Information clause (information obligation).

In connection with the information obligation arising from Article 13 and Article 14 of the Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016, on the protection of individuals 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) (Text relevant for the European Economic Area), the State Archive in Suwałki informs:


Personal Data Administrator.

The administrator of your personal data is: State Archive in Suwałki, ul. Tadeusza Kościuszki 69, 16-400 Suwałki, tel/fax 87 566 21 67, email: archiwum@suwalki.ap.gov.pl.


Contact Details of the Data Protection Officer (DPO).

The Data Protection Officer is Michał Kłoczko. In case of any doubts related to the processing of your data, please contact the Data Protection Officer at: iod@suwalki.ap.gov.pl


Purposes of Processing Personal Data and Legal Basis for Processing Personal Data. 

Your personal data will be processed for the following purposes:

– Providing a response to submitted letters in accordance with the provisions of the Act of July 14, 1983, on the national archival resources and archives;

–  Fulfilling a user’s order for the provision of archival materials, books, and magazines submitted in the Archive’s reading room;

–  Fulfilling an order for the creation of copies;

–  Reviewing a submitted offer for the purchase of archival materials;

– Issuing and storing invoices for services related to providing a response to submitted letters or fulfilling orders for creating copies.


Recipients of Personal Data.

The Archive may disclose and make personal data available to other entities authorized under and within the limits specified by law.


Data Processing Period.

The storage period of your personal data depends on the archival qualification of the documentation.


Automated Data Processing and Profiling.

Your personal data in the Archive is not processed in an automated manner and is not used for profiling.


Your Rights.

Individuals whose personal data is processed by the Archive have the right to:

a) access their own personal data and information about its processing;

b) correct incorrect and complete incomplete personal data;

c) restrict the processing of personal data by the Archive in case of inaccuracies, for the time necessary to verify their correctness, or in case the Archive has obtained personal data unlawfully;

d) lodge a complaint with the President of the Office for Personal Data Protection if it is found that the processing of personal data by the Archive violates applicable personal data protection regulations.

To submit a request to exercise the above-mentioned rights, you can:

a) personally deliver a request letter or send it by mail to the Archive’s address;

b) Use the Archive’s Electronic Submission Box.


Limitation of the Possibility of Exercising Your Rights.

The rights of individuals whose personal data is contained in archival materials, i.e., documentation stored eternally, may be subject to limitations due to the preservation of the integrity of the national archival resources.

Based on Article 22b of the Act of July 14, 1983, on the national archival resources and archives, the application of:

a) Article 16 of the General Data Protection Regulation (GDPR) is limited in such a way that the Archive accepts written corrections or additions concerning personal data from individuals to whom the data relates, without interfering with archival materials;

b) Article 18(1)(a) and (b) of the GDPR, to the extent necessary to ensure the use of archival materials in accordance with the law, without compromising the essential protection of personal data contained in these materials, even when personal data has been originally collected unlawfully or when data is incorrect, inaccurate, or incomplete.

The fulfillment of the obligation by the Archive, as referred to in Article 15(1) and (3) of the GDPR, takes place to the extent that personal data subject to disclosure can be determined using existing record-keeping means.

In accordance with the obligation to provide information under Article 13 and Article 14 of the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals 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) (Text of relevance for the EEA), the State Archives in Suwałki informs:

Personal Data Controller:

The controller of your personal data is the Director of the State Archives in Suwałki, located at T. Kościuszki 69, 16-400 Suwałki, referred to hereinafter as the ‘Archives.’

Contact Information for the Data Protection Officer:

You can contact the Archives and the Data Protection Officer, Michał Kłoczko, as follows: Address: State Archives in Suwałki, T. Kościuszki 69, 16-400 Suwałki e-mail: iod@suwalki.ap.gov.pl

Purpose and Legal Basis for Processing Your Personal Data:

Your personal data are processed for the purpose of obtaining the status of an intern, trainee, or volunteer, based on Article 6(1)(a) of the Regulation (EU) 2016/679 (GDPR) in conjunction with Article 221 § 1, 2, 4 of the Labor Code of 26 June 1974 (Journal of Laws of 2018, item 108, as amended), Article 42(1)(2) and Article 44(1) of the Act of 24 April 2003 on Public Benefit Activities and Volunteer Work (Journal of Laws of 2018, item 450), and the Act of 20 April 2004 on Employment Promotion and Labor Market Institutions (Journal of Laws of 2017, item 1065, as amended), and the Act of 17 July 2009 on Graduate Internships (Journal of Laws No. 127, item 1052, as amended), for the purpose of implementing an agreement on an internship, traineeship, or volunteer work.

Scope of Processed Personal Data:

Your personal data are processed in the following scope: first and last name, date and place of birth, contact and address data, and data on education and professional experience.

