Good morning!
We care about protecting the privacy of the data entrusted to us by users, which is why we would like to familiarise you with the principles of our processing of personal data and use of cookies in connection with the use of our websites and the operation of our store at www.ebeaawards.com.

Privacy Policy

1. Personal Data Controller
The controller of your personal data is HRM Institute Sp. z o.o., with its registered office in Kraków (30-701), ul. Zabłocie 19A/57, NIP no. 6793229610. HRM Institute Sp. z o.o. manages the following websites:

• https://hrminstitute.pl/
• https://www.akademiaemployerbranding.pl/
• https://www.employerbrandingsummit.pl/
• https://www.ebeaawards.com/
• http://formularze.hrminstitute.pl/
• https://annamacnar.pl/
• https://hrminstitute.pl/sklep/
• https://siladoceniania.pl/
• https://employerbrandingbeztajemnic.pl/
• https://employerbrandingonline.pl/
• https://niewidzialnipracownicy.pl/
• https://www.ebeaawards.com

2. Contact Regarding Personal Data Processing
If you have any questions related to the processing of your personal data, please contact our Data Protection Officer at: iod@hrminstitute.pl.

3. Method of Collecting Personal Data
Personal data is most often provided to us voluntarily by you when:

• registering for events, such as conferences, training courses, and webinars,
• subscribing to the newsletter,
• downloading reports, toolkits, and free materials,
• placing an order in the store or withdrawing from an order and/or submitting a complaint,
• creating an account in the store.

Information about you may also be collected automatically through the tools we use:

• the store and newsletter system mechanism records your IP address,
•  the store mechanism collects information about the products you viewed, details of orders placed, including abandoned carts,
• the newsletter system mechanism collects information about your activity related to newsletters received from us, such as message opens, links visited, subscription date, etc.,
• Google Analytics collects a range of information about how you use our store,
• Facebook Pixel.

The detailed scope of data processing is described later in this Privacy Policy.

4. Security of Your Personal Data
We make every effort to ensure the security of your personal data. We have implemented appropriate security and personal data protection measures within our company. We continuously monitor the condition of our technical infrastructure and review our procedures, and only properly trained persons have access to your data.
If you have any questions regarding your personal data, please contact us at iod@hrminstitute.pl.

5. Purposes of Personal Data Processing
We process personal data for various purposes, depending on the reason for which you provide it to us.
Personal data may be processed for the following purposes:

• handling orders in the online store and providing services such as training courses, workshops, webinars, podcasts, conferences, and other events organised independently by HRM Institute Sp. z o.o. or in cooperation with partners – Article 6(1)(b) RODO,
• handling complaints or withdrawal from an agreement – Article 6(1)(f) RODO,
• sending the newsletter – Article 6(1)(a) RODO,
• handling correspondence, including answering your questions regarding the services we provide and the products we sell, preparing offers, etc. – Article 6(1)(f) RODO,
• fulfilling tax and accounting obligations related to participation in paid events, as well as the purchase of services or products – Article 6(1)(c) RODO,
• creating an archive for the purposes of possible legal proceedings, as well as for identifying a returning customer – Article 6(1)(f) RODO,
• own marketing and marketing of business partners, with the reservation that we never transfer personal data to partners, but may send information on their behalf – Article 6(1)(f) RODO,
• analysis, statistics, and optimisation – Article 6(1)(f) RODO.

