Personal data protection notice regarding data processing for persons contacting the WOK

Data Protection Officer

Warszawskie Obserwatorium Kultury, ul. Mokotowska 29a, 00-560 Warsaw, entered in the Register of Cultural Institutions of the City of Warsaw under number RIA/166/91, NIP: 5251000514, REGON. 010941634 (“Warsaw Observatory of Culture”)

Contact details of the Data Protection Officer

iod@wok.art.pl

Purposes of and legal basis for personal data processing

Personal data provided in or in connection with correspondence (name, surname, email address, other data indicated in the sender’s footer) are processed:

• pursuant to Article 6 Section 1(b) of the GDPR – receipt of letters and requests by post, in person or by email. The processing is necessary for the performance of the executed contract;
• pursuant to Article 6 1(c) of the GDPR – receipt of letters and requests by post, in person or by email in order to comply with a legal obligation incumbent on the Controller’
• in case of electronic or traditional correspondence sent to the Controller in connection with the Controller’s operations, the personal data featured in such correspondence will be processed solely for the purpose of communication and handling the issue to which the correspondence relates, in pursuance of Article 6 Section 1(e) of the GDPR.

In case of contacting the Controller by telephone in connection with the Controller’s operations, we have the right to request personal data from you only if they are necessary to handle and resolve the issue in question, in pursuance of Article 6 Section 1(e) of the GDPR. Where the matter does not relate to the Controller’s operations, personal data will be processed for the purpose of responding to inquiries, in pursuance of Article 6 1(a) of the GDPR (consent).

Information on personal data processing

Access to your personal data will be granted to authorised employees of the Personal Data Controller and entities providing services to the Controller. Personal data may be disclosed to recipients who will process the data on behalf of the Warsaw Observatory of Culture, and public administration bodies authorised to obtain the personal data in pursuance of generally applicable laws.

Personal data retention period

Your data will be processed for the period necessary to respond/resolve the issue. Data relating to email correspondence will be retained for a maximum period of 5 years since the last contact you had with us. This period is calculated from the end of the calendar year when the last contact took place. Information featured in the Register of incoming and outgoing letters will be retained for 5 years. Data of a nature that goes beyond standard correspondence or email communication concerning, for example, billing, claims, audits, will be retained for the period prescribed by law or until the statute of limitations for claims begins to apply.

Rights pursuing from Articles 15 to 19 of the General Regulation of the European Parliament and of the Council (EU) 2016/679

In connection with the processing of personal data you have the following rights:

• the right to access your data and to receive a copy of them;
• the right to rectification (correction) of your data;
• the right to the erasure of your personal data where the processing does not take place for the purposes of the performance of an obligation imposed by law or by way of official authority;
• the right to restrict data processing;
• the right to transfer your data;
• where processing is based on consent, the right to withdraw the consent at any time.

Right to file a complaint

You have the right to file a complaint to the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, if you believe that the processing of your personal data by the Data Protection Officer violates the provisions of Regulation of the European Parliament and of the Council (EU) 2016/679.

Information on voluntary or obligatory provision of personal data