Recipients of Your Personal Data:

Your personal data are not transferred to other recipients.

Transfers of Your Data to a Third Country or International Organization:

Your personal data are not transferred to a third country or international organization. If such a transfer were to occur, it would be done in compliance with the regulations and ensuring the highest possible level of protection for your data.

Duration of Processing Your Personal Data:

Your personal data are stored until the decision is made by the Controller regarding the granting of intern status.

Your Rights:

You have the right to access your data, correct them, delete them, restrict their processing, transfer them, object to their processing, and withdraw your consent at any time without affecting the lawfulness of the processing carried out on the basis of consent before its withdrawal. If you believe that the processing of your personal data violates the provisions of the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

Voluntariness of Providing Your Personal Data:

Providing your personal data is voluntary, but if you do not provide personal data, the Controller may refuse to perform actions necessary to obtain intern status.

Automated Processing of Personal Data and Profiling:

Your data will not be processed in an automated manner, including profiling.

Right to Object:

According to Article 21(4) of the GDPR, I inform you that you have the right to object to the processing of your personal data. The objection should be submitted to the Data Protection Officer, whose contact details are provided in point 2. In accordance with Article 21(1) of the GDPR, when submitting an objection, you should specify the reasons for it related to your particular situation.

Print the content of the current page Save the text of the current page to PDF In accordance with the information obligation resulting from art. 13 and art. 14 of the Regulation of the European Parliament and of the Council (EU) 2016/679 of 27 April 2016 on the protection of individuals 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) (Text of relevance to the EEA), the State Archives in Suwałki informs:

Personal Data Controller.

The controller of your personal data is the Director of the State Archives in Suwałki, located at T. Kościuszki 69, 16-400 Suwałki, Poland (hereinafter referred to as the “Archive”).

Contact details of the Data Protection Officer (DPO).

You can contact the Archive and the Data Protection Officer, Michał Kłoczko, in the following ways:
Address: State Archives in Suwałki, T. Kościuszki 69, 16-400 Suwałki, Poland
Email: iod@suwalki.ap.gov.pl

Purpose and legal basis for processing your personal data.

Your personal data is processed to obtain the status of an intern, trainee, or volunteer based on art. 6(1)(a) of the Regulation of the European Parliament and of the Council (EU) 2016/679 (GDPR) in connection with art. 221 § 1, 2, 4 of the Labor Code of 26 June 1974 (Journal of Laws of 2018, item 108, as amended), art. 42(1)(2) and art. 44(1) of the Act of 24 April 2003 on public benefit activities and volunteer work (Journal of Laws of 2018, item 450), and the Act of 20 April 2004 on employment promotion and labor market institutions (Journal of Laws of 2017, item 1065, as amended). Your data will be used for recruitment for an internship, traineeship, or volunteer position.

Scope of processed personal data.

Your personal data includes the following: name and surname, date and place of birth, contact and address details, educational and professional experience.

Recipients of your personal data.

Your personal data will not be disclosed to any other recipients.

Transferring your data to a third country or international organization.

Your personal data will not be transferred to a third country or international organization. If such transfer were to occur, it would be carried out in accordance with regulations ensuring the highest level of protection for your data.

Retention period of your personal data.

Your personal data will be stored until a decision is made by the Controller regarding the acquisition of intern status.

Your rights.

You have the right to access the content of your data, as well as the right to rectify, delete, restrict processing, data portability, and the right to object to processing, as well as the right to withdraw your consent at any time without affecting the legality of processing based on consent before its withdrawal. If you believe that the processing of your personal data violates the provisions of the GDPR, you have the right to lodge a complaint with the President of the Personal Data Protection Office.

Voluntary provision of your personal data.

Providing your personal data is voluntary, but in the event of not providing this information, the Controller may refuse to take actions necessary to obtain intern status.

Automated processing of personal data and profiling.

Your data will not be processed in an automated manner, including profiling.

Right to object.

According to art. 21(4) of the GDPR, you have the right to object to the processing of your personal data. To exercise this right, please contact the Data Protection Officer, whose contact details are provided in point 2. According to art. 21(1) of the GDPR, when filing an objection, you should indicate the reasons related to your particular situation.

 

Print the contents of the current page Save the text of the current page as a PDF In connection with the information obligation arising from Article 13 and Article 14 of the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals 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) (Text of importance to the EEA), the State Archives in Suwałki informs:

Personal Data Administrator.

The administrator of your personal data is the Director of the State Archives in Suwałki, located at T. Kościuszki 69, 16-400 Suwałki (hereinafter referred to as the Archives).

Contact information for the Data Protection Officer (DPO).

You can contact the Archives and the Data Protection Officer, Michał Kłoczko, in the following ways:

By mail to the address: State Archives in Suwałki, T. Kościuszki 69, 16-400 Suwałki \

Via email: iod@suwalki.ap.gov.pl

Purposes of processing employees’ personal data and the legal basis for processing their personal data.