6. Detailed Information on the Use of Personal Data and the Period of Its Storage.

Order Handling in the Online Store and Provision of Services

• When placing an order in the store, you provide the data necessary to process the order. Depending on the type of order, the scope of data may vary.
• If you order electronic products, your first name, surname, and email address will be required to process the order. If you order physical products, it is also necessary to provide a delivery address.
• If you declare that you wish to receive a VAT invoice, you must provide the data required to issue the document, for example: company name, address, and NIP number.
• Providing the above data is voluntary, but necessary to place an order.
• In addition, our system used to handle the order process records the IP address you used when placing the order.
• Each order is saved in our database, which means that your personal data assigned to the order is also accompanied by order-related information, such as the products ordered, selected payment method, selected delivery method, and payment date.
• Data collected in connection with an order is processed for the purpose of performing the agreement concluded by placing the order (Article 6(1)(b) RODO), issuing an invoice (Article 6(1)(c) RODO in connection with regulations governing invoice issuance), including the invoice in accounting documentation and fulfilling other tax and accounting obligations (Article 6(1)(c) RODO in connection with regulations governing tax and accounting obligations), as well as for archival purposes in case it becomes necessary to defend, establish, or pursue claims, and to identify a returning customer, which constitutes our legitimate interest (Article 6(1)(f) RODO).
• Order data will be processed for the time necessary to fulfil the order, until the limitation period for claims arising from the concluded agreement expires, and until the retention period for accounting and tax documentation expires. In addition, after this period, the data may still be processed by us for archival purposes in case it becomes necessary to conduct legal proceedings, as well as to identify a returning customer.

Handling Complaints and Withdrawal from the Agreement

• If you submit a complaint or withdraw from the agreement, you provide personal data included in its content, which includes your first name and surname, residential address, phone number, email address, and bank account number. Providing this data is voluntary, but necessary in order to submit a complaint or withdraw from the agreement.
• Data provided to us in connection with submitting a complaint or withdrawing from the agreement is used to carry out the complaint procedure or the withdrawal procedure, and subsequently for archival purposes, which constitutes our legitimate interest (Article 6(1)(f) RODO).
• The data will be processed for the time necessary to carry out the complaint procedure or withdrawal procedure. Complaint documents will be stored until the expiry of the statutory warranty rights period. Statements of withdrawal from the agreement will be stored together with accounting documentation for the period required by law.

Newsletter

• When subscribing to the newsletter, you provide us with your personal data, which, depending on the form used for registration, may include various types of data, such as:
  ▪ first name,
  ▪ surname,
  ▪ email address,
  ▪ company.
• When subscribing to the newsletter, you provide us with your personal data, which, depending on the form used for registration, may include various types of data, such as:
• The data you provide to us in connection with subscribing to the newsletter is used to send you messages, and the legal basis for its processing is your consent (Article 6(1)(a) RODO), given during registration. As regards the processing of information that does not come directly from you but has been collected automatically by our mailing system, we rely in this respect on our legitimate interest (Article 6(1)(f) RODO), consisting in analysing the behaviour of newsletter subscribers in order to optimise mailing activities.
• You may unsubscribe from the newsletter at any time by clicking the link included in each message sent or by contacting us at iod@hrminstitute.pl. If you unsubscribe from the newsletter, your data will continue to be stored in our mailing database for evidentiary purposes, in particular to demonstrate the fact that you gave consent to receive the newsletter and the moment of its withdrawal, which constitutes our legitimate interest referred to in Article 6(1)(f) RODO.
• You may modify the data provided for the purpose of receiving the newsletter at any time by contacting us.

Handling Correspondence

• When contacting us, you provide us with your personal data included in the content of the correspondence, in particular your email address and personal data contained in the body or footer of the message. Providing data is voluntary, but necessary in order to make contact.
• In this case, your data is processed for the purpose of contacting you, and the legal basis for the processing is Article 6(1)(f) RODO, i.e. our legitimate interest. The legal basis for processing after the contact has ended is also our legitimate purpose in archiving correspondence in order to ensure that we are able to demonstrate certain facts in the future (Article 6(1)(f) RODO).
• The content of correspondence may be archived, and the period for which it is archived by us depends on the purpose for which you contacted us, and we are unable to determine it unequivocally. If the correspondence history is archived, you have the right to request that it be presented to you, as well as to request its deletion, unless its archiving is justified by our overriding interests, such as defence against potential claims on your part.

