General Data Protection Regulation (GDPR)

What’s GDPR?

GDPR is an EU regulation containing provisions on the protection of individuals with regard to the processing of personal data and provisions on the free flow of personal data. Polish equivalent is called RODO (“Rozporządzenie O Ochronie Danych”). Both names can be used interchangeably.
GDPR applies since May 25, 2018. GDPR regulates the handling of personal data throughout Europe. It includes, among others a protection of your information. The purpose of these provisions is not, however, to block the flow of personal data. On the contrary – this data is needed, so we can sign a contract with you or send you our offer. Thanks to the GDPR, however, you have more control over who and how your personal data is processed.
Since Brexit, the UK has separate GDPR office and rules (UK GDPR). You can read about those here: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/

What is personal data?

This is all information that allows you to identify a person and a person running a business – (name, surname, identification number, identity card number, location data, image, financial data, non-financial data). Please be advised that information kept also concerns your ancestors and their personal details, including their confession. This information is needed for genealogical and citizenship cases.
In connection with the above, we send you information about personal data processed by us, as well as your rights, which are attributable to you.

INFORMATION ON THE PROCESSING OF PERSONAL DATA IN YOUR ROOTS IN POLAND SP. Z O. O.

Please be advised that the administrator of your personal data is:
Your Roots in Poland sp. z o. o.,
ul. Piwna 24/55, 30-527 Kraków,
Sąd Rejonowy dla Krakowa-Śródmieścia w Krakowie,
XI Wydział Gospodarczy Krajowego Rejestru Sądowego nr KRS 0000903926,
REGON: 365735569, NIP: 6793135978.
Wysokość kapitału zakładowego: 10.000,00 zł

We receive your personal data from the following sources:
– contact forms and surveys that you have sent via our website,
– email communication with owners and employees of Your Roots in Poland sp. z. o. o,
– personal delivery during the meeting with the owners and employees of Your Roots in Poland sp. z. o. o,
– current business contacts,
– business meetings.
The created database of clients and business partners may contain data which, under the Regulation of the European Parliament and the Council of the European Union, on the free flow of data, are personal data.
Holding the personal data and creating above mentioned databases requires sharing said data with third party businesses and applications, such as:

• Trello, owned by Atlassian Corporation Plc, 1098 Harrison Street, San Francisco, California, USA – for project management
• Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland – for email services
• Google Cloud Poland spółka z o.o., ul. Emilii Plater 53, 00-113 Warszawa, Poland – for cloud services
• Notion Capital Limited, 91 Wimpole Street, London W1G 0EF, UK – for project management
• Dropbox, Inc., P.O. Box 77767, San Francisco, CA 94107, USA – for storing, uploading and downloading the data and files
• Dropbox International Unlimited Company, One Park Place, Floor 6, Hatch Street Upper, Dublin 2, VAT ID: IE 9852817J
• Microsoft Corporation, 920 Fourth Avenue, Suite 2900, Seattle, Washington 95104, USA – for cloud and MS Office services
• PayPal, Inc., P.O. Box 45950, Omaha, NE 68145-0950, USA – for processing payments
• WeTransfer B.V., Willem Fenengastraat 19, 1096 BL Amsterdam, the Netherlands – for uploading and downloading the data and files
• Symfonia Sp. z o.o., 02-305 Warszawa, Al. Jerozolimskie 132, tel. (22) 455 56 00, faks (22) 455 57 00, KRS: 0000228956, Sąd Rejonowy dla M. St. Warszawa, XII Wydział Gospodarczy Krajowego Rejestru Sądowego

The processing of your data by Your Roots in Poland sp. z. o. o now and in the future results from a legitimate interest:
– on the day-to-day operations of selling products and services,
– current communication regarding the implementation of the service,
– handling purchase / sale transactions,
– conducting promotional activities,
– filing complaints,
– other necessary activities such as accounting and tax settlements.

Your Roots in Poland sp. z. o. o processes personal data of the Client pursuant to art. 6 par. 1 lit. b Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 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 94/46 / We (hereinafter “GDPR”) – i.e. the processing of personal data of the Customer is necessary for the performance of the contract to which the Customer is a party – respectively, the contract for the provision of electronic services and / or a contract of sale.

Please be advised that your data may be profiled for sales, design, offer and marketing purposes.
The processing of data for marketing purposes requires the consent to the processing of data. The statement of consent is below and its expression is not required, but it is necessary to perform such activities as:
a) sending Christmas cards,
b) informing about Christmas Eve meetings organized by the Administrator, meetings and other occasional events,
c) informing about changes, publishing positions, publications,
d) information about trainings, various types of cultural and sports events, social events, self-government, in the evenings and publishing, breakfasts, lunches or business dinners, etc.,
e) suggesting participation in various types groups and clubs.
At the same time, we would like to inform you that we are not misusing marketing communication with you in any way. The information provided by us is quite sporadic and focuses mainly on customary events.

Providing personal data by the Customer is a condition for the conclusion of the contract (and activities seeking to conclude the contract) with Your Roots in Poland sp. z. o. o. Providing your personal data by the customer is voluntary, but necessary in order to conclude and implement the sales contract. Providing your personal data by the client is also voluntary if you allow Your Roots in Poland sp. z. o. o to submit marketing content.

The administrator will process data provided on the basis of art. 6 par. 1 lit. b) and f) RODO until the expiration of claims related to the performance of contractual obligations, and in the case of data provided pursuant to art. 6 par. 1 lit. a) RODO to withdraw consent to their processing and depends on the purpose for which they were collected and are processed, legal provisions and rules adopted by the Administrator, in accordance with these provisions.

Your Roots in Poland sp. z. o. o will transfer your personal data only if it is required by law to provincial and central government of Poland and the EU, and also when required by the service ordered, including in particular secretarial services, accounting services, IT services, postal and courier services and all other employees and co-operators of the Administrator, however, the transfer of such data will take place in a manner ensuring an adequate level of protection of your personal data.

Due to the fact that the communication between the Administrator and the person whose personal data relates may take place in electronic form, including through e-mail systems, social networks, instant messengers, all mobile and computer applications, including applications for making voice or video calls via the Internet, etc., and the Administrator has no knowledge of the servers’ servers, as a consequence the Administrator hereby informs that it intends to transfer these personal data to a third country in a situation where the server of these suppliers is located outside the territory of the European Union. The administrator also informs that such a transfer in the above cases is necessary for the proper performance of the contract. In connection with the above, by entering into an agreement with the Administrator or consenting to the processing of data pursuant to art. 6 par. 1 lit. a) RODO, in case of any doubts it is assumed that the person whose data relates has publicized its data in the field of electronic communication with the Administrator.

You have the following rights related to the processing of personal data:
– obtaining information about the processing of personal data,
– access to information about personal data processed by Your Roots in Poland sp. z. o. o,
– obtaining information on where the member’s data came from Your Roots in Poland sp. z. o. o,
– the right to rectify data (correct data),
– the right to remove or limit data processing in the event that Your Roots in Poland sp. z. o. o no longer has grounds for data processing,
– the right to access data,
– the right to transfer data,
– the right to lodge a complaint with the supervisory body dealing with the protection of personal data.
You can use the above rights by sending a written request to:
– to the email address rodo@yourrootsinpoland.com
– by traditional mail (by registered mail, with acknowledgment of receipt to the address of Your Roots in Poland sp. z. o. o)
The supervisory institution for personal data in Poland is currently the President of the Office for Personal Data Protection. You have the right to lodge a complaint to the supervisory body, and in the case of data processing on the basis of consent – the right to withdraw it.