Privacy

Privacy policy

The House of Life is administered by Fundacja Living Stones, (KRS  432976) whose registered office is located at ul. Boczna 4, 32-600, Brzezinka, and is the Data Controller (known in Poland as the Data Administrator) of personal data.

Contents

Introduction

We (Fundacja Living Stones) process personal data for three main purposes:

  • When you subscribe to receiving emails from us.
  • When you want to enter into an agreement (contract) to serve at the House of Life
  • Safeguarding

These are three separate data bases, with different data being collected and different methods of processing of the data.

But before we look at each one separately, we will describe the general requirements which apply to all. And at the end we will look at the general rights for all personal data that we have.

General Information

We are governed by the GDPR EU Regulation of 2016/679 of the European Parliament and Council of 27 April 2016. This regulation gives individuals rights over how their personal information is used and sets out rules for organisations that process personal information.

Our standards

We apply the EU General Data Protection Regulation of 2016 as our standard and are committed to:

  • protecting the confidentiality and integrity of personal data and collecting, storing and processing this data in accordance with applicable EU law.
  • explaining why personal data is required, only asking for personal data that is necessary, and only storing personal data for as long is as necessary.
  • allowing people to exercise their rights regarding personal data, including the right to lodge a complaint if they believe their data has been mishandled.
  • ensuring that suspected or actual breaches of information are suitably investigated.

We take appropriate practical and technical measures to ensure the personal data is stored safely and securely.

We do not disclose your personal data to third parties other than in the following cases:

  • with your authorisation;
  • at the request of the competent legal authorities, upon judicial request, or in the context of a legal dispute.

We, in certain situations, such as allegation of a crime or abuse, have a legal obligation to provide competent government bodies and law enforcement bodies with the information they require and may do so without your consent. Where we do share personal information with these types of organisations, we take reasonable measures to ensure it is protected.

The only people who have access to  your personal data are staff members who are appropriately trained in handling of personal data and in the importance of confidentiality. They only process the data for the purpose for which it was collected.

Our Cookies policy describes what cookies we use on our website and their purpose.

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Fundacja Living Stones’ processing of personal information when you subscribe to receiving emails from us.

What do we do with this data?

We send you emails containing our newsletters, blog posts, updates and announcements.

How do we receive your personal data?

We use BREVO (www.brevo.com) whose registered office is in France and who are subject to the same EU GDPR as us as the Data Processor for the purpose of sending out the newsletter. When you subscribe, your data is collected by Brevo and is stored on their servers within the EU.  For more information, see Brevo’s Privacy policy.

What data is collected?

Your email address, first name, surname, IP address and date and time of registration to receive the newsletter are collected and stored in order to receive our newsletter. Other information that may be stored are the optional fields of “Country” and “How did you hear about us?”.

Where is your data kept?

Your data is kept on Brevo’s servers in the European Union. We also keep a back up in a designated external drive with three tier security for the sole purpose of storing your data safely and securely.

You have the right to unsubscribe any time

You have the right to unsubscribe from our subscription list at any time at https://thehouseoflife.org/unsubscribe. On unsubscribing, personal data is automatically deleted.

The purpose of personal data processing    Legal basis for processing
In order for FLS and thehouseoflife.org to send out emails to you after you have subscribed to the mailing list.    Execution on the basis you have subscribed to the mailing list
 legal basis:  art. 6 para. 1a GDPR
 Art. 6 GDPR – Lawfulness of processing – General Data Protection Regulation (GDPR)

          

    

Fundacja Living Stones’ processing of personal information when you apply to serve at the House of Life.

What do we do with your personal data?

We use this data when we process your application to serve at the House of Life, and then store a record of your personal data during your period of service.

How do we receive your personal data?

This data comes from email, contact, application and consent forms, declarations of no criminal records, copies of ID and/or passport pages and other documents from your country of residence, e.g. visa, the certificate of completion of the safeguarding course, in both electronic and paper form.

The provision of personal information is voluntary but necessary in order for you to serve at the House of Life.

