Web Site Privacy Policy

I

[Contents of the administrator’s privacy policy]

  1. 1. The following privacy policy contains the administrator’s rules for collecting and processing the personal data of users of the Copyright Poland Translation Programme site.
  2. 2. The administrator’s main aim is to ensure users’ privacy protection and to meet the standards in the legal regulations, specifically:
    • The statute of 18 July 2002 on electronic services;
    • European Parliament and Council (EU) ordinance 2016/679 of 27 April 2016 concerning the protection of physical persons when it comes to processing personal data and the free flow of such data and the repeal of directive 95/46/WE (general ordinance on data protection)
    • The statute of 16 July 2004, Telecommunications Law;
    • The statute of 23 April 1964, Civil Code;
    • The Ministry of Culture and National Heritage ordinance and statute for carrying out and funding programmes enacted and financed by the Ministry of Culture and National Heritage and programmes jointly carried out by the Book Institute.
  3. 3) The privacy policy contains information on processing personal data acquired by the Institute. Detailed information on the use of cookies and other technologies is also found in our cookies policy, available here

II

[Data Administrator]

  1. The administrator and Operator of the site is the Book Institute, located in Krakow, inscribed in the Register of Cultural Institutions as no. 139/2024.
  2. The administrator can be contacted:

III

[Definitions]

  1. 1. Personal data – information on physical persons identified or identifiable by one or several individual factors describing their physical, physiological, genetic, mental, economic, cultural, or social identity, including their device’s IP, Internet Protocol, and information acquired through cookies and similar technologies.
  2. 2. Policy – the present Privacy Policy.
  3. 3. RODO – the European Parliament and Council (EU) ordinance 2016/679 of 27 April 2016 on the protection of physical persons in processing personal data and the free flow of such data and the repeal of directive 95/46/WE.
  4. 4. Site – the web site run by the Administrator at: https://ptcp.bookinstitute.pl/
  5. 5. User – any physical person using the service or the site’s functions as described in the Policy.

IV

[Processing personal data in using the site]

  1. We attach great importance to the privacy of those who visit our web site. We collect data only where it is essential for the efficient operations of our site and we use it strictly for registering the user, processing the data submitted through application forms, financing applications, and documents the user/programme beneficiary attaches in registering an account on our site. The Administrator gathers data when essential to surveying applications. Below is a detailed description of the rules and aims of processing data gathered from site users.

V

[Aims and legal bases of processing personal data on the web site]

Below is a detailed description of the rules and aims of processing personal data collected from the Users of the site.

  1. 1.  Our web site does not automatically gather users’ data, such as IP address, browser type, operating system information, time zone settings, access times, or any other types relating to web site addresses.
  2. 2. The gathered information includes data on the users’ identities voluntarily submitted in the application form, which, combined with other information communicated in application forms for the Copyright Poland Translation Programme, entails personal data, and as such, the Administrator gives it the full protection covered under RODO.
  3. 3. The personal data of all those using the site is processed by the Administrator:
    • in carrying out the site’s services, i.e. providing electronic access to services on the web site – the legal basis for this processing is the necessity of fulfilling the contract (art. 6 statute 1 lit. b RODO);
    • in order to process data provided in the application form, contract, and other documents attached to the user’s account (art. 6 statute 1 lit. b RODO); the Administrator ensures the opportunity to make contact through the electronic contact form. Using this form requires providing personal data essential to contacting the User. The legal basis for processing voluntarry data is consent (art. 6 statute 1 lit. a RODO;
    • in order to establish claim investigations or to protect against claims – the legal basis for processing data is the Administrator’s interest (art. 6 statute 1 lit. f RODO), to protect their rights.
    • through consent to use cookies or similar technologies, given through the correct settings in your web browser when consenting to geolocation. Data is processed until the user finishes using the web site. The legal basis for processing data is consent (art. 6 statute 1 lit. a RODO).
    • for analytical and statistical purposes – the legal basis for processing data is the Administrator’s justified interest (art. 6 statute 1 lit. f RODO), analysing Users’ activity on the web site in order to improve the functionality.

VI

[Information on cookies]

  1. The Administrator uses cookies for the site. The aims and principles in using cookies are found in the Cookies Policy, located here .

