Privacy Policy Sharebee

Sharebee sp. z o.o., the owner of the Sharebee platform, makes every effort to protect the privacy of people using its services.

In order to implement the principle of lawful, reliable and transparent processing of your personal data when using our services, we accept a document called the Privacy Policy. The Privacy Policy defines how we care for your personal data and your rights.

The Privacy Policy is effective from June 30, 2018.

Sharebee application

is an Internet application owned by Sharebee sp. z o.o., available at a dedicated Internet address agreed with the Customer, enabling the Customer to independently control and manage the Social Selling and Employee Advocacy programs in his organization and manage the Account database.

Sharebee, we, our, our

is Sharebee sp. z o.o., with its registered office at ul. Literacka 13/2, 01-864 Warsaw, NIP 118-217-44-90, KRS 0000733366. Contact e-mail address: hello@sharebee.pl

Client

is a legal person, an organizational unit without legal personality that has concluded an Agreement for the provision of Services with Sharebee.

Account

is an access channel to the Sharebee Application using a login (e-mail address) and password for a natural person employed by the Customer in any form, including on the basis of a civil law contract. The customer can specify the following permission levels: administrator, user.

GDPR

is 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).

Website or Services

are websites owned or managed by Sharebee, within which Sharebee provides its services. The website is available at https://www.sharebee.pl and/or at dedicated addresses agreed directly with the Customer.

Services Agreement

is an agreement for the provision of access to the Sharebee Application and additional services, integrally related to the use of the Sharebee Application.

Trial Access Agreement

is an agreement for the provision of free access to the Sharebee Application in order to enable you to familiarize yourself with the operation and functions of the Sharebee Application.

Agreements

is the Service Agreement and the Trial Access Agreement jointly.

User

is a natural person using the resources of the Websites.

The administrator of your personal data in connection with the use of the Services is Sharebee.

The administrator of your personal data in connection with the use of the Sharebee Application is the Customer, i.e. the organization that has concluded an Agreement for the provision of Services with Sharebee. In this case, Sharebee is the processor of your personal data.

If you have any questions regarding the processing of your personal data and your rights, please contact our Data Protection Officer by e-mail to the following address: iod@sharebee.pl

We process your personal data as: (i) a customer or his representative, (ii) a potential customer or his representative or (iii) a user, for various purposes, to a different extent and on a different legal basis specified in the GDPR. In order to provide you with the most transparent information, we have grouped this data by referring to the purposes of processing.

1. Sharebee Agreements

Contact request regarding test access to the Sharebee Application

Objective. We process your personal data in order to contact you, provide additional information about the Sharebee Application and submit a proposal to test the Sharebee Application.

The scope of data. We process your personal data that you provided using our online contact form. Our form indicates which information fields are required and which are voluntary. Completing the fields marked as required is a condition of using the service.

Legal basis. Our legitimate interest (Article 6(1)(f) of the GDPR), consisting in the promotion of our Application
Sharebee in professional relations (so-called business-to-business) and enabling its testing.

Storage period. For this purpose, we process your personal data for no longer than 3 years from the date of sending the completed form. After this period, we will either anonymise your personal data.

Conclusion, performance and settlement of contracts / performance of tax and accounting obligations / debt collection and claims

Objective. We process your personal data in order to: (i) conclude, perform and settle Agreements, (ii) perform our tax and accounting obligations related to the proper implementation of Agreements, including issuing and delivering invoices or e-invoices to you, (iii) debt collection arising from from the Agreements and (iv) determination, investigation or defense against claims arising from non-performance or improper performance of the Agreements.

The scope of data. We process your personal data that you provided using our Trial Access Agreement form and the Services Agreement form. In addition, we process your personal data such as: name and surname, business e-mail address, business telephone number, position and place of work.

Legal basis. (1) Our legitimate interest (Article 6(1)(f) of the GDPR), consisting in establishing and maintaining business relations with Customers who act through their representatives and proxies, including the correct determination of the amount of fees payable by Customers for the use of from our services, in the recovery of receivables arising from the Agreements and in the investigation or defense against claims in proceedings before courts or other state authorities related to the conclusion and performance of Agreements;
(2) fulfillment of legal obligations incumbent on Sharebee (Article 6(1)(c) of the GDPR), contained in the provisions of tax law (including the Act of August 29, 1997 – Tax Ordinance) and in the provisions on keeping books accounting (including the Act of September 29, 1994 on accounting).

