PRIVACY POLICY ABOUT PERSONAL DATA PROTECTION – GDPR POLISH MIGRATION FORUM FOUNDATION

The Polish Migration Forum Foundation has been supporting the integration of foreigners in Poland since 2007. It builds a space to live together in peace and mutual respect for people of different origins, nationalities, cultures, religions or views.

We help migrants find their way in Polish reality, and we teach Polish people about cultural diversity.

We are convinced that to build understanding between people there needs to be dialogue, openness, willingness to meet and clear guidelines. Our privacy policy sets out the guidelines for processing personal data – that is, information about people who come into contact with the Foundation: as clients, participants of meetings, events, trainings, but also employees and contractors.

Your personal data  is all data that can identify you: name, document number, phone number, email address and others.

Here we describe when and for what purpose we need your personal data, how we process it, and what rights you have in relation to protection of your personal data. In Poland, your personal data is protected. Your data cannot be collected without your knowledge and consent. Your data cannot be transferred to anyone without your knowledge and consent. These rules apply to all institutions, organizations and workplaces.

Within the scope of our activities, we commit to compliance with this policy, as well as with the requirements of applicable laws regarding the processing of personal data.

We would also like to inform you that we collect and process only the data necessary to conduct our activities.

 

Who is the controller of personal data?

The controller of your personal data is the Polish Migration Forum Foundation, identified by NIP number: 118-18-79-509, REGON number: 140851979, KRS number: 0000272075.

Data storage location: the office of the Polish Migration Forum Foundation, 5/14 Szpitalna Street, 00-031 Warsaw.

What personal data do we process?          

We process different categories of personal data depending on how you contact us or use our services.

Type of contact Type of processed data Source of data
When you visit our website and view its content When you visit the websites: www.forummigracyjne.org, technical data about your visit is automatically collected, e.g. IP address, domain name, type of browser you use, type of operating system, etc. We process personal data collected by cookies. For more information about cookies and the data they collect, please see the last section of our Privacy Policy below.
When you donate 1.5% of your income tax to us and have agreed to provide us with your data on the PIT form We process: first name, middle name, last name, gender, address of residence (street, postal code, city, country), bank account number, amount, purpose, currency of the donated 1.5% tax, as well as: first name, middle name, last name, gender and address of residence (street, postal code, city, country) of your spouse if you settle taxes together, and: the name and address of the tax office where you submit your PIT. We collect personal data when you donate 1.5% of your tax to us by providing your data in the PIT form (when you check the appropriate boxes and give your consent).

We obtain this data based on the information provided to us from the Tax Office.
When you receive individual consultations or counseling at the Foundation We process: first name, middle name, last name, gender, phone number, citizenship, number of the document that entitles you to legal residence in Poland: passport, visa, residence card, and date of birth, email address. We collect personal information before providing counseling from you – we ask you to fill out a form.
When you attend birthing school or a support group We process: first name, middle name, last name, gender, phone number, citizenship, number of the document that entitles you to legal residence in Poland: passport, visa, residence card, and date of birth. We also process information about your planned date of birth and your email address. We also process the personal information of the child with whom you participate in the support group (name, surname). We collect personal information before providing counseling from you – we ask you to fill out a form.
When you attend an information meeting for migrants We process: first name, middle name, last name, gender, phone number, citizenship, number of the document that entitles you to legal residence in Poland: passport, visa, residence card and email address. We collect personal information before providing counseling from you – we ask you to fill out a form.
When you attend a training or a workshop We process: first name, middle name, last name, phone number, email address. We collect personal information before providing counseling from you – we ask you to fill out a form.
When you sign up for our newsletter via www.forummigracyjne.org We process: email address, first name, last name and phone number We collect personal data through an online form where you provide said data.
When you are our employee or cooperate with the Foundation on the basis of civil law contracts We process: first name, middle name, surname, address, PESEL number, identity document number Personal data form that you fill out before preparing an employment-related contract.
When you are our contractor We process: first name, middle name, surname, address, PESEL number, NIP number, identity document number We obtain the data from you – when you sign a contract or issue an invoice.
We also obtain information when you share it with us in meetings, during phone calls, by corresponding with us by email, through our website and by traditional means.


For what purpose do we process your personal data?

  • We document the provision of our services for grantors who fund the services we offer – we are required to collect confirmation of counseling, meetings and workshops in the form of attendance lists or individual declarations, which are then made available for review by grantors.
  • to operate the system of services provided: registration for consultations, meetings, workshops, confirmation/cancellation of your participation in consultations and events,
  • to handle the process of the donations you make,
  • to handle the accounting and tax process,
  • to express gratitude for your support,
  • to keep you informed about the activities we implement thanks to your support (newsletter),
  • to keep you informed about the initiatives we are undertaking and the offer of available help,
  • to contact you in your preferred manner,
  • to create correspondence tailored to your interests and preferences,
  • to invite you to events organized by the PMF,
  • for the marketing of our own activities, market and demographic research and the behaviors and preferences of people using our site, as well as to keep statistics on the audience of our site or personalize its content,
  • to ensure the smooth operation of our website.

 

On what basis do we process your personal data?

