EAD Privacy Policy - European Academy of Diplomacy

INFORMATION ON PERSONAL DATA PROCESSING: EUROPEAN ACADEMY OF DIPLOMACY PROGRAMME APPLICANTS AND PARTICIPANTS

Data controller:

The controller of personal data of applicants and participants of the programme European Academy of Diplomacy (“Programme”) is the foundation Europejska Akademia Dyplomacji with its registered office in Warsaw
at ul. Oleandrów 6, 00-629 Warsaw, KRS: 0000289736 (“EAD”).

An applicant and/or participant of the Programme may contact EAD in all matters related to the processing of their personal data via email [*email address] or telephone: [*telephone number].

Purpose and legal bases for processing:

Used abbreviations:

GDPR – 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 (General Data Protection Regulation)

ARES – Polish Act on Rendering Electronic Services dated 18 July 2002

TL – Polish Telecommunications Law dated 16 July 2004

conducting the recruitment process to the Programme | 6.1 a) GDPR
Personal data: name, surname, facial image (photograph), address, email, telephone number, birthdate, place of birth, citizenship, ID number, education information, professional experience information, language skills information

organising and conducting the Programme
| 6.1 b) GDPR
Personal data: name, surname, facial image (photograph), address, email, telephone number, birthdate, place of birth, citizenship, ID number, education information, professional experience information, language skills information, health information

sending to the given email address a newsletter regarding the current offer of EAD, including information on its programmes, events and contests | 6.1 f) GDPR, art. 10.2 ARES and art. 172.1 TL (based on legitimate interests pursued by the controller, i.e. direct marketing of own services; upon separate consent to send emails)
Personal data: name, email address

[additional purpose] |[basis] RODO
Personal data: [scope of data]

Categories of recipients:

Personal data of the Programme applicants and/or participants may be shared with:

authorised employees and/or contractors of EAD,
persons or entities providing particular services to EOD (accounting, legal, training services) – in the scope required to provide those services

Transferring data outside of EEA:

Used abbreviations:

EEA – European Economic Area

Personal data of the Programme applicants and/or participants may be transferred to the following states outside of EEA: [* states].

In order to ensure an adequate level of security of the personal data transferred to states in relation to which the European Commission has not issued an adequacy decision, EAD uses standard data protection clauses adopted by the European Commission, referred to in art. 46.2 c) GDPR.

The standard clauses are available on the Internet, at the European Commission website (ec.europa.eu).

Retention period:

For the purpose of conducting the recruitment process to the Programme – until the end of the recruitment process
For the purpose of exercising rights and fulfilling obligations resulting from organising and conducting the Programme – until the expiry of any claims (not longer than for 10 years from the end of the Programme)
For accounting and/or tax purposes relating to EAD’s obligations pertaining to conducting the Programme – for no longer than 5 years counted from the end of the calendar year in which the tax obligation arose
For the purpose of sending newsletter to the given email address – for as long as the relevant consent is not withdrawn
[additional periods resulting from additional purposes]

Rights of the application and/or participant of the Programme relating to the processing of their personal data:

Used abbreviation:

An applicant and/or participant of the Programme has the following rights relating to the processing of their personal data, exercised by contacting EAD via any means of communication:
to access to their personal data (art. 15 GDPR) by requesting sharing and/or sending a copy of all their personal data processed by EAD
to request rectification of inaccurate personal data
(art. 16 GDPR) by indicating the data requiring rectification
to request erasure of their persona data (art. 17 GDPR); EAD has the rights to refuse erasing the personal data in specific circumstances provided by law
to request restriction of processing of their personal data (art. 18 GDPR) by indicating the data which should be restricted
to move their personal data (art. 20 GDPR) by requesting preparation and transfer by EAD of the personal data that they provided to EAD to themselves or another controller in a structured, commonly used machine-readable format
to object to processing their personal data conducted based on art. 6.1 e) or f) GDPR, on grounds relating to their particular situation (art. 21 GDPR)
to lodge a complaint with a supervisory authority,
in particular in the EU member state of their habitual residence, place of work or place of the alleged infringement if they consider that the processing
of personal data relating to them infringes the GDPR
(art. 77.1 GDPR)

No obligation to provide data:

Providing their personal data by an applicant and/or participant of the Programme is not obligatory.Providing the personal data indicated in the recruitment form at the website https://diplomats.pl/rekrutacja
(excluding [*data categories]) is necessary in order to participate in the recruitment to the Programme and to participate in the Programme.
Refusal to provide the above data will result in inability to participate in the recruitment to the Programme and to participate in the Programme.

Providing the newsletter service requires providing name and email address.

Refusal to provide the above data will result in inability to receive the newsletter including information on EAD.

Withdrawal of consent:

An applicant and/or participant of the Programme may withdraw their consent for EAD to process their personal data at any time by contacting EAD via any means of communication.Withdrawal of the consent is possible solely in the scope of processing made based on the consent. EAD is authorised to process personal data of an applicant and/or participant of the Programme after withdrawal of their consent if it has another legal basis for the processing, for the purposes covered by that legal basis.