Petrolina Group is committed to protecting your privacy and handling your personal data in an open and transparent manner. The personal data that we collect and process will vary depending on the product or service we provide to you or to any other legal relationship with you. This notice statement applies to personal information held by members of the Petrolina Group as data controllers, as described below. It continues to apply even if your agreement or relationship and services with us ends.
Petrolina (Holdings) Public Ltd is a petroleum company, registered in the Republic of Cyprus under registration number ΗΕ 1018, a public listed company having its registered office and head offices at 1 Kilkis, Lefkaritis Building, 6015 Larnaca, Cyprus.
If you have any questions about our privacy statement or wish to obtain more details in relation to the personal data we hold and process about you, please contact our Data Protection Officer in writing at 1 Kilkis, Lefkaritis Building, 6015 Larnaca, Cyprus or via email at DataProtection@petrolina.com.cy or via telephone at 24 84 80 00.
We obtain your personal data mainly through any information you provide directly to us or through information provided by third parties. Below is a list of ways in which we collect your personal data:
(a) Personal data collected directly from you, including:
(b) Personal data collected from other sources, including:
(c) Personal data collected from publicly available sources, including:
3. What personal data we collect
We may collect the following personal data from you depending on the product or service we provide to you or which we receive from you:
Recording: To help keep you and our business interests safe (including our premises and use of business secrets), we may record details of your interactions or working with us. We may keep track of conversations you have with us including phone calls, face-to-face meetings, letters, emails, applications, live chats, video chats and any other kinds of communication. We may use these recordings to check your (or our) instructions to us (to you), assess, analyse and improve our service, train our people, manage risk or to prevent and detect fraud and other crimes. We may also capture additional information about these interactions, e.g. telephone numbers that you call us from (or use of our devices made available to you in the course of our business or products) and information about the devices or software that you use in relation to offering services or products to us or vice versa.
4.1 Personal data
We shall process and use your information where we have your consent or we have lawful reason for using it subject to applicable law. Most commonly, we will use your personal data in the following circumstances:
(a) Where we need to perform the contract or arrangement we have entered or agreed with you or in order to take certain steps prior to entering into a contract with you
Processing is necessary for us in order to provide you with our products or services or information, and more specifically in order to:
(b) Where we need to comply with a legal obligation
When we are required to comply with certain legal and regulatory obligations which may involve the processing of personal data. Such obligations and requirements impose on us necessary personal data processing activities for compliance with customs department, port authorities, airport authorities, other governmental regulatory bodies, court orders, tax law and/or or other reporting obligations for carrying out our business and be compliant with regulatory obligations imposed on us.
(c) Where we have appropriate legitimate interests to use your personal data
In some cases, we may process your personal data to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights are not overridden by our interests. More specifically, we may process your personal data in order to:
(d) Where you have given us your consent
In some cases, you will have given us your consent to the processing your personal data for one or more specific purposes (such us for marketing purposes). You may withdraw your consent to such processing at any time. Please note that any processing that was carried out prior to the withdrawal of your consent shall not be affected in any way.
If you wish to withdraw your consent you should notify our Data Protection Officer in writing at 1 Kilkis, Lefkaritis Building, 6015 Larnaca, Cyprus or via email at DataProtection@petrolina.com.cy.
4.2 Sensitive data
We will only process sensitive data if one of the following conditions is met:
We may share your personal data with third parties as listed below. When we do so, we request from such third parties to have appropriate technical and organisational measures in place to protect your personal data. We will not share any of your personal data for any purpose other than the purposes described in this privacy statement, nor will we sell your personal data to anyone.
Although we do not share any of your personal data with recipients located in third countries (i.e. countries outside the European Economic Area (EEA), in case we ever do, we will require recipients in third countries to comply with European data protection standards and to provide appropriate safeguards in relation to the transfer of your data in accordance with GDPR.
We use a range of administrative, technical and technological measures to keep your information safe and secure both physically and electronically. We require our staff and any third parties who carry out any work on our behalf or at our premises or servers to comply with appropriate compliance standards including obligations to protect any information and applying appropriate measures for the use and transfer of information.
We may use your personal data to tell you about products, services and offers that may be of interest to you or your business.
The personal data that we process for this purpose consists of information you provide to us and data we collect and/or infer when you use our services or buy our products. We study all such information to form a view on what we think you may need or what may interest you.
We can only use your personal data to promote our products and services to you if we have your explicit consent to do so.
We may use your information for market research and to identify trends. Market research agencies acting on our behalf may get in touch with you by post, telephone, email or other methods of communication to invite you to take part in research. We won’t invite you to take part in research using a communication method if you’ve asked us not to get in touch that way. Any responses that you provide whilst participating in market research will be reported back to us anonymously unless you give us permission for your details to be shared.
You have the right withdraw your consent to the processing of your personal data for marketing purposes. If you wish to withdraw your consent you should notify our Data Protection Officer in writing at 1 Kilkis, Lefkaritis Building, 6015 Larnaca, Cyprus or via email at DataProtection@petrolina.com.cy or by visiting the Data Protection section on our website.
Unless a longer retention period is required by applicable laws, we will retain your information for as long as we have a business relationship with you.
Once our business relationship with you has ended, we may keep your personal data for the longest of the following periods:
(i) any retention period set out in our data retention policy which is in line with regulatory requirements relating to retention; or
(ii) the end of the period in which legal action or investigations might arise in respect of the products and services provided or received.
In principle we normally keep data for a period of twelve (12) years from the end of our relationship with you. This enables us to comply with legal and regulatory requirements or use it where we need to for our legitimate purposes such as processing any disputes or claims pending for any services or products.
We may need to retain your information for a longer period where we need the information to comply with regulatory or legal requirements or where we may need it to protect legitimate company interests (e.g. statute of limitations periods).
You have the following rights in terms of the personal data and information we hold about you:
To exercise any of your rights, or if you have any other questions about our use of your personal data, please contact our Data Protection Officer using the contact details set out in Section 1 of this privacy statement. We endeavour to address all of your requests promptly.
Accuracy of personal data information: We endeavour to keep personal data collected as accurate, complete and current taking into account the purposes for which it was collected and is being used.
We rely on you to maintain the accuracy and completeness of the personal data provided by you and so you should inform us if your personal details change, including the context in which the personal data was provided, e.g. in connection with promotion of a specific product or service or employment application.
If you have exercised any or all of your data protection rights, or otherwise still feel that your concerns about the use of your personal data have not been adequately addressed by us, you have the right to complain by contacting our Data Protection Officer using the contact details set out in Section 1 of this privacy statement or visiting the Data Protection section on our website.
You also have the right to complain to the Office of the Commissioner for Personal Data Protection. You can visit their website at https://www.dataprotection.gov.cy.
We do not use automated decision making. Automated decision making means a decision that produces legal effects concerning you or which significantly affects you and which is based solely on automated processing of data (i.e. no human intervention in the process).