concerning personal data collection and processing (hereinafter also as “data”) with regard to organisation and conduct of the international conference “Protecting the cultural heritage against particular hazards – climate, environment, pandemic and fire risks. Best practices” (hereinafter as “Conference”)

Pursuant to Art. 13 (1) and (2) of the 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 (hereinafter: GDPR), we inform you that:

 

1. The co-controllers of your personal data are:

• Commandant of the State Fire Service Warrant Officer School in Kraków with the seat in: 31-951 Kraków, os. Zgody 18, tel. (012) 681 97 00, fax (012) 681 97 09, e-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.;

• Director of the National Archives in Kraków with its seat at ul. Sienna 16, 30-960 Kraków.

In matters concerning the processing of personal data, you can contact the Data Protection Inspector at the following e-mail address:

• The SFS Warrant Officer School in Kraków: This email address is being protected from spambots. You need JavaScript enabled to view it.

• The National Archives in Kraków: This email address is being protected from spambots. You need JavaScript enabled to view it.

 

2. Your personal data is processed by:

1) The SFS Warrant Officer School in Kraków so as to:

• carry out all activities related to the organisation and conduct of the international conference “Protecting the cultural heritage against particular hazards – climate, environment, pandemic and fire risks. Best practices”

• publish the article / paper you have submitted

• send you messages of a marketing and promotional nature, in particular as regards future conferences and events

• record and disseminate your image in the form of photographs taken during the conference

2) The National Archives in Kraków so as to:

• carry out the activities related to the international conference “Protecting the cultural heritage against particular hazards – climate, environment, pandemic and fire risks. Best practices”

• record and dissemination your image in the form of photographs taken and audio-visual recordings made during the conference

• send messages of a marketing and promotional nature, in particular as regards future conferences and events

Your personal data will be processed on the basis of:

• Art. 6(1)(e) of the GDPR – in connection with the performance of tasks in the field of education, scientific activity as well as participation in social development

• Art. 6(1)(b) of the GDPR – performance of a contract whose subject is the Conference participation

• Art. 6(1)(a) of the GDPR – on the basis of the consent granted

3. Regarding the people who take part in the Conference remotely (online) with an internet-connected camera and/or microphone turned on, their personal data (image) will be processed on the basis of Article 6(1)(a) of the GDPR by giving your consent in the form of a clear affirmative action, by which is meant turning on the webcam and/or microphone. If online Conference participants do not consent to the processing of their image, they are requested not to switch on their webcams and/or microphones.

4. Your personal data will be stored for the time necessary for the purposes mentioned above or until you revoke your consent. Consent is voluntary and can be revoked at any time, which does not affect the legality of the processing performed before revoking it.

5. With regard to the processing of your personal data, you have the following rights:

• The access to the content of your data – by exercising this right you have the possibility to obtain information on what data, in what way and for what purpose is processed,

• the right to rectification – by exercising this right you may report to us the necessity to correct the incorrect data or to complete the data resulting from an error in data collection or processing,

• the right to erasure – by exercising this right you may submit a request for the erasure of your data. If the request is justified, we will delete the data immediately. However, this right shall not apply if the personal data is processed for the purpose of complying with the controller’s legal obligations or for the performance of a task carried out in the public interest or when exercising official authority vested in the controller.

• the right to restrict processing – by exercising this right you may request that data processing is restricted in the case of doubts concerning the correctness of the processed data. If the request is justified, we may only store the data. The processing may be unblocked once the reasons justifying the restriction cease to exist.

• the right to object – by exercising this right, you may object at any time to the processing of your data where it is processed on the basis of Article 6(1)(e) or (f) (legitimate interest or public interest). Once we have accepted your request to this effect, we are obliged to stop processing your data for this purpose. In this situation, once your request has been processed, we will no longer be able to process the personal data objected to on this basis unless we can demonstrate that there are compelling legitimate grounds for processing which are deemed by law to override your interests, rights, and freedoms or the grounds for the establishment, assertion, or defence of claims.

• the right to withdraw consent to the processing of personal data – at any time, without affecting the legality of processing, which was carried out on the basis of consent given before its withdrawal.

6. You have the right to lodge a complaint to the supervisory authority, i.e. to the President of the Office for Personal Data Protection, 00-193 Warszawa, ul. Stawki 2, tel. 22 531 03 00, fax 22 531 03 01, e-mail: This email address is being protected from spambots. You need JavaScript enabled to view it. – if you believe that the processing of personal data concerning you violates the law.

7. Providing your personal data is voluntary but necessary for the purpose. Failure to provide personal data will result in failure to achieve the purpose for which they were to be processed.

8. Your data will not be subject to automated decision-making, including profiling.

9. Your data may be transferred to a third country or an international organisation only if the conditions and requirements laid down in Article 44 of GDPR are met.

10. Your data will be made available to data recipients in situations arising from generally applicable law and to the extent necessary for the proper organisation of the Conference.

11. Your personal data may be shared to a limited extent, i.e. if it is necessary in connection with issuing the post-conference publication.

Monitoring

1. The administrator of the video surveillance system at the National Archives in Kraków, ul. Rakowicka 22E, is the Director of the National Archives in Kraków, based in Kraków at ul. Sienna 16.

2. Video surveillance is used to protect property and to ensure the appropriate level of physical security for the facilities and systems in which information held by the Archives is processed and in which the equipment for processing such information is stored.

3. Personal data is processed [in the form of video surveillance] on the basis of Article 6(1)(e) and (f) of the General Data Protection Regulation of 27 April 2016, in connection with Art. 5a of the Act of 16 December 2016 on the principles of state property management and Art. 22² § 1 of the Labour Code.

4. The area covered by video surveillance of the National Archive in Kraków at Rakowicka 22E includes:

• the area around the Archive building, especially the car park in front of the building;

• the premises inside the Archive building, in particular the main entrance, ground-floor lobby, first-floor lobby, corridors, staircase, reading room, audio-visual room and foyer.

5. The video surveillance system includes cameras outside and inside the building, DVRs recording the images on disk, monitors allowing the recordings to be viewed.

6. Being in the monitored area will result in automatic acquisition of personal data by the Administrator.

7. The recordings from the video surveillance system include only the images recorded by cameras.

8. Video surveillance is carried out 24 hours a day.

9. The video surveillance recordings will be stored for a period not exceeding three months, after which time the data will be deleted by overwriting the data on the image-recording device, unless the recorded image can or will be used as evidence in proceedings conducted by a competent court or other public authority.

10. The persons authorised to view the recorded image have authorisations granted by the personal data controller.

11. Contact to the person responsible for data protection – Data Protection Inspector, e-mail: This email address is being protected from spambots. You need JavaScript enabled to view it., tel. 12 422 40 94 int. 29;

12. The recipients of records from the video surveillance system will be solely the entities entitled to obtain personal data pursuant to the provisions of the law;

13. The person recorded by the video surveillance system has the right to access the recordings – in justified cases, to restrict the processing of personal data, the right to request the erasure of personal data, to lodge a complaint to the supervisory authority – the President of the Office for Personal Data Protection, seated in ul. Stawki 2, 00-193 Warszawa.