• Regulation on the processing and protection of personal data in personal data databases owned by the seller

  • Content

  • General concepts and scope
  • List of personal databases
  • Purpose of personal data processing
  • The procedure for processing personal data: obtaining consent, notification of the rights and actions with personal data of the subject of personal data
  • Location of the personal data base
  • Terms of disclosure of 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, the period of storage of personal data
  • Rights of the subject of personal data
  • The procedure for working with requests from the subject of personal data
  • State registration of personal data base

  • 1. General concepts and scope

  • 1.1. Timing definition:
  • database of personal data - 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;
  • the owner of the database of personal data - an individual or legal entity who is granted the right to process this data by law or by consent of the subject of personal data, 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 systematized collections of open information containing personal data, posted and published information of the subject of personal data. Social networks and Internet resources in which the subject of personal data leaves their personal data are not considered publicly available sources of personal data (except when 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 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 - the withdrawal of information allowing to identify a person;
  • 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 - a natural or legal person who is granted the right to process this data by the owner of the personal data base or by law. The person who is entrusted by the owner and / or manager of the personal data base 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;
  • subject of personal data - an individual in respect of whom, in accordance with the law, the processing of his personal data is carried out;
  • third party - any person, with the exception of the subject of personal data, the owner or manager of the personal data base and the authorized state authority for the protection of personal data, to whom the owner or manager of the personal data base 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 in political parties and trade unions, as well as data relating to health or sexual life.
  • 1.2. This Regulation is mandatory for application 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 databases

  • 2.1. The Seller is the owner of the following personal data bases:
  • database of personal data of counterparties

  • 3. Purpose of personal data processing

  • 3.1. The purpose of processing personal data in the system is to ensure the implementation of civil law relations, the provision, receipt and implementation of 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 the 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 formulated 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 an individual;
  • an electronic document that must contain mandatory details that allow identifying this document and an individual. It is advisable to certify the voluntary will of an individual regarding the granting of permission to process his personal data with an electronic signature of the subject of personal data;
  • mark on the electronic page of a document or in an electronic file, which is processed in the information system on the basis of documented software and hardware solutions.

4.3. The consent of the subject of personal data is provided when registering civil law relations in accordance with applicable law.

4.4. The notification of the subject of personal data about the inclusion of his personal data in the personal data base, 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 law relations in accordance with the current legislation.

4.5. The processing of personal data relating to racial or ethnic origin, political, religious or philosophical beliefs, membership in political parties and trade unions, as well as data relating to health or sexual life (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 address of the seller.

6. Terms of disclosure of information about personal data to third parties

6.1. The procedure for access to 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 specified person refuses to undertake the obligation to ensure compliance with the requirements of the Law of Ukraine "On the Protection of Personal Data" or cannot provide them.

6.3. The subject of relations related to personal data submits a request for access (hereinafter referred to as a request) to personal data to the owner of personal data.

6.4. The request specifies:

  • surname, name and patronymic, place of residence (place of stay) and details of the document certifying the individual submitting the request (for an individual applicant);
  • name, location of the legal entity submitting the request, position, surname, name and patronymic of the person certifying the request; confirmation that the content of the request corresponds to the powers of the legal entity (for the legal entity - the applicant);
  • surname, name and patronymic, as well as other information that allows to identify the individual in respect of whom the request is made;
  • information about the personal data base in relation to which the request is made, or information about the owner or manager of this personal data base;
  • list of requested personal data;
  • purpose and/or legal grounds upon request.

6.5. The term for studying the request for its satisfaction cannot exceed ten working days from the date of its receipt. During this period, the owner of the personal data base informs the person submitting the request that the request will be satisfied or the relevant personal data will not be provided, indicating the grounds specified in the relevant regulatory legal act. The request shall be satisfied within thirty calendar days from the date of its receipt, unless otherwise provided by law.

6.6. Postponement of access to personal data of third parties is allowed if the necessary data cannot be provided within thirty calendar days from the date of receipt of the request. At the same time, the total time for resolving the issues raised in the request cannot exceed forty-five calendar days.

6.7. A notice of postponement shall be communicated to the third person who submitted the request in writing, explaining the procedure for appealing such a decision.

6.8. The postponement notice states:

  • surname, name and patronymic of the official;
  • the date the message was sent;
  • the reason for the delay;
  • the period during which the request will be satisfied.

6.9. Denial of access to personal data is allowed if access to the fence

6.10. The rejection message states:

  • surname, name, patronymic of the official denying access;
  • the date the message was sent;
  • rejection reason.

6.11. The decision to postpone or refuse access to personal data may be appealed to the court.

7. 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, the period of storage of personal data

7.1. The owners of the personal database are equipped with system and software and hardware and communication means that prevent loss, theft, unauthorized destruction, distortion, forgery, copying of information and comply with the requirements of international and national standards.

7.2. The responsible person organizes the work related to the protection of personal data during their processing, in accordance with the law. The responsible person is determined by the order of the owner of the personal data base.

