GDPR

Institute processes the personal data because it is necessary to perform its task carried out in public interest, i.e. supporting the  scientific research, disseminating knowledge about science, scientific research and development, developing analysis of views and expert opinions regarding the scientific research being conducted, acquisition and processing of   collective,   cross-sectional  and   synthesised   information   on scientific research and development, also for statistical purposes, and supporting the scientific and academic community. In connection with the foregoing, in accordance with Article 6(1) point (e) of the GDPR, Institute process personal data for the following purposes:

1. presenting and publishing the information on the scientific activities, research and development, and expert,
2. promoting and presenting the scientific achievements of scholars,
3. providing comprehensive information on the scientific activities as commissioned by entities operating within the scientific/academic community, as well as public administration bodies and authorities as well as any interested person,
4. on the basis of available data – creating analysis and statistics for the needs of science and the scientific community in Poland, as well as for the needs of scientific research,
5. ensuring data security and, in particular, data integrity, accuracy and timeliness,
6. providing information to stakeholders interested in knowledge and technology transfer from the science sector to the economy,
7. keeping archives in public interest,
8. conducting scientific or historical research,
9. fulfilling statistical goals.

Institute processes personal data of scholars and employees of scientific institutions, as well as other individuals on the basis of their respective consent, as in Article 6(1) point (a) of the GDPR, for the following purposes:

1. providing  information  on  fairs,  exhibitions,  conferences  and  other scientific events organised by entities from the scientific/academic community,
2. handling of enquiries or comments submitted via the relevant contact forms available at  

Is there an obligation to provide my personal data for the Institute?

We do not require you to provide personal data for any of the purposes described above. The provision of your data is completely voluntary. However, the provision of your data is necessary in order for us to be able to conclude and perform our agreement properly and to provide the services specified above.

If, for some reason, you do not provide us with the required personal data, we will, to our regret, not be able to conclude an agreement with you and, therefore, we will not be able to promote, present and disseminate the information about your scholarly achievements. Where your consent is required, we will not be able to inform you about scientific events if you do not express your consent.

As part of our tasks fulfilled in public interest, we will also not be able to provide the public and all interested parties with reliable and true information on the status quo of science, scientific achievements and developments in Poland.

What are your rights vis-à-vis Institute with regard to the data being processed?

We guarantee that all the rights under the General Data Protection Regulation are met in this case, i.e.:

1. the right of access,
2. the right of rectification and erasure,
3. the right to restriction of processing, d)  the right to data portability,
4. the right to object to automated decision-making, including profiling.

In connection with the processing of personal data by Institute, you also have the right to lodge a complaint with the supervisory authority, i.e. the President of the Office for the Protection of Personal Data

(address: ul. Stawki 2, 00-193 Warsaw).

Who is the personal data from made available to?

We make personal data available to the following categories of recipients:

1. natural persons (mostly Internet users),
2. scientific institutions,
3. economic operators,
4. public agencies,
5. entities engaging in science promotion,

whenever such recipients are interested in obtaining information on the condition of science and higher education in Poland, if they wish to conduct scientific research, seek contact with experts in particular areas or disciplines of science, wish to conduct development works in their companies   and are interested in contacting an expert in a specific scientific field/discipline, and we also make the data available to anyone interested in scientific activities, research and development activities in order to establish contact or conduct research.

How long will your data be stored in the Institute?

Your data will be stored by us:

1. in case your data are processed in connection with the performance of a public interest task – for as long as the purpose of the processing ceases to exist or if an objection is lodged in connection with a specific situation of the data subject, unless there are valid grounds for further processing of such data;
2. in case your data are processed in connection with an agreement that has been signed – for the duration of the agreement, and after its termination until the end of the period of limitation of claims under the applicable provisions of law;
3. in case your data are processed on the basis of consent – for a period until the purpose of the processing has ceased to exist, the consent has been withdrawn or an objection has been raised.

Do we transfer your data to countries outside the EEA?

Your personal data will be processed by automated means (including profiling). However, this will have no legal consequences for individuals and no material effect on their situation.

Do we engage in automatic data processing (including profiling) in a way that affects your rights?

Your personal data will be processed by automated means (including profiling). However, this will have no legal consequences for individuals and no material effect on their situation. The personal data profiling by Institute consists in processing the data (also in an automated way) by using them to assess certain information about individuals in the Institute and, in particular, to analyse the individual’s areas or disciplines of specialisation.

