Privacy policy

Privacy policy of Fundacja Ocalenie (Ocalenie Foundation) 

 

  1. General information

This version of the Privacy Policy of Fundacja Ocalenie applies from June 14, 2019. It is an updated version of the document from May 25, 2018, valid until June 13, 2019. As part of an update to the Privacy Policy of Fundacja Ocalenie, information on the rules regarding the processing of personal data has been introduced via the website witajwdomu.org.pl.

The administrator of personal data is Fundacja Ocalenie, with headquarters in Warsaw, 00-537, ul. Krucza 6 / 14a. NIP (tax identification number): 118-157-02-03; KRS: 0000030279; REGON: 016446315, represented by the Management Board.

The purpose of the Privacy Policy is to collect the essential rules regarding the processing of personal data by Fundacja Ocalenie. We present key groups of people whose data we process, describe for what purposes and on what legal basis we do it. We also inform you about the rights of persons whose data we process.

In order to ensure the security of data entrusted to us, we have developed internal procedures and recommendations to prevent disclosure of data to unauthorized individuals.
Their performance is supervised and their compliance is constantly checked with the relevant legal acts – the Act on the protection of personal data, the Act on the provision of electronic services, as well as all kinds of executive acts and acts of Community law, such as the General Data Protection Regulation of 27 April 2016 (GDPR).

For improved clarity of the Privacy Policy, we have replaced the term „Data Owner” with „You”, „Administrator” – „We”, „Fundacja”, „Fundacja Ocalenie”. The term „GDPR” refers to 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. The term „CRM” (Customer Relationship Management) means an IT program used by Fundacja Ocalenie for relationship management.

 

  1. Whose data do we process and on what terms?
  • Data of users of ocalenie.org.pl websites; cpc.org.pl, refugees-welcome.pl, witajwdomu.org.pl.

Through our websites, we collect data only to an extent that is necessary to manage these pages, ensure the efficient operation of the functionalities offered within them and analyze the effectiveness of communication.

Fundacja websites utilize so-called system logs – automatic recording of anonymous information, such as the time of a user’s visit to the website, user’s IP address, URL address, type of browser, data on downloaded files, etc.

All statistical data related to the usage of Our websites will be stored until Fundacja terminates its activity, on grounds of legitimate interest.

  • Data of our donors

Fundacja Ocalenie can be financially supported with donations, either via direct bank transfer or the PayU system, which allows for online payments using transfer or credit card.

In the case of a bank transfer donation, we process the personal data provided by the bank, which consists of: name and surname, bank account number, amount donated and the address. This data is necessary in the process of concluding the agreement and  fulfilling
the foundation’s legal obligations (e.g. towards accounting regulations).

Additional information included in the title of the transfer (e.g. an e-mail address) will be processed on grounds of legitimate interest, with the purpose of sending our thanks for your support. It is for the same purpose that we use the address data included in the bank transfer information. If you do not wish to receive such messages, please inform us of your objection by sending us an e-mail (saying, for example: “I do not wish to receive a thank-you letter and/or e-mail”) to the address: dane@ocalenie.org.pl. If you wish for us to direct the correspondence to a different location than the one pointed out in the transfer data,
or want it delivered by e-mail – please contact us at the address given above, or include your e-mail address in the title of the transfer.

In the case of a donation using the PayU system, please include your name and surname,
so that we know who we are concluding an agreement with (so that later we can, for example, provide a certificate that will enable the deduction of the donation from taxes, or refunding mistakenly paid money), the amount of donated funds and an e-mail address, necessary for the CRM system to process the payment. This data is necessary in the process of concluding the agreement and  fulfilling the foundation’s legal obligations. Providing aforementioned information is voluntary. However, it is a necessary prerequisite for the donation.
We will also use the e-mail address – on grounds of legitimate interest – to send you the transfer confirmation, and our thanks for your support. If you do not wish to receive the thank-you message, please inform us of your objection by sending us an e-mail to the address: dane@ocalenie.org.pl. If the PayU system is in possession of your address information,
we will use it, on grounds of legitimate interest, for statistical purposes.

The personal data of our donors is processed for 5 years, starting from the end of the calendar year, during which the last interaction (e.g. a donation, unsubscribing from the newsletter, participation in one of our events that requires registration) with the donor has been registered in the CRM system.

