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Polish Office in Taipei

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Information regarding the processing of personal data

In accordance with Article 13 of the Regulation of the European Parliament and of the Council (EU) 2016/679 of April 27, 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 (GDPR), we inform you that:

  1. The administrator, within the meaning of Article 4 point 7 of GDPR, of your personal data is the Minister of Foreign Affairs, based in Poland, in Warsaw (00-580), Al. J. Ch. Szucha 23.
  2. The Director of the Polish Office in Taipei, based in TWTC/ITB Suite 1601-1602, No. 333, Sec. 1, Keelung Rd., Taipei, 110, performs the duties of the administrator concerning the data contained in the consular collections he maintains.
  3. The Minister of Foreign Affairs has appointed a Data Protection Officer (DPO), who fulfills his duties regarding the data processed in the Ministry of Foreign Affairs and foreign missions. This role is performed by Mr. Daniel Szczęsny.
    DPO contact details:
    • Office address: Al. J. Ch. Szucha 23, 00-580 Warsaw
    • Email address: iod@msz.gov.pl
  4. Only persons authorized by the Administrator have access to the data.
  5. The data contained in consular collections are processed based on the grounds contained in Article 6(1)(c) of GDPR to fulfill the duties of the Consul of the Republic of Poland arising from separate legal provisions (specified in the table below).
  6. The data are protected under GDPR provisions and cannot be disclosed to third parties who are unauthorized to access them, and they will not be transferred to a third country that does not provide a protection level at least equivalent to that provided by GDPR. Data may be transferred to a third country only when such an obligation is stipulated by Polish law or European Union law, in accordance with Articles 44-46 of GDPR.
  7. Your data may be shared with relevant entities, including public authorities, based on legal provisions.
  8. Providing your personal data is a legal requirement and is necessary for considering the matter.
  9. Unless specific provisions state otherwise, you have the right to control the processing of your data as specified in Articles 15-19 of GDPR, particularly the right to access your data and rectify, delete, or limit their processing (if Articles 17 and 18 of GDPR apply).
  10. Your data will not be processed in an automated manner that could affect decision-making with legal effects or similarly significantly impact you. The data will not be profiled.
  11. You have the right to file a complaint with the supervisory authority at the following address: President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw.

Detailed information regarding the legal basis, purpose, and duration of personal data processing in relation to specific activities performed by the Consul of the Republic of Poland

  LEGAL BASIS PURPOSE DURATION
Matters related to lost documents and the transfer of found documents Act of June 25, 2015 – Consular Law, Act of August 6, 2010, on ID cards Reporting the loss or damage of an ID card and issuing a certificate of loss or damage of an ID card. Transferring registration certificates and driving licenses to Poland. 5 years
Visa matters Act of December 12, 2013, on foreigners, Regulation (EC) No 810/2009 of the European Parliament and of the Council of July 13, 2009, establishing a Community Code on Visas (Visa Code), Act of July 14, 2006, on entry into the territory of the Republic of Poland, stay, and departure from that territory of citizens of EU member states and their family members, Act of June 25, 2015 – Consular Law Issuance or refusal of a Schengen or national visa, revocation, or invalidation of visas, and deciding on a request for reconsideration of a visa application. 1 year (counting from the date of the decision)
Translation matters Act of June 25, 2015 – Consular Law Preparation of document translations, certification of translations, issuance of multilingual standard forms 5 years
Consular assistance matters Act of June 25, 2015 – Consular Law, and in connection with Article 6(1)(c) and (d) and Article 9(2)(c) of GDPR Providing consular assistance 5 years (except for personal data related to the return of accepted deposits or the return of found items, which are processed indefinitely)
Legal assistance matters Act of June 25, 2015 – Consular Law Delivery of documents, hearings, information transfer to the appropriate authority, court, or prosecutor, as per the legal assistance request 5 years
Civil status matters and the Act on name and surname changes Act of November 28, 2014 – Civil Status Act, Act of October 17, 2008, on the change of name and surname, Act of June 25, 2015 – Consular Law Processing a request for actions provided for in the relevant legal provisions 50 year (marriage conducted by the Consul of the Republic of Poland)

10 years (change of name and surname, acknowledgment of paternity, births, deahts, marriages abroad, transcription of civil status records in the Republic of Poland, other civil status matters)
Notarial matters Act of February 14, 1991 – Notarial Law, Act of June 25, 2015 – Consular Law Processing a request to perform notarial activities as provided for in the relevant legal provisions.