When can you withdraw your consent to the processing of your personal data on the basis of consent?

In case your personal data are processed on the basis of consent, we hereby inform you that your consent can be withdrawn at any time without providing a reason. You can withdraw your consent by contacting us via e-mail: iod@igf.edu.pl Further, we hereby inform you that withdrawal of consent remains without any impact on the lawfulness of the processing carried out on the basis of your consent before it was withdrawn

Version of 15.03.2024.

Following the provisions of art. 13 sec. 1 and sec. 2 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, we implement the information obligation

We inform you that the abbreviations used in this information clause mean:

1. Personal data/data – means information about an identified or identifiable natural person (“data subject”); an identifiable natural person is a person who can be directly or indirectly identified, in particular, based on an identifier such as a name and surname, an identification number, location data, an internet identifier or one or more specific factors determining the physical, physiological, genetic, mental, economic, cultural or social identity of a natural person;

2. Recipient of data – means a natural or legal person, a public authority, an entity or another entity to whom personal data are disclosed, regardless of whether it is a third party. Public authorities that may receive personal data as part of a specific procedure by generally applicable law are not, however, considered recipients – the processing of such data by these public authorities must comply with the data protection regulations applicable to the purposes of processing; whereby the term “third party” means a natural or legal person, a public authority, an entity or an entity other than the data subject, the controller, the processor or persons who – with the authorization of the Controller or the processor – may process personal data.

3. Processing – means an operation or set of operations performed on personal data or sets of personal data in an automated or non-automated manner, such as collecting, recording, organizing, sorting, storing, adapting or modifying, downloading, browsing, using, disclosing by transmission, disseminating or otherwise making available, matching or combining, limiting, deleting or destroying;

4. GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC;

5. Consent of the data subject – means a voluntary, specific, conscious and unambiguous demonstration of the will by which the data subject, in the form of a declaration or a clear confirmatory action, consents to the processing of personal data concerning him or her.

Principles of transferring personal data:

1. you are not obliged to submit complaints and applications to the Institute of Geophysics of the Polish Academy of Sciences;

2. failure to provide personal data will result in the complaint/application not being considered (providing your data is a statutory requirement resulting from the Act of 14 June 1960, the Code of Administrative Procedure (Journal of Laws of 2020, item 256, 695, 1298) and the Regulation of the Council of Ministers of 8 January 2002 on the organization of receiving and considering complaints and applications (Journal of Laws No. 5, item 46)).

1. Information about the Personal Data Controller and the Data Protection Inspector

The Personal Data Controller is the Institute of Geophysics of the Polish Academy of Sciences (hereinafter referred to as the “Controller”) ul. Księcia Janusza 64, 01-452 Warsaw, tel. 22 6915-950, e-mail: office@igf.edu.pl.

In matters concerning the collection, processing and protection of data, you can contact the designated Data Protection Officer at the following address: Institute of Geophysics, Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl .

2. Information about collected/collected data:

1. Purpose of processing: consideration of the submitted application/complaint – by the provisions of the Act of 14 June 1960 – the Code of Administrative Procedure (Journal of Laws of 2020, item 256, 695, 1298) – Section VIII. Complaints and applications and regulations of the Council of Ministers of 8 January 2002 on the organization of receiving and considering complaints and applications (Journal of Laws No. 5, item 46)

2. The basis for the processing of your personal data is the fulfilment of the legal obligation incumbent on the Controller to whom the complaint was received and your consent (art. 6 sec. 1 lit. a and c GDPR). We received your personal data directly from you. Categories of relevant personal data: data of the person submitting the complaint/application are processed.

3. The scope of data required by the provisions of generally applicable law is specified in art. Article 63 § 2 of the Code of Administrative Procedure (the application should include at least the name of the person from whom it comes, their address and request, and meet other requirements set out in specific provisions).

4. Information on the conclusion of an agreement to entrust processing: The Institute of Geophysics of the Polish Academy of Sciences may conclude agreements to entrust processing to:
   1. third parties/entities involved in the process of considering complaints and applications (including, among others, law firms, advisory entities);
   2. service providers providing the Controller with technical and organizational solutions ensuring efficient management (in particular, providers of ICT services, equipment suppliers, courier and postal companies).

5. Information on the recipients of personal data or categories of recipients, if any: the Police, courts, prosecutor’s office, ABW, CBA and other public law bodies, including control bodies. Transfer of personal data to other bodies may result from the need to thoroughly investigate the complaint/application or, if it is determined that the Controller is not competent to consider it, transfer it/it by the jurisdiction.

