Associates & Suppliers

INFORMATION ABOUT THE PROCESSING OF PERSONAL DATA

The Company with the name Petrakis Transport  SA located in Piraeus, 40 Zannetou Street, Tax Identification Number: 099021010 Tax Office: FAE PIRAEUS, 31 Georgiou Kouvidis Branch, Elefsina, PC 192 00, e-mail: [email protected]  as a Controller of Personal Data Processing, hereby provides you with the following information for the processing of your personal data and your rights as a subject of processing, according to the General Data Protection Regulation (EU 679/2016), hereinafter (GDPR), the respective national legislation, as well as the Decisions, Instructions and Opinions of the competent supervisory Authority.

This information is addressed to associates, suppliers affiliated with the Company and its branches (hereinafter the “Company”) in relation to independent services, works (hereinafter “associate”) either being persons (for example, sole proprietorships, self-employed) or being legal entities (in which case the present case concerns, for example, legal representatives, administrators, contact persons, position in the legal entity).

It is also addressed to the persons linked with the associate (indicatively to the staff, associates, representatives, agents, managers, executives, subordinates, servants, assistants, contact persons, etc.), whom the associate when giving their data to the Company, should inform them of this disclosure and have referred them to this information, which as applicable, is posted on www.petrakis-transport.gr .

The Company collects and processes the following data (indicatively and not restrictively), depending on the type of cooperation or contract:

PERSONAL DATA

Basic identification data (name, surname, father’s name, ID number or passport), contact data (e-mail address and / or postal address, landline or mobile phone number)

Tax data: Tax Identification Number, Tax Office

residence permit, work permit, distinctive title / type of business,

registered office, bank accounts for payment of fees

invoices

title, position in the company, details of legal representatives

financial offer,

driving license (where required),

Information regarding education and professional experience such as for example a degree, curriculum vitae, license to practice (if required), foreign language certification (where required), computer certification (where required), previous service if available.

Vehicle Liability Insurance.

-Registration of data (log file) related to the use of electronic equipment (technological and information systems of the Company), such as for example Date and time of access, IP address, User account, Website and resource to which access was obtained and the type of access) through security hardware and software (indicatively: Firewall, NAC).

-Data related to associates’ professional expenses (professional mobile phone, professional transportation / travel expenses, accommodation, etc).

– Data related to the location data of the commercial vehicle (geolocation system, where required).

-Information regarding evaluations, trainings (participations, certifications, etc.), complaints, reports.

Capture image in CCTV mode.

Special Category of Personal Data (where required).

Data concerning criminal prosecutions, security measures and convictions for non-commission of specific criminal acts.

The Company processes a special category of personal data as defined in article 9 of the GDPR, when these are contained in complaints, reports that are being submitted.

Data Source.

The Company processes personal data:

-which the associate declares or will declare in the future during the development of the contractual relationship with the Company in any way, such as for example through relevant communications, telephone, electronic (e-mail), through documents that you send and what results from our contractual relationship (conclusion, development, and solution).

– collected from third party publicly accessible sources (such as commercial registers, internet), where there are public records regarding your professional activity and if this data is necessary for the purposes of processing.

-relating to your image when you enter a Company space that is monitored by closed circuit television (CCTV).

Processing Purposes / Legal Basis of Processing

We process personal data:

-in a pre-contractual stage:

to verify and identify your details, to receive an offer you have sent. In this case, the legal basis for processing is to take measures upon your request before concluding the contract. In case of evaluating your qualifications, for the selection of the appropriate associates that the Company wishes, based on specific criteria that it has established and based on its needs. In this case, the legal basis of processing is Company’s legitimate interest.

-in case of preparation of a contract, for its management, such as execution (concluding, maintaining, terminating), communication within it, fulfillment of our mutual obligations (for example payments, provision of services and supply of products), provision training. In this case the legal basis for processing is that the processing is necessary for the execution of a contract of which an associate is a party.

