Your privacy and protection of your personal data are a priority for us and for this reason we treat the safety of personal data very seriously. We use best efforts to process your personal data pursuant to provisions of laws and regulations of Poland and the European Union, including the Personal Data Protection Act of May 10, 2018 and 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 Directive95/46/EC (GDPR).
We apply technical and organisational means to ensure top security of personal data processing relevant to possible threats and the category covered by the security.
The aim of this document is to inform you about the way personal data is collected and used, about legal grounds for processing personal data and the rights you enjoy with regard to the processing of your personal data.
Who is the Administrator of your personal data?
The Administrator, i.e. the body who decides in which way your personal data is to be processed, is Polish Baltic Shipping Co. with registered office in Kolobrzeg (78-100) at Portowa 41 str. (later for the purpose of this document called “Polish Baltic Shipping Co.”, “we”).
How do you contact us to obtain information about the processing of your personal data?
You can contact us:
- by letter posted to the following address: Polish Baltic Shipping Co., Portowa 41 str., 78-100 Kolobrzeg, with a note “Personal Data”,
- by e-mail: firstname.lastname@example.org,
- by telephone on +48 94 355 21 02
or writing to the Data Protection Officer to the following address: email@example.com
in any matter relevant to the processing of personal data and exercising your rights. The Data Protection Officer in Polish Baltic Shipping Co. is Karolina Kruzewska-Ossowska.
How is your personal data collected?
You give us your personal data by various means of communication when you make a booking or purchase a voyage, accommodation or a trip on our website www.polferries.pl, or when you call us or visit our sales outlets.
We obtain your personal data from the agent who makes either a booking or purchase with whom either you or the company you work for conclude a contract.
Your personal data is also collected from travel agencies (agents) with whom we have concluded agreements by virtue of which they make bookings and sell voyages. Collected data is stored in the country in which a travel agent stores personal data.
What is the aim and legal ground for processing your personal data?
Your personal data is processed for the following purposes:
- to register your account on www.polferries.pl – it is necessary to meet our contractual obligations to you;
- to purchase a ferry ticket:
- for the purpose of rendering services of carriage and to meet legal provisions in this respect – it is necessary to execute the contract of carriage we conclude with you and to meet our statutory obligations,
- to receive a booking confirmation by e-mail providing you give your consent by filling in the e-mail address on the form;
- for the purpose of handling complaints, pursuing claims or defending against a claim; we have legitimate interest in due investigation and handling your claim and the opportunity to defend against a claim or to investigate a claim;
- for the purpose of buying a trip package:
- for the purpose of rendering services of carriage and to meet legal requirements in this respect – it is necessary to execute the contract of carriage we conclude with you and to meet our statutory obligations;
- for the purpose of concluding insurance policy cover – it is necessary to execute the contract of carriage we conclude with you and to meet our statutory obligations as a tour operator,
- for the purpose of handling complaints, pursuing or dismissing claims – we have legitimate interest in due investigation and handling your claim and the opportunity to defend against a claim or to investigate a claim;
- for marketing purposes subject to your consent;
- in order to meet our statutory obligations such as tax and filing in case it is required by provisions of law;
- in order to safeguard the safety of services rendered online, including prevention of irregularities, which is our statutory obligation;
- to prepare analyses or statistical data for reporting purposes, market research, to prepare an offer in order to optimise and personalise the offer, which is our legitimate vested interest;
- to ensure security and safety of passengers as well as ensure security and safety of goods and the secrecy of information the disclosure of which would pose a safety risk we use video surveillance system on board; we process information about your profile which was recorded by the video surveillance system within the limits of our legitimate interest,
- to send newsletters and information about services we render, joint offers of Polish Baltic Shipping Co. and our partners and for the purpose of profiling to adjust our offer. This information is sent by post, text messages, electronic mail and other means of electronic communication because you expressed your consent and because it is our legitimate interest;
- to ensure assistance to passengers with disabilities:
- personal data which you provided so that we could render necessary assistance to you during the journey pursuant to provisions of Regulation (EU) No 1177/2010 of the European Parliament and of the Council of 24 November 2010 concerning the rights of passengers when travelling by sea and inland waterway, which is our statutory obligation;
- to prevent the misuse of Services:
- your name and surname, your address and IP address, as appropriate, may be used by us within necessary limits to prevent misuse and theft of credit cards – processing such personal data is based on our legitimate interest,
How long do we process your personal data?
- in order to improve the quality of service and detailed record of a telephone conversation with you, which can be used in case there is a dispute with regard to the contents agreed or to confirm contents agreed during the telephone conversation, which is our legitimate interest.
Depending on the purpose and legal ground we store your personal data for the following periods:
To whom do we disclose your personal data?
- for the purpose of registration of your account on www.polferries.pl - until you delete the account;
- for the purpose of purchase a ferry ticket and financial reporting: for the period of 5 years from the end of a financial year;
- for the purpose of purchase a package trip and financial reporting: for the period of 5 years from the end of a financial year,
- for marketing purposes: until you withdraw your consent,
- for the purpose of meeting statutory obligations: throughout the time of the journey until the vessel reaches the port of destination and thereafter over the period of 24 hours as per safety ordinance concerning securing and safety on board and/or legal provisions in force and effect on a local market as well as Council Directive 98/41/EC of 18 June 1998 on the registration of persons sailing on board passenger ships operating to or from ports of the Member States of the Community;
- for the purpose of investigating complaints and securing claims, if any – for the period which is reasonably necessary for us to investigate your complaint or to answer a legal claim and/or to make a complaint, which is usually the limitation period;
- for the purpose of video surveillance – your personal data is processed for the period of 3 months from the date it was recorded. The period can be extended, however, in case the recoding constitutes evidence in legal proceedings; in this case the data shall be stored until the final termination of proceedings;
- for the purpose of subscribing to our newsletter and to receive commercial information sent to the provided e-mail address – throughout the period of subscription to the newsletter;
- for the purposes of assisting passengers with disabilities – for the period of one month after the completion of a voyage in order to secure necessary assistance is rendered to you with regard to booked trips, accommodation as well as all and any orders/purchases pursuant to statutory obligations we have to you and pursuant to provisions of Regulation (EU) No 1177/2010 of the European Parliament and of the Council of 24 November 2010 concerning the rights of passengers when travelling by sea and inland waterway;
- to improve the quality of service and to record telephone conversations your personal data is processed for the period of six months from the date it was recorded; the period can be extended, however, in case the recoding constitutes evidence in legal proceedings; in this case the data shall be stored until the final termination of proceedings;
Your personal data is disclosed to:
Do we transfer your personal data outside European Economic Area?
