Rules and regulations on the protection of personal data

Updated on: 1.3.2024

Your privacy is very important to Flipo. We have developed these Rules on protection of personal data in order to provide you with information on the ways we process your personal data when you contact our specialists from the customer service, when you visit www.flipo.pl use a computer or a mobile device and order various services from us.

“Personal data” mean the information concerning a natural person whose identity is known or who can be identified. If you want to move on to a particular part of the rules and regulations on the protection of personal data, please click the link below:

• CATEGORIES OF CUSTOMERS’ PERSONAL DATA PROCESSED BY FLIPO
  • PERSONAL DATA PROCESSED WHEN CONTACTING FLIPO
  • PERSONAL DATA PROCESSED WHEN ENTERING INTO AGREEMENTS THROUGH FLIPO
  • PERSONAL DATA PROCESSED WHEN CREATING THE MY FLIPO ACCOUNT
  • PERSONAL DATA PROCESSED WHEN PARTICIPATING IN COMPETITIONS ORGANISED BY FLIPO
  • PERSONAL DATA PROCESSED WHEN PARTICIPATING IN PRESS CONFERENCES AND SENDING OUT PRESS RELEASES
  • PERSONAL DATA PROCESSED AT THE FLIPOHITY.PL PORTAL
• SUMMARY OF PROCESSED PERSONAL DATA OF PEOPLE SEEKING EMPLOYMENT AT FLIPO AND EMPLOYEES
• CATEGORIES OF PERSONAL DATA RECIPIENTS
  • OTHER PROVIDERS OF SERVICES
• COOKIES, PIXELS, AND THEIR USE
• CHILDREN UNDER THE AGE OF 16
• UPDATES OF PERSONAL DATA PROTECTION RULES
• STORING PERSONAL DATA
• CONTACT DETAILS
• YOUR RIGHTS

A. CATEGORIES OF CUSTOMERS’ PERSONAL DATA PROCESSED BY FLIPO

1. PURPOSE AND LEGAL BASIS

Flipo processes your e-mail address, telephone number, first and last name, address also for the purposes of providing important information concerning the services/products you ordered and supporting contact in the pre-agreement phase and after the agreement has been concluded.

The legal basis for the processing of your e-mail address and telephone number for these purposes is Flipo’s legitimate interest in providing you with important information on the services/products you have ordered.

Flipo also processes your e-mail address in order to assign it to the order when you contact our customer service representatives. The legal basis for such processing is our legitimate interest in providing you with the highest quality customer service.

If you consent to receive marketing information and a newsletter from Flipo, Flipo will process your e-mail and telephone contact data in order to send marketing information and the newsletter concerning various products/services offered through the www.flipo.pl portal. The legal basis for the processing of your e-mail address for this purpose is your consent. You may revoke your consent at any time through the cancellation link at the bottom of our marketing e-mails, unsubscribing directly at www.flipo.pl or contacting the Flipo customer service at info@flipo.pl.

For delivery of marketing information and newsletter from Flipo to current clients of Flipo, we process ordinary personal data.
 
Flipo shall process your name, surname and e-mail address for the purpose of delivering marketing information and newsletters about various products/services offered via www.flipo.pl.
 
Flipo uses third-party cloud services, such as Mailgun, to help with sending emails. These services track activity related to those emails, such as whether the recipient opened them, whether they clicked on links in the emails, and whether they made a purchase after clicking on them. Flipo uses this data to analyse the level of interaction with the emails sent. The legal basis for processing your e-mail address for this purpose is the legitimate interest of Flipo to inform you as a client who already purchased a product / service on flipo.pl about current prices, discounts, special offers, travel tips, news and bargains. We shall process your email address for this purpose for a period of 4 years from the last interaction with the newsletter or until you unsubscribe from receiving newsletters.

