Privacy Policy Copernicus Center Foundation

Privacy Policy

Copernicus Center Foundation

Below we provide detailed information regarding the processing of personal data by the Copernicus Center Foundation.

1. Data Controller

The controller of your personal data is the Copernicus Center Foundation (Fundacja Centrum Kopernika), ul. Szczepańska 1/5, 31-011 Kraków, Poland, entered into the National Court Register (KRS) under number 0000311106, REGON: 120743627, NIP: 6762385496. For all matters relating to the processing of personal data, you may contact us at: info@copernicuscenter.edu.pl.. Including the phrase “personal data” in the subject line will facilitate the handling of your request. You may also contact us by post.

The data controller is the entity that determines the purposes and means of processing personal data and is responsible for ensuring its adequate protection.

2. Sources of Personal Data – We may obtain your personal data when:

  1. you visit the website https://copernicusfestival.com or our social media pages (see Section 11 regarding cookies),

  2. you send an email to warsztaty@copernicuscenter.edu.pl, info@copernicuscenter.edu.pl, or another email address within the copernicuscenter.edu.pl domain,

  3. you participate in our events, projects, or activities, including workshops organized as part of the Copernicus Festival, insofar as the provision of such data is necessary for participation.

3. Legal Basis and Purposes of Processing

  1. Your personal data may be processed on the following legal bases and for the following purposes:a) Performance of a contract (Article 6(1)(b) of the GDPR) Processing is necessary for the performance of a contract concluded with you or for taking steps prior to entering into such contract, including:

  • enabling your free participation in events organized by us, such as conferences, workshops, or training sessions,

  • enabling your participation in competitions organized by us, where you have entered the competition and the competition rules constitute a contractual relationship.

b) Legitimate interests pursued by the Foundation (Article 6(1)(f) of the GDPR) Processing is carried out for the purposes of our legitimate interests, including:

  • contacting you and responding to inquiries submitted via email where such correspondence is unrelated to the performance of any contractual obligations,

  • contacting you directly during the term of a contract or during your participation in our activities in matters relating to the statutory activities of the Foundation, including providing information about our activities during such time,

  • conducting statistical analyses,

  • fulfilling reporting obligations towards entities financing or co-financing our activities, which may include sharing your data where you participated in activities financed by such entities (you will always be informed separately in such cases), for the period specified in agreements concluded with such entities,

  • protecting the legal interests of the Foundation in the event of potential legal disputes,

  • ensuring compliance with the accountability principle under the GDPR, including demonstrating that we have fulfilled our obligations as a data controller,

  • ensuring the proper functioning of certain website services, improving the functionality and attractiveness of the website, and compiling statistics in order to improve the Foundation’s activities,

  • enabling your participation in competitions organized by us where the competition constitutes a public promise under applicable law.

c) Compliance with legal obligations (Article 6(1)(c) of the GDPR) Processing is necessary for compliance with legal obligations imposed on the Foundation, in particular obligations arising from tax, insurance, accounting, or supervisory regulations applicable to our activities.

4. Data Retention Period – Your personal data will be retained:

  1. a) In relation to contractual performance:

    • for the duration of the contract and thereafter:

  • for the purpose of resolving potential disputes,

  • for compliance with legal obligations, in particular tax and accounting obligations, where applicable,

  • for internal statistical and analytical purposes,

  • for a maximum period of 6 years from the date of completion or termination of the contract.

b) In relation to reporting obligations:

• for the period specified in agreements with entities financing or co-financing our activities, provided that you participated in activities financed by such entities.

c) In relation to legal obligations:

• for the period required under applicable law.

5. Your Rights

You have the right to:

• access your personal data,
• request rectification or completion of your data,
• request erasure of your data,
• request restriction of processing,
• object to the processing of your data,
• request data portability.

6. Exercising Your Rights

  • You may: request correction of inaccurate or incomplete personal data,

  • request erasure of your data where:
    ◦ the data is no longer necessary for the purposes for which it was collected,
    ◦ you withdraw your consent to processing,
    ◦ you object to the processing,
    ◦ the data is processed unlawfully,

  • request restriction of processing where:
    ◦ you contest the accuracy of the data, for a period enabling verification of its accuracy,
    ◦ the processing is unlawful but you oppose erasure,
    ◦ the data is no longer required by us but is needed for the establishment, exercise, or defense of legal claims,
    ◦ you have objected to processing pending verification whether our legitimate grounds override your objection,

  • request data portability where processing is based on consent or a contract and is carried out by automated means.

  • a contract and is carried out by automated means.

7. Disclosure of Personal Data

For reporting purposes relating to entities financing or co-financing our activities, we may disclose your personal data to grant providers solely to the extent necessary for the settlement and reporting of activities in which you participated.

Your personal data may also be disclosed to competent public authorities where required by applicable law.

In addition, personal data may be shared with IT service providers used by the Foundation and with the Foundation’s accounting service providers.

8. Transfers of Data Outside the EEA

Yes. Where we use cloud service providers located outside the European Economic Area (e.g., in the United States), we ensure compliance with the GDPR by using providers certified under the EU–US Data Privacy Framework or by relying on Standard Contractual Clauses approved by the European Commission.

9. Right to Lodge a Complaint

You have the right to lodge a complaint regarding the processing of your personal data with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych).

10. Automated Decision-Making and Profiling

We do not make decisions based solely on automated processing, nor do we carry out profiling within the meaning of the GDPR.

11. Cookies

The website uses cookies and similar technologies in order to ensure the proper functioning of the website, adapt it to users’ needs, and conduct statistical and analytical activities. We use the following categories of cookies:

  • Necessary cookies – essential for the technical operation and security of the website. The use of such cookies does not require user consent.

  • Analytical/Optional cookies – used to analyze website traffic statistics and remember user preferences (e.g., pursuant to Article 6(1)(f) of the GDPR).

  • Consent to the use of optional cookies is voluntary and may be expressed via the cookie banner or through browser settings.

  • Further information on managing cookies, including methods for blocking cookies in individual browsers (such as Chrome, Firefox, Safari, and Edge), can be found in your browser’s technical documentation.