Membership Application Consent

Effective Date: 23 Sep 2024

I hereby give my consent to the Kerala Association of Poland (KAP) to collect, process, and store my personal data as provided in this membership application form. I understand and agree to the following:

Purposes of data processing:

Processing my membership application
Managing my membership with KAP
Communicating with me about KAP activities and events
Communicating with governmental agencies, law enforcement agencies, the Embassy of India in Warsaw, the Ministry of External Affairs, Government of India, and other relevant authorities for the purpose of ensuring the welfare of KAP members. This may include, but is not limited to:
1. Assisting in emergencies or crisis situations
2. Facilitating consular services
3. Supporting members in legal or administrative matters
4. Coordinating community welfare initiatives
5. Verifying membership status when required by authorities

Personal data collected:

KAP will collect and process the following personal data:
- Full name (as per legal documents)
- Contact details (email and phone number)
- Legal residence status in Poland
- Expiry of current legal status
- Origin from Kerala (Yes/No)
- Place of origin in Kerala (if applicable)
- Nature of connection or interest in Kerala culture (if not from Kerala)
- Regional Chapter affiliation

Optional data

I understand that providing information about my place of origin in Kerala is optional and may be considered special category data under GDPR. By providing this information, I explicitly consent to its processing for the purposes stated above.

GDPR rights

I am aware of my rights under GDPR, including the right to withdraw my consent at any time, which will not affect the lawfulness of processing based on consent before its withdrawal.

Data retention

I understand that my data will be kept for the duration of my membership and for a period of 5 Years after membership cessation for legal and administrative purposes.

Privacy Notice

I confirm that I have read and understood the KAP Privacy Notice provided with this form.

Consent Declarations

[ ] I have read and agree to KAP's Privacy Notice and consent to the collection and processing of my personal data as described therein.
[ ] I understand that some of the information I provide (such as place of origin in Kerala) may be considered sensitive data under GDPR, and I explicitly consent to its processing for the purposes stated in the Privacy Notice.
[ ] I consent to KAP sharing my personal data with governmental agencies, law enforcement agencies, the Embassy of India in Warsaw, the Ministry of External Affairs, Government of India, and other relevant authorities when necessary for the welfare of KAP members, as described in the "Purposes of Data Processing" section.

Privacy Notice

Data Controller

STOWARZYSZENIE KERALA W POLSCE

Aleja Krakowska 41, 05-090 Janki

KRS: 0000995167 REGON: 523286916

NIP: 5342655741

Types of Personal Data We Collect

We collect and process the following personal data:

Full name (as per legal documents)
Contact details (email and phone number)
Emergency contact in Poland (optional)
Legal residence status in Poland
Expiry of current legal status
Origin from Kerala (Yes/No)
Place of origin in Kerala (if applicable)
Nature of connection or interest in Kerala culture (if not from Kerala)
Regional Chapter affiliation

Purposes of Data Processing

We process your personal data for the following purposes:

Processing your membership application
Managing your membership with KAP
Communicating with you about KAP activities and events
Communicating with governmental agencies, law enforcement agencies, the Embassy of India in Warsaw, the Ministry of External Affairs, Government of India, and other relevant authorities for the purpose of ensuring the welfare of KAP members. This may include, but is not limited to:

1. Assisting in emergencies or crisis situations

2. Facilitating consular services

3. Supporting members in legal or administrative matters

4. Coordinating community welfare initiatives

5. Verifying membership status when required by authorities

Legal Basis for Processing

We process your personal data based on:

Your explicit consent
Legitimate interests of KAP in managing its membership and ensuring member welfare

Recipients of Your Data

Your personal data may be shared with:

KAP administrative staff
Regional Chapter coordinators
Governmental agencies
Law enforcement agencies
Embassy of India in Warsaw
Ministry of External Affairs, Government of India
Other relevant authorities as necessary for member welfare

Data Retention

We will retain your personal data for the duration of your membership and for a period of 5 years after membership cessation for legal and administrative purposes.

Your Rights

Under GDPR, you have the right to:

- Access your personal data

- Rectify inaccurate personal data

- Request erasure of your personal data

- Restrict processing of your personal data

- Data portability

- Object to processing of your personal data

- Withdraw consent at any time

Sensitive Data

Information about your place of origin in Kerala is considered sensitive data under GDPR. We only process this data with your explicit consent and for the purposes stated in this notice.

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing and against accidental loss, destruction, or damage.

How to Contact Us

contact@kap.org.pl

Right to Lodge a Complaint

You have the right to lodge a complaint with a supervisory authority if you believe your data has been processed in violation of GDPR.

Get in Touch

You may contact contact@kap.org.pl if any questions or concerns. We will be happy to assist you.