Privacy policy

1. Who controls your data

The controller of your personal data is Stowarzyszenie Rotary Club Warszawa-Belweder, with its registered office in Warsaw.

For matters concerning personal data, you can contact us at: warszawabelweder@rotary.org.pl

2. What data we collect

We have no user accounts and no login. We receive personal data mainly when you pass it to us yourself — through the form, by e-mail or by any other means of contact.

• From the enquiry form — exactly what you type into it. The list of fields is below.
• From correspondence — everything you send us by e-mail: the sender address, the text and any attachments.
• Images and names — in photographs from events and from the club archive, shown in the historical part of the site. Section 8 covers this separately.
• Anonymous visit statistics — which page, which country, what kind of device, where the visit came from. These figures cannot tell anyone who visited us. The counter is not running yet — this point will apply only once it is switched on (section 4).

The form on the “Join” page

The form is for getting in touch with people who would like to get to know the Club better or are interested in membership.

In the form we may ask for the following information:

• name and surname — so we know who we are writing to;
• e-mail — so we can reply;
• phone — optional, if you would rather talk than write;
• your profession or what you do — optional; so that we can get to know your experience and interests better;
• a few sentences on why Rotary — the start of a conversation, not a questionnaire;
• the language you are writing in — the only hidden field: the form adds it itself so that the reply goes out in your language.

Data sent through the form goes to the Club's e-mail inbox and is used solely to handle your enquiry and for further contact about membership, a visit to the Club or its activities.

Without a separate legal basis, we do not use this data either to send a newsletter or to build a marketing database.

If the form is temporarily unavailable, you can contact us directly by e-mail — the same data processing rules apply in that case.

See what the enquiry looks like →

3. Why we need the data, and on what basis

Every purpose has its basis in Art. 6(1) GDPR:

• Answering your enquiry or letter — steps taken at your request before you might join the club (point b) and our legitimate interest, that is, ordinary correspondence (point f). We do not rest this on consent: asking “do you agree that we may reply to you?” would be pointless — you are writing to us precisely in order to get a reply.
• Telling people what the club does — reports, history and photographs: legitimate interest (point f); for a portrait of a particular person, that person's consent (point a).
• Membership records — obligations arising from membership (point b) and the association's statutory duties (point c). This concerns club members only.
• Visit statistics — legitimate interest: we want to know which pages people actually read (point f). This basis will start to apply together with the counter, which does not exist yet (section 4).

We do not use data for profiling or for making decisions about you solely by automated means. We do not sell personal data.

4. Cookies, analytics and browser storage

This site uses no cookies. There is no counter that sets them, no advertising, no social plugins. We serve the typefaces from our own server rather than someone else's cloud — so your IP address is not handed to anyone along the way.

In browser storage (localStorage) we save two things, both of which stay on your device and never reach us. First, the site theme — light or dark, under the key rcwb-tema, and only when you choose it yourself. Second, the time you sent the form, under the key rcwb-forma: for one minute it stops the page from sending the same message twice, so the club does not receive duplicates. The language you pick is stored nowhere: it lives in the page address — /pl/, /uk/, /en/.

That entry holds no name, no IP address and no identifier of any kind; it is sent to nobody and cannot be used to recognise you. You may delete it at any time in your browser settings — the site will carry on working; it will simply fall back to the theme set in your system.

Visit statistics

We do not currently run any visit analytics.

If we launch Cloudflare Web Analytics in the future, we will update this policy so that it describes what the tool actually does and how data is processed.

5. Who we may pass data to

We do not sell data and we hand it to nobody for their own purposes. We do, however, use services that the data passes through technically — and we would rather name them:

• Site hosting — OVH: stores the site's files and delivers them to your browser.
• Form handling — Web3Forms: turns a submitted enquiry into an e-mail to the club.
• Club mailbox — an address in the rotary.org.pl domain, run by District 2231.
• Rotary International and District 2231 — club members' data only, and only as far as membership records require.

6. How long we keep data

We keep data only for as long as needed to achieve the purpose for which it was collected, and then for as long as the law requires or as needed in connection with possible legal claims.

• correspondence and enquiries — for as long as it takes to handle the matter, and then at most for the period needed in case of possible legal claims;
• Club members' data — throughout membership and, after it ends, for as long as the law requires and as needed to keep the Association's records;
• data related to financial settlements and formal documentation — for the period set by the applicable law;
• images and photographic material — for as long as the material is published or until further processing no longer has a legal basis;
• technical data and server logs — for the period that follows from the settings and operating rules of the technical service providers.

Once the relevant period is over, we delete the data, anonymise it or restrict its further processing.

7. Your rights

Regarding your own data you may, at any time:

• find out what data we hold about you and receive a copy of it;
• correct whatever is wrong or out of date;
• ask for the data to be erased;
• restrict its processing or object to it;
• move the data to another controller;
• withdraw consent where we asked for it — that is, for a photograph showing an identifiable person. A message sent through the form does not rest on consent (see section 3), so there is nothing to withdraw there; the right to object above serves that purpose. Withdrawal does not undo what we lawfully did beforehand.

To exercise your rights, write to us at: warszawabelweder@rotary.org.pl
We will respond to your request without undue delay and in any event within the time limit set by the GDPR.

If you believe that we are processing your personal data unlawfully, you have the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych) — uodo.gov.pl

8. Photographs and likeness

Photographs from events in which a person is part of a larger whole — such as a meeting, a gathering or a public event — may be published without separate permission to disseminate their image, provided the conditions laid down by law are met. For portraits and photographs in which a specific person is the main subject, we generally base publication on another appropriate legal basis.

We publish photographs from the Club's archive as part of its history and a record of its activities. We try to accompany them with a description, a date or approximate period, and information about the source, where such details are available.

If you do not want your photograph to be published on the site, write to us at: warszawabelweder@rotary.org.pl
We will review your request and take appropriate action.

9. Links to other sites

Links lead outwards from this site — to Rotary services, to the club's page on social media and to the pages of the causes we write about. We do not list them here by name: that list changes together with the content of the site, and the policy is meant to stay true after such a change too. Clicking one takes you to someone else's service, where their rules apply and not ours; we are not answerable for how those services handle data. Until you click, nothing is sent to them: we embed no map, no video and no widget on any page of this site.

10. Changes to this policy

We may change this policy — for instance when a new service or a new form appears. The version published here at any given moment is the one that applies.