I. PERSONAL DATA PROCESSED WHEN CONTACTING FLIPO

When you contact representatives of our customer service by e-mail, phone, on-line or in person, we collect such personal data as first and last name, address, telephone number, e-mail address and Facebook ID. The recipients of some of these personal data may be WhatsApp, MessengerPeople, Apple Business Chat or Facebook, if the customer is using the chat at www.flipo.pl or Facebook https://pl- pl.facebook.com/Flipopl/.
 
We may also create event logs, which are useful when diagnosing problems related to the use of our portal and record information about the problem with technical support or service. In order to improve customer service within the applicable law, we also may record and verify conversations with customer service representatives and analyse feedback which the users will provide us with by means of voluntary customer opinion surveys.

1. PURPOSE AND LEGAL BASIS

We use this information to provide the customers with product support and to monitor the quality and type of support for the client and product which we provide our customers with. The legal basis for the processing of this information for this purpose is Flipo’s legitimate interest in providing the customers with good support.

II. PERSONAL DATA PROCESSED WHEN ENTERING INTO AGREEMENTS THROUGH FLIPO

1. ORDINARY PERSONAL DATA

If you order a service/product through www.flipo.pl, Flipo will collect your first and last name, gender, date of birth, e-mail address, postal address and telephone number, and in the case of certain services, also the nationality, travel document number, date if its expiry and the country which issued it, scan of travel documents, signature. The data from your payment card which we process: payment card number (first six and last four digits of the payment card), first and last name of the card owner, card’s expiry date and signature of the card owner. The recipient of these personal data will also be a company acting as a payment intermediary which meets the security standards for the processing of payment cards data.
VÚB a.s. as a payment gateway administrator in the position of a third party processes information on the customer’s payment card when Flipo customers use the card to complete the purchase at www.flipo.pl.

If the payment is made by money transfer, the processed data are: the first and last name of the account holder and the account number. In the case of cash payments, the first and last name of the person requesting the payment is processed on the account. The recipients of these data are banks whose systems intermediate in the transaction.

We process your first and last name, gender, date of birth, e-mail address, postal address and telephone number and in the case of certain services, also the nationality, travel document number, expiration date, country of issue, as well as the data from your payment card in order to process your order. The legal basis for the processing of these data is to execute the agreement or conduct pre-agreement actions upon your request. We also process your personal data as part of our fraud detection processes. The legal basis for processing your personal data for this purpose is our legitimate interest in protecting Flipo and our customers against attempted fraudulent transactions.

In exceptional cases the data processed may include the personal data from your birth certificate, i.e. apart from the first and last name, gender, date of birth, place of birth, PESEL [Personal ID] number, citizenship, also the first
 
name, last name and family name of the father and mother, their dates of birth, PESEL numbers and citizenship. Furthermore, in exceptional cases the data processed may include the personal data from the birth certificate of your child/grandchild, i.e. first and last name, gender, the child’s date of birth, place of birth, PESEL [Personal ID] number, citizenship, as well as the first name, last name and family name, date of birth, PESEL number and citizenship of both his or her parents. In addition, the data processed may include the personal data from your marriage certificate, i.e. apart from the first and last name, family name, date of birth, place of birth, PESEL [Personal ID] number, citizenship, marital status at the moment of entering into marriage, first name, last name and family name of the parents, all the data concerning your spouse, as well as the female and male form of the agreed last name of the children. In this case the purpose of processing the data is to document the family relationship between you as the customer and the person affected by the event which caused the inability to use the ordered services in the event of a reimbursement from the airline/travel agency. Such an event is usually the death of a close relative or his or her serious accident, hospitalisation, etc. The legal basis for the processing of these personal data is usually the agreement concluded between you and the carrier/travel agency, which in such cases enables a full/partial reimbursement of the flight ticket/trip. Furthermore, the legal basis can be the agreement with Flipo which, as an intermediary participating in the conclusion of the transport agreement/travel agency in the case of concluding an agreement for the organisation of a trip, attempts to obtain upon your request and by way of exception, a partial/full reimbursement of the flight ticket/ trip from the carrier/travel agency.