  • We process your data on the basis of your consent in accordance with Article 6 (1) (a) of the General Data Protection Regulation of April 27, 2016. (“GDPR”) – in the case of processing your data to contact you, provide you with information or educational materials, as well as in the case of making a donation to us through 1.5% income tax ,
  • We process your data if it is necessary for the execution of a contract to which you are a party – based on Article 6(1)(b),
  • We process your data if it is necessary to fulfill a legal obligation incumbent on the PMF as a controller, in accordance with Article 6(1)(с) of the GDPR – in terms of obligations to the Minister of Family, Labor and Social Policy who supervises us, or to fulfill obligations under the Accounting Act, the Law on Public Benefit Activity and Voluntarism, tax and other regulations,
  • Based on the legitimate interest of the data controller, in accordance with Article 6(1)(f) of the RODO, to raise funds for public benefit activities and to ensure the smooth operation of the PMF website,
  • We process particularly sensitive data regarding the pregnancy of women attending birthing schools and support groups for migrant moms, based on Article 9 (d).

Providing personal data is in any case voluntary, but necessary to use our services or sign up for the newsletter. You can always unsubscribe from the newsletter by clicking on the link within the newsletter.

If you make a donation to us via Facebook.com, providing personal information is voluntary, but failure to do so will make it impossible to make a donation through this method.

How long do we process your personal data for?

If you benefit from our support in the form of participation in individual consultations, meetings, workshops, support groups – we keep your data until the time indicated by the donor as the required retention period for project records.

We store data on employees, co-workers, and contractors in accordance with regulations related to labor law.

If you have given us consent to send you our correspondence and to process your personal data for this purpose, we will process your data until you withdraw such consent or you object to our processing of your data.

You will find information about the storage time of cookies in the final section of this Privacy Policy.

Do we entrust and share your personal information with others?

We are obliged to provide the data of those who benefit from our help and support (receive individual consultations, attend meetings, workshops and events) to donors, in order to verify the proper use of funds.

We share newsletter data with the company that provides the Foundation with technical assistance in running the website.

We share the data of employees, co-workers, and contractors and with the accounting firm servicing the PMF.

Your rights related to the processing of personal data    

  • Right of access to obtain confirmation from us as to whether we are processing your personal data,
  • Right to be informed about the type of data collected and the purposes and manner of its processing, pursuant to Article 15 of the GDPR,
  • Right to request rectification of data – you have the right to request that we immediately rectify or complete personal data concerning you that is inaccurate, based on Article 16 of the GDPR,
  • Right to demand erasure (“right to be forgotten”) – you have the right to demand that we immediately erase your personal data, and we are obliged to erase your personal data without undue delay, unless we are ordered by law to continue processing them, based on Article 17 of the GDPR,
  • Right to restrict data processing – to request that we do not process your data other than storing it for as long as we consider your other personal data request, based on Article 18 of the GDPR,
  • Right to data portability – you have the right to receive from us, in a structured, commonly used machine-readable format or other form preferred by you, your personal data, and the right to send this personal data to another controller without hindrance from the controller to whom the personal data was provided, based on Article 20 of the GDPR,
  • Right to object – you have the right to object to our processing of your data, if we process it under our legitimate interest or in the public interest, as well as if we process it for marketing purposes, on the basis of Article 21 of the GDPR,
  • Right to withdraw consent – you have the right at any time to withdraw the consent on the basis of which we process your data. Withdrawal of consent does not affect the lawfulness of processing carried out on the basis of consent before its withdrawal, based on Article 7(3) of the GDPA.

If you receive electronic correspondence from us, you can also revoke the consent you have given us to use your phone number or email for the purpose of sending you our materials and processing your data. To do so, send us a request in this matter to info@forummigracyjne.org

In order to exercise the above rights or to obtain additional information on the processing of your data, please contact us via email: info@forummigracyjne.org, tel. 22 110 00 85 or by post to: Polish Migration Forum Foundation, 5/14 Szpitalna St., 00-031 Warsaw.

 

Who to report data protection concerns to?

If you have objections to the way we process your data, please contact us in the first instance via email address: info@forummigracyjne.org, telephone number 22 110 00 85 or address Polish Migration Forum Foundation, 5/14 Szpitalna Street, 00-031 Warsaw.

Additionally, we inform you that you have the right to lodge a complaint with the supervisory authority in charge of personal data protection, i.e. the President of the Office for Personal Data Protection, pursuant to Article 77 of the GDPR.

 

Cookies

Cookies are small files, sent by the PMF server and stored on the user’s side, which can only be read by the system that stored them. Cookies do not cause changes in the configuration of the user’s device.

The Polish Migration Forum Foundation’s website uses cookies to improve its operation, and to analyze statistics on website users and website usage.

The client can specify the conditions for storing or accessing cookies in his or her browser – for details see, among others, its instructions (help file) or the “settings” tab.

Disabling cookies may make some of the site’s functionality unavailable to you.

The site uses Google Analytics to obtain anonymous statistical data about the website. Please refer to the Google Analytics privacy policy for details on data usage.

If you use social plugins (FB, You Tube, ShareThis) through our site – you share your data with the social networks you use. We encourage you to read their data protection policies.

 

Conclusion

The Polish Migration Forum Foundation reserves the right to update this Privacy Policy.

Update: October 10, 2019.