representatives, obtained from public business registers.

   Ordinary (non-sensitive) personal data of the data subjects are processed;