User Agreement / Privacy Policy

Provisions on the Processing and Protection of Personal Data in the Personal Data Databases Owned by the Seller

Contents

  1. General Concepts and Scope of Application
  2. List of Personal Data Databases
  3. Purpose of Processing Personal Data
  4. Procedure for Processing Personal Data: Obtaining Consent, Notification of Rights and Actions with Personal Data of the Data Subject
  5. Location of the Personal Data Database
  6. Conditions for Disclosure of Personal Data to Third Parties
  7. Protection of Personal Data: Methods of Protection, Responsible Person, Employees Directly Involved in Processing and/or Having Access to Personal Data in Connection with the Performance of Their Official Duties, Term of Storage of Personal Data
  8. Rights of the Data Subject
  9. Procedure for Handling Requests from the Data Subject
  10. State Registration of Personal Data Databases

1. General Concepts and Scope of Application 1.1. Definitions:

  • personal data database — a named set of ordered personal data in electronic form and/or in the form of personal data card files;
  • responsible person — a designated person who organizes work related to the protection of personal data during their processing in accordance with the law;
  • owner of the personal data database — a natural or legal person to whom the right to process these data is granted by law or by consent of the data subject, who approves the purpose of processing personal data in this database, establishes the composition of these data and procedures for their processing, unless otherwise provided by law;
  • State Register of Personal Data Databases — a unified state information system for the collection, accumulation and processing of information about registered personal data databases;
  • publicly available sources of personal data — directories, address books, registers, lists, catalogs, other systematized collections of open information that contain personal data, placed and published with the knowledge of the data subject. Social networks and Internet resources where the data subject leaves their personal data are not considered publicly available sources (except in cases where the data subject explicitly states that the personal data is posted for the purpose of their free distribution and use);
  • consent of the data subject — any documented, voluntary expression of will by an individual to grant permission for the processing of their personal data in accordance with the stated purpose of their processing;
  • depersonalization of personal data — removal of information that allows identification of a person;
  • processing of personal data — any action or set of actions performed fully or partially in an information (automated) system and/or in personal data card files related to the collection, registration, accumulation, storage, adaptation, change, renewal, use and dissemination (distribution, sale, transfer), depersonalization, destruction of information about an individual;
  • personal data — information or set of information about an individual who is identified or can be specifically identified;
  • processor of the personal data database — a natural or legal person to whom the owner of the personal data database or the law has granted the right to process these data. A person entrusted by the owner and/or processor of the personal data database to perform technical work on the personal data database without access to the content of personal data is not considered a processor;
  • data subject — an individual whose personal data is processed in accordance with the law;
  • third party — any person, except the data subject, the owner or processor of the personal data database and the authorized state body for personal data protection, to whom the owner or processor of the personal data database transfers personal data in accordance with the law;
  • special categories of data — personal data concerning racial or ethnic origin, political, religious or philosophical beliefs, membership in political parties and trade unions, as well as data concerning health or sex life.

1.2. This Regulation is mandatory for the responsible person and employees of the Seller who directly process and/or have access to personal data in connection with the performance of their official duties.

2. List of Personal Data Databases 2.1. The Seller is the owner of the following personal data databases: • database of counterparties.

3. Purpose of Processing Personal Data 3.1. The purpose of processing personal data in the system is to ensure the implementation of civil-law relations, provision, receipt and settlement for purchased goods and services in accordance with the Tax Code of Ukraine, the Law of Ukraine "On Accounting and Financial Reporting in Ukraine".

4. Procedure for Processing Personal Data: Obtaining Consent, Notification of Rights and Actions with Personal Data of the Data Subject 4.1. The consent of the data subject must be a voluntary expression of will by an individual to grant permission for the processing of their personal data in accordance with the stated purpose of their processing. 4.2. The consent of the data subject may be given in the following forms: • a document on paper with requisites that allow identification of this document and the individual; • an electronic document that must contain mandatory requisites that allow identification of this document and the individual. The voluntary expression of will by an individual to grant permission for the processing of their personal data is advisable to be certified by the electronic signature of the data subject; • a mark on the electronic page of the document or in an electronic file processed in the information system based on documented software and technical solutions. 4.3. The consent of the data subject is provided when concluding civil-law relations in accordance with applicable law. 4.4. Notification of the data subject about the inclusion of their personal data in the personal data database, the rights defined by the Law of Ukraine "On Personal Data Protection", the purpose of data collection and the persons to whom their personal data are transferred is carried out when concluding civil-law relations in accordance with applicable law. 4.5. Processing of personal data concerning racial or ethnic origin, political, religious or philosophical beliefs, membership in political parties and trade unions, as well as data concerning health or sex life (special categories of data) is prohibited.

