Privacy policy

Version 1.0 dated 28/10/2026

This policy describes what data the Polonis Refractories app (the company website at https://polonisrefractories.com and https://polonisrefractories.pl and the part after signing in at https://polonisrefractories.app) collects, why, on what basis and for how long we keep it, to whom we entrust it and what rights you have.

1. Who is the controller of your data

The controller of your data is:

Polonis Refractories Sp. z o.o., Al. Marsz. Piłsudskiego 12, 43-100 Tychy, NIP 6463018057, REGON 540690200, KRS 0001150352, District Court Katowice-Wschód in Katowice, 8th Commercial Division of the National Court Register, share capital PLN 5,000.00.

In this policy we refer to it as “we”.

For matters concerning your data, write to contact@polonisrefractories.com.

2. Whose data we process

We process the data of:

the administration of Polonis Refractories;
workers in the crews employed under an employment contract or a civil-law contract;
clients, that is, people in client organisations: organisation owners and organisation members;
invited people for whom a profile was prepared before they created an account;
clients’ on-site contact persons entered in a project;
people who ask for a phone call or write us a message on the company website;
people who can be seen in photos documenting the work (section 3.16).

The app collects no personal data from other visitors to the company website; their requests reach only the providers’ technical logs (sections 3.12 and 7).

3. Why we process data, on what legal basis and how long we keep it

The legal bases are provisions of the GDPR, that is Regulation (EU) 2016/679 of the European Parliament and of the Council.

A period counted “from the end of the year” runs from 31 December of that year. Example: 10 years from the end of 2026 ends on 31/12/2036, and the data are deleted from 01/01/2037.

When a period has passed, the data are no longer available in the app and disappear at the next data clean-up: data kept for months or years once a month, and data kept for days or hours every hour. The exception is a deletion hold (section 3.11).

3.1 Access to the app: accounts, invitations, sign-in, devices, quick access, notifications, the guide

Data and how long we keep them:

the account email address: until the account is deleted;
the record of code requests (email address, network address of the device, time, number of attempts, without the code and without the link): 24 hours; attempt counters: until the end of the hour;
the record of messages sent at sign-in and for changes to the account (address, type of message, time, sending result, without the content): 7 days;
an account without acceptance of the Terms of use (email address): 7 days from the creation of the account; the account then disappears together with the address, and the prepared profile (for a worker, with the PR number) remains;
sign-ins on devices (network address of the device, browser name, time of signing in and of last use): until you sign out on that device; a sign-in unused for 90 days ends by itself; at the latest until the account is deleted;
invitations (email address, day added, who added it): the address and who added it at the latest until the day after the account is created or after the end of the 90th calendar day after the day it was added, in Polish time (until then a deleted invitation can be restored); the day added and the invitation’s state as long as the profile they concern;
the profile (first name, surname, email address, phone, language): for a worker, as long as the worker record (section 3.3); for an administrator and a client, until the account is deleted, and after an administrator’s account is disabled, 12 months after disabling; a profile without an account: 12 months after its last invitation stopped working, or less if an administrator or the organisation owner deletes it earlier; the first name and surname as author remain with a shared matter for that matter’s period;
devices with quick access (name of the browser and of the system, day of setup, day of last use, the App PIN in a form from which it cannot be read and which is bound to the device, the public key for device confirmation, the number of wrong attempts): until the device is disconnected, you sign out on it, you select “I don’t remember my PIN”, the 5th wrong PIN, another person signs in on it, an unused sign-in ends, the address is changed in an access recovery case, the account is disabled or deleted, or the app is opened again after a closure; the app does not receive an image of your face or your fingerprint;
consents to phone notifications (the device’s address at the browser’s notification service, the account, the device): until notifications are turned off, you sign out, the device is disconnected, another person signs in on it, an unused sign-in ends, the address is changed in an access recovery case, the account is disabled or deleted or the organisation is disabled, or until the device address stops working;
notifications in the bell: 12 months from creation, and a notification of chat messages or of new files 12 months from its last update; earlier if you delete your account;
the dispatch log (type, time, recipient’s account, masked address and its “fingerprint”, from which the address cannot be read, state, number of attempts, cause, without content and without full addresses): 90 days for notifications about matters in the app, 7 days for messages about the account;
email sending blocks for an address that permanently does not accept messages or whose owner has reported a message as unwanted (address, cause, moment): until the address is changed or an administrator lifts the block; after the address is changed or the account is deleted only a “fingerprint” of the address remains, from which the address cannot be read, so that the app still sends nothing to that address;
the guide state (completed or skipped): until the account is deleted;
the result of a save action (attempt number and result, so that a retry does not save anything a second time): 48 hours.

