Privacy Policy

The portal wHolandii.pl was created by the Embassy of the Kingdom of the Netherlands in Warsaw in cooperation with the Dutch Ministry of Social Affairs and Employment (SZW).

I. Personal Data Administrator

The Administrator of your Personal Data is the Ministry of Foreign Affairs of the Kingdom of the Netherlands in Warsaw, hereinafter referred to as the Ministry. The Embassy of the Kingdom of the Netherlands in Warsaw which is a subject of supervision of the Ministry maintains and manages the website wHolandii.pl.

II. Data Protection Officer

You can contact our Data Protection Officer via e-mail vci@minbuza.nl or by post:

Functionarisvoor de Gegevensbescherming
Ministerie van BuitenlandseZaken
VCI
Postbus 20061
2500 EB Den Haag

III. Purposes and basis of personal data processing

WEBSITE USERS DATA

In order to get into contact with you in the matter described by you, we process personal data such as:

name and surname,
e-mail address and telephone number,
position or function,
place of employment,
details of the matter you are contacting.

The legal basis for such processing is article 6 paragraph 1 letter f GDPR, which allows us to pursue our legitimate interest, which in this case is to respond to your message addressed to us using the contact details provided on the website.

For archival and evidential purposes we process personal data such as:

name and surname,
e-mail address or telephone number,
your position or function,
place of employment,
data about the case you are contacting us about,
your IP address,
the date and time you visited the site,
operating system type,
approximate location,
the type of Internet browser used to view the site,
time spent on the site,
sub-pages visited,
data collected through cookies,
other data collected by Google Analytics,
other necessary data processed to comply with the obligations under the GDPR.

— for the purpose of safeguarding information that may serve to prove facts of legal significance. The legal basis for such processing is article 6 paragraph 1 letter f GDPR, which allows the processing of personal data if, by doing so, the Personal Data Administrator pursues its legitimate interest (in this case, the Ministry’s interest is to have personal data to prove certain facts relating to your contact with the Ministry, the fulfilment of obligations under the GDPR and the use of cookies for the purposes described below);

In order to establish, assert or defend against claims, we process personal data such as:

name and surname,
e-mail address or telephone number,
your position or function,
place of employment,
details of the matter you are contacting us about,
your IP address,
the date and time you visited the site,
operating system type,
approximate location,
the type of Internet browser used to view the site,
time spent on the site,
sub-pages visited,
data collected through cookies,
other data collected by Google Analytics,
other necessary data processed to comply with the obligations under the GDPR.

— for the purpose of protecting the Ministry’s property interest. The legal basis for such processing is article 6 paragraph 1 letter c GDPR in connection with the relevant legislation providing a basis for asserting, establishing or defending against claims, or article 6 paragraph 1 letter f GDPR (e.g. in the case of data from cookies), which allows personal data to be processed if by doing so the Personal Data Administrator pursues its legitimate interest (in this case the Ministry’s interest is to protect its property interest);

In order to comply with our obligations under the GDPR, we may process your following personal data:

name and surname,
e-mail address or telephone number,
other necessary data.

The legal basis for such processing is article 6 paragraph 1 letter c GDPR in connection with the GDPR.

For analytical purposes, i.e. researching and analysing activity on a website belonging to the Company, we process personal data such as:
date and time of website visit,

type of operating system,
approximate location,
the type of web browser used to view the site,
time spent on the website,
sub-pages visited.

The legal basis for such data processing is article 6 paragraph 1 letter a GDPR (consent), which allows us to process personal data on the basis of freely given consent (when you first access the website, you are asked for your consent to use the tools).

In order to enable you to use the website (its smooth operation) and to ensure security, we may process your following personal data:

data from cookies e.g. IP address.

The legal basis for such processing article 6 paragraph 1 letter a GDPR (consent), which allows us to process personal data on the basis of freely given consent (when you first access the website, you are asked for your consent to use the tools). If you withdraw your consent to the processing of this data, the website may not function properly.

In order to display videos to you on Youtube, we may process your following personal data:

data from cookies of the portal owner.

IV. Cookies

The Company uses cookies on its website, as do other entities, i.e. short text information stored on your computer, phone, tablet or other device. They can be read by our system, as well as by systems belonging to other entities whose services we use (e.g. Facebook, Linkedin).
Cookies have many functions on the website, most of them useful, which we will try to describe below (if the information is insufficient, please contact us):
- ensuring security – cookies are used to protect your personal data against unauthorised access;
- influence on the processes and efficiency of the use of the website – cookies are used to ensure the smooth functioning of the website and to ma it possible to use the functions available on it, which is possible, among other things, thanks to remembering the settings between successive vits to the website. Thanks to them you can therefore navigate the website and its various pages efficiently;
- session state – cookies often store information about how visitors use the website, e.g. which subpages they view most often. They also make it poible to identify errors displayed on some subpages. Cookies used to save the so-called “session state” therefore help to improve services and ma browsing more comfortable;
- creation of statistics – cookies are used to analyse how users make use of a website (how many open the website, how long they stay on it, which coent arouses most interest, etc.). This allows us to continually improve the website and adapt its operation to users’ preferences. We use Google tos such as Google Analytics to track activity and compile statistics;
- to display videos – we use youtube cookies for this purpose.
By default, your web browser permits the use of cookies on your device, so on your first visit we ask you to consent to the use of cookies. However, if you do not wish to use cookies when browsing the website, you can change the settings in your web browser – block the automatic handling of cookies completely or request to be notified each time a cookie is placed on your device. You can change your settings at any time.
While respecting the autonomy of all persons using the website, we feel obliged to warn you that disabling or restricting the use of cookies may cause quite serious difficulties in using the website, e.g. in the form of longer loading times, restrictions on the use of functionalities.