-for Company’s compliance with the current national or EU legislation, (indicatively in the field of labor, tax law, commercial law), such as for example the maintenance of tax data, the disclosure of your data to competent bodies (indicatively competent D.O. .Υ), the audit by certified public accountants / auditors etc. In this case the legal basis for processing is the compliance with Company’s legal obligation.

– for establishing, exercising, or defending legal claims before competent judicial bodies or other out-of-court dispute resolution bodies. In this case, the legal basis of processing is the legitimate interest of the Company.

-for the protection of the safety of persons and goods of the Company (closed circuit CCTV television). In this case, the legal basis of processing is the legal interest of the Company.

-for your information regarding actions, developments, events, achievements, initiatives, business news of our company, by sending e-mails (such as a newsletter or e-mail), associate’s e-mail addresses that were legally acquired within the framework of our professional relationship. In this case, the legal basis of processing is Company’s legitimate interest.

-for the execution of transactions, the management of Company’s relations and the communication with suppliers, associates, customers and traders in general, within the framework of the contractual, business relations and the proper operation of our Company. In this case, the legal basis of processing is Company’s legitimate interest.

-for the organization of the way and the time of realization of the itineraries (geolocation system). In this case, the legal basis of processing is Company’s legitimate interest.

-for Company’s management and administration, which includes the management of business costs and expenses (associate’s business trips, telephone expenses, travel expenses, the provision of training, the observance of Internal Corporate Procedures such as Company Policies, the observance regulatory compliance, conducting internal audits. In this case, the legal basis for processing is Company’s legitimate interest for its proper and efficient operation.

-for the safe operation of the Company’s electronic systems, the prevention of access to certain websites that do not relate to business use and pose a risk of breach of the Company’s information and telecommunication systems (eg virus, hacks, etc.) for detection of malicious use and the prevention and / or protection against unauthorized access or leakage of business data as well as employees’ and third parties’ personal data processed by the Company. In this case, the legal basis of processing is Company’s legitimate interest.

-for the export of statistical data, within the framework of our Company’s improvement and proper operation. In the defined case legal basis for processing Company’s legitimate interest.

The processing of associate’s special categories of personal data (criminal prosecutions, security measures and convictions) is carried out on the basis of explicit legal provision, with the terms and conditions that it sets. In this case, the legal basis for processing is our compliance with the law.

We process a special category of personal data according to article 9 of the GDPR which depending on the nature of the case are contained in complaints / reports submitted to the Company, when this is necessary for the Company to comply with current legislation (labor law). In this case, the legal basis for elaboration is the execution of the obligations and the exercise of the employee’s or the Company’s specific rights in the field of labor law and the law of social security and social protection.

We process a specific category of data for the establishing, exercising or defending legal claims, before competent judicial bodies or other out-of-court dispute resolution bodies. In this case, the legal basis for processing is the establishment, exercise, or defending of legal claims of the Company.

Non-provision of Data.

Any objection to the provision of personal data may lead to the inability to start or continue a contract with the Company.

RECIPIENTS/ PERSONS RECEIVING KNOWLEDGE OF YOUR PERSONAL DATA

The following indicatively and not restrictively mentioned categories have access to personal data, depending on the purpose of processing:

i) The Management of the Company.

ii)The competent staff and persons or legal entities who provide services to the Company, such as tax and legal advisers, bailiffs, auditing firms, auditors, IT service providers, staff training, payroll services, security services, web hosting and management services, e-mails, e-mail distribution services, telecommunications companies, credit institutions, geolocation / routing service providers, file and data destruction services, postal services.

iii) Public authorities or services, judicial, prosecutorial and investigative authorities, when the transmission or disclosure of data is required by law, by a court decision of domestic or foreign law or by a decision of another Authority, accredited mediators and mediation centers, arbitral tribunals and alternative dispute resolution bodies.

iv) Persons or legal entities who have and demonstrate a legitimate interest and in accordance with legal procedures.

v) Suppliers, customers, and associates.

vi) Companies associated (affiliated) with Petrakis Transport

The Company, where required, concludes relevant contracts with persons or legal entities which process your data and which act as processors of the processing, ie processing personal data on its behalf.

