RULES FOR PROCESSING PERSONAL DATA

It is important to us that you feel safe when using our services and therefore the protection of your personal data is an important element of building the systems and procedures used by our consulting group. These rules explain how we in the V4 Group or V4G process your personal data when providing our services in the field of legal, audit, tax and accounting services.

When we use the term V4 Group in the following text, we mean the members of our consulting group, specifically in the Slovak Republic:

V4 Legal, s.r.o., with its registered office at Tvrdého 783/4, 010 01 Žilina, Slovak Republic, Company ID: 36 858 820, a company registered in the Commercial Register of the District Court Žilina, Section: Sro, File No.: 49759/L (hereinafter referred to as "V4 Legal SK");
V4 Tax, s.r.o., with its registered office at Palárikova 76, 022 01 Čadca, Slovak Republic, Company ID: 48 235 709, a company registered in the Commercial Register of the District Court Žilina, Section: Sro, File No.: 82461/L (hereinafter referred to as "V4 Tax SK");
V4 Account, s. r. o., with its registered office at Palárikova 76, 022 01 Čadca, Slovak Republic, Company ID: 46 883 398, a company registered in the Commercial Register of the District Court Žilina, Section: Sro, File No.: 57649/L (hereinafter referred to as "V4 Account SK");
V4 Account Plus, s. r. o., with its registered office at Palárikova 76, 022 01 Čadca, Slovak Republic, Company ID: 52 637 778, a company registered in the Commercial Register of the District Court Žilina, Section: Sro, File No.: 73301/L (hereinafter referred to as "V4 Account Plus SK");
V4 Audit, s.r.o., with its registered office at Palárikova 76, 022 01 Čadca, Slovak Republic, Slovak Republic, Company ID: 47 568 607, a company registered in the Commercial Register of the District Court Žilina, Section: Sro, File No.: 82421/L (hereinafter referred to as "V4 Audit SK");
V4 Audit Slovakia, s.r.o., with its registered office at Tvrdého 783/4, 010 01 Žilina, Slovak Republic, Company ID: 54 350 859, a company registered in the Commercial Register of the District Court Žilina, Section: Sro, File No.: 78889/L (hereinafter referred to as "V4 Audit Slovakia SK");
V4 Solutions, s.r.o., with its registered office at Palárikova 76, 022 01 Čadca, Slovak Republic, Slovak Republic, Company ID: 44 958 170, a company registered in the Commercial Register of the District Court Žilina, Section: Sro, File No.: 51825/L (hereinafter referred to as "V4 Solutions SK");

in the Czech Republic:

V4 Legal, s.r.o., advokátní kancelář, with its registered office at Jurečkova 643/20, Moravská Ostrava, 702 00 Ostrava, Czech Republic, Company ID: 025 65 269, a company registered in the Commercial Register of the Regional Court in Ostrava, file no. C 58087 (hereinafter referred to as "V4 Legal CZ");
V4 Account Praha s.r.o., with its registered office at Radlická 714/113a, Jinonice, 158 00 Prague 5, Czech Republic, Company ID: 257 58 900, a company registered in the Commercial Register of the Municipal Court in Prague, file no. C 67641 (hereinafter referred to as "V4 Account Prague CZ");
V4 Account Ostrava s.r.o., with its registered office at Jurečkova 643/20, Moravská Ostrava, 702 00 Ostrava, Czech Republic, Company ID: 294 49 693, a company registered in the Commercial Register of the Regional Court in Ostrava, file no. C 54057 (hereinafter referred to as "V4 Account Ostrava CZ");
V4 Account PM s.r.o., with its registered office at Radlická 714/113a, Jinonice, 158 00 Prague 5, Czech Republic, Company ID: 079 78 634, a company registered in the Commercial Register of the Municipal Court in Prague, file no. C 335467 (hereinafter referred to as "V4 Account PM CZ");
V4 Account Medical s.r.o., with its registered office at Radlická 714/113c, Jinonice, 158 00 Prague 5, Czech Republic, Company ID: 096 03 212, a company registered in the Commercial Register of the Municipal Court in Prague, file no. C 338822 (hereinafter referred to as "V4 Account Medical CZ");
V4 Account PLUS s.r.o., with its registered office at Jurečkova 643/20, Moravská Ostrava, 702 00 Ostrava, Czech Republic, Company ID: 057 30 252, a company registered in the Commercial Register of the Regional Court in Ostrava, file no. C 69069 (hereinafter referred to as "V4 Account PLUS CZ");
V4 Tax, s.r.o., with its registered office at Jurečkova 643/20, Moravská Ostrava, 702 00 Ostrava, Czech Republic, Company ID: 078 28 1102, a company registered in the Commercial Register of the Regional Court in Ostrava, file no. C 77388 (hereinafter referred to as "V4 Tax");
V4 Audit, s.r.o., with its registered office at Jurečkova 643/20, Moravská Ostrava, 702 00 Ostrava, Czech Republic, Company ID: 483 90 861, a company registered in the Commercial Register of the Regional Court in Ostrava, file no. C 6078 (hereinafter referred to as "V4 Audit");
V4 Communications s.r.o., with its registered office at Jurečkova 643/20, Moravská Ostrava, 702 00 Ostrava, Czech Republic, Company ID: 109 85 786, a company registered in the Commercial Register of the Regional Court in Ostrava, file no. C 86247 (hereinafter referred to as "V4 Communications");

