INFORMATION ON PERSONAL DATA PROCESSING: PROGRAMME APPLICANTS AND PARTICIPANTS

Data controller:

The controller of personal data of applicants and participants of the programme “Academy of Young Diplomats” (“Programme”) is the foundation Europejska Akademia Dyplomacji with its registered office in Warsaw
at ul. Oleandrów 6, 00-629 Warsaw, KRS: 0000289736 (“EAD”).

An applicant and/or participant of the Programme may contact EAD in all matters related to the processing of their personal data via email [*email address] or telephone: [*telephone number].

Purpose and legal bases for processing:

Used abbreviations:

GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016
on the protection of natural persons with regard to the processing of personal data and on the free movement
of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)

ARES – Polish Act on Rendering Electronic Services dated 18 July 2002

TL – Polish Telecommunications Law dated 16 July 2004

  • conducting the recruitment process to the Programme | 6.1 a) GDPR

Personal data:      name, surname, facial image (photograph), address, email, telephone number, birthdate, place of birth, citizenship, ID number, education information, professional experience information, language skills information

  • organising and conducting the Programme
    | 6.1 b) GDPR

Personal data:      name, surname, facial image (photograph), address, email, telephone number, birthdate, place of birth, citizenship, ID number, education information, professional experience information, language skills information, health information

  • sending to the given email address a newsletter regarding the current offer of EAD, including information on its programmes, events and contests | 6.1 f) GDPR, art. 10.2 ARES and art. 172.1 TL (based on legitimate interests pursued by the controller, i.e. direct marketing of own services; upon separate consent to send emails)

Personal data:      name, email address

  • [additional purpose] |[basis] RODO

Personal data:      [scope of data]

Categories of recipients:

  • Personal data of the Programme applicants and/or participants may be shared with:
    • authorised employees and/or contractors of EAD,

    persons or entities providing particular services to EOD (accounting, legal, training services) – in the scope required to provide those services

Transferring data outside of EEA:

Used abbreviations:

EEA – European Economic Area

GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016
on the protection of natural persons with regard to the processing of personal data and on the free movement
of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)

  • Personal data of the Programme applicants and/or participants may be transferred to the following states outside of EEA: [* states].In order to ensure an adequate level of security of the personal data transferred to states in relation to which the European Commission has not issued an adequacy decision, EAD uses standard data protection clauses adopted by the European Commission, referred to in art. 46.2 c) GDPR.The standard clauses are available on the Internet, at the European Commission website (ec.europa.eu).

Retention period:

  • For the purpose of conducting the recruitment process to the Programme – until the end of the recruitment process
  • For the purpose of exercising rights and fulfilling obligations resulting from organising and conducting the Programme – until the expiry of any claims (not longer than for 10 years from the end of the Programme)
  • For accounting and/or tax purposes relating to EAD’s obligations pertaining to conducting the Programme – for no longer than 5 years counted from the end of the calendar year in which the tax obligation arose
  • For the purpose of sending newsletter to the given email address – for as long as the relevant consent is not withdrawn

[additional periods resulting from additional purposes]

Rights of the application and/or participant of the Programme relating to the processing of their personal data:

Used abbreviation:

GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016
on the protection of natural persons with regard to the processing of personal data and on the free movement
of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)

An applicant and/or participant of the Programme has the following rights relating to the processing of their personal data, exercised by contacting EAD via any means of communication:

  • to access to their personal data (art. 15 GDPR) by requesting sharing and/or sending a copy of all their personal data processed by EAD
  • to request rectification of inaccurate personal data
    (art. 16 GDPR) by indicating the data requiring rectification
  • to request erasure of their persona data (art. 17 GDPR); EAD has the rights to refuse erasing the personal data in specific circumstances provided by law
  • to request restriction of processing of their personal data (art. 18 GDPR) by indicating the data which should be restricted
  • to move their personal data (art. 20 GDPR) by requesting preparation and transfer by EAD of the personal data that they provided to EAD to themselves or another controller in a structured, commonly used machine-readable format
  • to object to processing their personal data conducted based on art. 6.1 e) or f) GDPR, on grounds relating to their particular situation (art. 21 GDPR)

to lodge a complaint with a supervisory authority,
in particular in the EU member state of their habitual residence, place of work or place of the alleged infringement if they consider that the processing
of personal data relating to them infringes the GDPR
(art. 77.1 GDPR)