Your personal data are processed in order to fulfill the employment contract that binds you to the Archives. This is the legal basis derived from Article 6(1)(b) of the GDPR. Using this legal basis, we process your data to fulfill the subject of the contract between you as an employee and the Archives as the employer.

Personal data processed for the above purposes are processed by the Archives for the duration of employment, as required by labor and tax law regulations, social and health insurance systems, other applicable regulations (e.g., PFRON), as well as for the duration necessary for protection against claims or their enforcement and archival obligations.

Furthermore, your personal data are processed by the Archives to meet legal requirements to which the Archives is obliged to comply, and they are processed for the duration stipulated by the law. This is another legal basis defined in Article 6(1)(c) of the GDPR and in the Labor Code of 26 June 1974, the Civil Service Act of 21 November 2008, the Act on Employees of State Offices of 16 September 1982, the Act on Social Security Systems of 13 October 1998, and the Act on the Principles of Managing State Property of 16 December 2016.

We process your data to meet legal requirements for employment contracts, including, among other things, settlements and salary payments.

Your data are also processed due to the so-called legitimate interests pursued by the Archives. This is the legal basis defined in Article 6(1)(f) of the GDPR. The purposes, in particular, include:

  • Ensuring internal communication within the Archives.
    zarządzania personelem, rejestrowania czasu pracy;
  • Personnel management and timekeeping.
  • Organizing business trips (including foreign trips), purchasing tickets, organizing stays, obtaining permits and visas.
  • Issuing authorizations to represent the Archives.
  • Organizing internal and external training.
  • Facilitating payments with corporate payment cards.
  • Conducting audit and control activities.
  • Ensuring the security of IT systems used in the Archives by filtering and monitoring the content viewed by users.

Personal data used for the above purposes are processed by the Archives for the duration of cooperation or as required for protection against claims and in accordance with legal regulations.

Recipients of personal data.

Employees’ personal data may be disclosed to other entities cooperating with the Archives or organizations authorized to receive such data. This may, in particular, apply to providers of IT systems, law firms, advisory and audit firms, companies conducting training and business trips, providers of external services (e.g., commercial insurance and benefits such as sports and medical cards), as well as companies supporting the Archives in occupational health and safety matters. In the case of organizing foreign trips, personal data may be made available to authorized entities located outside the EEA. The transfer of employees’ personal data to external entities is carried out only to the extent necessary under agreements ensuring data security.

Your rights.

As an employee, you have the right to access the content of your data, as well as the right to rectify, delete, limit processing, the right to data portability, and the right to object. You also have the right to file a complaint with the relevant data protection authority regarding the processing of your personal data, if you believe that the processing of your personal data violates the provisions of the General Data Protection Regulation of 27 April 2016 and the Act of 10 May 2018 on personal data protection (Journal of Laws of 2018, item 1000).

Transferring data outside the EEA and to international organizations.

Your data are generally not transferred outside the EEA and to international organizations. If such a transfer were to occur, it would be carried out in accordance with the regulations, ensuring the highest level of data security.

Information about the source of data and the voluntary nature of providing data.

Providing your personal data collected for the purposes described above is a condition for entering into an employment contract and cooperating with the Archives. The scope of data, in many cases, is determined by the legal requirements imposed on the Archives. You are therefore obliged to provide this data, and the consequence of not providing this data will be the inability to cooperate with the Archives.

Print the contents of the current page Save the text of the current page as a PDF In connection with the information obligation arising from Article 13 and Article 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals 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) (Text of importance to the EEA), the State Archives in Suwałki informs:

Administrator of personal data.

The administrator of your personal data is the Director of the State Archives in Suwałki, located at T. Kościuszki 69, 16-400 Suwałki (hereinafter referred to as the Archives).

Contact details for the Data Protection Officer (DPO).

You can contact the Archives and the Data Protection Officer, Michał Kłoczko, in the following ways:

By mail to the address: State Archives in Suwałki, T. Kościuszki 69, 16-400 Suwałki

Via email: iod@suwalki.ap.gov.pl

Purposes and legal bases for processing personal data.

The purpose of processing your personal data is to conduct the public procurement procedure and conclude a contract, and the legal basis for processing them is the legal obligation to apply formalized public procurement procedures imposed on the Archives. The legal basis for processing personal data for this purpose is Article 6(1)(c) of the GDPR.

The purpose of processing your personal data is to fulfill obligations towards you if you are or will be a party to a contract concluded with the Archives based on Article 6(1)(b) of the GDPR.

The purpose of processing is to take actions necessary to conclude a contract based on Article 6(1)(b) of the GDPR.