6. The period for which personal data will be stored, and if this is not possible, the criteria for determining this period: personal data will be stored for the period necessary to consider the complaint or application submitted by you, and then, in the case of archival materials, for the time resulting from the provisions of the Act of 14 July 1983 on the national archival resources and archives (Journal of Laws of 2020, item 164) and internal regulations in force at the Controller.

7. Profiling information (profiling is understood as any form of automated processing of personal data, which involves the use of personal data to assess certain personal factors of a natural person, in particular, to analyse or forecast aspects concerning the effects of that natural person’s work, their economic situation, health, personal preferences, interests, credibility, behaviour, location or movement): not applicable.

3. Information on the rights of the person whose data is processed:

1. You have the right to:
   1. access your personal data,
   2. rectify your personal data,
   3. delete your personal data,
   4. limit the processing of your personal data,
   5. withdraw your consent to the processing of personal data by submitting/sending a letter to the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl – if you have previously given such consent and the processing of your data is based on it,
   6. transfer your personal data,
   7. object to the processing of your personal data for reasons related to your special situation by Art. 21 of the GDPR.

2. 2) The person whose data is processed has the right to file a complaint related to the processing of his/her personal data by the Personal Data Controller or the entity/organization whose personal data has been transferred to: the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, tel. 22 531 03 00, fax. 22 531 03 01, https://uodo.gov.pl/pl/p/kontakt

Version of 15.03.2024.

Following the provisions of art. 13 sec. 1 and sec. 2 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, we implement the information obligation

We inform you that the abbreviations used in this information clause mean:

1. Personal data/data – means information about an identified or identifiable natural person (“data subject”); an identifiable natural person is a person who can be directly or indirectly identified, in particular, based on an identifier such as a name and surname, an identification number, location data, an internet identifier or one or more specific factors determining the physical, physiological, genetic, mental, economic, cultural or social identity of a natural person;

2. Recipient of data – means a natural or legal person, a public authority, an entity or another entity to whom personal data are disclosed, regardless of whether it is a third party. Public authorities that may receive personal data as part of a specific procedure by generally applicable law are not, however, considered recipients – the processing of such data by these public authorities must comply with the data protection regulations applicable to the purposes of processing; whereby the term “third party” means a natural or legal person, a public authority, an entity or an entity other than the data subject, the controller, the processor or persons who – with the authorization of the Controller or the processor – may process personal data.

3. Processing – means an operation or set of operations performed on personal data or sets of personal data in an automated or non-automated manner, such as collecting, recording, organizing, sorting, storing, adapting or modifying, downloading, browsing, using, disclosing by transmission, disseminating or otherwise making available, matching or combining, limiting, deleting or destroying;

4. GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC;

5. Consent of the data subject – means a voluntary, specific, conscious and unambiguous demonstration of the will by which the data subject, in the form of a declaration or a clear confirmatory action, consents to the processing of personal data concerning him or her.

Principles of providing personal data: failure to provide certain data may result in the inability to consider and implement the application for access to public information – by the provisions of the Act of 6 September 2001 on access to public information (Journal of Laws of 2019, item 1429, of 2020, item 695).

1. Information about the Personal Data Controller and the Data Protection Inspector

The Personal Data Controller is the Institute of Geophysics of the Polish Academy of Sciences (hereinafter referred to as the “Controller”) ul. Księcia Janusza 64, 01-452 Warsaw, tel. 22 6915-950, e-mail: office@igf.edu.pl.

In matters concerning the collection, processing and protection of data, you can contact the designated Data Protection Officer at the following address: Institute of Geophysics, Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl .

2. Information about collected/collected data:

1. Purpose of processing: consideration and implementation of the application submitted in the manner specified in the Act of 6 September 2001 on access to public information (Journal of Laws of 2019, item 1429, of 2020, item 695).

2. Categories of relevant personal data: data of persons who applied for access to public information. The data processed include name and surname, correspondence address, e-mail address and other data required by the provisions of the Act on access to public information and the Code of Administrative Procedure.

3. The basis for processing your personal data is the legitimate interest of the Personal Data Controller and the provisions of generally applicable law (Article 6, paragraph 1, letters c and f of the GDPR). Source of origin of personal data: the data was provided by the persons whose data is processed.

