Information Sheet on the Processing of Suppliers’ Personal Data
Hiring Procedures, External Access Control, Prevention, Control and Monitoring of Health and Safety at Work
The Companies of the SODECIA Group (hereinafter referred to as SODECIA) process the personal data of suppliers, service providers and subcontractors who wish to access their facilities, as well as their employees or similar collaborators who are in any of their facilities for the purposes of applying the Hiring, External Access, Prevention, Control and Surveillance of Occupational Health and Safety applied to hiring or controlling access and stay at the facilities, established in the applicable legislation and in the internal rules of the SODECIA Group companies, and this processing is carried out in accordance with data protection rules, namely the General Data Protection Regulation, its Implementing Law or special legislation, in accordance with the following parameters:
1. Data officer: SODECIA Group companies, represented by Sodecia – Participações Sociais, SGPS, SA (hereinafter referred to as Sodecia), with the Tax Number PT503437786, with registered office at Rua António Bessa Leite, 1430, 4º – 4150-074 Porto, Portugal, telephone (+351) 220101900 and email sodecia@sodecia.com.
2. Contact of the Data Protection Officer: the data officer has a specific email address for personal data protection purposes, and the Data Protection Officer is available at dpo@sodecia.com.
3. Categories of data subjects: any person wishing to contract, access the facilities, suppliers, employees or similar collaborators of service providers or subcontractors who are in any type of facility under the supervision or scope of SODECIA’s powers and responsibilities.
4. Personal data to be processed: general categories of data such as identification data, professional data, contact data, curricular data, financial data, as well as, possibly, special categories of personal data, such as biometric data or data relating to health.
5. Context and purpose of processing: personal data is processed exclusively for the purposes of applying the Hiring Procedures, External Access Control, Prevention, Control and Monitoring of Safety and Health at Work.
6. Legal basis: the processing of data is based on the management of the contractual relationship, the fulfillment of legal obligations, the pursuit of legitimate interests or the protection of vital interests, depending on the specific cases of processing.
7. Consequences of not providing the data: the processing of personal data is a condition for contracting or for access and permanence in SODECIA’s facilities, so if it is not carried out, the data subject is prohibited from accessing them.
8. Recipients: the data officer carries out the processing itself (through professional technicians subject to the obligation of qualified professional secrecy) or on its behalf, through subcontractors accredited to provide services selected by it and bound by strict technical and organizational measures adjusted to the protection of personal data.
9. Security measures: the technical and organizational security measures deemed appropriate to ensure a level of data processing security appropriate to the risk are in place.
10. Place of data collection: the data is collected or measured by an accredited SODECIA technician, and the privacy or confidentiality of its collection or measurement and the respective integrity, quality and accuracy of the data are guaranteed.
11. Retention period: without prejudice to the exceptional situations of extension of the retention period provided for by law or considered necessary for the defense of legitimate rights or interests, the personal data processed is kept for the period necessary for the execution of the purposes of the Hiring Procedures, Control of External Access, Prevention, Control and Surveillance of Safety and Health at Work, after which it will be deleted, under the general terms of the Data Retention Policy in force.
12. Communication of data: with the exception of situations where there is a legal obligation to communicate data, there are no data communication operations and personal data is not communicated to third parties.
13. Interconnection of data and automated decisions: no interconnection of personal data is carried out.
14. International transfers of personal data: no operations are carried out to transfer candidates’ personal data to a third country or an international organization outside the European Union.
15. Processing and media: depending on the circumstances, personal data is eventually collected or measured by a SODECIA technician, and is subject to multiple non-automated and automated processing and incorporation into various types of analog or digital media deemed necessary to achieve the purposes of the Contracting Procedures, External Access Control, Prevention, Control and Surveillance of Occupational Health and Safety.
16. Rights of the data subject: the data subject has the right to request access to, rectification or erasure of their personal data from the data controller, as well as restriction, objection to processing, data portability or withdrawal of consent where this is the basis of the processing activity, under the conditions laid down by law, simply by contacting the Data Protection Officer.
17. Right to lodge a complaint with the supervisory authority: the data subject may always exercise the right to lodge a complaint with the supervisory authority, should they deem it necessary.
18. Address for exercising rights: to request any information, submit complaints or request the exercise of rights, please contact the Data Protection Officer at the email address dpo@sodecia.com.
19. Data Protection and Privacy Policies: personal data processing operations are carried out in accordance with the General Data Protection Policy and the Supplier Data Processing Policy, which can be accessed at www.sodecia.com.
20. General Contractual Clauses and Information Leaflets: the General Contractual Clauses and other Information Leaflets for the Hiring Procedures, Access Control, Prevention, Control and Surveillance of Safety and Health at Work are available for consultation at SODECIA’s offices.