2. SPECIAL CATEGORY OF PERSONAL DATA

By way of an exception, we also process a special category of personal data which includes information concerning your health and biometric data included in the travel documents.

Information concerning health is processed in order to obtain an extraordinary refund from the providers (airlines) for applicable, commissioned services which have not been used. Furthermore, we may process information concerning health should you require special services for transport, special assistance at the airport or during transport, e.g. if you request a dietary meal, transport of a wheelchair, guide dog, etc.

Information on biometric data is processed for the customers in order to obtain visas from the relevant embassies that are the recipients of these personal data. We are assisted in the process of obtaining visas for some countries by EVENT TOURISM s.r.o. Documents or their copies are sent through the courier company Slovak Parcel Service s.r.o.

The legal basis for the processing of the special category of personal data is the execution of the agreement. We pay increased attention and care to the processing of a special category of personal data.

III. PERSONAL DATA PROCESSED WHEN CREATING THE MY FLIPO ACCOUNT

1. PURPOSE AND LEGAL BASIS

When opening a My Flipo account, we ask you to provide us with your e-mail address. Flipo processes your e-mail address because you use it together with your password to log into your account. The legal basis for the processing of your e-mail address for this purpose is Flipo’s legitimate interest in the scope of the protection of your account’s security.

Flipo also processes your e-mail address in order to provide you with important information concerning your products, apps or the My Flipo account. The legal basis for the processing of your e-mail address and last name for these purposes is Flipo’s legitimate interest in providing you with important information concerning security or other information about your products, apps or the My Flipo account.

Furthermore, by means of the My Flipo account, which contains name and surname, sex, date of birth, telephone number, address of your residence, nationality, travel document number, expiry date and issuing country, it is much easier to create your orders of services at our portal. In your account, you can also have stored data related to persons, for whom you order services, if you have their consent for that – in that case, name and surname, sex, date of birth, nationality, travel document number, expiry date and issuing country are being processed. You will find these information not only through the My Flipo account, but also through the app Flipohity, which you will find in the Google Play and AppStore apps.

The legal basis for the processing of these personal data is the simpler course of pre-agreement phase, i.e. completing your order and concluding the agreement.

IV. PERSONAL DATA PROCESSED WHEN PARTICIPATING IN COMPETITIONS ORGANISED BY FLIPO

1. PURPOSE AND LEGAL BASIS

If you take part in a competition organised by Flipo, Flipo may process your personal data, such as your first and last name and the e-mail address you provide when entering the competition. The purpose is to conduct the competition and identify the participant. The legal basis for the processing of these personal data is our legitimate interests, i.e. the organisation of the competition.

If you turn out to be the competition winner, the following data may be further processed for the purposes of processing and delivering your prize: residential address, date of birth, telephone contact.

We will store your data for 4 years for the purpose of protecting our legitimate interests in case of a complaint proceeding or other. After entering the competition and you win, we will ask you for consent to publish your first name and the first letter of your last name at www.flipo.pl and on our Facebook profile https://www.facebook.com/Flipopl/?ref=br_rs. If you provide us with this consent, we will process these data for 1 year. Failure to provide consent is not a reason to refuse participation in the competition.

V. PERSONAL DATA PROCESSED WHEN PARTICIPATING IN PRESS CONFERENCES AND SENDING OUT PRESS RELEASES

1. PURPOSE AND LEGAL BASIS

If you participate in a press conference organised by Flipo, we process you first and last name, e-mail address and, possibly, information concerning your employer to record attendance. The legal basis for the processing of these personal data is Flipo’s legitimate interest, i.e. the organisation of the press conference and the processing of its results. We will store your personal data for the period of 1 year.