Legal basis:

workers and the administration: Article 6(1)⁠(b) GDPR (the employment contract or civil-law contract) and Article 6(1)⁠(f) GDPR (our legitimate interest in organising the work);
clients: Article 6(1)⁠(f) GDPR (cooperation with the client’s company).

3.2 Proof of acceptance of the Terms of use and of the age declaration

Data and how long we keep them:

acceptances of the Terms of use (version number, day and time): until the account is deleted, and then 6 years from the end of the year in which the account was deleted;
declarations of being at least 18 years old (day and time): the same.

Legal basis: Article 6(1)⁠(f) GDPR (proving the acceptance and defending against claims).

3.3 Planning and running projects

Data and how long we keep them:

the worker record: PR number, position, contract type, activity periods, change history of the work details; it also holds the HR data (section 3.14) and is the basis for hours, the register, pay and balances. We keep it for 10 years from the end of the year in which the account was finally disabled or deleted, if the record has hours, register data, pay, balances or HR data with a document, a file or a start of employment (if the account was never created, from the end of the year in which the last invitation stopped working); without such data, 12 months after the account was disabled or deleted, and if the account was never created, 12 months after the last invitation stopped working; an administrator may delete earlier a record without an activated account and without such data;
projects: name, country, work address, planned dates, organisation or client name, on-site contact (first name and surname, phone, function), scope of work, requirements, crew information, required staffing, moments of activation, completion and archiving, reason for archiving. The project card (name, country, dates, client, status): 6 years from the end of the year of the last completion; the number, name and country on the hours: together with the hours; other data: 3 years from the last completion; for an archived draft, the same periods are counted from the closing moment recorded at archiving;
assignments, overlap approvals and participation confirmations: 3 years from the project’s last completion;
vehicles (make, model, registration number, year, fuel card, inspection and insurance due dates, holder, notes, state, change history): 3 years from the disabling of the vehicle, also when an old reservation in a project still refers to it; for such a reservation only the make, model and registration number then remain, until the project data are deleted;
vehicle documents: 3 years from the disabling of the vehicle, also when an old reservation in a project still refers to it;
vehicle reservations: 3 years from the project’s last completion;
accommodations and stays: 3 years from the project’s last completion;
formalities (type, state next to the person, administrator and moment of the change): 3 years from the project’s last completion;
the administration’s internal comments: 3 years from the project’s last completion;
timeline settings: only in the current browser tab, until it is closed or until you sign out.

Legal basis:

Article 6(1)⁠(b) GDPR (the employment contract or civil-law contract);
Article 6(1)⁠(c) GDPR: the duties connected with sending workers abroad, for example A1 certificates and notifications to foreign authorities;
data of clients’ contact persons: Article 6(1)⁠(f) GDPR.

3.4 Working hours entered by workers

Workers enter their working hours for their own record and as information for the administration. Only the hours in the register that the administration keeps count for the settlement of pay (section 3.15).

Data and how long we keep them:

working hours, project allocations, resolutions, month states and their change history: 10 years from the end of the year in which the worker’s account was finally disabled or deleted;
the hours export (CSV file), which the administration may pass to the external payroll office: 24 hours from preparation.