4. Information on whether the provision of personal data is a statutory or contractual requirement or a condition for concluding a contract and whether the data subject is obliged to provide it and what are the possible consequences of not providing the data: providing the data is voluntary, but without providing it we cannot consider and implement the application submitted to us for access to public information.

5. Information on the conclusion of a processing entrustment agreement: The Institute of Geophysics of the Polish Academy of Sciences may conclude entrustment agreements in the scope of:
   1. implementation of the service of destroying and archiving documentation,
   2. implementation of services providing the Controller with technical and organizational solutions ensuring efficient management (in particular, providers of ICT services, equipment suppliers, courier and postal companies);
   3. implementation of legal, insurance, auditing, and consulting services.

6. Information on the recipients of personal data or categories of recipients, if any: Police, courts, prosecutor’s office, ABW, CBA and other public law control bodies.

7. The period for which personal data will be stored, and when this is not possible, the criteria for determining this period: the processing period – until the purpose for which the personal data was transferred is fulfilled; the archiving period – for the time resulting from the provisions of the Act of 14 July 1983 on the national archival resources and archives (Journal of Laws of 2020, item 164) and internal regulations in force at the Controller.

8. Profiling information (profiling is understood as any form of automated processing of personal data, which involves the use of personal data to assess certain personal factors of a natural person, in particular, to analyse or forecast aspects concerning the effects of that natural person’s work, their economic situation, health, personal preferences, interests, credibility, behaviour, location or movement): not applicable.

3. Information on the rights of the person whose data is processed:

1. You have the right to:
   1. access your personal data,
   2. rectify your personal data,
   3. delete your personal data,
   4. limit the processing of your personal data,
   5. withdraw your consent to the processing of personal data by submitting/sending a letter to the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl – if you have previously given such consent and the processing of your data is based on it,
   6. transfer your personal data,
   7. object to the processing of your personal data for reasons related to your special situation by Art. 21 of the GDPR.

2. The person whose data is processed has the right to file a complaint related to the processing of his/her personal data by the Personal Data Controller or the entity/organization whose personal data has been transferred to: the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, tel. 22 531 03 00, fax. 22 531 03 01, https://uodo.gov.pl/pl/p/kontakt

Version of 15.03.2024.

Following the provisions of art. 13 sec. 1 and sec. 2 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, we implement the information obligation

We inform you that the abbreviations used in this information clause mean:

1. Personal data/data – means information about an identified or identifiable natural person (“data subject”); an identifiable natural person is a person who can be directly or indirectly identified, in particular, based on an identifier such as a name and surname, an identification number, location data, an internet identifier or one or more specific factors determining the physical, physiological, genetic, mental, economic, cultural or social identity of a natural person;

2. Recipient of data – means a natural or legal person, a public authority, an entity or another entity to whom personal data are disclosed, regardless of whether it is a third party. Public authorities that may receive personal data as part of a specific procedure by generally applicable law are not, however, considered recipients – the processing of such data by these public authorities must comply with the data protection regulations applicable to the purposes of processing; whereby the term “third party” means a natural or legal person, a public authority, an entity or an entity other than the data subject, the controller, the processor or persons who – with the authorization of the Controller or the processor – may process personal data.

3. Processing – means an operation or set of operations performed on personal data or sets of personal data in an automated or non-automated manner, such as collecting, recording, organizing, sorting, storing, adapting or modifying, downloading, browsing, using, disclosing by transmission, disseminating or otherwise making available, matching or combining, limiting, deleting or destroying;

4. GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC;

5. Consent of the data subject – means a voluntary, specific, conscious and unambiguous demonstration of the will by which the data subject, in the form of a declaration or a clear confirmatory action, consents to the processing of personal data concerning him or her.

Obowiązek podania danych osobowych bezpośrednio ich dotyczących jest wymogiem ustawowym określonym w przepisach ustawy z dnia 11 września 2019 roku Prawo zamówień publicznych (Dz.U. z 2019 r. poz. 2019, z 2020 r. poz. 288, 875,1492, 1517, 2275, 2320), związanym z udziałem w postępowaniu o udzielenie zamówienia publicznego i realizacją zamówienia publicznego; konsekwencje niepodania określonych danych wynikają z ww. ustawy.

1. Information about the Personal Data Controller and the Data Protection Officer

The Personal Data Controller is the Institute of Geophysics of the Polish Academy of Sciences (hereinafter referred to as the “Controller”) ul. Księcia Janusza 64, 01-452 Warsaw, tel. 22 6915-950, e-mail: office@igf.edu.pl.