  • Data of persons making a 1% tax donation

We are provided by the tax office with personal data of people who decided to donate 1%
of their tax to our foundation and agreed to having their data forwarded to us when filling the PIT form . The information we store consists of the taxpayer’s name and surname, their address, the amount donated from the tax, data of their spouse – if their taxation is joint –
and possibly other information, should it be included in the segment of the PIT form that relates to the 1% donation. The only reason we store aforementioned data is to send our thanks for your support. If you do not wish for us to process your data to this purpose, do not agree to forwarding it to us when filling your PIT form. If you have already agreed, but have since changed your mind, send your objection to the address: dane@ocalenie.org.pl.

The data of the people who support us with 1% of their tax is processed on grounds of legitimate interest, to the purpose of relationship management,  for 5 years, starting from
the end of the calendar year, during which the last interaction (e.g. a donation, unsubscribing from the newsletter, participation in one of our events that requires registration) with the donor has been registered in the CRM system.

  • Data of the subscribers of our newsletter

We process the names, surnames and e-mail addresses of subscribers of  Fundacja Ocalenie newsletter, in order to provide information on the foundation’s activities and matters connected to our area of activity in general. The basis on which we process data is an agreement to the subscription, which can be withdrawn at any time. Providing personal data is voluntary, but necessary to be added to the mailing list. The data is processed until Fundacja Ocalenie terminates its activity, or until the subscription agreement is withdrawn.

The data of former newsletter subscribers is processed on grounds of legitimate interest, to the purpose of relationship management, for 2 years, starting from the end of the calendar year, during which the last interaction (e.g. a donation, unsubscribing from the newsletter, participation in one of our events that requires registration) with the donor has been registered in the CRM system. If you wish for us to remove information of your subscription sooner than that and cease any contact with you, send us a message at dane@ocalenie.org.pl.

  • Data of journalists

Fundacja Ocalenie processes personal data of journalists (and publishers) that they or the editorial office have shared, or that is available on the Internet. The processed data may include the journalist’s name and surname, e-mail address, phone number, former and current affiliations, the editorial office’s address, history of interactions and publications. The data is processed on grounds of legitimate interest, for the purpose of informing about the activities of the foundation and relationship management.

The data is processed until Fundacja Ocalenie terminates its activity. If you do not wish to receive press information, you can object to having your data processed. To do that, or in case of additional questions, please send us a message at dane@ocalenie.org.pl.

  • Personal data of Corporate Social Responsibility (CSR) departments’ employees or other persons, representing enterprises or institutions, with which we maintain relations 

Fundacja Ocalenie processes data of CSR or similar departments’ employees, acquired directly from them, from their respective employers or from the Internet. Processed data may include: first and last name, e-mail address, telephone number, affiliation (including previous affiliation), employer’s office address, history of interaction and employment. The aforementioned data shall be processed on grounds of legitimate interest in order to encourage support for Fundacja’s actions and cause and relationship management.

Data shall be processed until Fundacja terminates its activity. If you do not wish to receive information on partnership proposals, you may object to processing of your personal data. In such case or in case of any additional questions, please contact us at dane@ocalenie.org.pl.

  • Data of persons who use private communication channels

Data of persons, who have been contacted by us by e-mail (sent from addresses using the “ocalenie.org.pl” domain), phone, SMS or post, shall be processed on grounds of legitimate interest, , in order to manage correspondence, in the purpose indicated in the correspondence or in order to make contact in the future. This data may involve first and last name, address, e-mail address, telephone number or other information enclosed within the message. Provision of this data is voluntary. The data is processed for archiving purposes and relationship management until Fundacja terminates its activity, except for sensitive data, which are erased or rendered anonymous immediately after concluding a case.
When writing or calling us, please refrain from providing unnecessary data. Should we need additional information, we will ask for you to provide it.

  • Data of persons contacting the Foundation via social network

Facebook and Twitter are the administrators of personal data of their respective users and process them on the basis of their respective terms of service and data policies.
Once you start interacting with us via Facebook or Twitter (liking/following our page, joining a group managed by us, reacting to posts, sharing/retweeting, commenting, sending a private message), Fundacja Ocalenie becomes the controller of your data, alongside with Facebook or Twitter, respectively. Data, such as first and last name, age, image, public profile and other information, conveyed in private messages or comments, shall be processed until the termination of  Fundacja’s activity on grounds of legitimate interest, and for purposes of responding to comments and messages, keeping in touch with anyone interacting with us
and analysis of our communication efficiency.