Legal basis:

employment contract: Article 6(1)⁠(c) GDPR in conjunction with Article 149 of the Polish Labour Code;
civil-law contract: Article 6(1)⁠(c) GDPR in conjunction with the duty to record the number of hours worked under the Polish Minimum Wage Act;
in both cases also Article 6(1)⁠(b) GDPR.

3.5 The bonus for hours as a driver, calculated outside the app

Data and how long we keep them:

entries of hours as a driver with their comments: 10 years from the end of the year in which the worker’s account was finally disabled or deleted;
the monthly sum of hours as a driver in the hours export: the file for 24 hours from preparation.

Legal basis: Article 6(1)⁠(b) GDPR (the employment contract or civil-law contract).

3.6 Sharing pay and balances

Data and how long we keep them:

pay records with versions and history: the items of the payroll list from the external payroll office (gross amount, social security and health insurance contributions, income tax advance, PPK contribution, deductions and the net amount to be paid), the note and the payment mark (the payment date, who recorded it and when). We keep them for 10 years from the end of the year in which the worker’s account was finally disabled or deleted;
balances with versions and history, including payouts from balances (amount, date, note, who recorded or deleted a payout and when): the same;
balance types, for example SOKA-BAU: until an administrator deletes them, if they have no history.

We do not send amounts in emails or notifications. We keep the bank account number only in the HR data (section 3.14).

Legal basis: Article 6(1)⁠(b) and (c) GDPR.

3.7 Cooperation with client companies

Data and how long we keep them:

client organisations (name, state, memberships and roles): an active one while it is active; a disabled one as long as its longest-kept project or crew request, and without them 12 months after disabling; it then disappears together with its clients’ accounts; membership: until the account is deleted;
crew requests, reasons for declining and decision history: accepted ones 6 years from the end of the year of the project’s last completion, and if the project draft was archived, from the end of the year of the closing moment recorded at archiving; declined and withdrawn ones 6 years from the end of the year of closure; open ones until the decision;
the organisation’s chat with Polonis Refractories (messages, the photos with their thumbnails and the files sent in it, and read markers): each message with its photo or file 3 years from its sending; a read marker until the account is deleted; the chat disappears together with the organisation; a photo or file that did not make it into the chat, at most one hour after the end of the sending attempt;
project files: 3 years from the project’s last completion; a file that did not make it onto the list, at most one hour after the end of the upload attempt.

Legal basis: Article 6(1)⁠(f) GDPR (cooperation with the client’s company).

3.8 Information for workers

Data and how long we keep them:

announcements, their original recipients and read receipts: 3 years from publication.

Legal basis: Article 6(1)⁠(f) GDPR.

3.9 Security and clarifying abuse

Data and how long we keep them:

the security log: administrators’ sign-ins, access denials and important operations (for example viewing a full number in the HR data, importing a payroll list or deleting photos from the “Photo deposit”), without email addresses, network addresses and content. We keep it for 90 days, also after the account is deleted (only the account number then remains);
the record of code requests (section 3.1): 24 hours;
access recovery cases (the person, the administrator, the method of identity verification, the declaration, the reason, the new address, the moments and the result, without copies of documents, codes and links): 3 years from the end of the year in which the case was closed;
browsers known to the account (a random browser identifier stored as a hash, name of the browser and of the system, day of the last sign-in): 12 months from the last sign-in in that browser, at the latest until the account is deleted; the identifier is not used to follow anyone;
error reports, whose number the app shows so that it can be given in a request (number, time, account, name of the action and a technical description of the error): 90 days;
the providers’ technical logs (section 7).

Legal basis: Article 6(1)⁠(f) GDPR.

3.10 Handling your rights

Data and how long we keep them:

the file with your data, “moje-dane.json”: 24 hours from preparation;
requests sent to the contact address: for as long as needed to handle them, and then for as long as may be needed to show how we handled them.

Legal basis: Article 6(1)⁠(c) GDPR in conjunction with Articles 12 to 21 GDPR.

