AI Safety Poland Foundation
Privacy Policy
- Effective date:
- June 11, 2026
- Date of current version:
- July 10, 2026
1. Data Controller
The Controller of your personal data is the AI Safety Poland Foundation, with its registered office at Święty Marcin 29/8 Street, 61-806 Poznań, entered in the relevant register of the National Court Register under KRS number 0001247485, NIP 7831955886 and REGON 544992138 (the “Foundation” or “Controller”).
In all matters concerning personal data protection, contact us by e-mail at contact@aisafety.org.pl or by mail to our registered office. The Foundation has not appointed a Data Protection Officer; the Management Board serves as the contact point for data matters.
2. Basic concepts
GDPR refers to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons regarding the processing of personal data and the free movement of such data, repealing Directive 95/46/EC.
3. Purposes, scope and legal basis of processing
Depending on how you interact with us, we process your data for the following purposes:
| Category of people / purpose | Scope and purpose of processing | Legal basis / period |
|---|---|---|
| Contact persons (e-mail, form) | Name, surname, e-mail address and correspondence content — responding and conducting correspondence. | Article 6(1)(f) GDPR (handling inquiries, communication and defence against claims). Until the matter is resolved plus the applicable limitation period. |
| Newsletter subscribers | E-mail address and name — sending information about the Foundation’s activities. | Article 6(1)(a) GDPR; Article 6(1)(f) GDPR for storing proof of consent and defending claims. Until consent is withdrawn. |
| Participants of events / courses / programmes | Registration and contact details — organisation and implementation of statutory activities. | Article 6(1)(f) GDPR; Article 6(1)(b) GDPR for paid events; Article 6(1)(c) GDPR for billing. Duration of the activity plus the required billing/reporting period. |
| Collaborators, volunteers, candidates | Identification and contact data, CV data — establishing and implementing cooperation and recruitment. | Article 6(1)(b), (c) and (f) GDPR; Article 6(1)(a) GDPR for optional data. Recruitment: up to 6 months; cooperation: duration plus limitation period. |
| Donors / representatives of grantors (Coefficient Giving, BlueDot Impact) | Representatives’ contact details and data required to settle grants and donations. | Article 6(1)(c) and (f) GDPR. Five years as required by accounting and tax law, counted from the start of the following year. |
| Career counselling participants | Identification and contact information, CV, experience and career information, and interview notes — counselling, advisor matching and programme evaluation. With express consent, designated data may be transferred to a specific organisation. | Article 6(1)(b) GDPR; Article 6(1)(f) GDPR for evaluation; Article 6(1)(a) GDPR for third-party transfer. Duration of participation plus 12 months. |
| People visible in event photos/recordings | Image captured during Foundation events — documentation and promotion of statutory activities. | Article 6(1)(f) GDPR for general event documentation; Article 6(1)(a) GDPR and Article 81 of the Copyright Act for individual publication. Until a successful objection. |
| Community members (Slack) | Name/nickname, e-mail address, profile data and message content — running the AI Safety Poland community and communicating about the Foundation’s activities. | Article 6(1)(f) GDPR; Article 6(1)(c) GDPR where legally required. Until leaving the community or successfully objecting. |
4. Voluntary provision of data
Providing personal data is voluntary, but may be necessary to receive a response, subscribe to a newsletter or participate in an event. Failure to provide data may prevent these activities. Consent to transfer a CV or other data to a specific organisation is voluntary and does not affect participation in career counselling.
5. Data recipients
Data may be transferred to processors acting for the Foundation and to separate controllers, only where necessary:
- IT, hosting and e-mail providers (ProtonMail, Google Workspace)
- communication and work-organisation providers (Slack, Zoom, Google Meet, Airtable)
- the Foundation’s accounting office
- the bank and entities authorised by law
- grantors and partners (Coefficient Giving, BlueDot Impact)
- organisations conducting recruitment or career-development projects — only after separate consent
6. Transfer of data outside the EEA
Some providers and funders are based in third countries, particularly the United States. Transfers rely on safeguards under the GDPR, especially standard contractual clauses or an adequacy decision. You may obtain a copy of the safeguards by contacting the Controller.
7. Data storage period
We store data for the period necessary for its purpose, then for the period required by law (generally five years) or until claims expire. Data based on consent is stored until withdrawal. Detailed periods appear in section 3.
8. Your rights
In connection with data processing, you have:
- the right to access data and obtain a copy
- the right to rectify data
- the right to have data deleted
- the right to restrict processing
- the right to data portability
- the right to object to processing based on legitimate interests
- the right to withdraw consent at any time
To exercise these rights, write to contact@aisafety.org.pl. You may also complain to the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw.
9. Profiling
Your data is not used for automated decision-making, including profiling that produces legal effects.
10. Cookies
Our website uses cookies—small text files stored on your device. We use:
- necessary cookies — required for the proper functioning of the website (Article 6(1)(f) GDPR)
- analytical and statistical cookies — only with consent expressed through a cookie banner
You can change browser cookie settings or withdraw consent at any time. Disabling some cookies may limit site functionality.
11. Changes to the Privacy Policy
We reserve the right to update this Policy. The current version is always published on our website with its effective date.
