INFORMATION CLAUSE FOR COMPLAINTS AND APPLICATIONS

Version of 15.03.2024.

Following the provisions of art. 13 sec. 1 and sec. 2 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, we implement the information obligation

We inform you that the abbreviations used in this information clause mean:

1. Personal data/data - means information about an identified or identifiable natural person ("data subject"); an identifiable natural person is a person who can be directly or indirectly identified, in particular, based on an identifier such as a name and surname, an identification number, location data, an internet identifier or one or more specific factors determining the physical, physiological, genetic, mental, economic, cultural or social identity of a natural person;
2. Recipient of data – means a natural or legal person, a public authority, an entity or another entity to whom personal data are disclosed, regardless of whether it is a third party. Public authorities that may receive personal data as part of a specific procedure by generally applicable law are not, however, considered recipients - the processing of such data by these public authorities must comply with the data protection regulations applicable to the purposes of processing; whereby the term "third party" means a natural or legal person, a public authority, an entity or an entity other than the data subject, the controller, the processor or persons who - with the authorization of the Controller or the processor - may process personal data.
3. Processing - means an operation or set of operations performed on personal data or sets of personal data in an automated or non-automated manner, such as collecting, recording, organizing, sorting, storing, adapting or modifying, downloading, browsing, using, disclosing by transmission, disseminating or otherwise making available, matching or combining, limiting, deleting or destroying;
4. GDPR - Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC;
5. Consent of the data subject - means a voluntary, specific, conscious and unambiguous demonstration of the will by which the data subject, in the form of a declaration or a clear confirmatory action, consents to the processing of personal data concerning him or her.

Principles of transferring personal data:

1. you are not obliged to submit complaints and applications to the Institute of Geophysics of the Polish Academy of Sciences;

2. failure to provide personal data will result in the complaint/application not being considered (providing your data is a statutory requirement resulting from the Act of 14 June 1960, the Code of Administrative Procedure (Journal of Laws of 2020, item 256, 695, 1298) and the Regulation of the Council of Ministers of 8 January 2002 on the organization of receiving and considering complaints and applications (Journal of Laws No. 5, item 46)).

1. Information about the Personal Data Controller and the Data Protection Inspector

The Personal Data Controller is the Institute of Geophysics of the Polish Academy of Sciences (hereinafter referred to as the "Controller") ul. Księcia Janusza 64, 01-452 Warsaw, tel. 22 6915-950, e-mail: office@igf.edu.pl.

In matters concerning the collection, processing and protection of data, you can contact the designated Data Protection Officer at the following address: Institute of Geophysics, Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl .

2. Information about collected/collected data:

1) Purpose of processing: consideration of the submitted application/complaint - by the provisions of the Act of 14 June 1960 - the Code of Administrative Procedure (Journal of Laws of 2020, item 256, 695, 1298) - Section VIII. Complaints and applications and regulations of the Council of Ministers of 8 January 2002 on the organization of receiving and considering complaints and applications (Journal of Laws No. 5, item 46)

2) The basis for the processing of your personal data is the fulfilment of the legal obligation incumbent on the Controller to whom the complaint was received and your consent (art. 6 sec. 1 lit. a and c GDPR). We received your personal data directly from you. Categories of relevant personal data: data of the person submitting the complaint/application are processed.

3) The scope of data required by the provisions of generally applicable law is specified in art. Article 63 § 2 of the Code of Administrative Procedure (the application should include at least the name of the person from whom it comes, their address and request, and meet other requirements set out in specific provisions).

4) Information on the conclusion of an agreement to entrust processing: The Institute of Geophysics of the Polish Academy of Sciences may conclude agreements to entrust processing to:

1. third parties/entities involved in the process of considering complaints and applications (including, among others, law firms, advisory entities);
2. service providers providing the Controller with technical and organizational solutions ensuring efficient management (in particular, providers of ICT services, equipment suppliers, courier and postal companies).

5) Information on the recipients of personal data or categories of recipients, if any: the Police, courts, prosecutor's office, ABW, CBA and other public law bodies, including control bodies. Transfer of personal data to other bodies may result from the need to thoroughly investigate the complaint/application or, if it is determined that the Controller is not competent to consider it, transfer it/it by the jurisdiction.

6) The period for which personal data will be stored, and if this is not possible, the criteria for determining this period: personal data will be stored for the period necessary to consider the complaint or application submitted by you, and then, in the case of archival materials, for the time resulting from the provisions of the Act of 14 July 1983 on the national archival resources and archives (Journal of Laws of 2020, item 164) and internal regulations in force at the Controller.

7) Profiling information (profiling is understood as any form of automated processing of personal data, which involves the use of personal data to assess certain personal factors of a natural person, in particular, to analyse or forecast aspects concerning the effects of that natural person's work, their economic situation, health, personal preferences, interests, credibility, behaviour, location or movement): not applicable.

3. Information on the rights of the person whose data is processed:

1) You have the right to:

1. access your personal data,
2. rectify your personal data,
3. delete your personal data,
4. limit the processing of your personal data,
5. withdraw your consent to the processing of personal data by submitting/sending a letter to the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl – if you have previously given such consent and the processing of your data is based on it,
6. transfer your personal data,
7. object to the processing of your personal data for reasons related to your special situation by Art. 21 of the GDPR.

2) The person whose data is processed has the right to file a complaint related to the processing of his/her personal data by the Personal Data Controller or the entity/organization whose personal data has been transferred to: the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, tel. 22 531 03 00, fax. 22 531 03 01, https://uodo.gov.pl/pl/p/kontakt