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Privacy Policy

Scope of application

This Privacy Policy applies to the collection and further use of the users’ personal data in the context of running web portals and social media fan pages by ZHP Headquarters. It applies to the portals located on the domain ej2020.org and other portals which link to this Privacy Policy. However, it does not apply to the collection and further use of the users’ personal data in the context of running web portals and social media fan pages by the ZHP Museum of Scouting and by particular region, district, branch and/or other organisational units of ZHP.

Data Controller

The controller of your personal data is the Polish Scouting and Guiding Association (ul. M. Konopnickiej 6, 00-491 Warsaw) (“ZHP”). As the data controller, we are obligated to ensure the lawful use and security of your personal data. You may contact ZHP with regard to all issues related to the use of your personal data using the information provided below:

main number +48 22 339 0645
fax: +48 22 339 0606
e-mail: sekretariat@zhp.pl

You may also directly contact the data protection officer appointed by us by sending an e-mail  to the dedicated address: [email protected].

Contact form

We use the personal data you provided in our online contact form (such as your name, e-mail address and other personal data provided in the message). Our form indicates which information fields are required and which are optional. Completing the required fields is necessary to use the service. We use your personal data to answer your questions concerning operations related to European Jamboree 2020. We act on the basis of our legitimate interest (legal basis for the use of data laid down in Article 6(1)(f) of GDPR), which entails ensuring contact with users. However, if it turns out that you used the contact form for a different purpose, e.g. in order to file a grievance, motion, or compliant, we will use and retain your data in the manner corresponding to that purpose, of which you will be notified in a separate communication. We use personal data for the above purpose until your question is answered, however, no longer than for one month.

Social media buttons

By placing social media buttons (Facebook, Twitter, Instagram, Snapchat, YouTube) on our websites, we allow the operators of such websites to collect personal data of our websites’ users and to further process such data for the purposes defined by the operators. We do that in two ways:

  • Firstly, with the use of the button, we refer you to a given social networking site on which you may like or follow our fan page or recommend it to your friends; Your activity on social media is monitored by the operators of such sites and the data thus collected is used, among other things, for behavioural marketing purposes; this only applies to the users of our websites who subscribe to social networking services;
  • Secondly, we enable social media operators to place cookies on your device and, consequently, to monitor your activities on various websites; they use the data thus collected, among other things, for behavioural marketing purposes; this applies to all users of our websites regardless of whether they subscribe to social networking services;

The purpose of our placing social media buttons on our websites is to increase the websites’ attractiveness. We act on the basis of our legitimate interest (legal basis for the use of data laid down in Article 6(1)(f) of GDPR), which entails promotion of ZHP activities. We do not retain any personal data for the purposes described above. However, such data may be retained by social media operators, for the purposes they define on their own account. Nonetheless, this issue is not coordinated with such operators in any way.

Running social media fan pages

We use your personal data collected in connection with your visits to and your activity on our social media fan pages (Facebook, Twitter, Instagram, Snapchat, YouTube), including information that you follow and like a fan page, publish posts, write comments under any content published on the fan page, react to such content, or share it with other users, etc. Owing to the specificity of social media sites’ operations, the information is accessible to all or certain other users of such portals. We use your personal data to run our fan pages, including the development of attractive content and making it available to social media users. We act on the basis of the need to use the personal data in order to perform an agreement on providing services by electronic means (legal basis for the use of data laid down in Article 6(1)(b) of GDPR). Furthermore, we use your personal data, such as your name, surname or the nickname you use in social media as well as your physical likeness, in order to publish or enable you to publish on our fan pages photographs showing your participation in various forms of scouting life together and descriptions thereof, including European Jamboree 2020. We act on the basis of your consent to personal data processing and the authorisation to reproduce your physical likeness (legal basis for the use of data laid down in Article 6(1)(a) of GDPR).

  1. If you post a photography on our fan page yourself, we assume that by way of the explicit act of confirmation, you consented to our use of your personal data (Article 6(1)(a) in conjunction with Article 4(11) of GDPR).
  2. If we wish to post on our fan page a photography which we saw on your profile, we will ask you for a separate consent concerning that particular photograph;
  3. If we post photographs taken by us, we act on the basis of the consent which you gave when joining European Jamboree 2020 or in connection with your participation in a specific event during which the photography was taken.

Owing to the specificity of fan pages, the published content, including your personal data or physical likeness, will be visible in accordance with Facebook’s internal regulations. For our part, we ensure you that we strive to limit the visibility of older posts as much as possible under the fan page’s settings so that only the newest posts are visible. Nonetheless, if you notify us that you wish to have your personal data or physical likeness erased, we will do so without delay.

Communication with social media users

We use your personal data, such as your name or another social media user identifier (Facebook, Twitter, Instagram, Snapchat, YouTube) as well as any data included in the messages you send to us on the chat and the content of any posts or comments which you write under the content published on the fan page, including your physical likeness reproduced on the photographs which you post. We use your personal data to answer to users’ questions and to moderate discussions among users. We act on the basis of our legitimate interest (legal basis for the use of data laid down in Article 6(1)(f) of GDPR), which entails ensuring contact among users. We use the personal data for the above purpose for as long as you remain active on our fan page.