If you are interested in receiving regular press releases, upon your consent Flipo will be processing your first and last name, e-mail address and, possibly, also the data of your employer for this purpose. The consent is given for the period of 2 years and you may revoke it at any time, in part or in full, by sending a request to dpo@pelikan.sk.

VI. PERSONAL DATA PROCESSED AT THE FLIPOHITY.PL PORTAL

The purpose of the flipohity.pl portal is to inform readers and potential customers of Flipo about travels, holidays, destinations and other tourist attractions. The reader has the opportunity to react to a particular article and comment on it, ask additional questions, etc. There is also a possibility to communicate with Flipo’s employees. Personal information such as your first name, last name and email address is collected during this online communication.

1. PURPOSE AND LEGAL BASIS

This information is used for the purpose of providing customer and product support and to monitor the quality and different kinds of customer and product support that we provide to our customers. The legal basis for the processing of such information for this purpose is Flipo’s legitimate interest in ensuring high quality customer service.

B. SUMMARY OF PROCESSED PERSONAL DATA OF PEOPLE SEEKING EMPLOYMENT AT FLIPO AND EMPLOYEES

If you are interested in working for Flipo, upon your own initiative or on the basis of an open competition for one of the open positions, Flipo will process your personal data including,
e.g. your Curriculum Vitae, in the scope of your academic title, first and last name, gender, date of birth, telephone contact, e-mail address, place of residence, photograph, data concerning your education, data concerning your career and professional experience (identification of the current and previous employer, professional orientation, awards, greatest professional achievements, linguistic skills and professional competencies), hobby and optional voluntary data. The correctness and completeness of the data you provide may be verified with the entities you have mentioned.

1. PURPOSES AND LEGAL BASIS

The purpose for the processing of these personal data is the selection of Flipo’s future employees. The legal basis is Flipo’s legitimate interest in the selection of the most suitable candidates for the work positions and the expression of your willingness to apply for employment at Flipo. Since not everything works out the first time, Flipo stores your personal data for a further 3 years in order to contact you and offer you employment, should there be a vacancy or a new position which would be suitable for you.

If you have successfully completed the selection process and agreed with Flipo on your professional cooperation, be it in a permanent employment relationship or on the basis of one of the agreements compliant with the Labour Code, other than the personal data mentioned above we will also process your other personal data, pursuant to the legal and labour regulations, health insurance and social security regulations, tax regulations, etc. Such personal data may include in particular your PESEL [Personal ID] number, identity card number, the health insurance institution where you are insured, family relationship, whether you have children and how many (in the event of a tax rebate) and whether you are the holder of a pensioner card. If you are to commence employment at our company pursuant to the applicable law, we will then ask you to undergo a preliminary medical check-up in order to determine if you are able to work for us. We will also regularly schedule medical check-ups as part of occupational medicine and we will process certain data concerning their results that will be given to you by your doctor. The legal basis in this case is the relevant applicable law concerning health and competencies of employees to do certain work, and the occupational medicine. In addition to the above personal data, Flipo also processes a family member’s contact data and their relationship with the employee for contacting in the event of extraordinary situations (e.g. injury at work, unjustified absence from work, etc.). The above personal data will be processed throughout the necessary period, at least for the time of the employment relationship.

C. CATEGORIES OF PERSONAL DATA RECIPIENTS

Flipo is a company that acts as an intermediary of corporate services from around the world. In order to deliver the services/products you have ordered, we may need to provide your personal data to other companies in other countries.

If you are a customer, depending on the services ordered, we provide your personal data mainly to the suppliers with whom you have entered into an agreement as part of the provision of the services ordered. These recipients are mainly carriers providing air transport, accommodation, travel agencies, tourist agencies, insurance companies, car rental intermediary companies and car rental companies, embassies, consulates, carriers providing rail, water, bus or personal transport and tax authorities.

If you are an employee, your personal data will be provided to the health insurance institution, social security institution, tax authorities and other relevant public administration authorities, in accordance with applicable law.