What personal data is collected?

The data collected will include personal information necessary for processing your suitability for the position you are applying for; any special requirements you need (for example, due to a disability); any nationality and visa information required to stay and volunteer in Poland; any training completed necessary for the position; and also any declarations of no criminal record, character references and data processing consent forms.

Where is your personal data kept?

Your data is kept in a designated external drive with three tier security for the sole purpose of storing your data safely and securely.

How long will we retain your personal data?

You will have the right to request your personal data to be deleted at the end of your service, but by default, in case you should wish to return again for another period of service, we will store your personal information for seven years. If you allow us to do this, you will not have to repeat the entire application process. If you return for more than one period of service, your personal data is held from the date of completion of the most recent period of service.

An exception to the above is in the case of an allegation of abuse concerning you during your period of service. In this case, your personal data will be stored until the investigation is concluded.

The purpose of personal data processingLegal basis for processing
In order for FLS to enter into agreement with you to serve at the House of Life.               execution on the basis of a contract you are a party to legal basis:  art. 6 para. 1b GDPR  Art. 6 GDPR – Lawfulness of processing – General Data Protection Regulation (GDPR)  
For internal administrative purposes  execution of the legitimate interests of the Controller of personal data legal basis:  art. 6 para. 1f GDPR Art. 6 GDPR – Lawfulness of processing – General Data Protection Regulation (GDPR)    

Fundacja Living Stones’ processing of personal information for Safeguarding Purposes

Safeguarding is a moral and legal requirement for an organisation such as ours. We want to keep people safe and we want people to feel safe. We have a Safeguarding Officer (SO) to help us in this matter. The SO keeps certain records in order to fulfil his/her duties.

What personal data will the SO keep?

The SO will retain:

  • Records of Safeguarding training completed by staff (Councillors, Directors, Employees, Long term Volunteers and Residential Volunteers).
  • Staff’s completed survey forms (completed once a year)
  • Any reports of failure of the Safeguarding Policy within FLS / HoL
  • All information given to the SO regarding allegations of abuse, report cards, and records of the action taken.

Where will the SO keep this data?

The SO will keep this personal data in a designated location with a three tier security kept for the sole purpose of keeping safeguarding data safely and securely.

How long will the SO retain the information?

Data regarding staff records of safeguarding training and completed survey forms

You have the right to request your personal data be deleted at the end of your service, but by default, in case you should wish to return again for another period of service, we will store your personal information for seven years. If you allow us to do this, you may not have to repeat the entire safeguarding training. If you return for more than one period of service, your data is held from the date of completion of the most recent period of service.

Data specifically relating to allegations

Data specifically relating to allegations that are unfounded will be deleted unless you request in writing that they are kept securely by us.

For other allegations, the record of the allegation, actions undertaken and intervention by legal authorities (if appropriate) and any resolution will be kept securely in a confidential file. You may request a written summary of the parts of the record which concern you.

For further details, contact: f.livingstones@gmail.com

The purpose of personal data processingLegal basis for processing
In the case Police or other competent government authorities demand information regarding you.   processing is necessary for compliance with a legal obligation. legal basis:  art. 6 para. 1c GDPR Art. 6 GDPR – Lawfulness of processing – General Data Protection Regulation (GDPR)  
To protect your or another individual’s vital interests in the case of illness, emergency or natural disaster if you are physically or legally unable to give consent.Processing is necessary in order to protect the vital interests of the data subject or of another natural person. legal basis:  art. 6 para. 1d GDPR Art. 6 GDPR – Lawfulness of processing – General Data Protection Regulation (GDPR)  
For internal administrative purposes  Execution of the legitimate interests of the Controller of personal data. legal basis:  art. 6 para. 1f GDPR Art. 6 GDPR – Lawfulness of processing – General Data Protection Regulation (GDPR)  

Your rights listed below apply to any personal data that we may have relating to you.