Storage period. For these purposes, we process your personal data for a period not longer than 3 years from the date of expiry or termination of the Agreement. In certain cases, we may process your data for longer, if this is necessary under the law. For purposes related to the fulfillment of tax and accounting obligations, we process your personal data for 5 years, counting from the end of the calendar year in which the deadline for payment of the tax by Sharebee expired, and for a longer period if the limitation period for the tax liability is suspended or interrupted or when it is necessary results from specific provisions of law.

2. Using the sharebee app

Ensuring security / using Sharebee Application functions

Objective. We process your personal data in order to perform authentication in the Sharebee Application and to enable you to use various functions of the Sharebee Application at certain permission levels, including to create a user profile in the Sharebee Application.

The scope of data. We process your personal data including: (i) login (your business e-mail address indicated by the Customer during the configuration of the dedicated Sharebee Application) and password set by you when logging in to the Sharebee Application, (ii) data contained in the user profile created in the Sharebee Application, as well as (iii) data related to your use of certain functions of the Sharebee Application (including Name, Surname, Business e-mail address and addresses of authorized accounts on Social Networking Sites).

Legal basis. Our legitimate interest (Article 6(1)(f) of the GDPR), consisting in ensuring security and controlling access to the Sharebee Application, as well as ensuring the possibility of using certain functions of the Sharebee Application.

Storage period. For these purposes, we process your personal data for the entire period of using the Shareb Application

Service providers

We provide your personal data to our providers of CRM services (Pipedrive), analytical services (e.g. Google Analytics, Google Tag Manager, HotJar), social media platforms (e.g. LinkedIn, Facebook), online marketing systems (e.g. Google Adwords, Facebook Pixel ), chat services (Facebook Messenger), hosting services (The Camels), support services for management and accounting processes (InFakt) or sending transactional e-mails (Postmark). Our suppliers are mainly based in Poland and other countries of the European Economic Area (EEA), e.g. in Ireland. Some of our suppliers are based outside the EEA. In connection with the transfer of your data outside the EEA, we have made sure that our suppliers guarantee a high level of personal data protection. These guarantees result in particular from the obligation to use standard contractual clauses adopted by the Commission (EU) or participation in the “Privacy Shield” program established by Commission Implementing Decision (EU) 2016/1250 of July 12, 2016 on the adequacy of protection provided by by the EU-US Privacy Shield.

You have the right to request copies of standard contractual clauses from us by directing the inquiry in the manner indicated in point II of the Privacy Policy.

State authorities

We share your personal data if we are asked to do so by authorized state authorities, in particular organizational units of the prosecutor’s office, the Police, the President of the Office for Personal Data Protection or the President of the Office of Electronic Communications.

We ensure the implementation of your rights indicated below. You can exercise your rights by contacting us in the manner specified in section II of the Privacy Policy.

Right to erasure (“right to be forgotten”)

You have the right to request the erasure of all or some of your personal data. You have the right to request the deletion of personal data if:

• you have withdrawn a specific consent to the extent that personal data was processed based on your consent;
• your personal data is no longer necessary for the purposes for which it was collected or processed;
• you have objected to the use of your data for marketing purposes;
• you objected to the processing of your data based on our legitimate interest (e.g. against the use of your data to keep statistics on the use of the Websites and satisfaction surveys), and the objection was found to be justified;
• your personal data is being processed unlawfully.

Despite the request to delete your personal data, in connection with the objection or withdrawal of consent, we may retain certain personal data to the extent necessary for the purposes of establishing, investigating or defending against claims. This applies in particular to personal data including: name, surname, e-mail address, telephone number and history of activity in the Sharebee Application, which we retain for the purpose of considering complaints and claims related to the use of our services.

Legal basis: art. 17 GDPR

We make every effort to ensure the security of your personal data. The websites use encrypted data transmission (SSL) during registration and logging in, which ensures the protection of data identifying you and significantly hinders interception of access to the Sharebee Application by unauthorized systems or persons.

We may change and supplement the Privacy Policy as needed. We will inform you about any changes or additions by posting relevant information on the main pages of the Websites, and in the event of significant changes, we may also send you separate notifications to the e-mail address provided by you.