in the Republic of Poland:

KANCELARIA RADCÓW PRAWNYCH V4 LEGAL JEWELRY SPÓŁKA KOMANDYTOWA, with its registered office at Biała Droga No. 13, 30-327 Krakow, Republic of Poland, REGON: 12292881600000, a company registered in the Central Court Register under No 0000473515, file no. RDF/495027/23/128 (hereinafter referred to as "V4 Legal PL")
V4 TAX SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ, with registered office at Biała Droga No 13, 30-327 Krakow, Republic of Poland, REGON: 52077437700000, a company registered in the Central Court Register under No 000094224, file no. RDF/478000/23/966 ('V4 Tax PL');
V4 ACCOUNT SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ, with its registered office at Biała Droga No. 13, 30-327 Krakow, Republic of Poland, REGON: 38056247900000, a company registered in the Central Court Register under No 0000737455, file no. RDF/526585/23/70 (hereinafter referred to as "V4 Tax PL");

in the Republic of Hungary:

V4 Legal Orbán Ügyvédi Iroda, with its registered office at Szemere utca 8, 1054 Budapest, Republic of Hungary, tax number: 18106431-1-41 (hereinafter referred to as „V4 Legal HU“)

[the whole group of companies hereinafter referred to as the "V4 Group"]

In the V4 Group, we undertake to continuously improve the policy, procedures and system of security of personal data protection and to innovate and improve them accordingly for this purpose. In order to ensure effective protection of personal data, we acquire and apply the latest knowledge in practice.

When processing personal data, we are primarily governed by the EU General Data Protection Regulation (hereinafter referred to as "GDPR") and the provisions of the relevant national legislation of individual Member States.

We do not sell your personal information or use it for purposes other than those for which you have knowingly provided it to us and which comply with this policy. Employees of our group of companies and other persons involved in our activities are obliged to maintain the confidentiality of all information and documents on matters relating to our clients, which we have obtained in the course of our activities and which are not publicly accessible.

Please also note that the companies of the V4 Group are joint controllers in relation to the processing of personal data through the website [*]. In accordance with Art. 26(1) GDPR, they have therefore determined that the company responsible for providing the information referred to in Art. 13 and 14 GDPR is V4 Legal SK.

If you have any questions regarding the protection of your personal data in our group of companies, you can send them at any time to [*] or contact us by email at [*] or via telephone number [*].