3.11 Keeping data in case of a dispute, and cleaning them up

Data and how long we keep them:

deletion holds (the matter, reason, review date, author and time): 3 years from the end of the hold;
data clean-up reports, without the content of the deleted data: 3 years from the clean-up run.

In a specific matter, a project or a worker record, an administrator may suspend the deletion of data, giving a reason. The administrator reviews the hold at least every 90 days. While it lasts, the data it covers remain even after their period has passed. There are no holds covering everything and no indefinite holds.

Legal basis: Article 6(1)⁠(f) GDPR (establishing, exercising or defending claims).

3.12 The company website

Apart from call requests and messages (section 3.13), the company website collects no personal data; requests to it reach only the providers’ technical logs (section 7). On the device, the website stores only the chosen language, the chosen light or dark mode and the fact that the cookie notice was hidden, without personal data (section 12). No GDPR legal basis or consent is needed for this, because such storage is strictly necessary for the website to work.

3.13 Answering a call request or a message from the company website

On the company website you can ask for a phone call (“Request a call”) or write us a message (“Message us”). The app sends it at once by email to our mailbox contact@polonisrefractories.com. It sends nothing to you: we call you back or reply from our mailbox.

Data and how long we keep them:

a call request (first name and surname, phone number, when to call and the company, if you give it) or a message (first name and surname, email address, the message and the company, if you give it), in both cases with the language of the page: in the app only until the email is delivered to our mailbox, and the dispatch log entry, by then without the content, for 7 days; at the email sending provider (Resend, section 6) for 30 days; in our mailbox, outside the app, for as long as your question and a possible cooperation need it, at most 12 months after the last contact, unless we conclude a contract: the correspondence then stays with the documentation of that contract;
a “fingerprint” of the device’s network address, from which the address cannot be read, for the limits that protect the forms from misuse: 48 hours.

Legal basis:

Article 6(1)⁠(f) GDPR: our legitimate interest in answering questions about our work and in protecting the forms from misuse;
where the question concerns an order, also Article 6(1)⁠(b) GDPR: steps taken at your request before entering into a contract.

To whom we entrust these data is described in section 6.

3.14 Workers’ HR data

The worker record has parts that only the administration sees: “Employment and rates”, “Personal data”, “Documents”, “Files”, “Clothing sizes” and “Change history”. The worker does not see them in the app, but receives them in the file “moje-dane.json” (section 11).

Data and how long we keep them:

employment and rates: the start and end of employment, the monthly gross pay or the hourly rate in Poland, the hourly rate abroad and the rates for individual countries;
personal data: PESEL number, date of birth, type and number of the identity document, bank account number and home address; the phone and email address are profile data (section 3.1);
documents with an expiry date: the A1 certificate (country and period), the medical examination and the health and safety training (the date until which they are valid and the date of issue), each with a file, the A1 certificate and the training also with a note (the medical examination without one), also the earlier documents of the same kind;
other files of the worker, for example contracts, qualifications and certificates: the file, its name, type and size, who added it and when;
sizes of work clothing and footwear, with a note;
the change history: what was changed, the value before and after the change, who changed it and when (the PESEL, identity document and bank account numbers only masked), and every viewing of a full number: who, when and which number.

We keep these data as long as the worker record (section 3.3) and delete them together with it, files included. A document or file that an administrator deletes disappears at once. A file whose upload did not finish is deleted at the latest 3 hours after the upload started.

The medical examination is health data. Of it we keep only the dates and the file of the medical certificate, without examination results or diagnoses. The certificate’s file, like the other files of the HR data, is opened only by the administration.