VII

[Sending personal data to third parties]

  1. The information gathered on the web site will not be sent to third parties.
  2. The level of personal data protection outside the European Economic Area (EEA) may differ from what European law guarantees. For this reason, the Administrator passes on personal data outside the EEA only when necessary, ensuring a requisite level of protection, above all through:
    • cooperation with subjects processing personal data in states with regard to which the European Commission has released statements to ensure a requisite level of personal data protection;
    • the application of standard contact clauses published by the European Commission;
    • the use of applicable corporate rules confirmed by the relevant supervisory body.
  3. The Administrator will announce the intention to pass personal data outside the EEA at the collection stage.

VIII

[Period of processing personal data]

  1. We process your data only through the period required for its processing, or for so long as it is demanded of us by law, in particular your personal data will be processed until the end of the obligation period arising from the details of a financing contract within the programme. Furthermore, the data will be processed as is essential for analytical and statistical purposes, to establish and investigate any claims or to protect against such claims, or until the time when it elapses. Data will be stored for archival purposes, according to the regulations in the statute of 14 July 1983 on the national archival resources and archives and internal regulations on the archivisation of documents at the Book Institute. After this time, it will occur solely in the case and to the extent that legal regulations so demand. Following the processing period, the data is permanently erased or made anonymous.

IX

[Users’ rights]

  1. 1. The User reserves the right to access the contents of the data and demand its correction, removal, limitations on its processing, the right to transfer data, and the right to issue a complaint to the body supervising the protection of personal data.
  2. 2. The User also reserves the right to object to the processing of their data based on the legally justified interests of the Administrator.
  3. 3.  To the extent in which the User’s data is processed on the basis of consent, it may be retracted at any time by contacting the Administrator at biuro@instytutksiazki.pl, with a line in the content of the e-mail that reads: withdrawing consent to data processing – Copyright Poland Translation Programme. The right to withdraw consent at any moment has no impact on agreement to the right to data processing conducted on the basis of consent before its withdrawal.

X

[Personal data recipients]

  1. 1. In running the site, personal data will be revealed to third parties, in particular IT service providers, making sure the web site is running correctly.
  2. 2. The Administrator reserves the right to share the User’s selected information to relevant bodies or third parties who submit a request for such information, based on grounds and following the regulations of the law that holds.
  3. 3. The recipient of your personal data may be subjects licensed to access it on the basis of legal regulations. These subjects include:
    • commission members, experts who might be selected and called upon by the Institute Director from outside the Book Institute staff;
    • subjects providing correspondence services, technical and information service subjects, as well as subjects doing statistical research and mail operators;
    • control bodies, state bodies to whom the Administrator is obliged to submit information: the Finance Ministry and other bodies of the State Treasury;
    • people or subjects with whom the Administrator shares public information, by the statute of 6 September 2001 on access to public information and the open data and reuse of public sector information statute.

XI

[Personal data security]

  1. 1. The Administrator regularly conducts a risk analysis to ensure that personal data is being processed in a secure fashion – primarily ensuring that only entitled persons have access to the data, and strictly to the extent that is essential for their task. The Administrator ensures that all the operations on personal data are registered and carried out solely by authorised employees.
  2. 2. The Administrator will take all the necessary steps to make all their subcontractors and other cooperating subjects apply security measures in every situation where they are commissioned by the Administrator to process personal data.

XII

[Chair of the Office for Protecting Personal Data]

  1. The User whose data is at stake has the right to address the supervisory body – in Poland, the Chair of the Office for Protecting Personal Data, with his headquarters on ul. Stanisława Moniuszki 1A, 00-014 Warsaw tel. 22/531 03 00.

XIII

[Inspector of Data Protection]

  1. At any given time, the person whose data is in question may also contact the Administrator’s Inspector of Data Protection directly:
    • by e-mail
    • at the Administrator’s physical address above, writing “attn: Inspector of Data Protection.”

XIV

[Changes to the privacy policy]

  1. 1. Privacy policy may be supplemented or updated according to the administrator’s needs, in order to ensure accurate information to web site users with regards to their personal data and information about it. Users will be informed about all changes to privacy policy on the web site.
  2. 2. The present version of this Policy was accepted and came into force on 15 June 2026.