I. OTHER SERVICE PROVIDERS

Flipo uses third party cloud services, such as Mandrill and Mailgun, which help Flipo send e-mails. These services monitor actions related to these e-mails, e.g. whether the recipient has opened them, clicked the link in the e-mail message or made a purchase by clicking them. On the basis of these data, Flipo analyses the level of interaction with the e-mails.

Flipo uses the services of the courier company Slovak Parcel Service to send the customers the products they have purchased (e.g. parking cards).

D. COOKIES, PIXELS, AND THEIR USE

Cookies are small pieces of data that are stored on your browser or mobile device as you browse websites. Pixels are small images or "bits of code" found on a website or in an email that collect information about your browser or mobile device, some of which may also store cookies.

If you revisit our website, we remember the data you have entered for a certain period of time thanks to cookies. In addition, the site will "get to know" you and offer you the information you prefer, ensure that you do not see a previously displayed advertisement, or allow you to auto-complete forms based on the data filled in during previous visits to the web environment and, in relation to this information, it will display relevant content and offers of suggested activities and services that we assume you could take advantage of. Cookies have a varying "shelf life" and are divided into:

• session cookie – deleted after the browser is closed
• permanent cookie – they remain stored on your device even after you stop browsing our website

We use cookies to analyze website traffic through the following services. These are analytics tools that help us understand your behaviour on our website and thus tailor more relevant content to you. Cookies can be used for statistical data about the use of websites without personally identifying individual visitors.

Which cookies do we evaluate?

• Operational cookies – These cookies are used to record and analyse visitor behaviour on the website and subsequently to improve its functionality and appearance. If you disable these cookies, we cannot guarantee the full functionality of our site.
  • iPerceptions is used to evaluate customer service on the site, collecting feedback on our site and services. For more information on privacy protection, please visit their website.
  • New Relic is used to track the most searched and clicked parts of the website. For more information on privacy protection, please visit their website.
  • Optimizely is used to analyse customer behaviour on the web based on the evaluation of A/B tests on the website. For more information on privacy protection, please visit their website.
  • Google Analytics - is an analysis tool for tracking user behavior on the Internet. The customer is only evaluated in Google Analytics on the basis of cookies and Pelican does not forward any personal data of the user. For more information on privacy protection, please visit their website.
  • Bloomreach - These cookies help us use the Bloomreach platform to understand you and to improve our website in a way that makes it a good experience for you personally. For more information on privacy protection, please visit their website.
• Marketing cookies – They are used to optimize the displayed content and advertising with respect to the visitor's habits and the effectiveness of the marketing communication of the sponsors. For example, you won't see advertising from an area you're not interested in unnecessarily often.
  • Google: Google Analytics, AdWords conversions, Google Dynamic Retargeting, and Tag Manager are used to track statistics about users' location and demographics, their interests and behaviour on websites, and information about the devices they use to connect to that website. We also use the Google Search Console tool to help us understand how visitors find our website and improve our search engine optimisation. Learn more about how this analytics data may be used, how you can regulate its use, and how you can withdraw your consent to the use of your data.
  • Facebook: Custom Audience, Connect, Social Plugins – Facebook Custom audience is a tool that allows you to target ads to a defined group of people on Facebook, and Facebook Connect allows your Facebook account to interact with other websites. Facebook Social Plugins allows you to share content from other websites on Facebook. For more information on privacy protection, please visit their website.
  • ClickTripz is used to increase conversion and personalize advertising on the website. For more information on privacy protection, please visit their website.
  • AppNexus enables and optimises the online advertising that appears on the website. For more information on privacy protection, please visit their website.
  • RTB House – Used to retarget online ads that take into account individual shopping habits and preferences. For more information on privacy protection, please visit their website.
  • Twitter: Button, Syndication. The Twitter button is used to share content from other websites on the social network on Twitter. Twitter Syndication is used to republish content on websites to reach a wider audience. For more information on privacy protection, please visit their website.