Fulfilment of Tax and Accounting Obligations

Invoices issued to you are stored in our accounting records for the period required by law. Personal data contained in these documents is processed for the purpose of fulfilling our tax and accounting obligations (Article 6(1)(c) RODO in connection with regulations governing tax and accounting obligations).

Maintaining an Archive

Above, we have specified the periods for which personal data is stored in connection with individual purposes. In order to ensure that we are able to demonstrate certain facts in the future, reconstruct the course of cooperation with a client, exchanged correspondence, and defend, establish, or pursue claims, the data is archived. In this respect, we rely on our legitimate interest referred to in Article 6(1)(f) RODO.

Own Marketing

Within our store, we use an abandoned cart recovery mechanism. If you start the order placement process but do not complete it, our system will record this fact in order to take automated actions aimed at encouraging you to complete the order, such as sending an email or displaying targeted advertising while you browse the Internet.
Our store and other websites may also collect information related to your activity on the websites, and on this basis we may display remarketing advertisements to you. The information used for this purpose does not constitute personal data unless you are a logged-in participant. Only when this data is combined with your personal data collected in your user account does it become personal data.
We carry out the activities described above on the basis of our legitimate interest referred to in Article 6(1)(f) RODO, consisting in the marketing of our own products.

Analysis, Statistics, Optimisation

We collect statistical information about user behaviour while browsing our websites, such as clicks on links, navigation between subpages, time spent on individual pages, etc. We analyse this information in order to optimise our websites in terms of user experience, effectiveness, and conversion. In most cases, the information processed in this way does not constitute personal data, unless you are a logged-in user. In that case, it may be possible to combine this information with other data collected in the user account.
We carry out the activities described above on the basis of our legitimate interest referred to in Article 6(1)(f) RODO, consisting in the optimisation of activities addressed to users through our websites.

7. Recipients of Your Personal Data
In conducting our business activity, we use services provided by third parties. In some cases, this involves the processing of your personal data.

External entities that participate in the processing of personal data or may be involved in it if appropriate circumstances arise include:

• hosting providers who store data on servers, including email data,
• cloud computing service providers where backup copies that may contain your personal data are stored,
• the mailing system provider, if you are a newsletter subscriber,
• the CRM system provider,
• the invoicing system provider,
• the accounting office, which processes data visible on invoices,
• courier companies, which process data to the extent necessary to deliver the order,
• the law firm, which obtains access to data necessary to provide legal assistance,
• the entity providing technical support services, which obtains access to data if the technical work concerns areas where personal data is located,
• the provider of the registration system for events organised by us,
• co-organisers of events/competitions – where this is indicated in the rules for participation in the event or competition,
• other subcontractors who obtain access to data if the scope of their activities requires such access,
• tax offices to the extent necessary to fulfil tax, settlement, and accounting obligations, as well as other entities, authorities, or institutions authorised to obtain access to data under the law, such as police services, courts, and prosecutor’s offices.

The entities to which we entrust the processing of your personal data guarantee the application of appropriate personal data protection and security measures required by the relevant provisions of law.

We also use tools that collect a range of information related to the use of our store and websites, in particular:

• information about the operating system and web browser you use,
• subpages viewed,
• time spent on the website,
• navigation between individual subpages,
• clicks on individual links,
• the source from which you accessed our website,
• age, gender, approximate location (town/city),
• interests determined on the basis of your online activity.

8. Transfer of Data to Third Countries or International Organisations

• We transfer your personal data to third countries in connection with the use of tools that store personal data on servers located in third countries, in particular in the USA.
• Personal data is stored on servers located in third countries as part of the following tools: Google services within the G-Suite package, provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland – with regard to all data processed as part of Google services, including data contained in files synchronised with Google Drive.
• Google Ireland Limited ensures an adequate level of personal data protection by applying compliance mechanisms provided for under the RODO, in particular by joining the EU-US Data Privacy Framework (DPF) programme. Confirmation can be found here: https://www.dataprivacyframework.gov/participant/6015.
• As indicated above, we also use external tools that may collect anonymous information about you. Providers of these tools often use servers located around the world, in particular in the United States of America (USA), to store the information collected.