The duties of the responsible person for organizing work related to the protection of personal data during their processing are indicated in the job description.

7.3. The responsible person must:

  • know the legislation of Ukraine in the field of personal data protection;
  • develop procedures for accessing personal data of employees in accordance with their professional or official or labor duties;
  • ensure that the employees of the owner of the personal data base comply with the requirements of the legislation of Ukraine in the field of personal data protection and internal documents regulating the activities of the owner of the personal data base for the processing and protection of personal data in personal data bases;
  • develop a procedure (procedure) for internal control over compliance with the requirements of the legislation of Ukraine in the field of personal data protection and internal documents regulating the activities of the Owner of the personal data base for the processing and protection of personal data in personal data bases, which, in particular, should contain rules on the frequency of such control;
  • inform the owner of the personal data base about the facts of violations by employees of the requirements of the legislation of Ukraine in the field of personal data protection and internal documents regulating the activities of the owner of the personal data base for the processing and protection of personal data in personal data bases no later than one working day from the moment such violations are detected;
  • ensure the storage of documents confirming the provision by the subject of personal data of consent to the processing of his personal data and notification of the specified subject of his rights.

7.4. In order to fulfill their duties, the responsible person has the right to:

  • receive the necessary documents, including orders and other administrative documents issued by the Owner of the personal data base, related to the processing of personal data;
  • make copies of received documents, including copies of files, of any records stored in local area networks and autonomous computer systems;
  • to participate in the discussion of the duties of the organization of work related to the protection of personal data during their processing;
  • submit proposals for improvement of activities and improvement of working methods, submit comments and options for eliminating identified shortcomings in the process of processing personal data;
  • receive explanations on the implementation of the processing of personal data;
  • sign and endorse documents within their competence.

7.5. Employees who directly process and / or have access to personal data in connection with the performance of their official (labor) duties are required to comply with the requirements of Ukrainian legislation in the field of personal data protection and internal documents, on the processing and protection of personal data in personal data databases.

7.6. Employees who have access to personal data, including those who process them, are obliged not to disclose in any way personal data that they were entrusted with or that became known in connection with the performance of professional or official or labor duties. connections. Such an obligation is valid after the termination of their activities related to personal data, except in cases established by law.

7.7. Persons having access to personal data, including those who process them in case they violate the requirements of the Law of Ukraine "On the Protection of Personal Data", are liable in accordance with the legislation of Ukraine.

7.8. Personal data should not be stored longer than is necessary for the purposes for which such data is stored, but in any case not longer than the data storage period determined by the consent of the personal data subject

8. Rights of the subject of personal data

8.1. The subject of personal data has the right:

  • know about the location of the personal data base containing his personal data, its purpose and name, location and / or place of residence (location) of the owner or manager of this database or give an appropriate instruction to obtain this information to persons authorized by him, except in cases established by law;
  • receive information about the conditions for granting access to personal data, in particular information about third parties to whom his personal data contained in the relevant personal data base is transferred;
  • to access their personal data contained in the relevant personal data base;
  • receive no later than thirty calendar days from the date of receipt of the request, except as otherwise provided by law, an answer on whether his personal data is stored in the relevant personal data database, and also receive the content of his stored personal data;
  • present a reasoned demand with an objection to the processing of their personal data by public authorities, local governments in the exercise of their powers provided for by law;
  • present a reasoned demand to change or destroy their personal data by any owner and manager of this database, if these data are processed illegally or are unreliable;
  • to protect their personal data from illegal processing and accidental loss, destruction, damage due to deliberate concealment, failure to provide or untimely provision of them, as well as to protection from the provision of information that is unreliable or honest. ;
  • apply for protection of their rights regarding personal data to state authorities, local governments, whose powers include the protection of personal data;
  • apply legal remedies in case of violation of the legislation on the protection of personal data.

9. The procedure for working with requests from the subject of personal data

9.1. The subject of personal data has the right to obtain any information about himself from any subject of relations related to personal data, without specifying the purpose of the request, except in cases established by law.

9.2. Access of the subject of personal data to data about himself is free of charge.

9.3. The subject of personal data submits a request for access (hereinafter referred to as the request) to personal data to the owner of the personal data base.

The request specifies:

  • surname, name and patronymic, place of residence (place of stay) and details of the identity document of the subject of personal data;
  • other information allowing to identify the personality of the subject of personal data;
  • information about the personal data base in respect of which the request is submitted, or information about the owner or manager of this database;
  • list of requested personal data.

9.4. The term for studying the request for its satisfaction cannot exceed ten working days from the date of its receipt. During this period, the owner of the personal data base informs the subject of personal data that the request will be satisfied or the relevant personal data is not subject to provision, indicating the grounds specified in the relevant regulatory legal act.

9.5. The request shall be satisfied within thirty calendar days from the date of its receipt, unless otherwise provided by law.

10. State registration of the personal data base

10.1. State registration of personal data bases is carried out in accordance with Article 9 of the Law of Ukraine "On the Protection of Personal Data".