Nota informare destinata actionarilor

Societatea utilizeaza datele tale cu caracter personal pentru a indeplini obligatiile legale privind organizarea unitara a evidentei actionarilor si actiunilor societatilor comerciale pe actiuni, pentru urmatoarele scopuri:

• Inregistrarea in Registrul Actionarilor, modificarea/rectificarea unor informatii cu privire la actionarii existenti; eliberare extras din Registrul Actionarilor;
• Verificarea statutului de actionar;
• Instrainarea valabila a actiunilor;
• Eliberarea certificatului de actionar;
• Calculul, inregistrarea, distribuirea si plata dividendelor conform numarului de actiuni detinute de fiecare actionar in parte, potrivit Hotararii Adunarii Ordinare a actionarilor, cu respectarea dispozitiilor  legale;
• Convocarea si desfasurarea sedintelor Adunarii Generale a Actionarilor;
• Expedierea procurilor speciale si/sau a buletinelor de vot si/sau a formularelor de vot prin corespondenta si/sau a buletinelor de reprezentare in cadrul Adunarilor Generale ale Actionarilor;
• Furnizare informatii utile, mentinerea comunicarii cu actionarii;
• Asigurarea masurilor de securitate necesare;
• Indeplinirea altor obligatii legale ale companiei cum ar fi raportarile companiei, auditul si managementul riscurilor.

• Date personale de identificare: nume, prenume, CNP (daca este cazul, echivalentul acestuia, potrivit legislatiei nationale aplicabile), seria si numarul actului de identitate (carte de identitate, pasaport buletin/carte de identitate pentru cetatenii români sau, dupa caz, pasaport/permis de sedere pentru cetatenii straini), locul si data nasterii, domiciliul si resedinta (pentru persoanele cu alta cetatenie decât cea româna, se precizeaza, daca este cazul, si data de la care persoana si-a stabilit resedinta In România cetatenia);
• Detalii personale financiare: informatii legate de contul bancar; detalii privind dividendele;
• Calitatea detinuta, In baza careia are loc prelucrarea (actionar, reprezentant legal al actionarului, Imputernicit special sau general al actionarului, succesor, cesionar, etc);
• Opiniile, Intrebarile adresate operatorului, potrivit calitatii detinute;
• Informatii privind actiunile si modificarile In detinerea proprietatii asupra actiunilor, (indiferent de natura juridica a transmiterii proprietatii – cesiune, succesiune si altele),
• Detalii din actele pe baza carora se certifica inregistrarile operate si calitatea detinuta;
• Detalii privind organizarea Adunarii Generale Ordinara/Extraordinara (detalii privind votul prin corespondenta; rapoarte si situatii financiare anuale, etc);
• Semnatura olografa si electronica (se poate prelucra semnatura electronica extinsa incorporata conform Legii 455/2001, in cazurile in care actionarii inscrisi in Registrul Actionarilor au posibilitatea sa isi exprime si sa transmita votul cu privire la punctele aflate pe ordinea de zi ale Adunarii Generale a Actionarilor si prin corespondenta);
• Date de contact (adresa, telefon, e-mail).

De asemenea, pe durata accesului in incinta societatii in calitatea ta de vizitator, se prelucreaza date cu caracter personal, in scop de monitorizare/securitate a persoanelor, spatiilor si bunurilor, prin accesul la sisteme de supraveghere video (operatiuni de prelucrare imagini video), si prin cartele acces ori Registre privind accesul persoanelor.

In vederea asigurarii confidentialitatii, datele tale cu caracter personal vor fi colectate doar de catre persoanele care necesita sa cunoasca astfel de informatii avand in vedere responsabilitatile acestora, cu respectarea cerintelor politicilor si procedurilor noastre interne, dar si a prevederilor legislatiei aplicabile in materie.

Datele cu caracter personal pot fi transmise, dupa caz,  catre:

• Oficiul Registrului Comertului, Monitorul Oficial, alte autoritati ale statului;
• Instantele judecatoresti sau altor autoritati ale puterii judecatoresti;
• Secretariatul tehnic al sedintei AGA.
• Furnizori de servicii, inclusiv perteneri contractuali cu care societatea a incheiat contracte in vederea platii dividendelor si expedierii corespondentei, societati bancare in vederea platii dividendelor, avocati, birouri de traduceri, alte servicii autorizate, dezvoltatori de servicii IT, administratori platforme IT / softuri utilizate pentru pastrarea evidentei actionarilor sau pentru exercitarea unor drepturi sau obligatii ale Societatii, raportate la actionariat, societati de arhivare alti destinatari imputerniciti expres de catre societate, In conformitate cu prevederile legislatiei aplicabile privind protectia datelor cu caracter personal si cu scopurile prelucrarii.
• Auditori, consultanti sau institutii cu competente in realizarea de inspectii si controale asupra activitatii si activelor Arctic.

Depunem toate eforturile pentru a ne asigura ca toate entitatile cu care lucram stocheaza datele tale cu caracter personal in conditii de siguranta si securitate, limitate la informatiile cu caracter personal minime care sunt necesare pentru prestarea respectivelor servicii si fara a avea dreptul de a utiliza datele cu caracter personal in alt scop.