Legal basis:

Article 6(1)⁠(b) GDPR (the employment contract or civil-law contract): employment, rates and the bank account number to which the pay is transferred;
Article 6(1)⁠(c) GDPR: the duties of an employer and of a payer of contributions and taxes under labour, social security and tax law, for example the data an employer requires from an employee (Article 22¹ of the Polish Labour Code: date of birth, home address, PESEL number or, without one, the type and number of the identity document, bank account number), health and safety training (Article 237³ of the Polish Labour Code), work clothing and footwear, and A1 certificates when workers are posted abroad;
Article 6(1)⁠(f) GDPR (our legitimate interest in organising the work and the trips): the other HR data, which neither the law nor the contract requires;
health data from the medical examination: Article 9(2)⁠(b) in conjunction with Article 6(1)⁠(c) GDPR, that is, the employer’s duty to refer employees to preventive medical examinations and not to admit them to work without a valid medical certificate (Article 229 of the Polish Labour Code), and for a civil-law contract the duty to ensure safe and hygienic working conditions (Article 304 of the Polish Labour Code).

3.15 The monthly register and the statement for the accountant

The administration keeps a monthly register for each worker. Only the hours in this register count for the settlement of pay. A worker sees their month only after the administration has confirmed it, and without the administration’s comment.

Data and how long we keep them:

register days (the working hours and the country in which the worker worked on that day, who recorded them and when): 10 years from the end of the year in which the worker’s account was finally disabled or deleted;
advances (date, amount, description), bonuses and deductions (amount, description), which are information for the administration, the external payroll office and the worker, and from which the app calculates nothing: the same;
the administration’s comment on the worker’s month: the same;
the change history of the month (what was changed, the value before and after the change, who changed it, when, how, for example an import with the file name, and for what reason): the same;
the record of preparing the “Statement for the accountant” (the month, who prepared it and when, the number of people, the file name): 3 years from preparation.

The “Statement for the accountant” is an Excel file with the month’s register. For each person it contains the PR number, first name and surname, contract type, hours in total, by country and on each day, the advances, bonuses and deductions with their descriptions and the administration’s comment; it contains no amounts from the payroll lists. The app creates it when an administrator asks for it and does not keep it; the administration passes it to the external payroll office outside the app (section 6).

The app reads the payroll list file from the external payroll office on the administrator’s device and does not keep it. It stores only the items of the payroll lists (section 3.6) and the file name in the change history.

Legal basis:

employment contract: Article 6(1)⁠(c) GDPR in conjunction with Article 149 of the Polish Labour Code;
civil-law contract: Article 6(1)⁠(c) GDPR in conjunction with the duty to record the number of hours worked under the Polish Minimum Wage Act;
in both cases also Article 6(1)⁠(b) GDPR (the settlement of pay under the contract).

3.16 Photos documenting the work (the “Photo deposit”)

The administration and workers can take photos in the app that document the work (for example the state of a furnace, materials or the work done) and send them to the “Photo deposit”. Before a photo leaves the device, the app reduces it to at most 2560 pixels on its longer side and removes the hidden data from the file, including the location and the device model; the app’s server accepts only files cleaned in this way. Only the administration sees the photos. People present at the work site may be visible in the photos; the Terms of use ask everyone not to photograph people without need. If you are in a photo, you can ask for it to be deleted by writing to the contact address.

Data and how long we keep them:

the photo and its thumbnail, who sent it (account, first name and surname), when it was taken (if known) and when it arrived, where it comes from (camera or gallery), its size and dimensions: until an administrator deletes it once it is no longer needed to document the work, also after the account of the person who sent it has been deleted;
a photo whose sending did not finish: 24 hours from the start of sending;
the number of photos a person sent on a day, for the limit of 200 photos a day: 8 days;
the identifiers of deleted photos, so that a deleted photo does not come back when a device sends it again: 31 days from deletion;
the moment an administrator last looked through the “Photo deposit”, to mark the new photos: until the administrator’s account is deleted;
photos waiting to be sent: only on the device (section 12).

We record the deletion of photos in the security log (section 3.9): who deleted them, how many there were and from which days.

Legal basis: Article 6(1)⁠(f) GDPR (our legitimate interest in documenting the work done).

4. What happens to the data after an account is deleted

At the moment an account is deleted, the following disappear: the account, the sign-ins on devices, quick access, phone notifications, settings and prepared files with your data.