Statistics concerning websites’ users and fan pages’ subscribers

In connection with placing social media buttons on our websites as well as in connection with creating and running fan pages on such sites, we use the services offered by such portals which involve development and presentation of statistical information concerning the users who visit our sites. The information thus received may be anonymous, however, in order to develop and present such information, social media operators use the users’ personal data, such as information about their age, gender, professional and private life, interests, purchases and location. Consequently, by initiating the social media operators’ use of such data, we become co-responsible for their use. We do so in order to learn more about the users of our websites and, therefore, to better adapt the websites’ content to their needs. We act on the basis of our legitimate interest (legal basis for the use of data laid down in Article 6(1)(f) of GDPR), which entails promotion of ZHP activities. We do not retain any personal data for the purposes described above. However, such data may be retained by social media operators, for the purposes they define on their own account. Nonetheless, this issue is not coordinated with such operators in any way. The statistical information concerning social media users referred to above is the basis on which the Sotrender service is provided. The service provider, SmartNet Research & Solutions sp. z o.o. with its registered office in Warsaw, processes anonymous data received from various portals in order to present them in the form of one aggregate interface and to obtain, on their basis, useful statistical information. We use the service under the legal basis referred to above (Article 6(1)(f) of GDPR).

Internet monitoring

We use your personal data, such as your name or the nickname you use online, e.g. on social networking sites, internet forums, blogs, discussion groups, as well as information included in your posts, comments and other communications posted online (in particular those in which you use our predefined key words, e.g. “EJ2020″, “European Jamboree 2020”). We use your personal data to:

  • automatically search for comments concerning European Jamboree 2020 operations, including any questions, doubts, positive and negative opinions,
  • automatically assess your attitude to European Jamboree 2020 operations based on such comments,
  • contact you, e.g. in order to answer your questions and join discussions concerning European Jamboree 2020 operations,
  • develop aggregate compilations of comments concerning European Jamboree 2020

We act on the basis of our legitimate interest (legal basis for the use of data laid down in Article 6(1)(f) of GDPR), which entails promotion of ZHP and European Jamboree 2020 activities on the basis of direct contact with users. We use the personal data for the above purpose until we have contacted you, e.g. in order to answer your questions and join a discussion concerning ZHP and European Jamboree 2020  operations, however, no longer than for one month. After that time, we only use anonymous data included in aggregate compilations.

Server administration and our websites’ statistics

We use your personal data concerning your activity on our websites, such as the content of HTTP queries which your device sent to our server (URL address, IP address, browser type, operating system, browser language, date and time or query, cookie identifier, browsed website resources). The data thus collected are recorded in server logs. We use your personal data to administer the server and ensure its security as well as for statistical purposes. We act on the basis of our legitimate interest (legal basis for the use of data laid down in Article 6(1)(f) of GDPR), which entails server administration, identification of errors in the structure of our websites, and keeping statistics of the most commonly browsed resources. We process the personal data for the above purpose for 14 days.

Entities to which we disclose your personal data

We disclose your personal data to:

  • pl sp. z o.o. with its registered office in Szczecin, provider of web hosting for our websites,
  • Microsoft Corporation with its registered office in Redmont, United States of America, interactive forms provider (“Microsoft Forms”),
  • SmartNet Research & Solutions sp. z o.o. with its registered office in Warsaw, entity developing and presenting statistical information (“Sotrender”),
  • Brand 24 S.A. with its registered office in Wroclaw, Internet and social media monitoring service provider,
  • AttHost Sp. z o.o. with its registered office in Płock, provider of web hosting for zhp.edu.pl,

The entities use your personal data only on our behalf and on our instructions, acting as data processors. They are not separate data controllers, which means that they cannot use your data for other purposes than performance of ZHP instructions. Furthermore, in connection with running social media fan pages (Facebook, Twitter, Instagram, Snapchat, YouTube), we disclose personal data of our fan pages’ subscribers both to other social media users and to the sites’ operators (i.e. Facebook Ireland Limited, Twitter, Inc., Snap Inc., Google LLC). Social media operators are independent data controllers, which means that they can use your data for the purposes which they define on their own account. Recipients of your personal data are mainly based in Poland and within the European Economic Area (EEA), e.g. in Ireland. Some of them are based outside the EEA. In the context of transferring your personal data outside the EEA, we have ensured that our providers guarantee high level of personal data protection. The guarantees follow in particular from the obligation to apply standard contractual clauses adopted by the (EU) commission or from participation in the “Privacy Shield” programme established under Commission Implementing Decision (EU) 2016/1250 of 12 July 2016 on the adequacy of the protection provided by the EU-U.S. Privacy Shield.

Your rights

In the context of our use of your personal data, you may request that we:

  • enable you to access to your personal data, to obtain confirmation whether your personal data are processed, to receive a copy of your personal data and to obtain information relating to the use of those data (under Article 15 of GDPR),
  • provide a copy of the personal data you provided and transmit that copy to you or to another entity you indicate, in a commonly used and machine-readable format (under Article 20 of GDPR),
  • rectify your personal data if they are incomplete or inaccurate (under Article 16 of GDPR),
  • erase all or some of your personal data (under Article 17 of GDPR) if the legal basis for their processing is no longer valid, e.g. if the consent has been withdrawn or a legitimate objection was raised, or if the personal data were processed unlawfully,
  • restrict the processing of your personal data (under Article 18 of GDPR) for the period necessary to decide whether a request for erasure or rectification of such data is legitimate, to examine the legitimacy of your objection, or for the period necessary for you to establish, assert or defend legal claims;

You may object to the use of personal data on the basis of our legitimate interest (under Article 21 of GDPR). If you raise an objection, we will consider whether, in view of your specific situation, your rights and freedoms override the obligation to protect the privacy of the personal data retained in the Records. You may withdraw your consent to the use of your personal data at any time (under Article 7 of GDPR). The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal. You have the right to file a complaint regarding the use of your data with the President of the Personal Data Protection Office: ul. Stawki 2, 00-193 Warsaw. The complaint may be filed in electronic form, in writing, or verbally for the record in the headquarters of the President of the Office.

Amendments to the Privacy Policy

We may amend and supplement this Privacy Policy as needed. You will be notified of any amendments or supplements by way of relevant notifications on our websites. In the case of certain crucial amendments, we may also send a separate notification to your e-mail address.