Automated Decision Making and Profiling

If we have your consent to process your personal data for marketing purposes, we associate it with information about your activities on the website. The aim of this association is to better recognise your preferences and interests, and, on this basis, to better tailor offers directly to you and personalise web content.

You may object to such processing at any time or, if the automated decision would have an impact on your rights and freedoms, request an individual decision on our part. The method of withdrawing consent is described below, in the Contact Details section.

Length of browsing data retention

We store the information we associate with cookie data according to the consent you have given us or according to the duration of the contractual relationship between us and you. We will retain the combined data from cookies and our systems for as long as necessary for the purpose for which it was collected, up to a maximum of 13 months.

E. CHILDREN UNDER THE AGE OF 16

Because the services provided through our website may also be directed at persons younger than 16, we only process the personal data of such persons for the purposes of order processing, correct brokering and booking of the ordered services and conducting customer service. The legal basis for the processing of data of such persons is to execute the agreement or undertake pre-agreement safeguards upon the customer’s request.

The personal data of persons younger than 16 are not processed for the purposes of direct marketing and promotion of services at all.

F. UPDATES OF PERSONAL DATA PROTECTION RULES

In connection with the addition of new services and products, improvement of our previous offer and changes to technology and legal acts, we may constantly change these personal data protection rules. You can find the date of the last change of these personal data protection rules under the “Updates” tab at the top of this page. All changes shall become effective at the moment the amended personal data protection rules are published.

G. STORING PERSONAL DATA

We will store your personal data until the expiry of your consent, as long as we have a legitimate interest in storing them or until the applicable law requires us to do so. After the lapse of the set period for the storing of your personal data, your personal data will be deleted.

Your right to delete your data has been set out below, in the “Your rights” section.

H. CONTACT DETAILS

If you have any further questions regarding the processing of your data, the exercise of your rights, or if you would like to contact our data protection supervisor, you can contact us in person at our address:

pelicantravel.com s.r.o. (controller)
Pribinova 17954/10
811 09 Bratislava
Slovenská republika

or at the email address dpo@pelikan.sk, or fill in the form.

If you are not satisfied with our response and believe that we are processing your personal data incorrectly, please contact the supervisory authority, the Office for Personal Data Protection, at the website https://www.giodo.gov.pl/.

I. YOUR RIGHTS

According to the regulation on personal data protection, you have the right to demand access to your personal data from Flipo and exercise the following rights:
 

• the right to obtain information as to whether Flipo processes your personal data and, if so, what data it is and the reason for processing it;
• the right to correct personal data – you have the right to verify any type of incomplete or inaccurate personal data present in our systems;
• the right to delete personal data – you have the right to request that your personal data are deleted if there is no reason for the further processing thereof
• the right to transfer data – you have the right to transfer your personal data in an electronic, structured form from Flipo to another entity
• the right to limit the processing of your personal data – you have the right to apply for a temporary suspension of the processing of your personal data if, for example, you request that the accuracy of the processing or the reason thereof is documented;
• the right to object to the processing of personal data – you have the right to object to the processing of personal data if the processing is necessary in view of the legitimate interest of the controller or a third party, provided that the interests or rights of a person whom the data requiring protection concern outweigh the former interests, especially if the person whom the data concern is a child. You also have the right to object if personal data are processed for direct marketing purposes, including the fact that it relates to your decision based solely on automated processing of personal data, including profiling;
• the right to withdraw consent – if your personal data are processed pursuant to your consent, you have the right to withdraw it at any time;
• the right to lodge a complaint to a supervising authority – the authority supervising the protection of personal data is the Personal Data Protection Office; you may refer to this authority if you believe that your personal data are not processed in accordance with applicable law.

If you want to demand access to your personal data, to correct or delete them, if you want to use the right to limit the processing or the right to object, please complete and submit the following form.