De fiecare data când oricare dintre datele tale cu caracter personal sunt transferate catre furnizori de servicii sau societati din cadrul grupului nostru situati In tari din afara SEE, UK si Elvetia, vom lua masuri pentru a ne asigura ca acestor date li se va acorda acelasi nivel de protectie ca si in cadrul legilor aplicabile de protectia datelor din SEE, UK si Elvetia, inclusiv clauzele contractuale standard adoptate de Comisia Europeana si va vor pune la dispozitie o copie la solicitare.

Societatea te informeaza ca evalueaza si actualizeaza constant masurile de securitate implementate pentru a asigura o prelucrare a datelor cu caracter personal in conditii de siguranta si securitate.

Datele tale cu caracter personal vor fi prelucrate cel putin pe durata detinerii calitatii de actionar precum si ulterior, pe perioada de existenta a societatii, atata timp cat sunt necesare pentru scopul pentru care le-am retinut si anume de a respecta obligatiile pe care societatea le are fata de actionarii sai.

Documentele finanicar-contabile se vor pastra pe o perioada de maxim 10 ani, conform legislatiei in materie.

Dupa expirarea acestor perioade, datele tale vor fi anonimizate/sterse, atat timp cat nu mai sunt necesare pentru alte scopuri, in conformitate cu legile aplicabile, inclusiv in scopul indeplinirii oricaror cerinte legale, de reglementare, contabile, de raportare, de arhivare ori pentru protejarea unui drept in justitie, pe care societatea le va putea avea.

Sub rezerva conditionarilor si limitarilor prevazute de legea aplicabila, ai dreptul de a solicita oricand accesarea (poti afla ce date prelucram despre tine), rectificarea (atunci cand nu mai sunt de actualitate) sau stergerea datelor tale cu caracter personal, precum si restrictionarea prelucrarii acestora (de ex. atunci cand contesti exactitatea datelor tale, pe perioada de timp in care vom verifica exactitatea datelor) sau dreptul de a te opune prelucrarii de catre noi a datelor tale cu caracter personal. Poti de asemenea sa soliciti portabilitatea datelor (o copie a datelor intr-un format care poate fi citit automat) si sa contesti anumite decizii automate pe care le-am putea adopta in ceea ce te priveste, daca respectivele decizii au efecte juridice sau consecinte de o insemnatate similara. Noi nu desfasuram un astfel de proces decizional automatizat dar, in cazul in care vom face acest lucru, iti vom comunica intr-un mod clar cazurile in care sunt luate astfel de decizii.

Solicitarile legate de drepturi trebuie depuse in scris folosind datele de contact din sectiunea „Date de Contact” de mai jos.

Ai de asemenea dreptul de a depune o plangere la autoritatea de supraveghere a protectiei datelor din tara ta de resedinta. In Romania, autoritatea de supraveghere este Autoritatea Nationala de Supraveghere a Prelucrarii Datelor cu Caracter Personal.

Daca ne pui la dispozitie datele cu caracter personal ale unor terte parti, trebuie sa te asiguri ca notifici respectiva terta persoana inainte de a ne comunica datele sale personale, prezentandu-i acesteia prezenta Nota de Informare.

In cazul in care doresti sa afli mai multe despre operatiunile noastre de prelucrare si angajamentul nostru de mentinere a confidentialitatii, poti contacta Responsabilul cu Confidentialitatea Datelor trimitand un e-mail la: privacy@arctic.ro.

Poti, de asemenea, sa ne scrii la: ARCTIC S.A. Romania, judetul Dambovita, orasul Gaesti, str. 13 Decembrie nr. 210.

In cazul in care doresti sa afli orice alte informatii necesare cu privire la calitatea ta de actionar, te rugam sa accesezi https://www.arctic.ro/compania Sectiunea “Investitori”.

The company uses your persolnal data to fulfill the legal obligations concerning the unitary organization of the record of the shareholders and of the shares of the joint stock companies, for the folllowing purposes:

• Record in the Register of the Shareholders, modification/correction of certain information concerning the shareholders; issue of extract from the Register of the Shareholders;
• Verification of the quality of shareholder;
• Valid alienation of the shares;
• Issue of the shareholder certificate;
• Calculation, record, distribution and payment of the dividends according to the number of shares owned by each shareholder, according to the Decision of the Ordinary Meeting of the Shareholders, with the observance of the legal requirements;
• Summons and performance of the meetings of the General Assembly of the Shareholders;
• Sending of the special powers of attorney and/or of the ballots by correspondence and/or of the representation bulletins within the General Assembly of Shareholders;
• Supply of useful information, keeping of the communication with the shareholders;
• Ensurance of the required safety actions;
• Fulfilling of other legal obligations of the company, such as the reports of the company, the audit and risk management.