9. Profiling
We do not take actions towards you based solely on automated processing, including profiling, that would produce legal effects for users or similarly significantly affect them.
We use tools that may take certain actions depending on the information collected through the tracking mechanisms listed above. In our opinion, these actions do not have a significant impact on the user, as they do not differentiate the situation of customers, affect the terms of the agreement, etc. The scope of data obtained in this way and the manner in which it is used are described in detail in section 6.

10. Rights Related to the Processing of Personal Data
The RODO grants you the following potential rights related to the processing of your personal data:

• the right to access your data and receive a copy of it,
• the right to rectify or correct your data,
• the right to erase your data,
• the right to restrict the processing of your data, for example only to its storage or to carrying out agreed actions,
• the right to object to the processing of your data where processing is based on legitimate interest,
• the right to data portability,
• the right to withdraw consent to the processing of personal data, if you have previously given such consent,
• the right to lodge a complaint with the President of the Personal Data Protection Office or another competent supervisory authority.

The rules for exercising the rights indicated above are described in detail in Articles 16–21 of the RODO. We encourage you to read these provisions. However, it is worth emphasising that the rights indicated above are not absolute and will not apply to all activities related to the processing of your personal data.
You may contact us at any time with a request to provide you with information about what data we hold about you and for what purposes we process it. To do so, please send a message to iod@hrminstitute.pl. You may also send any questions related to the processing of your personal data to this email address.

11. Cookies

What are cookies?

Our websites use cookies, i.e. small text information files, known as cookies, sent by the website you visit and stored on your end device, such as a computer, tablet, or mobile phone. They may be read by our ICT system (first-party cookies) or by the ICT systems of third parties (third-party cookies). Certain information may be recorded and stored in cookies, which ICT systems may then access for specific purposes.
Some cookies are used after the end of the web browser session (session cookies), while others are stored on your end device and allow it to be recognised the next time you visit the website (persistent cookies), until you clear them from your browser.
Cookies make using websites easier and more enjoyable, while their content and the advertisements directing users to the website are better tailored to users’ expectations and preferences. You can read more about cookies at https://wszystkoociasteczkach.pl, which we strongly encourage you to do if you are not entirely sure how it all works

Consent to Cookies

During your first visit to our website, or the first visit after clearing cookies, you will see information about the use of cookies and will be asked to consent to their use. Even after giving your consent, you can always change your cookie settings in your browser or delete them.
If you do not consent to enabling cookies, you may experience difficulties using our website.
You may also use your web browser in incognito mode if you do not want information about visited websites and downloaded files to be saved in your browsing and download history. Cookies created in incognito mode are deleted when all incognito windows are closed.
First-Party and Third-Party Cookies
We use first-party cookies on our websites, which are necessary for the proper functioning of the website. In addition, we use third-party cookies, which are listed below:

• Google Analytics,
• Google Tag Manager,
• Google AdWords,
• Google AdSense,
• Facebook Custom Audiences,
• Facebook, Twitter, LinkedIn, Pinterest (social media tool cookies).

Tools We Use on Our Websites:

Google Analytics

We use Google Analytics, a tool provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. We carry out activities in this area on the basis of our legitimate interest, consisting in creating statistics and analysing them in order to optimise our websites.
In order to use Google Analytics, we have implemented a special Google Analytics tracking code in the code of our website. The tracking code uses cookies from Google LLC related to the Google Analytics service. You can block the Google Analytics tracking code at any time by installing the browser add-on provided by Google: https://tools.google.com/dlpage/gaoptout.
Google Analytics automatically collects information about your use of our website. The information collected in this way is usually transferred to Google servers, which may be located around the world, and stored there.
Due to the IP anonymisation we have activated, your IP address is shortened before being transferred further. Only in exceptional cases is the full IP address transferred to Google servers and shortened there. As a rule, the anonymised IP address transmitted by your browser as part of Google Analytics is not combined with other Google data.
As part of Google Analytics, we do not collect any data that would allow us to identify you; therefore, such data does not constitute personal data for us.

