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Information on the processing of personal data at the University of Warsaw – grant for a project within the framework of a competition/call for proposals

Data Controller

The University of Warsaw, 26/28 Krakowskie Przedmieście, 00-927 Warsaw is the Controller of your processed personal data.

You can contact the Controller:

  • via mail: University of Warsaw, 26/28 Krakowskie Przedmieście, 00-927 Warsaw;
  • by phone: 22 55 20 000.

Data Protection Officer (DPO)

The Controller has appointed a Data Protection Officer (DPO) who may be contacted via e-mail at: iod@adm.uw.edu.pl.

You may contact the DPO in all matters regarding your personal data processing by the University of Warsaw and executing your rights related to personal data processing.

However, the DPO’s duties shall not include other matters, such as giving info on getting a grant for a project as part of a competition you’re applying for or a project you’ll be taking part in.

Purposes of and legal basis for processing

Your personal data will be processed for the purposes of financing, implementing and settling grants for the project within the competition for which you are submitting/have submitted an application or the project in which you will participate.

The basis for personal data processing is provided by:

  • Article 6(1)(c) of the GDPR¹ – processing is necessary for compliance with a legal obligation to which the controller is subject (the Higher Education and Science Act, implementing regulations to the Act, as well as accounting and tax regulations);
  • Article 6(1)(e) of the GDPR – processing is necessary for the performance of a task carried out in the public interest (to the extent necessary to ensure the development of science and innovation in the economy);
  • Article 6(1)(f) of the GDPR – processing is necessary for the purposes of the legitimate interests pursued by the controller.

Furthermore, if applicable, the personal data indicated in the application may be processed on the basis of Article 6(1)(a) of the GDPR i.e. based on your consent to processing.

Consent may be revoked at any time, for example by sending an e-mail to the address to which you are submitting/have submitted your competition documents. Please be reminded that withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

Data retention period

Your data will be processed for the period necessary to achieve the above-mentioned purposes and to make the necessary settlements, and after its completion, for the period required by the archiving regulations, including the University of Warsaw Office Instructions.

Data recipients

Access to your personal data will be granted to authorised employees, associates or students of the University of Warsaw who need to process your data in connection with the performance of their official duties related to the implementation and settlement of the project within the framework of the competition for which you are submitting/have submitted an application or the project in which you will participate.

The recipients of your data may also include entities to whom the controller entrusts the performance of specific activities that require the processing of personal data. A personal data processing agreement will be signed with these entities to ensure an adequate level of protection for your personal data.

Your personal data will not be subject to automated decision-making, including profiling.

Data transfers outside of the European Economic Area (EEA)

Your data may also be processed by Google, our G-Suite for education service provider (with whom we have signed a data processing agreement) at their data processing centers².

Rights connected with data processing

We guarantee you the ability to exercise all your rights according to the principles specified by the GDPR, i.e. the right to:

  • access the data and receive a copy;
  • rectify (correct) your personal data;
  • restrict personal data processing;
  • erase personal data (subject to Article 17(3) of the GDPR);
  • lodge a complaint with the President of the Personal Data Protection Office if you believe that the personal data processing violates the personal data protection laws.

Obligation to provide data and consequences of failure to provide data

Providing the data indicated in the form is necessary to achieve the intended purpose. Failure to provide the data will result in the inability to consider your application in the competition to which you are applying/have applied or the project in which you will participate. Providing personal data processed on the basis of consent is voluntary.

¹ 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).

² https://www.google.com/about/datacenters/inside/locations/index.html