Notification of changes in the data filing system
According to Art. 41 paragraph 2 of the Act on Personal Data Protection, the controller shall be obliged to notify the Inspector General about any changes affecting the information contained in the notification. The update shall be made within 30 days following the date of the change introduced to the filing system. This obligation does not apply e.g. to the controller’s name, address of its seat or the scope of personal data processed in the file.
The notification of changes is regulated by relevant provisions on registration of data filing system. For the controller of the filing system it means first of all that he has to notify changes in the filing system on the same form which is used for notification of data filing system to registration. After having received information on such a change GIODO makes relevant updates of entries in the registry.
The notification of changes in the filing system can be also made by means of a computer programme used for proper filling in of notifications available on GIODO’s website at e-GIODO application. To this aim one has to find a specific filing system in the online version of the register of personal data filing systems available within e-GIODO application and use the option „Use for update request” (“U?yj do wniosku aktualizacyjnego”). Update notification can be sent electronically also in case where the applicant does not have an electronic signature. In such case the printout of notification sent electronically shall be accompanied by the applicant’s signature and seal and sent by post or submitted at GIODO’s seat.