  • Data of persons who have taken part in the events organised by Fundacja Ocalenie

In case of an event being organized by us, which would require registering with us, we ask you to provide, as a general rule, the following data: first and last name, e-mail address and phone number; but the nature of the event (e.g. training course) may require provision of other data. This data shall be processed for purposes of organizing the event on the basis of performing a task carried out in the public interest in accordance with the Fundacja Ocalenie Statute (GDPR art. 6 (1) point (e)).

After the conclusion of the event, the participants’ data shall be processed on grounds of legitimate interest, for the purpose of relationship management, for the period of five years, starting on the first day of the year following the year of the last interaction with given person as evidenced in the records of the CRM system. If you wish the data be erased earlier, contact us at dane@ocalenie.org.pl. In case of events organized thanks to grants from our funders requiring us to keep documents for a longer period, relevant information shall be made available at the time of enrolment.

  • Data of competition participants 

In case of a competition being organised, the scope of data to be processed shall be given
in the rules or by-laws governing the course of the event. Usually we restrict the data to participants’ e-mail address and winners’ name, surname and address for correspondence. This data shall be processed in order to determine the winner and send out prizes; the basis of the processing is performing a task carried out in the public interest in accordance with the Fundacja Ocalenie Statute (GDPR art. 6 (1) point (e)).

After the conclusion of the competition, the participants’ data shall be processed on grounds of legitimate interest, for the purpose of relationship management, for the period of five years, starting on the first day of the year following the year of the last interaction with given person as evidenced in the records of the CRM system. If you wish the data be removed earlier, contact us at dane@ocalenie.org.pl.

  • Data of house or flat owners within ‘Refugees Welcome Polska’ and ‘Witaj w Domu’ programmes

When registering your house or flat for the purposes of taking part in ‘Refugees Welcome Polska’ and ‘Witaj w Domu’ programs, we ask of you to provide your first and last name,
e-mail address, phone number and your place of residence. This data shall be used to successfully carry out the program and shall be processed throughout the duration of your participation; the basis of the processing shall be performing a task carried out in the public interest in accordance with the Fundacja Ocalenie Statute (GDPR art. 6 (1) point (e)).

Once your participation in a programme ends, your data shall be processed on the basis of
our legitimate interest for relationship management purposes for the period of five years, starting on the first day of the year following the year of the last interaction with you as evidenced in the records of the CRM system. If you wish the data be removed earlier, contact us at dane@ocalenie.org.pl.

  • Personal data of job applicants

In order to carry out the recruitment procedurę, we process the data of job applicants on the basis of our right under the law, namely Article 22 of the Labour Code. This data is processed by us until the end of the recruitment process.

In justified cases, in order to send you other job offers, we may ask you to include in the recruitment materials (CV and/or cover letter) your consent to the processing of your data
in all future recruitment processes. The relevant information will then be included in the job advertisement. In such situations, your data will be processed until your consent
is withdrawn, but not longer than 5 years from the end of the last recruitment process
in which you took part.

 

  1. Statistics (Google Analytics)

On our Website, we use Google Analytics, a web analytics service provided by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, United States („Google”).

Google is analyzing the usage of our website on our behalf. For this purpose the cookies described in section 9 are used. The information collected by Google, connected with your usage of our website (such as the URL that links to the website, the pages you visit, browser type, language settings, operating system, screen resolution) will be forwarded to our Google server in the USA, where it will be stored and analyzed. Their results are made available
for us in an anonymous form. Your usage data is not linked to your full IP address in this process. It is possible to withdraw your consent to the use of analysis of the website at any time by downloading and installing the relevant Google browser plugin.

Further information about Google Analytics is available in the Google Analytics Terms
of Service, the Google Analytics Privacy and Data Protection Guidelines and the Google Analytics Privacy Policy.

 

  1. Complaints

If you would like to exercise any of your personal data rights or simply ask a question about our Privacy Policy, please email us: dane@ocalenie.org.pl

You also have the right to make complaints about all issues regulated by our Privacy Policy.