In matters concerning the collection, processing and protection of data, you can contact the designated Data Protection Officer at the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl .

2. Information about the collected/collected data:

1. The purpose of processing is related to ensuring the proper functioning of the Institute and the implementation of its tasks and the internal regulations in force at the Institute of Geophysics of the Polish Academy of Sciences.

2. The basis for the processing of your personal data is based on
   1. Art. 6 sec. 1 lit. b GDPR, pursuing possible claims against contractors,
   2. Article 6 sec. 1 letter f GDPR, expressed consent,
   3. Article 6 sec. 1 letter a GDPR or other purposes resulting from the legal obligation to which the Controller is subject.

We have received your personal data directly from you (in the submitted offer, application, inquiry, appeal or information sent).

3. The scope of data required by the provisions of generally applicable law is specified in the Public Procurement Law and implementing acts to this Act.

4. Information on the conclusion of an agreement to entrust processing: The Institute of Geophysics of the Polish Academy of Sciences may conclude agreements to entrust processing in the scope of:
   1. third persons/entities involved in the process of awarding public procurement contracts (including, among others, law firms, and advisory entities);
   2. service providers supplying the Controller with technical and organizational solutions ensuring efficient management (in particular, providers of ICT services, equipment suppliers, courier and postal companies).

5. Information on the recipients of personal data or categories of recipients, if any: Police, courts, prosecutor’s office, ABW, CBA and other public law bodies, including control bodies. Transferring personal data to other bodies may result from the need to thoroughly examine the complaint/application or, if it is found that the Institute of Geophysics of the Polish Academy of Sciences is not competent to consider it, transfer it/it by its jurisdiction.

6. The period for which personal data will be stored, and if this is not possible, the criteria for determining this period: personal data will be stored for the period necessary to consider the complaint or application submitted by you, and then, in the case of archival materials, for the time resulting from the provisions of the Act of 14 July 1983 on the national archival resources and archives (Journal of Laws of 2020, item 164) and internal regulations in force at the Institute of Geophysics of the Polish Academy of Sciences.

7. Profiling information (profiling means any form of automated processing of personal data consisting in the use of personal data to assess certain personal aspects of a natural person, in particular, to analyse or forecast aspects relating to the performance of that natural person’s work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements): not applicable.

3. Information on the rights of the person whose data is processed:

1. You have the right to:
   1. access your personal data,
   2. rectify your personal data,
   3. delete your personal data,
   4. limit the processing of your personal data,
   5. withdraw your consent to the processing of personal data by submitting/sending a letter to the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl – if you have previously given such consent and the processing of your data is based on it,
   6. transfer your personal data,
   7. object to the processing of your personal data for reasons related to your special situation by Art. 21 of the GDPR.

2. However, due to the restrictions resulting from the Public Procurement Law – you are not entitled to:
   1. in connection with art. 17 sec. 3 letters b, d or e of the GDPR – the right to delete personal data,
   2. the right to transfer personal data, referred to in art. 20 of the GDPR,
   3. under art. 21 of the GDPR – the right to object to the processing of personal data, as the legal basis for the processing of personal data is art. 6 sec. 1 letter b and c of the GDPR.

3. 2) The person whose data is processed has the right to file a complaint related to the processing of his/her personal data by the Personal Data Controller or the entity/organization whose personal data has been transferred to: the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, tel. 22 531 03 00, fax. 22 531 03 01, https://uodo.gov.pl/pl/p/kontakt

(RECRUITMENT)

Version of 15.03.2024.

Following the provisions of art. 13 sec. 1 and sec. 2 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, we implement the information obligation

We inform you that the abbreviations used in this information clause mean:

1. Personal data/data – means information about an identified or identifiable natural person (“data subject”); an identifiable natural person is a person who can be directly or indirectly identified, in particular, based on an identifier such as a name and surname, an identification number, location data, an internet identifier or one or more specific factors determining the physical, physiological, genetic, mental, economic, cultural or social identity of a natural person;

2. Recipient of data – means a natural or legal person, a public authority, an entity or another entity to whom personal data are disclosed, regardless of whether it is a third party. Public authorities that may receive personal data as part of a specific procedure by generally applicable law are not, however, considered recipients – the processing of such data by these public authorities must comply with the data protection regulations applicable to the purposes of processing; whereby the term “third party” means a natural or legal person, a public authority, an entity or an entity other than the data subject, the controller, the processor or persons who – with the authorization of the Controller or the processor – may process personal data.

