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: email@example.com.
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: firstname.lastname@example.org
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.
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.