Complaints should be submitted in writing, by registered letter to the address of Fundacja Ocalenie.

A correctly submitted complaint should include at least the name and surname, the mailing address and the content and basis for the complaint. Giving the aforementioned data
is necessary for considering the complaint. Complaints that do not fulfill these requirements will not be considered.

Complaints will be considered within 14 days of their submission to the foundation.

If you discover that your data is being processed against the law, you may also file
a complaint to the supervisory authority – the President of the Office for Personal Data Protection.

 

  1. Data sharing

Fundacja Ocalenie will transfer your personal data only to:

  • entities processing data on our behalf, at our request and for the same purpose on the basis of an authorisation or a personal data processing contract (e.g. IT service
    or accounting services of the foundation)
  • entities authorized under the relevant legal regulations (e.g. law enforcement agencies).

What is more, in case of using traditional postal communication, we entrust your personal data for processing to postal agencies (Poczta Polska and other companies operating under postal law) on the basis of entrustment agreements and service regulations.

Your personal data is not a subject for automated decision making, including profiling.

 

  1. Data retention

Possible periods of time for which personal data may be stored by Fundacja Ocalenie have been described in point 2 of this Privacy Policy.

In all other cases than those described in point 2, we also reserve the right to process your data after termination of the contract or withdrawal of your consent to the extent required
to pursue possible claims in court or if national or EU legislation or international law obliges
us to retain data.

 

  1. Your rights

When it comes to our processing of your personal data, you are entitled to the following rights:

If you wish to gain access to your personal data, revise, update or demand its removal,
you may always do so by contacting us at any given time: dane@ocalenie.org.pl.

You may also object to the processing of your personal data, request of us to limit the processing of your personal data or demand the transfer of your personal data.
These rights may likewise be exercised by contacting us at dane@ocalenie.org.pl.

If you agreed to our collecting and processing of your personal data, you may withdraw your consent at any time. This will not impact the legality of processing that occurred before
the withdrawal, nor will it affect any processing of your personal data on legal bases other than consent.

You also have the right to file a complaint with a supervisory authority for the protection
of personal data, in case you deem the processing of your personal data to violate provisions.

We respond to any demands from persons seeking to exercise their data protection rights according to applicable provisions concerning data protection.

 

  1. Data security

When processing your personal data, we apply organisational and technical measures
in accordance with the appropriate provisions of law. We store most of the data in electronic form: primarily on our own server and on a rented server and – to a limited extent – on office computers, external drives and phones. We process data be means of IT tools used by the team and entities cooperating with Fundacja Ocalenie, primarily through a CRM relationship management system (hereinafter referred to as CRM), e-mail and a file storage cloud.
Some data is stored in the form of paper documents in suitably secured cabinets and rooms.

 

  1. Cookies

Cookies are small text files sent to your device during the visiting of our websites: ocalenie.org.pl; cpc.org.pl, refugees-welcome.pl, witajwdomu.org.pl.

Cookies contain among others the address of the website from which they originate, settings made by the website user pertaining to site layout, font size, colours and contrast options, data entered into forms and a value usually represented by an automatically generated unique number. The cookie mechanism does not retrieve any kind of personal data,
or any confidential information from the end-user’s device.

By using the websites of Fundacja Ocalenie you agree to the use of cookies. As an end-user you have the option of using websites without the use of cookies however some website functions may then not work properly. Keep in mind that you can always change your cookie settings yourself as well as delete cookies using the available settings in your internet browser of choice. In case of not agreeing to the use of cookies it is possible to select the option
of blocking cookies or notifying their transmission in the browser settings.

Our websites may use the following cookies:

  1. Authentication files – used for services requiring the authentication of the end-user
    on a website as well as for detecting abuse in the field of website authentication.
  2. Statistical files – used for collecting information detailing the end-user’s use
    of a website.
  3. Functional files – used for memorizing the end-user’s user interface settings
    and personalisation, e.g. language choice, font size, website appearance, etc.

In order to manage cookie settings, select your app of choice from the list of official browser developers’ websites and proceed in accordance with the developer’s instructions:

 

  1. Changes to the Privacy Policy

Fundacja Ocalenie reserves the right to make unilateral changes to the content of the present Privacy Policy at any time. Revisions come into effect on the day of their publishing within the website www.ocalenie.org.pl.