Privacy policy

Privacy Policy of the City Volunteering Portal – ochotnicy.waw.pl

Protecting the privacy of our Website Users is very important to us. Below we publish an explanation of what data we collect and what principles we apply to its processing and use. We limit the use and collection of information about Website Users to the minimum necessary to provide the highest level of service.

General Information

1. The purpose of this Website is to provide the User with solutions that allow for the implementation of fully secure online services, while respecting the principles of confidentiality and non-disclosure to other entities, unless based on express authorisation received from the User or based on generally applicable legal provisions.

2. By using the website https://ochotnicy.waw.pl/, the User accepts the principles contained in the presented Privacy Policy.

3. The Administrator has the IP addresses of Users and information about the start, end and scope of their use of the Website, recorded in system logs. This information is used for statistical research and concerns only the IP address and time of using the website, but is not combined with any other personal data of individual Users.

4. The Administrator may make Users' personal data available to entities authorised under the law and to entities processing data on our behalf, participating in the performance of our activities, including, among others, entities providing IT services related to the implementation of the service.

What are Cookies?

Cookies are small text files saved on your device by websites you visit. They are used to store various information such as user preferences, login status, and anonymous page navigation data. Cookies allow websites to remember your settings and tailor content to your needs, which improves the convenience of using the Website. There are different types of cookies, including those necessary for the operation of the website, and analytical and marketing cookies, which collect data about user interactions for statistical or advertising purposes.

What cookies does the City Volunteering Portal – ochotnicy.waw.pl – use?

1. Essential cookies: Cookies are essential for the proper functioning of our website. They enable basic functions such as logging in, browsing subpages without having to re-enter data or maintaining the User session. These files are set without the need for additional consent because they are essential for the operation of the Website.

2. Matomo cookies: We use Matomo, an open-source analytics software, to collect website traffic information. Matomo operates in accordance with GDPR regulations. It collects anonymous data, such as IP addresses, which are anonymised before processing, meaning that we cannot identify a specific person based on them. Matomo cookies are used to measure website traffic and analyse the interactions of website users. Detailed information regarding Matomo's privacy policy can be found on the software website.

3. Data processing: Data from cookies is not processed directly by us or made available to third parties. They are only used by the system to perform certain functions, such as maintaining a user session or analysing internet traffic.

Server Logs

1. Information about some user behaviour is logged at the server layer. This information is used solely for the purpose of administering the website and to ensure the most efficient operation of the Website.

2. The resources you are viewing are identified by their URLs. The following may also be subject to logging:

   • request arrival time,

   • response sending time,

   • name of the client station – identification performed via the HTTP protocol,

   • information about errors that occurred during the execution of the HTTP transaction,

   • URL address of the page previously visited by the User (referrer link) – when the Website was accessed via a link,

   • information about the User's web browser,

   • Information about the User's IP address.

3. The above data is not associated with specific Users browsing the pages.

4. The above data is used only for server administration purposes.

Links to other websites

Websites linked to on the Website are subject to their own privacy policies (including the use of cookies). Users should be aware of the fact that the Website Administrator is not responsible for the accuracy, content or availability of information to which links lead through https://ochotnicy.waw.pl.

Information Clauses

Information clause on the processing of personal data (based on consent) - applicable to adults

We will process your personal data to enable you to handle your case at the City Hall of the capital city of Warsaw. The personal data will not be subject to automated decision making, including profiling.

Who controls my data?

• The Administrator of your personal data processed at Warsaw City Hall is the Mayor of the capital city of Warsaw with the registered office in Warsaw (00-950), Pl. Bankowy 3/5.

• Any questions concerning the manner and scope of the processing of your data as well as your rights will be answered by the Data Protection Officer at the City Hall of the capital city of Warsaw. Please send questions to: iod@um.warszawa.pl.

Why is my data processed?

• Your personal data is processed for the purpose(s) defined in the content of your consent.

• Providing your personal data is voluntary, but if you fail to do so, we will not be able to process your case.

How long will my data be stored?

Your personal data will be stored until you revoke your consent or until the purpose indicated in your consent is achieved. Subsequently, in accordance with the regulations, the documents will be deposited in the City Hall archive.

Who may access your data?