The purpose of processing your personal data is to pursue the legitimate interests of the Archives. During the processing of personal data based on this legal basis, we strive to balance our legitimate interests with your privacy. Our legitimate purposes include, among others:

  • Verifying submitted offers and applications for participation in public procurement procedures.
  • Enabling the Archives to contact Bidders
  • Verifying the potential and experience of Bidders and the possibility of using information in other public procurement procedures conducted by the Archives.
  • Storing documentation for the purpose of demonstrating compliance with obligations resulting from the settlement of the use of public funds.
  • Conducting internal audits in the Archives.
  • Establishing or pursuing civil law claims within the scope of conducted activities and defending against such claims.
  • Verifying Bidders in public registers.

Scope of processed personal data.

In connection with the public procurement procedure (including registration on the purchasing platform), we may process your personal data, such as:

  1. First and last name, company, business address, and correspondence addresses.
  2. Numbers held in the relevant registers (e.g., tax identification number or REGON, PESEL number).
  3. Contact details such as email address or telephone number or fax.
  4. The position held by you within your organization or the function performed.
  5. Experience or qualifications held.
  6. Other data contained in Bidders’ statements or references presented in a given public procurement procedure, including specific identification numbers that are not commonly assigned (e.g., official or professional identification number, bank account number, professional title, education).

Processing period of personal data.

Your personal data will be processed in accordance with applicable laws, for the duration of the public procurement procedure, until deregistration from the platform, if registration has been carried out.

Recipients of your personal data.

Recipients of your personal data may be or may be those entities to which the Archives is obliged to provide them under applicable laws (public authorities), as well as entities to which the Archives has entrusted the processing of personal data based on a contract for services provided to the Archives that are necessary to achieve the purposes for which they were collected (including operators of IT systems, payment system operators, providers of hosting, advisory, auditing, legal, accounting, postal services, or those authorized based on a relevant written authorization).

Your rights.

You have the right to access your personal data, correct them, delete or restrict processing, receive your personal data in a structured format and transfer them to another administrator, and the right to object to the processing of personal data. More information about the processing of personal data and the possibilities and methods of exercising your rights can be obtained by contacting the Data Protection Officer in the manner specified above.

Automated decision-making and profiling.

Your personal data will not be subject to automated decision-making or profiling.

Transfer of your personal data to third countries and international organizations.

Your personal data will not be transferred to third countries (outside the European Economic Area). In the event that such transfer occurs, it will be carried out in accordance with regulations that ensure the highest level of data security.

Right to file a complaint.

You have the right to file a complaint with the supervisory authority, the President of the Office for Personal Data Protection, ul. Stawki 2, 00-193 Warsaw.

Print the contents of the current page Save the text of the current page as a PDF In compliance with the information obligation arising from Article 13 and Article 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals concerning the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (text of relevance to the EEA), the State Archives in Suwałki provides the following information:

Administrator of personal data.

The administrator of your personal data is the Director of the State Archives in Suwałki, located at T. Kościuszki 69, 16-400 Suwałki (hereinafter referred to as the Archives).

Contact details for the Data Protection Officer (DPO).

The Data Protection Officer is Michał Kłoczko. If you have any questions or concerns regarding the processing of your data, please contact the Data Protection Officer at the following address: iod@suwalki.ap.gov.pl

Purposes and legal bases for processing personal data.

Your personal data is processed for the purpose of organizing the conference or event conducted by the Administrator, based on Article 6(1)(a), (b) of the GDPR.

Scope of processed personal data.

Your personal data is processed to the extent of: name and surname, contact information, email address, and phone number.

Recipients of personal data.

Your personal data is not transferred to other recipients.

Transfer of data outside the EEA or to international organizations.

Your data is not transferred outside the EEA or to international organizations. In the event that such a transfer occurs, it will be carried out in accordance with regulations that ensure the highest level of data security.

Processing period of personal data.

Your personal data will be stored for the duration of the conference or event, as well as for a period of 6 years from its conclusion.

Your rights.

You have the right to access your data, correct it, delete it, restrict processing, receive your data in a structured format and transfer it to another administrator, the right to object to the processing, and the right to withdraw your consent at any time without affecting the legality of the processing based on your consent prior to its withdrawal. If you believe that the processing of your personal data violates the provisions of the GDPR, you have the right to lodge a complaint with the President of the Office for Personal Data Protection.

Information about the data source and the voluntary provision of data.

The provision of your personal data is voluntary. However, if you do not provide your personal data, the Administrator may refuse your participation in the conference/event.

Automated data processing and profiling.

Your data is not processed in an automated manner, including profiling.

Right to object to data processing.

According to Article 21(4) of the GDPR, you have the right to object to the processing of your personal data. The objection should be addressed to the Data Protection Officer, whose contact details are provided in point 2. According to Article 21(1) of the GDPR, when submitting an objection, you should indicate the reasons for it related to your specific situation.