• Personal identification data:surname, name, personal identification number (as the case may be, its equivalent, according to the applicable national legislation), serial and number of the identity document (identity card, passport /identity card for the Romanian citizens or, as the case may be, passport/residence permit for the foreign citizens), birth place and date, domicile and residence (for the people with another citizenship than the Romanian one, it is mentioned, as the case may be, also the date since the person established his/her residence in Romania, the citizenship);
• Financial personal data:information concerning the bank account; details concerning the dividends;
• Held position, based on which the processing is performed(shareholder, legal representative of the shareholder, special or general proxy of the shareholder, successor, assignee, etc.);
• Opinions, questionsasked to the processor, according to the held position;
• Information concerning the actions and modifications in holding the ownership of the shares (irrespective of the legal nature of transferring the ownership – assignment, succession and others),
• Details from the documents based on which are certified the performed records and the held position;
• Details concerning the organization of the Ordinary/Extraordinary General Assembly(details concerning the postal voting; reports and yearly financial statements, etc.);
• Handwritten and electronic signature(the extended electronic signature incorporated according to Law 455/2001 can be processed, in the cases when the shareholders registered in the Register of the Shareholders have the possibility to express and send their vote concerning the items on the agenda of the General Assembly of the Shareholders and by mail);
• Contact data(address, telephone number, e-mail).

Also, during the access inside the company as visitors, personal data are processed, with the purpose of monitoring/safety of the persons, areas and/or goods, by the access to video surveillance systems (operations of video images processing), and by access cards or Registers concerning the access.

In order to observe the confidentiality, your personal data will be collected only by the persons who need to know such information, keeping in mind their responsibilities, with the observance of the requirements of our internal policies and procedures, as well as of the stipulations of the applicable laws.

The recipients of the personal data might include:

• The Trade Register Office, the Official Gazette, other authorities of the state;
• The courts or other authorities of the judicial power;
• The technical secretariat of the General Assembly of the Shareholders’ meeting.
• Suppliers of services, including contract partners with which the company has concluded contracts in order to pay the dividends and to dispatch the correspondence, banking companies in order to pay the dividends, lawyers, translation offices, other authorised offices, IT services developers, IT platforms administrators/software used for keeping the record of the shareholders or for exercising rights or obligations of the Company, reported to the shareholders, archiving companies, other recipients expressly authorized by the company, according to the stipulations of the applicable laws concerning the personal data protection and the purposes of the processing.
• Auditors, consultants or institutions with competences in performing inspections and controls related to the Arctic business and assets.

We are making every effort to ensure that all the entities with which we work store your personal data in conditions of safety and security, limited to the minimum personal information which are required to perform those services and without having the right to use the personal data for another purpose.

Every time when we share your Personal Data with our affiliated companies or other companies with whom we contract, located outside the European Economic Area (“EEA”), UK or Switzerland, we will take steps to ensure that such data will be afforded the same level of protection as under applicable data protection laws within the EEA, UK or Switzerland, including, where applicable, contractual requirements set out in standard contractual clauses adopted by European Commission and we can give you a copy, if required.

Your personal data will be processed at least during the holding of the position of shareholder as well as subsequently, during the period of existence of the company, as long as they are necessary for the purpose for which we have held them namely to observe the obligations the company has to its shareholders.

The financial and accounting documents will be kept for a period of maximum 10 years, according to the relevant legislation.

After the expiry of this period, your data will be anonymized/cancelled, as long as they are not required for other purposes, according to the applicable laws, including for the purpose of fulfilling any legal requirements, of regulation, accounting, reporting, archiving or for the protection of a right in the justice, which Arctic might have.

Arctic informs you that it evaluates and updates constantly the implemented security actions to ensure a personal data processing in conditions of safety and security.

Under the reserve of the conditions and limitations stipulated by the applicable law, you have the right to ask anytime the access (you can find out what data we are processing about you), the correction (when the data is not up to date) or the cancellation of your personal data as well as the restriction of its processing (for ex. when you contest the accuracy of your data, for the period of time when we will check the accuracy of the data) or the right to oppose to the processing by us of your personal data. You can also ask the portability of the data (a copy of the data in a format which can be read automatically) and claim certain automatic decisions which we might make concerning you, if those decisions have legal effects or consequences of a similar meaning. We do not perform such an automatic decision process, but in case we will perform it, we will inform you clearly about the cases when such decisions are made.

The requests concerning the rights must be submitted in written using the contact data in the section „Contact data” below.

You have also the right to submit a claim to the Supervisory Authority of Data Protection in your residence country. In Romania, the supervisory authority is the National Supervisory Authority of Personal Data Processing.

If you provide to us the personal data of third parties, you must make sure to notify that third party before advising us its personal data, by submitting this Information Note to it.

If you would like to know more about our data processing operations and our commitment of confidentiality keeping, you can contact the Data Confidentiality Responsible by sending an e-mail to: privacy@arctic.ro.

You can also write to us at the address: ARCTIC S.A. Romania, Dambovita county, Gaesti, no. 210, 13 Decembrie Street.

If you would like to know more about shareholders, please access https://www.arctic.ro/compania, “Investitori” Section.