V. Tools used in service

The Ministry, for the purposes of researching user activity, compiling statistics and analytics, as well as for the purpose of showing you videos, uses various tools provided by third-party providers within the websites to help it achieve these purposes:Analysis and statistics.
We use cookies to track site statistics such as the number of visitors, the type of operating system and browser used to view the site, the time spent on the site, the pages visited, etc. We use Google Analytics for this purpose, which involves the use of cookies from Google LLC. To block the operation of Google Analytics, you can revoke your consent as described in the paragraph below. Furthermore, to block the operation of Google Analytics, you can download and install the appropriate browser add-on, which is available at the following address:
https://tools.google.com/dlpage/gaoptout?hl=pl&fbclid=IwAR3H667DTSlA7u-3Q7M4oVGr2aXiecyE6lE9bCdTJEKJv1-sByqjuU5c6aU
Viewing of films.
We provide the opportunity to view videos posted on our website. Viewing videos involves the use of cookies from the youtube portal administrator.
The use of these tools is subject to your consent when you first access the website.
If you do not agree that we should process your personal data using these tools, you can withdraw your consent at any time and stop data collection for these tools using this link https://wholandii.pl/#ustawienia-cookies.
You can at any time re-activate these tools by giving your consent again.

VI. Right of withdrawal of consent

If the processing of personal data is based on consent, you may withdraw this consent at any time – at your own discretion.
If you would like to withdraw your consent for the processing of personal data, it is sufficient to send an e-mail directly to the Embassy of the Kingdom of the Netherlands in Warsaw at the following address: war@minbuza.nl. Furthermore, you can revoke your consent regarding the tools we use here: https://wholandii.pl/#ustawienia-cookies.
If the processing of your personal data has been carried out on the basis of your consent, the revocation of the consent does not render the processing of your personal data illegal until that moment. In other words, until the withdrawal of consent we are entitled to process your personal data and its revocation does not affect the legality of previous processing.

VII. Requirement to provide personal data

The provision of personal data is voluntary and at your discretion. However, the provision of certain personal data is necessary in order to meet your expectations regarding the use of the website.
If you contact us in any matter, providing your data may be necessary, e.g. to answer your question.
If your data is required by law, you are obliged to provide it.

VIII. Automated decision-making and profiling

Your data is not used by us for automated decision-making, including profiling.

IX. Recipients of personal data

We use other parties in the course of our business, which sometimes requires us to pass on personal data. Therefore, if necessary, we may forward your data to a hosting company, lawyers, mail software provider (if we communicate by e-mail), website operators.
In addition, it may happen that, e.g. on the basis of a relevant legal provision or a decision of a competent authority, we have to forward your personal data also to other entities, be they public or private.

X. Transfer of personal data to third countries

According to the article 44 GDPR, any transfer of personal data which are undergoing processing or are intended for processing after transfer to a third country or to an international organisation shall take place only if, subject to the other provisions of this Regulation, the conditions laid down in this Chapter are complied with by the controller and processor, including for onward transfers of personal data from the third country or an international organisation to another third country or to another international organisation. All provisions in this Chapter shall be applied in order to ensure that the level of protection of natural persons guaranteed by this Regulation is not undermined.

XI. Period of processing of personal data

In accordance with current legislation, we do not process your personal data “indefinitely”, but for the time that is necessary to achieve the stated purpose. After this period, your personal data will be irreversibly deleted or destroyed.
Regarding the specific processing periods for your personal data, we kindly inform you that we process your personal data for the period:
- until withdrawal of consent or until the purpose of processing is achieved – in the case of personal data processed on the basis of consent;
- until the effective lodging of an objection or the achievement of the purpose of processing (including e.g. the expiry of limitation periods) – with regard to personal data processed on the basis of the legitimate interest of the Personal Data Administrator, unless a different period is indicated below
- until obsolete or no longer relevant, but for no longer than 2 years – with regard to personal data processed mainly for analytical purposes, the use of cookies and website administration
- until the expiry of limitation periods, but for no longer than 5 years – with regard to data processed for the establishment, investigation or defence against claims.

XII. Rights of the data subjects

We kindly inform you that you are entitled to:
- access to your personal data;
- rectification of personal data;
- erasure of personal data;
- restriction of processing of personal data;
- to object to the processing of personal data;
- portability of personal data.
We respect your rights under data protection legislation and strive to facilitate the exercise of these rights to the greatest extent possible.
We point out that the rights listed are not absolute and that we may therefore legitimately refuse you in certain situations. However, if we refuse to comply with a request, this is only after careful consideration and only if it is necessary to refuse the request.
Regarding your right to object, we explain that you have the right to object at any time to the processing of personal data on the basis of the legitimate interest of the Personal Data Controller in relation to your particular situation. However, you must bear in mind that, according to the legislation, we may refuse to take the objection into account if we show that:
- there are legitimate grounds for the processing which override your interests, rights and freedoms, or
- there are grounds for the establishment, assertion or defense of claims.

XIII. The right to lodge a complaint

If you think that your personal data is being processed in violation of applicable law, you can lodge a complaint with the Dutch Data Protection Authority (Dutch DPA):

Autoriteit Persoonsgegevens
PO Box 93374
2509 AJ DEN HAAG
phone: (+31) – (0)70 – 888 85 00.

XIV. Final provisions

To the extent not covered by this Privacy Policy, the provisions of the data protection legislation shall apply.
Any changes to this Privacy Policy shall be notified to you in a manner adequate to the processing of your data.
This Privacy Policy is effective as of 16.05.2022.