In accordance with art. 13 of the general decree concerning the protection of personal data of 27 April 2016 (Journal of Laws, EU L 119 of 04.05.2016), hereinafter referred to as: “GDPR”, the National Archives in Krakow informs you that:
1. the administrator of your data is the National Archives in Krakow with its headquarters in Krakow (postcode 30ؘ–960) at 16 Sienna Street, tel. 12 422 40 94, e-mail: sekretariat@ank.gov.pl
2. for matters connected with the protection of personal data collected in the Archives, please contact Renata Chlewicka, the data protection inspector in the Archives – tel. 12 422 40 94 ext. 29, e-mail: iod@ank.gov.pl;
3. personal data is processed by the Archives in order to undertake tasks in the following areas:
- forming and supervising state archival resources,
- collecting, storing and safeguarding archival materials,
- giving reference numbers to archival materials and processing them,
- providing access to archival materials,
- clerical confirmation of the contents of stored archival materials,
- searching for information and data contained in archival materials,
- creating excerpts and extracts as well as visual, audio or digital copies of archival materials together with their metadata,
- conducting scientific and publishing activities, – conducting information activities as well as the popularisation of archival materials and the Archives,
- conducting matters concerning employment, internships, voluntary work and work experience, – realisation of matters concerning property management,
- providing access to employment documentation stored temporarily,
- providing services in the area of storing employment documentation on a temporary basis,
- issuing extracts and copies of employment documentation stored temporarily
4. personal data processed by the Archives with the goal of undertaking the tasks defined above:
- may be accessed by other users or categories of users with the legal right to access such data,
- will not be profiled,
- will not be handed over to a third country or international organisation;
5. submitting personal data is voluntary, however, the refusal to submit such data may result in a refusal to undertake an order / inquiry / service etc.;
6. each person whose personal data is processed by the Archives has the right to:
- demand access to the personal data from the administrator,
- correct, remove or restrict the processing of personal data,
- object to the processing of personal data,
- transfer personal data,
- withdraw at any moment consent for the processing of personal data,
- make a complaint to the supervisory body if the person believes that the processing of his/her personal data infringes the regulations of GDPR – Biuro Prezesa Urzędu Ochrony Danych Osobowych (The Personal Data Protection Office), address: 2 Stawki Street, 00-193 Warsaw, tel.: 22 860 70 86;
7. personal data will be processed by the Archives for a period necessary for the undertaking of the tasks defined above, and governed by statutory requirements, i.e. the storage period for documentation defined in the law applicable in state archives in Poland.
8. Each person whose personal data is processed by the Archives has the right to make a complaint to the supervisory body responsible for the protection of personal data: Biuro Prezesa Urzędu Ochrony Danych Osobowych (The Personal Data Protection Office), address: 2 Stawki Street, 00-193 Warsaw, tel.: 22 860 70 86
9. Based on art. 22b of the Law of 14 July 1983 concerning the national archival resources and archives, the use of the following is restricted:
- 16 of GDPR “The right to correct data” in such a way that the Archives accepts from the person the data concerns written corrections or additions regarding the personal data, without interfering in the archival materials or employment documentation and other non-archival documentation stored on the basis of civil agreements. The corrections and additions are stored and made accessible separately from the archival materials;
- 18 pos. 1 a & b of GDPR “The right to restrict processing”, in the range necessary to ensure the usage of archival materials in accordance with regulations, without infringing on the protection of personal data contained in such materials, as well as in the case of initial collection of data in an illegal manner or in the case of incorrect, inaccurate or incomplete data.
10. The performance by the Archives of the duty, as mentioned in art. 15 pos. 1 and 3 of GDPR “The right of access to those who the data concerns” is applicable in the area in which the accessible personal data may be established with the help of existing means.