10 years (data related to the issuance of a notarial deed)
 

2 years (other notarial activities)
Matters related to the issuance of temporary travel documents Decision of the Representatives of the Governments of the Member States meeting within the Council of June 25, 1996, on the establishment of a temporary travel document, Act of December 12, 2013, on foreigners, and Act of June 25, 2015 – Consular Law Issuance of a temporary travel document or a Polish temporary travel document for foreigners. 10 years
Matters related to Karta Polaka (the Polish Card) Act of September 7, 2007, on Karta Polaka, and Act of June 25, 2015 – Consular Law Granting, refusing to grant, invalidating, or extending the validity of the Polish Card

10 years

2 years in the case of reporting the loss, destruction, or finding of Karta Polaka
School IDs Act of June 25, 2015 – Consular Law Issuance of a school ID 5 years
Certificate issued based on Article 11aa(4) of the Act of October 7, 1999, on the Polish language Act of October 7, 1999, on the Polish language. Issuance of a Polish community certificate. 5 years
Matters related to the legalization of documents and obtaining documents from abroad Act of June 25, 2015 – Consular Law Legalization of an official document drawn up or authenticated in the host country 2 years
Matters related to small border traffic Regulation No. 1931/2006 of the European Parliament and of the Council establishing rules on local border traffic at the external land borders of the Member States and amending the provisions of the Schengen Convention, and Act of June 25, 2015 – Consular Law Issuance, refusal to issue, invalidation of a permit for border crossing within the framework of local border traffic 2 years
Repatriation matters Act of September 7, 2007, on repatriation, and Act of June 25, 2015 – Consular Law Recognition as a person of Polish origin, issuance of a repatriation visa, providing assistance to repatriates from the state budget. 25 years
Inheritance matters Act of June 25, 2015 – Consular Law Realization of inheritance rights belonging to the State Treasury. Indefinitely
Matters related to Polish citizenship Act of April 2, 2009, on Polish citizenship, and Act of June 25, 2015 – Consular Law Processing a request for: granting Polish citizenship by the President of the Republic of Poland, consenting by the President of the Republic of Poland to renounce Polish citizenship, restoring Polish citizenship, confirming possession of Polish citizenship, accepting a statement of consent to acquire Polish citizenship, renouncing Polish citizenship, recognition as a Polish citizen.

20 years (for determining citizenship, acquisition, granting, restoration, and loss of citizenship)

5 years (for other correspondence in citizenship matters)
Matters related to obtaining information Act of June 25, 2015 – Consular Law Providing information 2 years
Matters related to issuing certificates Act of June 25, 2015 – Consular Law Issuance of a certificate serving the realization of the legal interest of the

10 years, and in the case of issuing a certificate for the import or transport of weapons and ammunition through the territory of the Republic of Poland, transport of corpses, or exhumation, 5 years.
Matters concerning the provision of support to the Polish abroad Law of June 25, 2015. - Consular Law, and on the grounds of Article 6(1)(d) and Article 9(2)(c) of the RODO Protection of the interests of Polish citizens and Polish legal entities temporarily residing abroad, including information on emergency and crisis situations 5 years
Nationwide elections and referendums Law of June 25, 2015. - Consular Law and the Law of January 5, 2011 - Election Law Conducting voting in elections for the President of the Republic of Poland, the Sejm of the Republic of Poland and the Senate of the Republic of Poland, the European Parliament, and a national referendum. 5 years
Seaman's book related issues and other maritime matters Law of June 25, 2015. - Consular Law, Law of June 29, 2020. Maritime Code,
Act of August 18, 2011 on maritime safety,
Act of March 16, 1995 on the prevention of marine pollution from ships,
Act of August 5, 2015 on work at sea		 Issuance of the Seaman's book, issuance of temporary certificate of Polish nationality of the ship, safety certificate of the ship

10 years in Seaman's book cases, 5 years in other cases
​​​EPUAP Act of February 17, 2005 on informatization of the activities of entities performing public tasks Confirmation of the trusted profile (profil zaufany) 20 years
Cases concerning applications for permission to serve in a foreign army, access to documents in the resources of the IPN (Institute of National Rememberance) Act of June 25, 2015. - Consular Law Transmission to the competent authority of an application for permission to serve in a foreign army or foreign military organization, transmission to the IPN of an application for access to documents in the resources of the Institute of National Remembrance 10 lat 
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