- companies in Polish Baltic Shipping Co. Corporate Group: Sea Tropid Company Limited and Polferries AB;
- enterprises processing personal data on our behalf with regard to advertising and marketing services subject to agreements concerning the entrusting of personal data, which have been concluded;
- outside providers of payment services;
- other companies rendering services to ferries, coach carriers, tour guides, companies rendering accommodation services and other providers if it is necessary for the purpose of executing a trip which you booked;
- Police, Customs, Public Prosecutor, Immigration as well as all any other government bodies;
- Administration of Port State Control, e.g. Maritime Administration in Poland and Sweden;
- insurance companies,
- providers of services who we hired to provide services to you, such as companies dealing with the hosting of websites, sellers of mail solutions, sellers of analytic solutions, sellers of solutions relevant to IT, providers of services relevant to the organisation of events, etc.;
- companies rendering newsletter services;
- bodies rendering legal, tax and teleinformation services on our behalf.
Your personal data is not transferred outside European Economic Area (EEA).
What rights do you have with regard to the processing your personal data by us?
You have the following rights with regard to the processing of your personal data by us:
- the right to access personal data, including the information on the processing of personal data and a copy of the data;
- the right to correct (amend) the data: you can update the personal data which you disclosed to us;
- the right to remove your personal data: you can inform us about your demand that we remove your personal data in the following cases:
- personal data is no longer needed for the purposes for which it was collected or processed otherwise;
- you have withdrawn your consent to process and there is no legal ground for processing;
- you made a legally justified protest against processing your personal data;
- your personal data is processed against provisions of law in force and effect; or
- your personal data must be removed due to compliance with legally binding obligations.
- the right to demand limitation of the processing of your personal data – you have the right to demand that we limit the processing of your personal data at any one time, unless the processing is necessary due to legal provisions in force and effect. In such case we will limit the processing of personal data to storing, unless it is necessary for the purpose of asserting, investigation or defence of the rights of other natural person or a body corporate;
- the right to transfer your personal data – you have the right to receive your personal data from us in a structured, commonly applied information format in a machine-readable form. You can send the data to another Administrator of personal data, or demand that we send your personal data to another Administrator, however, we will only do so providing such a transfer is technically possible;
- the right to protest against the processing of personal data – you have the right to protest against the processing of your personal data if the processing is made subject to legitimate interest and the protest is justified by special circumstances in which you are;
- the right to protest against direct marketing – you have the right to protest against the processing of your personal data for the purpose of direct marketing at any one time. If you notify us about such protest, we will no longer be able to process your personal data for such purposes;
- the right to withdraw the consent to process your personal data subject to your consent, providing we process your personal data subject to a consent which was granted by you, you have the right to withdraw your consent at any one time. Please note, however, that this does not affect the compliance with the right to process, which we exercised prior to your doing so. You can withdraw your consent by contacting us.
To exercise the above rights please contact us or our Data Protection Officer either personally, by post or by electronic mail sent to the following address: firstname.lastname@example.org. You demand shall be met without undue delay, however, not later than within a month from the date it is received. Should the term be extended, we will duly inform you both about the extension as well as the reasons for the extension.
Is processing of your personal data a statutory obligation?
- moreover, you have the right to make a complaint to the President of the Personal Data Protection Office in case you consider that the processing of your personal data is in breach of provisions of law.
The disclosure of your personal data is not a statutory obligation; it is voluntary, however, it is necessary for an effective conclusion and execution of the contract. Failure to provide personal data by you shall render the conclusion of the contract or obtaining information about tourist packages impossible.
Do we process your data automatically (including profiling) in a way that might affect your rights?
We perform profiling, which is automatic assessment of some personality traits which characterise you, on the basis of your personal data. We perform profiling to prepare a proper tourist offer or an offer of carriage. On the basis of your profile we will be able to adjust our product to your preferences and expectations. For the purpose of profiling we use data relevant to either the service or an event for which you booked or purchased tickets. Moreover, while profiling we also consider statistical data concerning the same information. We do not make any decisions which concern you that would be based solely on automatic processing, including profiling, which would produce legal consequences or have any other major influence on you. Our Internet service uses Google Analytics: a web analytics service that tracks and reports website traffic, which is the property of Google Inc. Google Analytics uses a cookie, which is a small piece of data sent from a website and stored on the user’s computer which allow us to analyse the way in which our service is used. Google performs the analysis of such data in order to research the way our website is used as well as compile statistical reports for us and to prepare additional services concerning and the use of the Internet. Under no circumstances will Google combine your IP with any other data. You may disable cookies on your browser by adjusting web browser settings.
Changes to this document
We will regularly revise and update this document with regard to the changes in the legal provisions and new activities undertaken by us which aim at raising the security and safety of your personal data. This document was last updated on 15 July 2019.