The following remain for the periods in section 3:

for a worker: the worker record with the PR number, the profile and the HR data, assignments, hours, the register, pay and balances;
shared projects, crew requests, files and chat messages with their photos and files, with the author’s first name and surname;
the record of acceptances of the Terms of use and of the declarations of being at least 18 years old: 6 years from the end of the year in which the account was deleted;
security log entries with the account number, without the email address: for at most 90 days;
access recovery cases with the new address: 3 years from the end of the year in which the case was closed;
an email sending block for your address, if there was one, only as a “fingerprint” of the address, from which the address cannot be read; with it the app still sends nothing to that address;
photos sent to the “Photo deposit” with the first name and surname of the person who sent them: until an administrator deletes them (section 3.16).

Deleted data may remain for some time in the database backups until these are overwritten in their regular cycle.

The same email address then has no account. A new account is created only from a new invitation and has no access to the old data. The exception: when the administration re-invites a worker to the same worker record, their hours, pay and balances come back with it.

5. Who sees your data in the app

The administration of Polonis Refractories: the data it needs for its work, including all workers’ hours, register, pay, balances and HR data, and the photos in the “Photo deposit”.
A worker: their own data, and their register and pay for a month only once the month is confirmed; of the other people in their project only the first name, surname and shift. A worker does not see their HR data or the administration’s comment on their register in the app; they receive them in the file “moje-dane.json” (section 11).
A client: the matters of their own organisation; of the crew of its projects only first names, surnames and positions. A client never sees hours, the register, pay, balances, HR data, photos in the “Photo deposit” or another organisation’s data.
An organisation owner: also the team of their own organisation.

Project files are seen by the administration and the accounts of the client organisation, never by workers. Vehicle documents, the documents and files of the HR data and the photos in the “Photo deposit” are seen only by the administration. The app shows the administration the PESEL, identity document and bank account numbers masked; a full number is visible for 60 seconds after selecting “Show”, and the app records who viewed which number and when.

Call requests and messages from the company website are not visible in the app. They are read by the people at Polonis Refractories who handle the mailbox contact@polonisrefractories.com.

6. To whom we entrust data

Coretheus Sp. z o.o. (Poland)

It processes data on our behalf as our processor, under a data processing agreement. It builds, runs and maintains the app and holds the accounts with the services listed below. It receives data from the app only as far as a task needs them. It stores them through its sub-processors listed below. No transfer outside the European Economic Area is needed for it.

Sub-processors of Coretheus Sp. z o.o.

Supabase (Supabase Pte. Ltd., a company from Singapore): database, sign-in, files and background jobs. It receives all stored data and files. It stores them in Frankfurt, Germany. Safeguard for a transfer outside the European Economic Area: the EU standard contractual clauses in the provider’s data processing agreement.
Vercel (Vercel Inc., a company from the USA): running the app and the company website. It receives the content of requests and technical logs. Its functions run in Frankfurt, and requests pass through the provider’s worldwide network. Safeguard: the EU standard contractual clauses in the provider’s data processing agreement.
Resend (Plus Five Five, Inc., a company from the USA): sending emails, that is, the app’s messages, and the call requests and messages from the company website to our mailbox. It receives the recipient’s address, the reply-to address and the content of emails, including the content of call requests and messages from the website. It sends the emails from Ireland, and stores the data about them, including their content, in the USA for 30 days. Safeguard: the EU standard contractual clauses in the provider’s data processing agreement.

Our email provider

Our mailbox contact@polonisrefractories.com runs outside the app on Google Workspace, a service provided to us by Google Cloud Poland sp. z o.o. (Poland, part of Google). It receives the call requests and messages from the company website, as well as the messages you send to that address. Google processes them on our behalf as our processor, under the data processing terms that are part of the agreement for this service. It stores them in its data centres, also outside the European Economic Area. Safeguard for a transfer outside the European Economic Area: the EU–⁠US Data Privacy Framework, in which Google LLC participates, and for other countries the EU standard contractual clauses in the provider’s terms.