Your rights in relation to how we use your personal information

You can exercise your rights by submitting a request in writing to

Fundacja Living Stones
ul. Boczna 4
32-600 Brzezinka
f.livingstones@gmail.com

You will need to provide proof of your identity and any information we may reasonably need in relation to your request (for example, details of Fundacja Living Stones’ office or staff with whom you have had contact and when).

We will only begin looking for information after we confirm your identity. If we feel that what you are asking for is excessive or your claim is unfounded, we reserve the right to refuse your request.

Your right to access your personal information

You have a right to ask what personal data we hold about you, to see or receive a copy of it, to be informed about why we use it, for how long we keep it and whether there is automated decision-making in relation to your personal data.

Your right to rectification

You can ask us to rectify any inaccurate personal data held by us about you. In that case, we will temporarily stop using it and take appropriate steps to correct it. If necessary, we will ask you for supporting evidence.

Your right to erasure (“the right to be forgotten”)

In certain circumstances, you can ask us to delete your personal information:

  • If we no longer need your personal data to achieve the purposes for which we originally collected it.
  • If you decide to withdraw the consent you had previously given us to process your personal data and there is no other legal ground for our processing. Please note: withdrawing your consent does not make unlawful our processing of your personal data up until that moment. Even if you withdraw your consent during your period of service, your personal data will be retained until completion of service.
  • If you object to how we use your data and no other lawful processing grounds apply.
  • If you think we have processed your personal information unlawfully.

If any of the above situations apply, we may ask you for further information to verify this. We may not always be able to comply with your request if there are specific legal reasons that we will notify you of.

Your right to restrict processing

In some situations, you can limit the way we use your personal data, for example:

  • If you question the accuracy of the information we hold about you, we will restrict its use until we are able to determine the correctness of such data.
  • If you think we are processing your personal data unlawfully and you do not want us to delete this information but prefer us to restrict its use instead. 
  • We no longer need your data for the purposes for which we collected it, but you need this information to establish, exercise or defend legal claims.
  • You have objected to the processing (see next section) and we need to decide whether the legitimate interests we have to process this information override your fundamental rights.

In these cases, we will stop processing your data except for storing it. We reserve the right to refuse a request where this information may be needed for legal claims, or where we have a valid lawful basis.

Your right to object

You have the right to object to us processing your personal data in certain circumstances.

If you object to our processing that was based on our legitimate interest, we will restrict our use of your data while we re-assess whether our legitimate grounds override yours. 

Your right to data portability

This right enables you to move some personal data from one IT environment to another so it can be re-used for your own purposes across other services. You have the right to receive a copy of the information you have provided to us in a structured, commonly used and machine-readable format. You also have the right to ask us to send this information to another organisation. There are some situations in which the right to data portability does not apply.

Your right related to automated decision making (including profiling)

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

Your right to complain to a national data protection regulator/supervisory authority

If you think we have processed your personal information unfairly or unlawfully, or we have not complied with your rights under GDPR, you have the right to take your complaint to the national data protection regulator.

Complaints about how we process your personal information can be addressed to the Polish Personal Data Protection Office  (Urząd Ochrony Danych Osobowych):

https://uodo.gov.pl/p/kontakt

If you believe that the issues you are concerned about have taken place in an EU country outside of Poland:

Contact details of national supervisory authorities in countries located in the European Economic Area (European Union + Iceland, Liechtenstein and Norway) are available in the European Data Protection Board website.

https://www.edpb.europa.eu/about-edpb/about-edpb/members_en

Many data protection supervisory authorities ask that you contact us first to describe your concerns and to allow us to try and put the issue right, before they start looking into your complaint or concern.

General Data Protection Queries

If you wish to communicate with us about this Privacy Policy, or any issue relating to data protection, please contact us using the following channels:

Fundacja Living Stones
ul. Boczna 4
32-600 Brzezinka
f.livingstones@gmail.com

Changes to the Privacy Policy

We may make changes to this Privacy Policy. All changes will be uploaded to the Privacy Policy on Fundacja Living Stones’ website.

Date of issue: 9th April 2025