WHAT IS PERSONAL DATA?
1. Personal data means any data from which we can identify you, whether directly or indirectly. Personal data may be, for example, name, surname, photo or IP address.
2. The GDPR also recognizes a special category of personal data that needs to be approached with particular sensitivity. Special categories of personal data are data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, but also genetic data, biometric data such as fingerprints intended to identify you, or data concerning health. The V4 Group is not interested in processing special categories of personal data of its clients when concluding contractual relations, unless it is strictly necessary with regard to a particular case (eg with regard to the specifics of a particular legal matter). If you have provided us with such data, please inform us through the above contacts and we will ensure their deletion from our databases, unless the valid legal order of the Slovak Republic prevents us from deleting them.
3. Personal data of minor children are also managed by a special regime. Our companies do not intentionally process this data in relation to their clients, unless it is strictly necessary with respect to a particular case (eg if, for example, the proceedings in which we represent you concern the rights of a minor child). If you find out that personal data of minor children have been handed over to us, please inform us through the above contacts and we will ensure their deletion from our databases, unless the valid legal order of the Slovak Republic prevents us from removing them.
WHY DO WE PROCESS PERSONAL DATA?
1. Processing of personal data shall mean any operation or set of operations which is performed on personal data, whether or not by automated means, such as their collection, organisation, storage, retrieval, consultation, use, dissemination, erasure or destruction.
2. We process your personal data primarily in order to provide you with our services and, for this purpose, to enter into contractual relations with you or to further promote our services.
3. In addition, we also process your personal data if required by the applicable legal order of the Slovak Republic or if we need to protect the legitimate interests of our clients, our company or, in justified cases, other persons. We may also process some personal data based on your consent.
FOR WHAT PURPOSES AND ON WHAT LEGAL BASES DO WE PROCESS PERSONAL DATA?
A. V4 Legal SK

We need your personal data to:

Advocacy, i.e. providing legal services, negotiating and responding to inquiries prior to the establishment of contractual relations

We process your personal data on the basis of:

At your request, we take measures prior to entering into a contract, during our negotiations as well as during the provision of legal services (Art. 6 (1) (b), (c) GDPR)

The personal data we process for this reason are, in particular:

title, name, surname, date of birth, birth number, address of permanent residence, identity document no., photo on identity document, bank account number other documents relating to the facts of a particular legal case, etc.

Relevant legal regulations (applies in particular to processing pursuant to Art. 6(1)(c) GDPR

Act No. 586/2003 Coll. on Advocacy, Bar Code, Act No. 40/1964 Coll. Civil Code, Act No. 513/1991 Coll. Commercial Code, Act No. 300/2005 Coll. Criminal Code, Act No. 301/2005 Coll. Code of Criminal Procedure, Act no. 372/1990 Coll. on offences, Act no. 315/2016 Coll. on the register of public sector partners, Act no. 305/2013 Coll. on e-government, Act no. 421/2002 Coll. on accounting, Act no. 593/2003 Coll. on income tax, Act no. 222/2004 Coll. on value added tax

We need your personal data to:

Ensuring compliance of our activities with the legal regulations and regulations of the Slovak Bar Association (SAK)

We process your personal data on the basis of:

fulfilment of legal obligations, e.g. accounting, tax and other obligations, which arise mainly from the Act on Accounting, the Act on Protection against Money Laundering and the Act on Reporting Anti-Social Activities, the Act on Advocacy (Article 6(1)(a ). b), c), e), GDPR]

The personal data we process for this reason are, in particular:

exclusively data directly required by the valid legal order of the Slovak Republic in individual acts, e.g. title, name, surname, business partners, which are natural persons or natural persons representing or acting on behalf of legal entities and other information, if their processing is required by the applicable legal order of the Slovak Republic or professional regulations of the Slovak Academy of Sciences

Relevant legal regulations (applies in particular to processing pursuant to Art. 6(1)(c) GDPR

Act on Advocacy, Bar Code, Act No. 297/2008 Coll. on Protection against Legalization of Proceeds from Crime, Act No. 54/2019 Coll. on Reporting Anti-Social Activities

We need your personal data to:

Performance of other activities related to the practice of advocacy (e.g. rent of premises, human resources and wages)

We process your personal data on the basis of:

fulfilment of legal obligations, legitimate interest or performance of a contract in the field of labour law and social security and social protection law, whereby detailed information on this will be provided to each employee when concluding an employment contract or an agreement on work performed outside the employment relationship (Article 6(1)(b), (c), (f) GDPR)

The personal data we process for this reason are, in particular:

title, name, surname, date of birth, address of permanent residence, address of temporary residence, birth number, job classification, date of commencement and date of termination of employment, data related to education of employees and improvement of their qualifications and other information required by the valid legal order of the Slovak Republic

