Information on the processing of personal data

Information on the processing of personal data in connection with receipt and review of whistleblowing reports

1. The controller of the personal data of whistleblowers and persons whom disclosures concern is Aramco Fuels Poland Sp. z o.o., address: ul. Jana z Kolna 11, 80-864 Gdańsk. Aramco Fuels Poland can be contacted via e-mail at: odo@aramcofuels.com or in writing to the registered office address indicated above.                                                                                                                                                                                                                                                                          
2. Aramco Fuels Poland has appointed Data Protection Officer who can be contacted via e-mail at iod@aramcofuels.com on all matters concerning the processing of personal data and the exercise of rights related to data processing.
   
   
3. The collected data will be processed for the purpose of receiving and reviewing reports of violations of the law or violations of internal regulations in force at Aramco Fuels Poland, as well as possible claims related to the identified violation.
   
   
4. The legal basis for the processing of personal data contained in a whistleblowing disclosure under the General Data Protection Regulation (GDPR) is:
    a.Fulfilment of Aramco Fuels Poland's legal obligations arising from Article 6(1)(c) and Article 9(2)(g) of the GDPR in association with the Whistleblower Protection Act;
   b.handling of potential claims with reference to Article 9(2)(f) of the GDPR and to the legitimate interest of Aramco Fuels Poland referred to in Article 6(1)(f) of the GDPR;
   c.consent referred to in Article 6(1)(a) of the GDPR - in the event that the whistleblower agrees to disclose his or her personal data to the reported persons.
   
   
5. Where required, data may be disclosed to legally authorized entities. Moreover, data may be transferred to entities processing personal data on behalf of Aramco Fuels Poland, including those operating IT systems used for the above purposes as well as providers of archiving and maintenance services, legal advisors and auditors, however, such entities shall process data on the basis of an agreement with Aramco Fuels Poland and only in accordance with its instructions.
   
   
6. Personal data concerning received and registered disclosures will be stored for 3 years from the date of completion of investigation or until expiry of the legal obligation to store data. 
   
   
7. Every data subject has the right to: access the content of his/her data and receive a copy of it, rectify (amend) the data, erase and restrict its processing, as well as to object, in the situation of data processing based on the legitimate interest referred to in point 4(b). If the whistleblower has consented to the processing of data referred to in Section 4(c), he/she has the right to withdraw it at any time. The withdrawal of consent does not affect the compatibility of data processing prior to its withdrawal. 
   
   
8. In order to exercise the above rights, please contact Aramco Fuels Poland at the following email address: integrity@aramcofuels.com.
   
   
9. Every data subject also has the right to lodge a complaint with the President of the Office for Personal Data Protection in the event of suspected breach of applicable data protection legislation in the processing of personal data.
   
   
10. Providing your personal data is voluntary. Failure to provide the whistleblower's personal information in the report will result in the report being considered anonymous.