As part of Google Analytics, we have access in particular to the following data:

• information about the operating system and web browser you use,
• subpages you view within our store,
• time spent in our store and on its subpages,
• navigation between individual subpages,
• the source from which you access our store.

In addition, we use the following Advertising Features within Google Analytics:

• demographic and interest reports,
• remarketing,
• advertising reporting features, User-ID,
• age, gender, approximate location limited to town/city,
• interests determined on the basis of online activity.

Google Analytics and Google Analytics 360 services have obtained certification under the independent ISO 27001 security standard. ISO 27001 is one of the most widely recognised standards in the world and confirms that the systems supporting Google Analytics and Google Analytics 360 meet the relevant requirements.
If you are interested in details regarding Google’s use of data from websites and applications that use Google services, we encourage you to read this information: https://policies.google.com/technologies/partner-sites.

Google Tag Manager

We use Google Tag Manager, a tool provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, which enables tag management, i.e. the management of small pieces of code that allow us to control user traffic and behaviour, collect information about advertising effectiveness, and take actions aimed at improving our websites.
Google Tag Manager does not collect any information that would allow us to identify you; however, this tool triggers other tags, which in turn may collect data.

Google AdWords

We use the remarketing features available within the Google AdWords system operated by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. We carry out activities in this area on the basis of our legitimate interest, consisting in the marketing of our own products or services.
When you visit our website, a Google remarketing cookie is automatically placed on your device, collecting information about your activity in our store. Thanks to the information collected in this way, we are able to display ads to you within the Google network depending on your behaviour on our websites.
When using Google Ads, we do not collect any data that would allow us to identify you. Any possible combination of data in such a way that it becomes personal data may be carried out by Google, but we are no longer responsible for this, as Google performs these activities on the basis of an agreement concluded with you as a user of Google services.
When using Google AdWords, we are only able to define audience groups to which we would like our ads to be delivered. On this basis, Google decides when and how to present our advertisement to you.
Further processing of information takes place only if you have consented to Google combining your browsing history with your account and using information from your Google account to personalise ads displayed on websites. In such a case, Google will use your data to create and define target audience lists for cross-device remarketing purposes. For this purpose, Google temporarily combines the information collected with other data it holds in order to create target groups.
If you do not want to receive personalised ads, you can manage your ad settings directly on Google’s side: https://adssettings.google.com/.
If you are interested in details regarding Google’s use of data from websites and applications that use Google services, we encourage you to read this information: https://policies.google.com/technologies/partner-sites.

Facebook Pixel

This is a tool provided by Facebook Inc., 1601 S. California Ave., Palo Alto, CA 94304, USA, which we use for remarketing purposes in order to display advertisements to you on Facebook or Instagram.
The information collected through Facebook Pixel is anonymous and does not allow us to identify individual users. The way in which Facebook uses the data obtained in this way for its own purposes, which is independent of us, is described in Facebook’s Privacy Policy, available here: https://www.facebook.com/privacy/explanation.
You can also manage your privacy settings from your Facebook account. Useful information in this regard can be found here: https://www.facebook.com/ads/settings.

