Regulations on the processing and protection of personal data in personal data databases owned by the seller
Content
- General concepts and scope
- List of personal data bases
- Purpose of processing personal data
- The procedure for processing personal data: obtaining consent, notification of rights and actions with personal data of the subject of personal data
- Location of the personal data base
- Conditions for disclosing information about personal data to third parties
- Protection of personal data: methods of protection, responsible person, employees directly processing and/or having access to personal data in connection with the performance of their official duties, storage period of personal data
- Rights of the subject of personal data
- Procedure for handling requests from the subject of personal data
- State registration of personal data base
1. General concepts and scope
1.1. Definition of terms:
personal data database - a referred to as a set of ordered personal data in electronic form and/or in the form of personal data files;
responsible person - a certain person who organizes work related to the protection of personal data during their processing, in accordance with the law;
owner of the personal data database - an individual or legal entity who is granted the right to process this data by law or with the consent of the personal data subject, who approves the purpose of processing personal data in this database, establishes the composition of this data and the procedures for their processing, unless otherwise specified by law;
State Register of Personal Data Bases - a unified state information system for collecting, accumulating and processing information about registered personal data bases;
publicly available sources of personal data - directories, address books, registers, lists, catalogs, other systematic collections of open information containing personal data posted and published with the knowledge of the subject of personal data. Social networks and Internet resources in which the subject of personal data leave their personal data are not considered publicly accessible sources of personal data (except for cases where the subject of personal data expressly states that personal data is posted for the purpose of their free distribution and use);
consent of the subject of personal data - any documented, voluntary expression of will of an individual regarding the granting of permission to process his personal data in accordance with the stated purpose of their processing;
depersonalization of personal data—removal of personally identifiable information;
processing of personal data - any action or set of actions performed in whole or in part in an information (automated) system and/or in personal data files related to the collection, registration, accumulation, storage, adaptation, modification, updating, use and distribution (distribution, sale, transfer), depersonalization, destruction of information about an individual;
personal data - information or a set of information about an individual who is identified or can be specifically identified;
manager of the personal data base - an individual or legal entity who is granted the right to process this data by the owner of the personal data base or by law. A person who is entrusted by the owner and/or manager of the personal data database to carry out technical work with the personal data base without access to the content of personal data is not the manager of the personal data base;
personal data - information or a set of information about an individual who is identified or can be specifically identified;
subject of personal data - an individual in respect of whom, in accordance with the law, his personal data is processed;
third party - any person, with the exception of the subject of personal data, the owner or manager of the personal data database and the authorized state body for the protection of personal data, to whom the owner or manager of the personal data database transfers personal data in accordance with the law;
special categories of data - personal data about racial or ethnic origin, political, religious or ideological beliefs, membership of political parties and trade unions, as well as data relating to health or sexuality.
1.2. This Regulation is mandatory for use by the responsible person and employees of the seller who directly process and/or have access to personal data in connection with the performance of their official duties
2. List of personal data bases
2.1. The seller is the owner of the following personal data bases:
- database of personal data of counterparties
3. Purpose of processing personal data
3.1. The purpose of processing personal data in the system is to ensure the implementation of civil law relations, providing, receiving and making payments for purchased goods and services in accordance with the Tax Code of Ukraine, the Law of Ukraine «On Accounting and Financial Reporting in Ukraine».
4. The procedure for processing personal data: obtaining consent, notification of rights and actions with personal data of the subject of personal data
4.1. The consent of the subject of personal data must be a voluntary expression of the will of an individual regarding the granting of permission to process his personal data in accordance with the stated purpose of their processing.
4.2. The consent of the subject of personal data can be provided in the following forms:
- a document on paper with details that allows you to identify this document and the individual;
- an electronic document that must contain mandatory details that allow the identification of this document and the individual. It is advisable to certify the voluntary expression of the will of an individual regarding the granting of permission to process his personal data with an electronic signature of the subject of personal data;
- a mark on an electronic document page or in an electronic file, which is processed in an information system based on documented software and hardware solutions.
4.3. The consent of the subject of personal data is provided when formalizing civil legal relations in accordance with current legislation.
4.4. The message of the subject of personal data about the inclusion of his personal data in the personal data database, the rights defined by the Law of Ukraine “On the Protection of Personal Data”, the purpose of collecting data and the persons to whom his personal data is transferred is carried out when registering civil legal relations in accordance with current legislation.
4.5. The processing of personal data concerning racial or ethnic origin, political, religious or ideological beliefs, membership of political parties and trade unions, as well as data relating to health or sexuality (special categories of data) is prohibited.
5. Location of the personal data base
5.1. The personal data bases specified in section 2 of this Regulation are located at the seller’s address.
6. Conditions for disclosing information about personal data to third parties
6.1. The procedure for accessing personal data of third parties is determined by the terms of the consent of the subject of personal data provided to the owner of personal data for the processing of this data, or in accordance with the requirements of the law.
6.2. Access to personal data is not provided to a third party if the said person refuses to undertake an obligation to ensure compliance with the requirements of the Law of Ukraine “On the Protection of Personal Data” or cannot ensure them.
6.3. The subject of relations related to personal data submits a request for access (hereinafter referred to as the request) to the personal data to the owner of the personal data.