Privacy Policy

Last updated: November 16, 2025

1. Data Controller

The controller of your personal data is:

KMS Service sp. z o.o.
Przyborów 132,
32-823 Przyborów, Poland
Tax ID (NIP): 8692005488
REGON: 522611751

Email: office@kmsservice.com
Phone: +48 511 197 225

2. Scope of Collected Data

2.1. Application Forms

When submitting a job application, we collect the following data:

• Basic information: name and surname, email address, phone number
• Professional data: work experience, foreign language skills, availability
• Preferences: willingness to travel abroad (for selected positions)
• Documents: CV in PDF, DOC, or DOCX format
• Additional information: cover letter or message (optional)

2.2. Contact Form

When contacting us through the consultation form, we collect:

• Name and surname
• Email address
• Phone number
• Type of service
• Message content

2.3. Analytics Data (Google Analytics)

We automatically collect data regarding the use of our website:

• IP address (anonymized)
• Browser and device type
• Pages visited
• Time spent on the site
• Traffic source (how you found our website)

3. Legal Basis for Processing

We process your personal data based on:

• Art. 6(1)(a) GDPR - consent (application and contact forms)
• Art. 6(1)(b) GDPR - necessity for the performance of a contract or to take steps prior to entering into a contract
• Art. 6(1)(f) GDPR - legitimate interests of the controller (analytics, security)

4. Purposes of Data Processing

We use the collected data for the following purposes:

• Conducting the recruitment process and evaluating candidates
• Contacting you regarding job applications or inquiries
• Responding to inquiries submitted through the contact form
• Website traffic analysis and content optimization (Google Analytics)
• Ensuring the security and proper functioning of the website
• Fulfilling legal obligations (e.g., archiving)

5. Data Retention Period

5.1. Recruitment Data

We retain candidate data for:

• Active applications: until the end of the recruitment process
• After recruitment ends: up to 6 months (with candidate consent for future recruitment)
• Hired candidates: for the duration of employment and the legally required archiving period

5.2. Contact Form Data

We retain data for the period necessary to:

• Respond to the inquiry
• Perform the contract (if concluded)
• Statute of limitations for claims (in accordance with the Civil Code)

5.3. Analytics Data

Google Analytics data is retained for 26 months from the user's last activity.

6. Data Recipients

Your data may be shared with the following categories of recipients:

• IT service providers: Cloudflare (hosting, R2 storage), Google (Analytics)
• Email service providers: for sending application notifications
• Public authorities: upon request from authorized bodies (e.g., courts, tax authorities)

7. Data Transfers Outside the EEA

Due to the use of Google Analytics services, your data may be transferred to the United States. The transfer is based on:

• Standard contractual clauses approved by the European Commission
• EU-US Data Privacy Framework certification (Google LLC)

Cloudflare processes data in data centers located within the European Union.

8. Your Rights

Under the GDPR, you have the following rights:

• Right of access - you can obtain information about processed data
• Right to rectification - you can correct inaccurate data
• Right to erasure ("right to be forgotten") - in certain cases
• Right to restriction of processing - you can request suspension of processing
• Right to data portability - receive data in a format that allows transfer
• Right to object - to processing based on legitimate interest
• Right to withdraw consent - at any time without affecting prior processing

How to Exercise Your Rights?

To exercise the above rights, please contact us:

• Email: office@kmsservice.com
• Phone: +48 511 197 225
• In writing to the company's registered address

9. Right to Lodge a Complaint

If you believe that the processing of your data violates GDPR provisions, you have the right to lodge a complaint with the supervisory authority:

President of the Personal Data Protection Office (UODO)
ul. Stawki 2
00-193 Warsaw, Poland
Email: kancelaria@uodo.gov.pl
Phone: +48 22 531 03 00

10. Cookies

Our website uses cookies for the following purposes:

10.1. Essential Cookies

Ensure basic website functionality (e.g., remembering the selected language).

10.2. Analytics Cookies (Google Analytics)

Allow for traffic analysis and user behavior to optimize the website.

10.3. Managing Cookies

You can manage cookies through your browser settings. Please note that disabling cookies may limit website functionality.

11. Data Security

We implement appropriate technical and organizational measures to protect your data:

• SSL/TLS encryption (HTTPS)
• Secure storage of CV files in Cloudflare R2 with access control
• Regular security updates
• Limited data access only for authorized employees
• Security monitoring and activity logging
• Regular backups

12. Automated Decision-Making

We do not use automated decision-making, including profiling, that produces legal effects or similarly significantly affects users.

13. Third-Party Data

If you provide us with personal data of other individuals (e.g., references in your CV), you are obligated to inform those individuals about the data transfer and the content of this Privacy Policy.

14. Changes to the Privacy Policy

We reserve the right to make changes to this Privacy Policy. We will inform you of any changes through:

• Updating the "Last updated" date at the top of the document
• Publishing the new version on the website
• Email notification (in case of significant changes)

15. Additional Information for Candidates

15.1. Voluntary Data Provision

Providing personal data during the recruitment process is voluntary but necessary for processing your application.

15.2. Sensitive Data

Please do not include sensitive data in your CV (e.g., health information, racial origin) unless it is necessary for processing your application.

15.3. Consent for Future Recruitment

By checking the appropriate box in the application form, you can consent to the processing of your data for future recruitment purposes. This consent can be withdrawn at any time.