Cleaning Company and Data Protection Regulations (RODO)
For prospective entrepreneurs managing a construction company, it is important to be aware of the new EU legislation that came into effect on May 25, 2018, known as the General Data Protection Regulation (RODO). The GDPR (RODO) sets out requirements and obligations for the protection of personal data and the free movement of such data. Here are some key points to consider:
- Ensuring the Security of Personal Data: As a construction company, you must ensure the security and confidentiality of the personal data you handle. This includes implementing appropriate technical and organizational measures to protect against unauthorized access, loss, or disclosure of personal data.
- Appointing a Data Protection Officer: It is advisable to designate a person responsible for data protection within your company. This individual will be responsible for ensuring compliance with data protection laws, handling data subject requests, and acting as a point of contact for data protection authorities.
- Rights of Individuals: The GDPR grants certain rights to individuals whose personal data you process. These rights include the right to access their data, rectify inaccuracies, erase data under certain circumstances, restrict processing, and object to processing.
- Data Processing Agreements: If you share personal data with third parties, such as contractors or subcontractors, it is necessary to have data processing agreements in place. These agreements define the responsibilities and obligations of each party regarding the processing and protection of personal data.
- Consent and Transparency: If you collect personal data from individuals, you must obtain their consent in a clear and transparent manner. You should inform individuals about the purposes for which their data is being collected, how it will be used, and their rights in relation to their data.
Compliance with the GDPR is crucial to ensure the protection of personal data and avoid potential fines and reputational damage.
The selection of PKD (activity description) codes for a cleaning company
The main PKD code for a cleaning company is 81.21.Z, which corresponds to non-specialized cleaning of buildings and industrial premises. This code indicates that the company is engaged in activities related to professional cleaning of buildings, regardless of the specific industry or area.
You can use this PKD code to accurately describe the primary activity of your cleaning company. It helps in classifying and categorizing your business in accordance with industry standards and regulations.
Cleaning company – with or without VAT?
VAT (Value Added Tax) exemption does not apply to cleaning services.
However, entrepreneurs who establish a cleaning company have the option to benefit from a subjective exemption, which applies only if the annual turnover does not exceed 200,000 PLN. It is important to monitor this threshold because once exceeded, there is an obligation to register as a VAT payer. The activities for which the threshold has been exceeded will then be subject to VAT taxation.
Is a business (company) bank account necessary for a cleaning company?
Having a business account is not always a requirement when starting a cleaning company. However, it becomes necessary when providing services to other companies or when the value of a single transaction exceeds 15,000 PLN. In Poland, cash payments up to 15,000 PLN are allowed. Currently, most banks offer business/company accounts, but it’s important to consider the associated fees before making a decision.
Is it necessary to have premises for a cleaning company?
When starting a cleaning company, it is not necessary to have dedicated premises. Your headquarters can be your own apartment or any other place where you can store the necessary equipment. Having a separate office is also not required, as you will mostly be visiting clients’ offices or properties to present proposals, conduct sales, and provide cleaning services.
Equipment suitable for a cleaning company
After completing the formalities of establishing a cleaning company, you need to ensure you have the appropriate equipment and materials. You will need cleaning supplies, mops, brooms, sponges, and possibly specialized cleaning, vacuuming, or maintenance machines if you intend to clean large areas from the start (such as shopping centers, halls, etc.).