Relevant legal regulations (applies in particular to processing pursuant to Art. 6(1)(c) GDPR

Act No. 116/1990 Coll. on the Lease of Apartments and Non-Residential Premises, Act No. 311/2001 Coll. Labour Code, Accounting Act, Act No. 461/2003 Coll. on Social Insurance, Act No. 580/2004 Coll. on Health Insurance

We need your personal data to:

Purposes related to the legitimate interests of the law firm or third parties, consisting mainly in trying to inform clients about the law firm's activities and in consulting and transferring data with partner companies of the V4G group for administrative purposes

We process your personal data on the basis of:

the legitimate interests of our company or directly you as the data subjects, in which case we always carefully consider whether the processing will constitute a disproportionate interference with your rights. part of your personal data may also be processed on the basis of a legitimate interest arising from the professional regulations of the Slovak Academy of Sciences In this context, we take into account, in particular, whether you are in relation to us, for example, in the position of a client or a statutory body of the client, and therefore you may also be interested in, for example, relevant information in the legal, tax, audit or accounting fields. You can always object to such processing of personal data (Art. 6(1)(b), (f) GDPR)

The personal data we process for this reason are, in particular:

e-mail addresses for sending information about our services (e.g. in the form of an e-newsletter, invitations to events organized by us, Christmas greetings, etc.), where the legitimate interest of our company lies in the effort to inform our clients about new products and innovations we provide data to be retained in the event of judicial, administrative or other similar disputes; data concerning compliance with SAK regulations

Relevant legal regulations (applies in particular to processing pursuant to Art. 6(1)(c) GDPR

Act No. 452/2021 Coll. on Electronic Communications

We need your personal data to:

Statistical purposes, archival purposes in the public interest and historical and scientific research purposes

We process your personal data on the basis of:

fulfilment of legal obligations under the Act on Archives and Registries and the Act on Accounting (Article 6(1)(c), (e) GDPR)

The personal data we process for this reason are, in particular:

data necessary for the purpose of fulfilling archiving obligations in the public interest, scientific or historical research purposes or statistical purposes

Relevant legal regulations (applies in particular to processing pursuant to Art. 6(1)(c) GDPR

Act No. 395/2002 Coll. on Archives and Registries, GDRP, Act No. 18/2018 Coll. on Personal Data Protection

We need your personal data to:

Selection procedure for candidates for positions

We process your personal data on the basis of:

performance of a contract, until the relevant job position is filled or your consent to the processing of personal data (Article 6 (1) (a), (b) GDPR)

The personal data we process for this reason are, in particular:

title, name, surname, date of birth, address of permanent residence, education, work experience and other data specified in the CV and cover letter

Relevant legal regulations (applies in particular to processing pursuant to Art. 6(1)(c) GDPR

-

We need your personal data to:

Create a database of potential job seekers in case of vacancy

We process your personal data on the basis of:

consent, if tenderers grant consent, for a period of three years or until the moment of its withdrawal (Art. 6(1)(a) GDPR)

The personal data we process for this reason are, in particular:

title, name, surname, date of birth, address of permanent residence, education, work experience and other data specified in the CV and cover letter

Relevant legal regulations (applies in particular to processing pursuant to Art. 6(1)(c) GDPR