Social Media Tools

• Our websites may use plugins, buttons, and other social media tools, hereinafter collectively referred to as “plugins”, provided by social media services such as Facebook, Instagram, LinkedIn, Twitter, and Pinterest.
• When you view our website containing a plugin of a given social media service, your browser sends information about the visit to the administrator of that social media service. Since the plugin is a component of the social media service embedded in our website, the browser sends information requesting that the content of the given social media service be downloaded to our website. Plugins collect certain information about you, such as your user ID, the website visited, the date and time, and other information concerning your web browser.
• Administrators of social media services use some of this information to personalise the conditions for viewing our website. Information collected by plugins may also be used by administrators of social media services for their own purposes, such as improving their own products, creating user profiles, analysing and optimising their own activities, and targeting advertisements. We have no influence over how information collected by plugins is subsequently used by administrators of social media services. Detailed information in this regard can be found in the terms and privacy policies of the respective social media services.
• Social media plugins collect and transfer information to the administrators of those services even when you browse our websites without being logged in to your social media account. In such cases, the set of information is more limited.
• If you are logged in to one of the social media services, the service administrator will be able to directly link your visit to our website with your profile in that social media service. If you want to avoid this, log out of that service before visiting our website. You can also completely prevent plugins from loading on the website by using appropriate browser extensions, such as script blockers.
• In addition, using certain plugins may involve publishing specific information within your social media profiles. For example, if you share content on your social media using plugins embedded on our websites, this sharing will be visible on your profile.
• Detailed information related to the processing by administrators of social media services of information collected by plugins can be found in the privacy policies of the respective service providers:
  Facebook – https://www.facebook.com/privacy/explanation,
• Twitter – https://twitter.com/en/privacy,
• LinkedIN – https://www.linkedin.com/legal/privacy-policy,
• Instagram – https://www.facebook.com/help/instagram/155833707900388,
• Pinterest – https://policy.pinterest.com/pl/privacy-policy.

YouTube

YouTube widgets may be embedded on our websites, allowing recordings available on YouTube to be played directly from our websites. YouTube is operated by Google LLC.
Videos are embedded on the website in privacy-enhanced mode. Based on the information provided by YouTube, this means that no cookies are stored on your device and Google does not collect any information about you until you play the recording.
When you play a recording, YouTube stores cookies on your device and receives information that you have played the recording from a specific website, even if you do not have a Google account or are not currently logged in. If you are logged in to your Google account, this service provider will be able to directly link your visit to our website with your account. The purpose and scope of data collection, further processing and use of data by Google, as well as the possibility of contact, your rights in this respect, and the option to configure settings to protect your privacy, are described in Google’s Privacy Policy.
If you do not want Google to directly link the data collected while playing videos with your profile, log out of your account before playing the video. You can also completely prevent plugins from loading on the website by using appropriate browser extensions, such as script blockers.
Information collected through cookies related to YouTube videos embedded on our websites is used by Google to ensure the proper and secure functioning of the widget, to analyse and optimise the services provided by YouTube, and for personalisation and advertising purposes.
By playing recordings available on YouTube, you use electronic services provided by Google LLC. Details regarding the rules for using YouTube, including privacy protection, can be found in the following documents:

• Terms of Service: https://www.youtube.com/t/terms,
• Privacy Policy: https://policies.google.com/privacy.

12. Privacy Management
When using our websites, you can manage your privacy through:

• cookie settings in your web browser,
• browser plugins supporting cookie management, such as Ghostery,
• additional cookie management software,
• incognito mode in your web browser,
• behavioural advertising settings, e.g. youronlinechoices.com,
• the cookie management mechanism available on our websites,
• Google Analytics Opt-out: https://tools.google.com/dlpage/gaoptout,
• Google Ads Settings: https://adssettings.google.com/,
• Facebook Ads Settings: https://www.facebook.com/ads/settings.

13. Server Logs
Using the websites and the store involves sending requests to the server on which the website is stored. Each request sent to the server is recorded in server logs.
The logs include, among other things, the IP address, date, server time, information about the web browser and operating system you use. Logs are recorded and stored on the server. Data saved in server logs is not linked to specific individuals using the website and is not used by us to identify you. Server logs are used solely as auxiliary material for website administration, and their content is not disclosed to anyone other than persons authorised to administer the server.
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We have made every effort to present, in the best possible way, how we process your personal data and what tools we use. If, after reading the Privacy Policy document, you have any doubts, please contact us at iod@hrminstitute.pl.
We wish you fruitful use of our websites!
The HRM Institute Team.