5. Location of the Personal Data Database 5.1. The personal data databases specified in Section 2 of this Regulation are located at the Seller's address.

6. Conditions for Disclosure of Personal Data to Third Parties 6.1. The procedure for access to personal data by third parties is determined by the conditions of consent of the data subject provided to the owner of personal data for the processing of these data, or in accordance with the requirements of the law. 6.2. Access to personal data is not granted to a third party if the specified person refuses to undertake obligations to ensure compliance with the requirements of the Law of Ukraine "On Personal Data Protection" or is unable to ensure them. 6.3. The subject of personal data relations submits a request for access (hereinafter — request) to personal data to the owner of the personal data database. 6.4. The request specifies: • surname, first name and patronymic, place of residence (place of stay) and requisites of the document certifying the identity of the person submitting the request (for an individual — applicant); • name, location of the legal entity submitting the request, position, surname, first name and patronymic of the person certifying the request; confirmation that the content of the request corresponds to the powers of the legal entity (for a legal entity — applicant); • surname, first name and patronymic, as well as other information that allows identification of the individual regarding whom the request is made; • information about the personal data database regarding which the request is submitted, or information about the owner or processor of this personal data database; • list of personal data requested. 6.5. The period for reviewing the request for satisfaction may not exceed ten working days from the date of its receipt. During this period, the owner of the personal data database informs the person submitting the request that the request will be satisfied or the relevant personal data are not subject to provision, indicating the grounds defined in the relevant regulatory act. The request is satisfied within thirty calendar days from the date of its receipt, unless otherwise provided by law. 6.6. Postponement of access to personal data of third parties is allowed if the necessary data cannot be provided within thirty calendar days from the date of receipt of the request. In this case, the total period for resolving the issues raised in the request may not exceed forty-five calendar days. 6.7. Notification of postponement is brought to the attention of the third party who submitted the request in writing, explaining the procedure for appealing such a decision. 6.8. The notification of postponement specifies: • surname, first name and patronymic of the official; • date of sending the notification; • reason for postponement; • period during which the request will be satisfied. 6.9. Refusal of access to personal data is allowed if access to them is prohibited by law. 6.10. The notification of refusal specifies: • surname, first name, patronymic of the official refusing access; • date of sending the notification; • reason for refusal. 6.11. The decision on postponement or refusal of access to personal data may be appealed in court.

