1. Data controller
The controller of your personal data is Fundacja Coexist, with its registered office at al. Papieża Jana Pawła II 42/U1, 70-415 Szczecin, Poland, KRS 0000874823, NIP 8513255347.
For personal data matters contact us at hello@coexist.org.pl or by phone at +48 601 731 567.
This English version is a translation of the Polish Privacy Policy. If there is any discrepancy between the language versions, the Polish version shall prevail.
2. Data, purposes and legal bases
When you contact us through the form, by email or by phone, we process the data you provide, in particular your name, email address, optional phone number, topic, message and information included in further correspondence.
We process the data to receive and answer your enquiry, based on our legitimate interest in communicating with people interested in the Foundation's activities (Article 6(1)(f) GDPR). If your enquiry concerns entering into a contract or using a service, the processing is also necessary to take steps at your request before entering into a contract (Article 6(1)(b) GDPR).
We use technical data, including an IP address processed temporarily and converted into a salted hash, to protect the form and website against spam and abuse. Anonymous or pseudonymous visit statistics help us analyse and improve the website. These activities are based on our legitimate interest in ensuring the website's security and improvement (Article 6(1)(f) GDPR).
We may also process data when necessary to comply with a legal obligation (Article 6(1)(c) GDPR) or to establish, exercise or defend legal claims (Article 6(1)(f) GDPR). We do not use form data for marketing, newsletters or profiling.
3. Recipients and transfers outside the EEA
Data may be disclosed only to the extent necessary to authorised Foundation staff and collaborators, providers of website hosting, maintenance and security, email delivery and storage providers, cookieless analytics and map providers, and public authorities where disclosure is required by law.
Some technical providers may process data outside the European Economic Area, in particular in the United States. In such cases, transfers rely on a European Commission adequacy decision or safeguards provided for by the GDPR, in particular Standard Contractual Clauses. To obtain information about the safeguards or how to receive a copy, contact hello@coexist.org.pl.
4. Retention
Ordinary correspondence that does not lead to a contract or further cooperation is retained for no longer than 12 months after the contact ends. Where correspondence leads to a contract or is needed to meet a legal obligation or protect against claims, the data is retained for the duration of that purpose and then until the relevant limitation period or legally required period expires.
The application does not keep its own submissions database. The salted IP address hash used to limit abuse remains in application memory for no more than 15 minutes. Technical copies of sent messages and provider logs are retained for no more than 30 days. Analytics data is retained for no more than 24 months.
5. Cookies, analytics and map
The website does not set its own cookies and does not use localStorage or sessionStorage to identify users. The selected language is determined by the page address.
The production website may use cookieless analytics. It records page views and a limited set of events, such as a successful form submission, an email or phone click, an external registration click and a language change. We do not send names, email addresses, phone numbers or form content to analytics.
The contact page automatically loads a map from an external provider. Your browser sends the technical data needed to display the map, such as your IP address, User-Agent, referring page and information about the map tiles requested.
6. Your rights and voluntary provision of data
Where provided for by the GDPR, you have the right to access your data and receive a copy, rectify or erase it, restrict processing, receive data portability and object to processing based on legitimate interests. You also have the right to lodge a complaint with the President of the Polish Personal Data Protection Office.
Send data-related requests to hello@coexist.org.pl. We may ask for information needed to verify the identity of the person making the request.
Providing data is voluntary, but your name, email address, topic and message are necessary to send the form and receive a reply. A phone number is optional. You may also contact us directly by email or phone.
7. Automated decisions and policy changes
We do not use automated decision-making or profiling that produces legal effects or similarly significantly affects you. Technical anti-spam measures are not used to assess a person or create a profile.
This policy may be updated when the website or applicable law changes. The current version and its effective date are always available on this page.