The recipients of your personal data may include:

1. entities to whom the Administrator will entrust the processing of personal data, in particular:

   • entities providing IT, postal services to the office;

2. public authorities and other entities to whom the Administrator will make personal data available under the law;

3. entities to which the Administrator will make personal data available based on your consent.

What rights do I have in connection with processing of my data?

• You have the right to:

  1. withdraw your consent at any time, which will not affect the lawfulness of the processing carried out before the withdrawal of the consent;

  2. access your personal data, including obtaining a copy of such data;

  3. request the rectification (amendment) of your personal data;

  4. request the erasure of your personal data (the so-called right to be forgotten), in the event that:

     • the data is no longer necessary for the purposes for which it was collected or otherwise processed;

     • you have withdrawn your consent to the processing of your personal data and there is no other legal basis of data processing;

     • your data is processed unlawfully;

     • your data must be deleted in order to fulfil the legal obligation;

  5. data portability when the processing is carried out by automated means;

  6. demand restriction of the processing of your personal data;

  7. lodge a complaint to the President of the Office for Personal Data Protection if you become aware of unlawful processing of your personal data at the City Hall of the capital city of Warsaw.

• You have no right to object to the processing of your data.

Information clause on the processing of personal data (based on the rules of law and consent) - applicable to minors

We will process your personal data and the data of your child so that you can settle the matter at the Warsaw City Hall. The personal data will not be subject to automated decision-making, including profiling.

Who administers my data and that of my child?

• The Administrator of your personal data and the data of your child, processed at the Warsaw City Hall is the Mayor of the capital city of Warsaw, with registered seat in Warsaw (00-950), Pl. Bankowy 3/5.

• Any questions concerning the manner and scope of the processing of your data as well as your rights will be answered by the Data Protection Officer at the Warsaw City Hall. Please send them to: iod@um.warszawa.pl.

Why is data processed?

• Your personal data, as the legal representative of the child, are processed in accordance with the requirements of the Act of 23 April 1964, the Civil Code, and your child's personal data are processed based on the consent granted for the purposes specified therein.

• Providing your personal data is mandatory in the scope of data processed under the law. If you do not do this, we will not be able to process the matter . In the remaining scope, i.e. the child's data, their provision is voluntary.

How long will the data be stored?

• Your personal data and that of your child will be stored for the period required by law, i.e. for the period during which your child has an account on the City Volunteering Portal.

  In relation to data processed based on consent – until its revocation or the achievement of the purpose indicated therein.

  Subsequently, in accordance with the regulations, the documents will be deposited in the City Hall archive.

Who may access your data?

The recipients of your personal data and your child's data may be:

1. entities to whom the Administrator will entrust the processing of personal data, in particular:

   • entities providing IT, postal services to the office;

2. public authorities and other entities to whom the Controller will make personal data available under the law.

What rights do I have in connection with processing of my data?

You have the right to:

1. access your personal data, including obtaining a copy of such data;

2. request the rectification (amendment) of your personal data;

3. request the deletion of your personal data (the so-called right to be forgotten), in the event that:

   • the data is no longer necessary for the purposes for which it was collected or otherwise processed;

   • there is no legal basis for processing your personal data;

   • you have objected to the processing and there are no overriding legitimate grounds for the processing;

   • your data is processed unlawfully;

   • Your data must be deleted in order to comply with the obligation arising from legal provisions.

4. demand restriction of the processing of your personal data;

5. objection to data processing – if the following conditions are jointly met:

   • there are reasons related to your particular situation;

   • data are processed for the purpose of performing a task carried out in the public interest or in the exercise of public authority vested in the Administrator, except where the Administrator demonstrates the existence of valid legitimate grounds for the processing of personal data that override the interests, rights and freedoms of the data subject, or grounds for establishing, pursuing or defending claims;

6. a complaint is lodged to the President of the Personal Data Protection Office in case of becoming aware of unlawful processing of your personal data at the Warsaw City Hall.

7. withdrawal of consent at any time – in relation to data processed on its basis;

8. data portability – in relation to data processed based on consent, if their processing is carried out in an automated manner.

If you have any questions regarding our privacy policy, please contact us by email at ochotnicy@um.warszawa.pl.