7. Protection of Personal Data: Methods of Protection, Responsible Person, Employees Directly Involved in Processing and/or Having Access to Personal Data in Connection with the Performance of Their Official Duties, Term of Storage of Personal Data 7.1. The owner of the personal data database is equipped with system and software-technical means and communication means that prevent loss, theft, unauthorized destruction, distortion, falsification, copying of information and meet the requirements of international and national standards. 7.2. The responsible person organizes work related to the protection of personal data during their processing in accordance with the law. The responsible person is determined by order of the owner of the personal data database. The duties of the responsible person regarding the organization of work related to the protection of personal data during their processing are specified in the job description. 7.3. The responsible person is obliged to: • know the legislation of Ukraine in the field of personal data protection; • develop procedures for access to personal data of employees in accordance with their professional or official or labor duties; • ensure that employees of the owner of the personal data database comply with the requirements of the legislation of Ukraine in the field of personal data protection and internal documents regulating the activities of the owner of the personal data database regarding the processing and protection of personal data in personal data databases; • develop a procedure (procedure) for internal control over compliance with the requirements of the legislation of Ukraine in the field of personal data protection and internal documents regulating the activities of the owner of the personal data database regarding the processing and protection of personal data in personal data databases, which, in particular, should contain norms regarding the frequency of such control; • notify the owner of the personal data database of facts of violations by employees of the requirements of the legislation of Ukraine in the field of personal data protection and internal documents regulating the activities of the owner of the personal data database regarding the processing and protection of personal data in personal data databases within a period not later than one working day from the moment of detection of such violations; • ensure storage of documents confirming the provision of consent by the data subject to the processing of their personal data and notification of the specified subject of his rights. 7.4. In order to fulfill its duties, the responsible person has the right to: • receive necessary documents, including orders and other administrative documents issued by the owner of the personal data database related to the processing of personal data; • make copies of the received documents, including copies of files, any records stored in local computer networks and standalone computer systems; • participate in the discussion of duties performed by him in organizing work related to the protection of personal data during their processing; • submit proposals for improving activities and improving work methods, submit remarks and options for eliminating identified deficiencies in the process of processing personal data; • receive explanations on issues of processing personal data; • sign and visa documents within its competence. 7.5. Employees who directly process and/or have access to personal data in connection with the performance of their official (labor) duties are obliged to comply with the requirements of the legislation of Ukraine in the field of personal data protection and internal documents regarding the processing and protection of personal data in personal data databases. 7.6. Employees who have access to personal data, including those who process them, are obliged not to allow the disclosure in any way of personal data entrusted to them or that became known in connection with the performance of professional or official or labor duties. Such obligation is valid after termination of their activities related to personal data, except in cases established by law. 7.7. Persons who have access to personal data, including those who process them, in case of violation of the requirements of the Law of Ukraine "On Personal Data Protection" bear responsibility in accordance with the legislation of Ukraine. 7.8. Personal data should not be stored longer than necessary for the purpose for which such data are stored, but in any case not longer than the period of storage of data defined by the consent of the data subject to the processing of these data.

8. Rights of the Data Subject 8.1. The data subject has the right to: • know the location of the personal data database containing their personal data, its purpose and name, location and/or place of residence (stay) of the owner or processor of this database or give an appropriate instruction to receive this information to authorized persons, except in cases established by law; • receive information about the conditions of access to personal data, including information about third parties to whom their personal data contained in the relevant personal data database are transferred; • access their personal data contained in the relevant personal data database; • receive no later than thirty calendar days from the date of receipt of the request, except in cases provided by law, a response on whether their personal data are stored in the relevant personal data database, as well as receive the content of their personal data stored; • present a reasoned demand with objection to the processing of their personal data by state authorities, local governments in the exercise of their powers provided by law; • present a reasoned demand for change or destruction of their personal data by any owner and processor of this database if these data are processed illegally or are unreliable; • protect their personal data from illegal processing and accidental loss, destruction, damage due to intentional concealment, non-provision or untimely provision, as well as protection from the provision of information that is unreliable or discrediting the honor, dignity and business reputation of an individual; • apply for the protection of their rights regarding personal data to state authorities, local governments, whose powers include the protection of personal data; • apply means of legal protection in case of violation of legislation on personal data protection.

9. Procedure for Handling Requests from the Data Subject 9.1. The data subject has the right to receive any information about themselves from any subject of personal data relations without specifying the purpose of the request, except in cases established by law. 9.2. Access of the data subject to data about themselves is provided free of charge. 9.3. The data subject submits a request for access (hereinafter — request) to personal data to the owner of the personal data database. The request specifies: • surname, first name and patronymic, place of residence (place of stay) and requisites of the document certifying the identity of the data subject; • other information that allows identification of the data subject; • information about the personal data database regarding which the request is submitted, or information about the owner or processor of this database; • list of personal data requested. 9.4. The period for reviewing the request for satisfaction may not exceed ten working days from the date of its receipt. During this period, the owner of the personal data database informs the data subject that the request will be satisfied or the relevant personal data are not subject to provision, indicating the grounds defined in the relevant regulatory act. 9.5. The request is satisfied within thirty calendar days from the date of its receipt, unless otherwise provided by law.

10. State Registration of Personal Data Databases 10.1. State registration of personal data databases is carried out in accordance with Article 9 of the Law of Ukraine "On Personal Data Protection".

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