Browsers’ notification services

When you turn on phone notifications, they are delivered by the notification service that your browser chooses, not by us. It is run by the browser’s maker: Google, Apple, Mozilla or Microsoft. The service receives your device’s notification address (an identifier issued by that service), the time of sending and the content of the notification, encrypted so that the service cannot read it. Encryption protects the content, but the device address and the delivery data are personal data, and these services may process them also in the USA.

The transfer to the services of Google LLC and Microsoft Corporation is based on the European Commission’s adequacy decision for the EU–⁠US Data Privacy Framework, in which these companies participate (Article 45 GDPR). The transfer to the services of Apple and Mozilla is based on Article 49(1)⁠(b) GDPR: it is necessary to deliver the notifications that you yourself turn on on your device. If you do not want this transfer, do not turn on phone notifications or turn them off; the notifications in the app work without it.

How to obtain a copy of the safeguards

You can obtain a copy of the standard contractual clauses named in this section by writing to contact@polonisrefractories.com. Information on the EU–⁠US Data Privacy Framework and the list of its participants is available at https://www.dataprivacyframework.gov.

Outside the app

The administration passes the “Statement for the accountant” (section 3.15) outside the app to the external payroll office, an accounting office that prepares our payroll lists and calculates the pay; it may also pass the hours file to it (section 3.4). The administration enters the payroll lists from that office into the app or loads them from a file. The administration may pass the HR data (section 3.14) to that office and to authorities when the payment of pay or the law requires it, for example for A1 certificates and notifications of posting to authorities abroad.

7. The providers’ technical logs

Vercel and Supabase keep their own logs of requests: network address, time, address of the page and result. They keep them for the period of their service plan: Vercel for 1 day (Pro plan), Supabase for 7 days (Pro plan). The app does not copy them. Their purpose and legal basis are described in section 3.9.

8. Automated decisions

We do not take decisions about you based solely on automated processing, including profiling (Article 22 GDPR).

9. Where data you do not give yourself come from

The profile (first name, surname, email address, phone and language) is prepared before the account is created by the person who invites you: the administration or the owner of your organisation. For a worker, the administration also enters the position and contract type, and the system assigns the PR number.
Entries by the administration: assignments, stays, reservations, formalities, internal comments, corrections of hours, the monthly register with its comment, pay from the payroll lists of the external payroll office (entered by hand or loaded from a file), payment marks, balances with payouts, the HR data (based on the data and documents the worker provides) and access recovery cases.
The administration and workers take and send the photos in the “Photo deposit”; people present at the work site may be visible in them.

You give the other data yourself, or they arise when you use the app, for example the record of a sign-in.

10. Do you have to provide data

The data are needed to use the app. Without an email address an account cannot be created and you cannot sign in, and without the profile data (and for a worker, without the worker record) the app cannot work for you.

Some of the HR data are required by law or by the contract, for example the home address, the PESEL number (or, without one, the type and number of the identity document), the bank account number for the pay, and a valid medical examination and health and safety training. Without them we cannot, for example, transfer the pay to a bank account or admit a worker to work.

A call request and a message from the company website are voluntary. Without your first name and surname and a phone number or an email address, we cannot answer.

11. Your rights and how to use them

You have the right to:

access your data and obtain a copy;
rectification of your data;
erasure of your data;
restriction of processing;
data portability (with the “Download my data” button);
object to processing based on our legitimate interest;
lodge a complaint with the supervisory authority, the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych).

To use your rights, write to contact@polonisrefractories.com. We answer within the time limits of the GDPR: without undue delay and as a rule within one month; where necessary, given the complexity or number of requests, this may be extended by two further months, and we will tell you so.

