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Information Notice of the Minister of Finance, Development Funds and Regional Policy concerning processing of personal data in course of the implementation of the Swiss-Polish Cooperation Programme (SPCP)

The controller of personal data processed in the Ministry of Development Funds and Regional Policy under the Swiss-Polish Cooperation Programme[1] is the Minister of Finance, Development Funds and Regional Policy, 2/4 Wspólna Str., 00-926 Warsaw, hereinafter referred to as the Data Controller or the Minister. 

I. The purpose of personal data processing

The purpose of data processing is to carry out the tasks of the National Coordination Unit.

II. Legal basis for the processing of personal data 

The legal basis for data processing is the fulfillment of legal obligations incumbent on the  Minister (Article 6 paragraph 1 letter c of the GDPR[2]), in connection with the Framework Agreement between the Government of the Republic of Poland and the Swiss Federal Council concerning the implementation of the Swiss-Polish Cooperation Programme to reduce economic nad social disparities within the enlarged European Union, adopted on 20 December 2007[3], in conncetion with Memorandum of Understanding between Swiss Federal Council and the European Union adopted on 27 Februrary 2006.

III. Data retention period

Personal data will be stored for a period of 10 years from the project completion.After the lapse of the aforementioned period personal data will be subject to archiving in accordance with the provisions of the Act of 14 July 1983 on the national archival resources and archives[4].

IV. Types of data processed

Name, surname, position, name of the entity, address of the registered office of the entity, telephone number, e-mail address, PESEL numer.

Category of persons:

  • persons authorised to make binding decisions and working contacts from the institutions involved in the implementation of the programme, applicants, project promoters, grant recipients and partners;
  • participants of trainings, competitions, conferences, committees, meetings and recipients of assistance;
  • other persons whose data is processed in connection with the examination of eligibility of expenditure.

V. Obligation to provide data

Providing personal data is voluntary but necessary to apply for grants, implementation, settlement of the programme, project or agreement under the Swiss-Polish Cooperation Programme.

VI. Source of data

Data subjects and other sources, in particular entities indicated in categories of persons listed in point IV.

VII. Recipients of data

The employees and associates of the Ministry of Development  Funds and Regional Policy have access to personal data. Moreover, personal data may be/is entrusted or made available to:

  • The Ministry of Finance and the institutions and authorities of the Donor State as well as entities invloved in the implementation of the programme;
  • contractors, including entities providing services to the Minister related to the operation and development of IT systems and ensuring communications, in particular IT solution providers and telecommunications operators, as well as to entities providing consultancy services, audits, controls, trainings, support and evaluations;
  • public authorities (based on the provisions of law), including Statistics Poland (Główny Urząd Statystyczny) and the Social Insurance Institution (Zakład Ubezpieczeń Społecznych).

VIII. The rights of data subject

  • the right to access and rectify your personal data
    In exercising this right, you may ask the Minister, among other things, whether the Minister is processing your personal data, what personal data the Minister is processing and where the Minister obtained it from, as well as the purpose of processing, its legal basis and how long the data will be processed. In case the processed data are out of date you may request the Minister to update it.
  • the right to obtain the restriction of the data processing – if the grounds set out in the Article 18 of the GDPR are met
    The restriction of personal data processing results in the Minister only being able to store personal data. The Minister may not pass the data to other entities, modify or delete them. The restrifction of personal data processing is temporary and lasts until the Minister assesses whether the personal data is correct, processed in accordance with the law and necessary for the purpose of processing.
  • the right to obtain the erasure of personal data – if the grounds set out in the Article 17 of the GDPR are met
    The right to erasure of personal data is based, among others, on the following grounds: the personal data are no longer necessary in relation to the purposes for which they were collected by the Minister or the personal data have been unlawfully processed.
  • the right to lodge a complaint to the President of the Personal Data Protection Office
    A request for the implementation of the aforementioned rights (a-c) should be sent to the addresses indicated in the point X. The correspondence should include the annotation: "Protection of personal data – Polish-Swiss Cooperation Programme". 

IX. Information about automated decision making, including profiling

Personal data will not be subject to automated decision making, including profiling.

X. Contact with Data Protection Inspector

Data Protection Inspector, ul. Wspólna 2/4, 00-926 Warszawa (e-mail:


[1] Swiss-Polish Cooperation Programme is a non-returnable foreign aid granted Poland and other 11 EU members, which acceded to the European Union on May 1st, 2004, by Switzerland. The overall objective of the Swiss contribution is to contribute to the reduction of the social and economic disparities between Poland and most developed countries of the EU as well as disparities in Poland between urban centers and structurally underdeveloped regions. More information available at:

[2] Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 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 (General Data Protection Regulation, Official Journal of the European Union L 119/1 of 4 May 2016, p.1).

[3] Official Journal of 2008 Nr 75 item 672.

[4] Journal of Laws of 2008 item 164.