We transmit all the data that are necessary for the purposes of each processing. In each transmission we take every measure so that the data that will be transmitted are always the minimum necessary. In the event that the transmission concerns a country outside the European Union (EU) or the European Economic Area (EEA), the transmission is based on appropriate guarantees and in accordance with applicable data protection legislation, in order to maintain the required level of protecting your personal data.

SUBJECT RIGHTS

As a data subject you have the following rights, under the reservation of the applicable law:

As a data subject you have the following rights, under the reservation of the applicable law:

–  access right (to find out what data we are processing, why your data categories and recipients and / or categories of recipients)

– request right (to correct any deficiencies or inaccuracies of your data)

– recognition right (right to forgiveness) (deleting them from our records, if they are no longer needed),

– right to limit processing (in case of questioning the accuracy of data, etc.),

– the right of portability (get your data in a structured and commonly used format, for what data is kept in an electronic file),

– the right of objection (for reasons relating to your particular situation in the case your personal data is processed for the purposes of the Company’s legitimate interests)

– request to revoke  (you have the right to revoke your consent at any time, as appropriate, without prejudice to the legitimacy of the processing based on it until its revocation).

The potential exercise of these rights and any clarification regarding your personal data is made at no cost for you:

– by submitting a written letter to the email address: [email protected]

– in person or with a relevant letter to the Company (31, Georgiou Kouvidis str. Branch, Elefsina, PC 192 00).

Exceptionally, if you wish not to receive a newsletter from the Company, you can exercise your right of objection by clicking on the unsubscribe / Remove link located at the end of each newsletter and in this case we will not send you relevant messages.

Each request submitted must be accompanied by the appropriate identification evidence. The Company may request the provision of additional information necessary to confirm your identity. In the event that you have authorized a third person to apply for a right of exercise, that person must bring the appropriate legal documents (such as a proxy or authorization certified by a Public Authority).

If your claims are manifestly unfounded or excessive, especially because of their recurring nature, then we have the option of either:

a) imposing a reasonable fee, taking into account the administrative costs of providing information or

b) refusing to follow up on the request.

If you exercise any of these rights, we will take all possible measures to satisfy your request within one month of receiving the relevant request, after informing you either of its satisfaction or of the objective reasons that prevent its satisfaction. The above deadline may be extended by another two months, if required, considering the complexity of the request and the number of requests, after informing you.

Your above rights are restricted for the reasons provided by applicable law.

A refusal of the Company or an unjustified delay in the satisfaction of your claims in the exercise of your rights, entitles you to address to the Personal Data Protection Authority as the competent supervisory authority for the enforcement of the GDPR and before the competent judicial authorities.

CONTACT WITH THE PERSONAL DATA PROTECTION AUTHORITY

If you believe that your rights regarding the protection of your personal data are being infringed, you have the right to file a complaint to the Personal Data Protection Authority, at its postal address (Personal Data Protection Authority, Offices: 1-3, Kifissias Str. 115 23, Athens, tel. 210 6475628, email: [email protected] fax: + 30-210 6475628, www.dpa.gr ).

PROCESSING SECURITY

The Controller acknowledges the importance of the security of Personal Data. For processing, we take all modern and appropriate technical and organizational measures, the response of which is checked at regular intervals, in order to ensure maximum security.

RETENTION OF PERSONAL DATA

The Company will retain and process the above personal data for as long as is required to serve the aforementioned processing purposes, to comply with its legal obligations (such as tax, commercial law), to resolve judicial or extrajudicial disputes, including mediation, in accordance with the applicable legal framework.

After the end of the retention period, the Company takes care of the safe destruction of your data.

AMENDMENTS – REVISIONS

The Company reserves the right to modify and update this Information, when necessary, based on its current policy for the protection of personal data and within the applicable legal and regulatory framework, which Information will always be available up to date, on the Company’s website, www.petrakis-transport.gr .

VERSION 2.1: 8.6.2022