Information on the processing of your personal data

1.Who processes your data

The controller of your personal data is PW MATYSART Michał Matysiak, ul. Warszawska 85/1, 26-617 Radom, Poland (tax number NIP 7981427077, REGON 140583450, employment agency entered in the register under number 27207). The agency operates among others under the brand JobCen.

We have not appointed a data protection officer. In all matters concerning your data - both day-to-day recruitment matters and personal data matters - write to office@jobcen.pl or to the postal address given above.

2.Where we obtained your data

We received the data from you. The scope: given names and surname, date of birth, nationality, passport details, contact details, employment history, documents confirming your qualifications and scans of those documents.

3.Purpose and legal basis

• to assess your qualifications, assemble your documents and present your application to an employer in Poland - the basis is Article 6(1)(b) GDPR, that is performing the job search agreement that you conclude with us by sending your application (its content is set out in the Terms of Service at jobcen.pl), and steps taken at your request before it is concluded. We will give you the name of the employer before we send your documents to them,
• to comply with the legal obligations imposed on us as an employment agency - in particular the annual report on our activity to the marshal of the voivodeship (it contains aggregate figures only, none of your personal data) and tax and accounting duties - the basis is Article 6(1)(c) GDPR,
• to contact you about your application - about missing documents, deadlines and decisions in your case - using the contact details you gave in the application; the basis is Article 6(1)(b) GDPR, because without that contact we cannot perform the service you ask for,
• to select and send you job proposals matching your application. The basis for processing your data for this purpose is Article 6(1)(b) GDPR, because selecting and presenting matching proposals to you is part of the service you ask for. The consent referred to in Article 398(2) of the Electronic Communications Law concerns the channel only, that is the fact that we send them by e-mail and to the phone number you gave (by phone call or SMS). You give it by providing these details for that purpose. You may withdraw the consent to the channel at any time by writing to office@jobcen.pl (or, for SMS, by replying STOP). The withdrawal does not stop messages about your own application, but we will then not be able to send you job proposals,
• to establish, pursue or defend legal claims - the basis is Article 6(1)(f) GDPR, that is our legitimate interest; our interest is defending against claims and pursuing our own,
• to establish your travel history and any earlier visa applications and decisions on them, or the absence of such a history. An earlier visa refusal disqualifies nobody with us; we need to know about it in order to run the case. That is why we ask for photographs of all passport pages, including the ones that look empty - an empty page helps to show that there were no earlier visas or refusals in that passport. The basis is Article 6(1)(f) GDPR; our interest is a fair assessment of the chances of your visa case, avoiding proceedings with no chance of success, and protection against an accusation of misleading the authority,
• to keep your application and look for work for you for the period you choose yourself when applying - for 6, 12 or 24 months from the day of your application; this is the option you selected in the form. The basis is Article 6(1)(b) GDPR, because keeping your application for the period you chose is part of the service you ask us for, not an addition to it. You may withdraw from this service at any time by writing to office@jobcen.pl; we then delete your application and keep only the data necessary for our statutory obligations or for defending against claims, for the periods set out below.

4.Who receives your data

• the employer in Poland to whom we present your application; from that moment the employer is a separate controller of your data and is itself responsible for protecting them,
• public authorities entitled to request them, in particular the voivode handling the work permit case, the National Labour Inspectorate, the Border Guard, the marshal of the voivodeship supervising employment agencies, and the consul of the Republic of Poland in your country of stay - the Polish authority handling the visa procedure,
• providers of e-mail and IT services that we use; they act on our instructions and under a data processing agreement,
• providers of artificial intelligence services that help us read and organise documents; we use only services whose terms exclude the use of the data we send for training models and which process the data on our instructions.

5.Transfers outside the European Economic Area

Your data reach us from your country. We process them in Poland, and our service providers also in other countries, as described below.

Some of the e-mail, IT and artificial intelligence service providers we use are based outside the European Economic Area or may store data there - in particular in the United States. We pass your data to them only where the provider is covered by a European Commission decision confirming an adequate level of data protection (the EU-US Data Privacy Framework, Article 45 GDPR), or where we are bound with them by the standard contractual clauses adopted by the European Commission (Article 46(2)(c) GDPR). You may obtain a copy of those clauses by writing to office@jobcen.pl.

6.How long we keep your data

• if your application was presented to an employer - for the duration of the recruitment, and afterwards for 3 years from its end (the period after which claims connected with running our business become time-barred, Article 118 of the Civil Code),
• if it was not presented - for the period you chose when applying: for 6, 12 or 24 months from the day of your application,
• copies (scans) of documents are deleted once they are no longer needed in your case - after your application has been considered, and if we presented your candidacy to an employer, after that case is closed; scans of an application we do not consider are deleted at the latest 90 days after it was submitted, and the application itself is kept for the period you chose. We keep only what the law requires us to keep,
• documents that we must keep under tax law - for 5 years from the end of the year in which the tax obligation arose; documents that we must keep as an employment agency (confirmation of the information given to you and of the content of the job search agreement) - for the period required by Article 328 of the Act of 20 March 2025 on the labour market and employment services.

7.Your rights

• the right of access to your data and to receive a copy of them,
• the right to rectification of inaccurate data and completion of incomplete data,
• the right to erasure and to restriction of processing,
• the right to data portability in respect of data you provided to us,
• the right to object to processing based on our legitimate interest,
• the right to withdraw at any time your consent to the channel through which we send job proposals,
• the right to lodge a complaint with the supervisory authority: President of the Personal Data Protection Office, ul. Stanisława Moniuszki 1A, 00-014 Warsaw, Poland.

Withdrawing consent does not affect the lawfulness of processing carried out before it was withdrawn.

8.Limits of your rights and objection

Some of these rights apply only in the situations described in the GDPR - for example, we will not erase documents that we must keep under the law. If we cannot meet your request, we will explain why.

Objection. You may object at any time to processing based on our legitimate interest - that is, to establishing and pursuing claims and to establishing your travel and visa history - by writing to office@jobcen.pl. We will consider the objection and stop processing the data for that purpose, unless we demonstrate compelling legitimate grounds which override your interests and rights.

9.Is providing data mandatory

Providing data is not a statutory obligation, but it is a condition of concluding and performing the job search agreement: without the data marked as required in the form we cannot assess your application or present your candidacy; the remaining data are optional. The documents needed for a work permit depend on your situation and on the position.

We do not collect data on your health, religion or criminal record. If such information appears in a document you send (for example a note in a document confirming your qualifications), we treat it solely as an element of your entitlements; a document you send on your own initiative that concerns health, religion or criminal record will be deleted.

10.Automated decisions and AI tools

Artificial intelligence tools assist us in handling your application: they read the content of documents, compare it with the requirements of the position (the required qualifications, completeness and validity of documents) and point out gaps. Such an automatic comparison is profiling within the meaning of the GDPR, but it serves only to prepare the case for a human being and decides nothing.

Every decision in your case - whether your application is complete and whether we present your candidacy to an employer - is taken by a human being; the tool's indication is only a suggestion and produces no effects on you by itself. We do not take decisions about you based solely on automated processing within the meaning of Article 22 GDPR.

The tools are not used for biometric identification, nor do they analyse your emotions, voice or personality traits.