This Privacy Policy lays down information on the processing of personal data by data controller which is mandatory in accordance with the EU’s General Data Protection Regulation (hereinafter – the Regulation). This Privacy Policy is designated for Civinity Group employees, who do maintenance on multi-apartment buildings administered by Civinity Group, and use the Civinity Solution mobile application. For the purposes of this Privacy Policy, Civinity Group includes Civinity AB, legal entity code 302247881 and its directly and indirectly controlled legal entities, including UAB Civinity LT, legal entity code 304726371, Civinity Namai UAB, legal entity code 121452134, Civinity Namai Vilnius UAB, legal entity code 300510344, Civinity Namai Kaunas, UAB, legal entity code 132125543, Civinity Namai Klaipėda, UAB, legal entity code 140336910, Civinity Namai Vakarai, UAB, legal entity code 140597134, Civinity Namai Palanga, UAB, legal entity code 152429379, UAB Kretinga Būstas, legal entity code 300531826, UAB Debreceno Valda, legal entity code 140524652, Civinity Engineering, UAB, legal entity code 125169233, Civinity Solutions, UAB, legal entity code 300131675. The data controller may be any or several of the above-listed companies, depending on the actions of the data subject.
The information below covers the following purposes of data processing: (i) processing of data of employees using Civinity Solution mobile application; (ii) e-mail communication. This document also describes your rights as a data subject, provision of data to data recipients and other conditions for the processing of personal data applicable to all personal data processed for above purposes.
We process data of employees using the Civinity Solution mobile application in order to provide building administration and maintenance services to our clients, to document and track works done, materials used, and to issue invoices for the services electronically.
We shall process your personal data on the basis of your consent, performance of the contract and discharge of obligations provided for by legal acts.
We shall store your personal data for 10 years after we stop providing the service.
To monitor the execution of work tasks and record time spent on assignments, we use software installed on the employee’s mobile device. The application includes tasks, related to arrival at the work location and the performance of assigned duties. Upon arrival at the work site, the time is automatically recorded, and the system begins tracking the duration of the work. Once the task is completed and the employee leaves the work site, time tracking is stopped. Arrival, task execution and departure times are calculated automatically.
No location data is transmitted, stored, retained in the system or shared. The application does not collect or save any GPS or geolocation information, and all automated time tracking is based solely on task-related inputs.
According to the Regulation, the content of e-mail correspondence shall be considered personal data, even if the correspondence is between employees of legal entities. Therefore, we shall apply the rules on the processing of personal data required by the Regulation to the content of communication and to e-mail addresses.
The basis of the processing of your personal data shall be the expression of your free will to correspond and to provide certain data in the correspondence, i.e. your consent. Moreover, performance of the agreement and discharge of obligations provided for in legal acts may also be the basis of processing of data.
We shall process your e-mail address, content of correspondence and related data in accordance with the principle of proportionality. These data shall first of all be accessible by the employee with whom you communicate directly. However, in certain cases, other employees of our company may also read your correspondence for the purposes of, say, internal administration, investigation of possible violations of legal acts or internal rules, substitution of an employee and other related purposes.
We shall provide your personal data to the following:
We shall follow the following principles when collecting and using personal data which you entrusted to us or which we legitimately received from other sources:
Please be informed that you have the following rights of the data subject: the right to access your data and know how they are processed; the right to request to rectify or, given the purposes of the processing of personal data, to supplement incomplete personal data; the right to request the destruction of your data or to suspend the processing of your data (except for storage); the right to request that the processing of your personal data is restricted; the right to data portability; the right to lodge a complaint with the State Data Protection Inspectorate; the right to withdraw your consent.
In order to exercise your data subject rights, we will have to identify you. Without identifying you, we will not know if the person contacting us is really the person whose personal data we process, and thus we will not be able to implement your rights.
We may refuse to process your request for the exercise of your rights, or we may charge a respective fee therefor, if the request is manifestly unfounded or excessive, also in other cases provided for by law.
If you want to exercise your data subject’s rights or have other questions regarding the processing of your personal data, please contact us by e-mail [email protected] or by calling 8 700 55 188.