-
TO WHOM DO WE DISCLOSE YOUR PERSONAL DATA?
1. We disclose any personal data, regardless of whether it belongs to our employees, clients or third parties, only to those persons and to the extent necessary for the fulfillment of legal and contractual obligations. At the same time, we make sure that their recipients are reliable entities complying with their legal obligations, and we conclude contracts with them containing these obligations in order to protect your personal data.
2. Furthermore, we make your personal data available exclusively to the extent necessary to processors with whom we have concluded a written contract for the purpose of protecting personal data, such as our providers of software equipment or technical and security support, accountants, but also to operators other than our legal representatives or auditors. If we make your personal data available to such recipients, we will provide you with a specified, up-to-date list upon request, if the legal regulation allows us to do so.
3. However, we draw your attention to the fact that if you visit the Facebook or LinkedIn pages of our advice group, your personal data is also collected by Facebook Ireland Limited and LinkedIn Ireland Unlimited Company in accordance with their privacy policies and your respective social network and browser settings. We do not influence these circumstances. If you are interested in the information we publish on the given social networks and at the same time you do not want your personal data to be processed in this way, please contact us at any time and we will provide you with information about the events you are interested in in another form.
4. Although we have a limited obligation to provide your personal data to public authorities, we are obliged to prevent or report a crime and we are also obliged to report information in the field of preventing money laundering and terrorist financing. In such cases, the personal data concerned may also be shared with law enforcement authorities.
TO WHICH COUNTRIES DO WE TRANSFER YOUR PERSONAL DATA?
1. We do not transfer your personal data to third countries outside the European Economic Area (EU, Iceland, Norway and Liechtenstein) unless required to provide specific services, of which you are always informed and such data transfer always takes place on the basis of your consent. We use secure cloud services of a verified provider with servers located in the EU.
2. Please note, however, that if you visit the Facebook or LinkedIn pages of our consulting group, your personal data is also collected by Facebook Ireland Limited and LinkedIn Ireland Unlimited Company, in accordance with their data processing policies and settings, and their repositories and servers may also be located in the United States of America, for example. We do not influence these circumstances. If you are interested in the information we publish on these social networks and at the same time you do not want your personal data to be transmitted in this form outside the European Economic Area, please contact us and we will provide you with information about our events in another form.
HOW LONG DO WE KEEP YOUR PERSONAL DATA?
1. We store personal data for no longer than is necessary for the purposes for which they are processed, unless the applicable legal order of the Slovak Republic obliges us to store them longer, for example due to archiving, obligations arising from the fight against illegal activities or accounting obligations.
2. If we process your personal data on the basis of the law, we store it for as long as we are required to do so by the relevant legislation. If we process personal data on the basis of a law that does not specify their retention period, we store your personal data for 5 years, due to the need to use them in case of demand from public authorities, discrepancies in records, or defense of claims in court or other litigation.
3. If we process your personal data on the basis of a contract and the applicable legal order of the Slovak Republic does not stipulate otherwise, we store the personal data after its termination for a period of 5 years, in case it is necessary to use them in case of demand from public administration bodies, discrepancies in records, or defense of claims in court or other litigation.
4. If we process your personal data only on the basis of a legitimate interest, we store it for a maximum of 5 years, also for cases of demand from public authorities, discrepancies in records, or defense of claims in court or other disputes.
5. If we process your personal data on the basis of consent, we will cease to store them if you withdraw your consent or after the agreed validity of the consent expires.
HOW DO WE COLLECT PERSONAL DATA ABOUT YOU?
1. We usually obtain personal data from clients, in particular through personal meetings and the conclusion of a contract, or we obtain it from you as a result of your activity in our groups on the above-mentioned social networks. We may also process personal data in a pre-contractual relationship, e.g. if you contact us via e-mail or telephone.
2. If you are our employees or other contractual partners, we obtain your data primarily from you when applying for a job, when concluding an employment or other contract or during the duration of the contractual relationship.
HOW DO WE USE YOUR DATA?
1. In accordance with the table above, we collect only the personal data we need to provide you with quality services in accordance with the law. We protect your personal data and ensure that it is used solely for the purpose for which we collected it. Our employees, who are authorized to work with your personal data, are trained to ensure your protection. For this reason, if:
  1. we needed your personal data in order to conclude a contract or handle your pre-contractual requests, we used them exactly for this purpose and in a legally approved manner;
  2. we have obtained your personal data in order to comply with legal obligations related to our activities, e.g. for invoicing purposes and other accounting obligations, we use and process them in the manner determined by such law;
  3. we process your personal data due to a legitimate interest, you can rely on them being used exclusively in an effort to ensure such legitimate interest;