You can exercise some rights yourself in the app, on the “My account” page:

“Download my data”: we prepare the file “moje-dane.json” in the background and notify you when it is ready. You can download it for 24 hours and request a new one once every 24 hours. It contains your account and profile, acceptances of the Terms of use, hours and hours as a driver with their comments, the pay shared with you, the register of confirmed months with the administration’s comment, balances with their history and payouts, for a worker also the HR data with their change history and a list of the documents and files, a list of your photos in the “Photo deposit” (when they were taken and arrived, their sizes), assignments, organisation membership, announcement read receipts and your actions. It does not contain the files themselves (project files, documents and files of the HR data or photos), the messages, photos and files of the chat, or other people’s data. You can get a copy of your documents and files of the HR data by writing to the contact address.
You change your phone (and, as a client, your language) in the “Your profile” part, and your email address with the “Change email address” button. Other data, such as your first name and surname or your HR data, are corrected by the administration: write to it or to the contact address.
“Delete account”: what disappears and what remains is described in section 4.
You turn off phone notifications in the “Notifications on this device” part.

If your account is disabled, you can get a copy of your data by writing to the contact address.

The right to erasure does not cover data that we keep for longer for the reasons described in sections 3 and 4.

12. What the app and the company website store on your device

The app and the company website store on the device only what is strictly necessary for them to work:

The sign-in: to keep you signed in. For the browser session, and with the “Remember me on this device” field ticked and an App PIN set, until you sign out or for 90 days without use. While you sign in, the browser also keeps the address we sent the code to and the page we show after you sign in.
The key and the lock state of a remembered device: for quick access with the App PIN or the device. Until quick access is removed from that device.
The remembered language and the chosen mode: to show the next pages in the chosen language and in the light or dark mode, if you choose one with the mode switch on the page. The language up to 12 months from the last change of language, the mode until you change the choice or delete the site data in the browser; the mode belongs to the browser, not to a person, so it does not disappear when you sign out.
The timeline state and the content of a form waiting for a new sign-in: to return to the same view and not lose what was entered. Only in the browser tab, until it is closed; the form content also disappears when you sign out or another person signs in.
The app’s files, without personal data: so that the app works from the home screen and, without internet, shows the screen about the missing connection. Until they are replaced by a newer version of the app or the site’s data are cleared in the browser.
A random browser identifier: to recognise a sign-in in a browser that your account has not used and to notify you about it. It stays in the browser until the site’s data are cleared, and the app recognises it for 12 months after the last sign-in in that browser. The identifier is not used to follow anyone; it belongs to the browser, not to a person, so it does not disappear when you sign out.
The permission for phone notifications: kept by the browser. Until you withdraw it in the browser’s settings.
The hidden cookie notice: so that the notice does not appear again after you select “Got it”. Until the site’s data are cleared in the browser.
Photos waiting to be sent to the “Photo deposit”: so that photos taken without a connection are sent by themselves when the connection returns, also after the app is closed. Each photo, already reduced and without hidden data, with its thumbnail, the moment it was taken, its size, its dimensions and a mark of the account, in the browser’s database. Until they are sent; before that, signing out (the app first asks about unsent photos), another person’s sign-in on this device or the passing of 30 days removes them.
The answer to the suggestion to add the app to the home screen, which a worker sees after signing in on a phone, so that it is not shown again: “Later” until the next sign-in or sign-out, and “Done” or an installation of the app until the site’s data are cleared in the browser. Without personal data.

Of these, the company website stores only the remembered language, the chosen mode and the hidden cookie notice.

The app and the company website use no analytics, no advertising and no third-party cookies or other third-party storage. They load no fonts, scripts or images from other companies’ servers. All the storage is strictly necessary, so we do not need your consent for it (Article 399(3) of the Polish Electronic Communications Law). The name, purpose, kind and storage period of each item, and how to delete them, are described on the “Cookie policy” page at /cookies; the “Cookies” link in the footer of every page leads to it.

13. Changes to this policy

We may change this policy, for example when the app, its providers or the law change. We publish each version on this page, in Polish, English and German, with its number and the date from which it applies.

14. Contact

For matters concerning the app, your data and complaints, write to contact@polonisrefractories.com.