GDPR – personal data protection

Controller. The data controller is the association “Rotary Klub Warszawa City”, with its registered office in Warsaw, entered in the National Court Register under KRS 0000221339, NIP 5262819100, REGON 015884102. For data protection matters, contact: This email address is being protected from spambots. You need JavaScript enabled to view it..

Purposes of processing. Photographs and recordings are used to document events and preserve the Club’s history. A separate purpose is to inform the public about and promote the Club’s activities through publication on rotarywarszawacity.pl, on facebook.com/rotary.waw.city and in the Club’s printed information and promotional materials. Archiving does not constitute permission to make the material public.

Legal bases. Recording events and retaining selected material in the Club’s historical archive are based on Article 6(1)(f) of the GDPR. The legitimate interest is preserving a record of the Club’s activities and history, where necessary and without overriding participants’ rights. Publication of identifiable participants’ images in the specified channels is based on consent under Article 6(1)(a) of the GDPR and, where required, permission under Article 81(1) of the Polish Copyright and Related Rights Act. Article 81(2)(2) of that Act exempts images of people who are merely an incidental detail of a whole, such as a gathering, landscape or public event, from the permission requirement. This exception does not remove GDPR requirements: under the Club’s stated policy, publication of identifiable people in such images is also based on consent.

Recipients. Data may be accessed by people authorised by the Club and providers of photography, video production, IT, hosting and printing services as necessary to provide those services. Published material is accessible to the audience of the selected channel. Facebook is a Meta service; publication may involve Meta processing and transferring data outside the European Economic Area (EEA), including to the USA. Information about Meta’s processing and transfers appears in its privacy policy: https://www.facebook.com/privacy/policy/.

Retention period. Selected archive material may be retained long term, without a predetermined end date, only for as long as retention remains necessary and proportionate to documenting the Club’s history. This requires periodic assessment of its documentary value and the need to retain identifiable data; unnecessary material must be deleted or anonymised. You have the right to object as explained below. Publication based on consent continues until consent is withdrawn or the publication purpose ends sooner. After withdrawal, the Club will, without undue delay, remove the material concerned from the website and Facebook page it manages and stop new printing and further distribution of that material by the Club. Withdrawal cannot physically retrieve printed copies already supplied to recipients. It does not affect the lawfulness of earlier processing. Separate, non-public archival retention may continue if the conditions of Article 6(1)(f) of the GDPR remain satisfied; withdrawing consent does not remove your right to object to that retention.

Your rights. You may request access, rectification, erasure or restriction of processing and, where provided for by law, data portability. You may object at any time, on grounds relating to your particular situation, to processing based on Article 6(1)(f) of the GDPR. The Club will stop that processing unless it demonstrates compelling legitimate grounds overriding your interests, rights and freedoms, or grounds for establishing, exercising or defending legal claims. You may withdraw each consent separately at any time by emailing This email address is being protected from spambots. You need JavaScript enabled to view it.. Withdrawal is free of charge and does not affect the lawfulness of processing before withdrawal.

Complaint. You have the right to lodge a complaint with the President of the Personal Data Protection Office (UODO).

Voluntary nature. Publication consents are voluntary and independent for the website, Facebook and print. Refusing or withdrawing consent does not restrict your right to attend the Gala. Attendance is not consent to publication; the purposes and bases for archiving are stated separately above.