  4. we have your personal data thanks to your consent, we process it for the purpose and in the manner stated therein, but only until you withdraw such consent.
2. We emphasize that our obligations also include cooperation with state institutions and if we are obliged to provide your personal data in the event of their request or in the event of proceedings before administrative or judicial authorities, we have the right to process your personal data also for these purposes.
WHAT RIGHTS DO YOU HAVE AS A DATA SUBJECT?
1. Right of access to data
  1. You have the right to obtain from us confirmation as to whether and how we process your personal data and, if so, what data and to whom we provide it. You can also request access to this data by simply sending a request to the contact details provided at the beginning of this policy. Please remember to identify yourself in the request and provide us with contact details to which we can send a response (e.g. e-mail address).
2. Right to rectification
  1. If you feel that any of the personal data we process about you are incorrect, you can request us to correct them. You may also request us to complete data that you consider incomplete. In this case, please do not forget to state clearly and comprehensibly what in your opinion is the incorrectness or incompleteness of personal data, information on how you wish to carry out the correction and, if necessary, evidence of their incorrectness.
3. Right to erasure (right to be forgotten)
  1. You have the right to request from us the deletion of personal data we process about you, and in certain cases specified by law we are obliged to comply with this request. Please note, however, that in some cases the GDPR allows us to refuse your request for erasure, for example if their processing is necessary for archiving purposes in the public interest, scientific research or statistical purposes, or for the establishment, exercise or defence of legal claims.
4. Right to restriction of processing
5. You have the right to limit the extent to which we process your personal data if:
  1. you contest the accuracy of the personal data until we verify your objections;
  2. the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead;
  3. we no longer need the personal data, but you need it to establish, exercise or defend legal claims;
  4. you object to the legitimacy of our interests in the processing of personal data, pending verification whether our legitimate reasons outweigh the legitimate reasons stated by you.
6. Right to data portability
  1. You have the right to obtain your personal data from us in a commonly used format and to transfer this data to another controller or processor. However, this right applies only to data for the processing of which you have given us your consent or which are processed on the basis of a contractual relationship with you and are processed by automated means. Also, this right may be exercised only to the extent that it does not adversely affect the rights and freedoms of others.
7. Right to object
  1. In some cases, you have the right to object to the processing of your personal data. This applies in particular to processing that we carry out on the legal basis of our legitimate interests, but also, for example, when processing personal data for scientific or historical research purposes or statistical purposes.
  2. In practice, objections to processing usually occur if for some reason you do not agree with the way we process your personal data, for example under these rules. In this case, you must inform us of your objections. We kindly ask you to provide a clear and comprehensible description of the circumstances on the basis of which you consider that the processing in question unduly interferes with your rights and freedoms. In relation to marketing communications via e-mail, you are provided with an easy unsubscribe option at the bottom of each e-mail message.
8. Rights related to automated individual decision-making, including profiling
  1. Our companies do not practice automated individual decision-making, i.e. decision-making without human intervention. However, if this were to happen, you would have the right to request that such a decision not apply to you if such a decision would have legal effects affecting you or similarly significantly affecting you.
  2. Our group of companies also does not carry out your profiling in any way.
9. Right to lodge a complaint
  1. If you have any questions or doubts regarding the processing of your personal data, do not hesitate to contact us at any time. Our company will always endeavour to resolve any disputed matters to your satisfaction.
  2. However, should you not be satisfied with our procedure, you have the right to lodge a complaint with a supervisory authority, which is:
    1. in the Slovak Republic, the Office for Personal Data Protection of the Slovak Republic, about which you can find more information through https://dataprotection.gov.sk/uoou/ ;
    2. in the Czech Republic, the Office for Personal Data Protection, about which you can find more information via https://uoou.gov.cz/ ;
    3. in the Republic of Poland Urząd Ochrony Danych Osobowych , about which you can find more information through https://uodo.gov.pl/ .
WEBSITE AND COOKIES
1. The cookies used by our website do not collect personal data. The use of our website is thus not only secure, but also fully respects your right to privacy and data protection.
2. You will find one cookie on our website, which, however, has the sole purpose of ensuring the functioning of the site and is deleted from your browser as soon as it is closed, i.e. at the end of the session.
3. We use Google Analytics to statistically evaluate website traffic, but your IP addresses are anonymized and therefore you cannot be identified from them. Other personal data are not processed.
CHANGES TO THE PRIVACY POLICY
1. Data protection is not a one-time issue for us. The information that we are obliged to provide you with regard to our processing of personal data may change or cease to be up-to-date. For this reason, we reserve the right to modify and change these terms and conditions to any extent at any time. If we change these terms and conditions in a material way, we will notify you of the change on our website or by email.