REGISTRATION FORM

Authorisation to Distribute Physical Likeness

The authorisation applies to video recordings and photographic representation of me and my physical likeness captured during the “Finding a New Balance Between Arms Control and Deterrence” conference panel organised by the Polish Institute of International Affairs and includes the following forms of dissemination: making available on the website www.pism.pl, x.com, linkedin.com, facebook.com, youtube.com and through the press as well as inclusion in promotional and information materials. The authorisation includes necessary alterations and changes such as framing and processing of the material to the extent that this is justified by the purpose and manner of presentation of my physical likeness and entitles the Polish Institute of International Affairs to decide independently on the time, place and manner of use of the video and photographs. I am aware that the provision of my data is voluntary and that I have the right to access my data and have it rectified.
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Privacy Notice

Information regarding data processing by the Ministry of Foreign Affairs and the Polish Institute of International Affairs (also referred to as "PISM”) of persons registering for the event entitled: “Finding a New Balance Between Arms Control and Deterrence”, constituting the implementation of the obligation specified in Art. 13 Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation or “GDPR”)
1. Within the meaning of Art. 26 GDPR, Joint Controllers of your personal data are: Minister of Foreign Affairs with its registered office in Poland, Al. J. Ch. Szucha 23, 00-580 Warsaw and the Director of the Polish Institute of International Affairs with its registered office in Poland at Warecka 1A Street, 00-034 Warsaw.
2. The Joint Controllers have appointed Data Protection Officers:
a) at the Ministry of Foreign Affairs and foreign missions , Al. J. Ch. Szucha 23, 00-580 Warsaw, e-mail address: iod@msz.gov.pl
b) at the Polish Institute of International Affairs, ul. Szańcowa 74/1, 01-458 Warsaw, e-mail address: iodo@pism.pl
3. Your personal data will be processed for the following purposes and based on the following legal bases:
a) accepting the application and ensuring participation in the event organized by PISM - art. 6 section 1 letter c) GDPR;
b) informing you about other events organized by PISM - if you consent to receiving commercial information - Art. 6 section 1 letter f) GDPR (legitimate interest in conducting promotional and marketing activities, including via electronic communication tools);
c) communicating through the Ministry of Foreign Affairs with conference participants – art. 6 section 1 letter e) GDPR;
4. The processing of your data for the organization of subsequent events will be carried out only by one of the Joint Controllers, i.e. PISM. If you wish to unsubscribe from the marketing database, please contact PISM directly.
5. The recipients of your personal data will be entities cooperating with the Ministry of Foreign Affairs and PISM Public Information Office in the organization of events, as well as entities authorized to receive data on the basis of legal provisions.
6. Your personal data will be processed for the period of participation in the event, and in the case of consent to receive commercial information - until you opt out, and then will be archived and stored for a period of 10 years by PISM in the scope of personal data processing by the Ministry of Foreign Affairs for the period resulting from internal regulations.
7. You have the right to access your data and the right to rectify, delete, limit processing, the right to transfer data, the right to object, the right to withdraw consent at any time without affecting the lawfulness of the processing carried out on the basis of consent before its withdrawal;
8. You have the right to lodge a complaint with the Personal Data Protection Office if you believe that the processing of your personal data violates the provisions of the GDPR.
9. Providing your personal data is voluntary, but failure to provide it will result in refusal to participate in the event.

 

Information Clause

1. The controller of the data disclosed in connection with the submission of the statement Authorisation to distribute physical likeness is the Polish Institute of International Affairs, having its registered office at ul. Warecka 1a, 00-950 Warsaw, Poland, hereinafter referred to as the “Controller”.

2. Compliance with data protection rules at the Polish Institute of International Affairs is supervised by a designated Data Protection Officer, e-mail: iodo@pism.pl

3. Your personal data will be processed for the following purposes and on the following legal bases:

Purpose of data processing Legal basis for data processing
Recording and dissemination under the terms of the statement Authorisation to distribute physical likeness Article 6(1)(f) of the General Data Protection Regulation (legitimate interest of the controller and of third parties in informing and promoting the activities of the Controller)
Establishing, pursuing or defending against possible claims Article 6(1)(f) of the General Data Protection Regulation (legitimate interest of the controller and of third parties in establishing, pursuing or defending against claims).

 

4. Recipients of your personal data will include entities providing services to the Controller, in particular services such as IT systems maintenance and support services for the preparation and dissemination of materials using your physical likeness. Recipients of your personal data may also include entities authorised to receive data under the law as well as users of the Internet who display material containing your physical likeness.

5.Your personal data will be processed for the period necessary for the purpose of the Authorisation to distribute physical likeness but no longer than until you object to the processing for that purpose or revoke your consent to the use of your physical likeness. After the aforementioned period, the data will be archived and stored for the period of the statute of limitations for possible claims, after which time it will be deleted or anonymised.

6. In relation to the processing of your personal data, you have the following rights:

(a) the right of access to the content of the data, the right to rectification of the data, the right to the erasure of the data, the right to restrict the processing of the data, the right to object to the processing of the data,

(b) the right to lodge a complaint with a supervisory authority (the President of the Office for the Protection of Personal Data) if you believe that the processing of your personal data violates the provisions of the General Data Protection Regulation.

7.All the rights indicated above apply to the extent that they arise from the provisions of the General Data Protection Regulation. You may exercise these rights by sending a request to the Controller’s registered office address or the e-mail address: iodo@pism.pl.

8. The provision of your personal data is voluntary but necessary to submit the Authorisation to use and distribute physical likeness. If you do not provide your data, your statement will not be accepted or the activities described therein will be refused.