3. Processing – means an operation or set of operations performed on personal data or sets of personal data in an automated or non-automated manner, such as collecting, recording, organizing, sorting, storing, adapting or modifying, downloading, browsing, using, disclosing by transmission, disseminating or otherwise making available, matching or combining, limiting, deleting or destroying;

4. GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC;

5. Consent of the data subject – means a voluntary, specific, conscious and unambiguous demonstration of the will by which the data subject, in the form of a declaration or a clear confirmatory action, consents to the processing of personal data concerning him or her.

Principles of transferring personal data:

1. you are not obliged to participate in the recruitment process,
2. failure to provide data, and failure to submit or complete consent to the processing of personal data will result in exclusion from the recruitment process (the application will not be considered).

1. Information about the Personal Data Controller and the Data Protection Inspector

The Personal Data Controller is the Institute of Geophysics of the Polish Academy of Sciences (hereinafter “Controller”) ul. Księcia Janusza 64, 01-452 Warsaw, tel. tel. 22 6915-950, e-mail: office@igf.edu.pl.

In matters concerning the collection, processing and protection of data, you can contact the designated Data Protection Inspector at the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl .

2. Information on collected/collected data:

1. Purpose of processing: conducting recruitment, including establishing contact at the stage of conducting this process and establishing an employment relationship in the event of its positive completion, as well as archiving documents after recruitment by the requirements of generally applicable law.

2. The basis for the processing of personal data is:
   1. Article 6, paragraph 1, letter b of the GDPR;
   2. Article 22(1) of the Labor Code and the Act of 14 July 1983 on the national archival resources and archives in connection with Article 6, paragraph 1, letter c of the GDPR;
   3. Article 6, paragraph 1, letter a of the GDPR and Article 9, paragraph 2, letter a of the GDPR.

Information on the requirement to provide data: Providing personal data in the scope resulting from Article 22(1) of the Labour Code (including first name, last name, contact details, education, previous employment history, employment requirements) is voluntary, but necessary to participate in the recruitment process for a job position at the Institute of Geophysics, Polish Academy of Sciences. Providing other data to the extent not specified by law will be treated as consent to the processing of personal data. Expressing consent in this case is voluntary, and the consent so expressed may be withdrawn at any time. If the data provided includes special categories of data referred to in Art. 9 sec. 1 of the GDPR[1], express consent to their processing will be necessary, which may be withdrawn at any time. In such a case, the consent should be forwarded to the Institute of Geophysics, Polish Academy of Sciences together with the recruitment documents. The proposed content of the consent to the processing of personal data:

– “I consent to the processing of my personal data indicated in art. 9 sec. 1 GDPR for recruitment conducted by the Institute of Geophysics of the Polish Academy of Sciences and possibly the conclusion of an employment contract by the requirements of the GDPR”.

Categories of relevant personal data: job candidates.

Source of origin of personal data: data were provided by the persons whose data are processed (data subject).

3. Information on the conclusion of an entrustment agreement: The Institute of Geophysics of the Polish Academy of Sciences may conclude entrustment agreements in the scope of:

1. third persons/entities involved in the recruitment process,
2. service providers supplying the Controller with technical and organizational solutions ensuring efficient management (in particular ICT service providers, equipment suppliers, courier and postal companies).

4. Information on the recipients of personal data or categories of recipients, if any: authorized control bodies.

5. The period for which personal data will be stored, and if this is not possible, the criteria for determining this period:
   1. personal data are processed for the duration of the recruitment process;
   2. documents are destroyed within 3 months of the end of the recruitment process (submitted documents are removed from the portal where the recruitment announcement was posted, and electronic mailboxes, and printouts are destroyed); a protocol will be drawn up from the destruction of the aforementioned documents, which will indicate the candidates applying for the job (name and surname and other additional data identifying the candidate, e.g. date of birth, e-mail address) for a given position, the date of the destruction of the documents and signatures of persons participating in the destruction of the documents; the aforementioned personal data will be processed solely for evidentiary purposes and for accountability of personal data processing;
   3. data of the person employed as a result of the recruitment process are stored by the requirements of the generally applicable provisions of the law on the storage of personal files;
   4. documents related to recruitment, submitted after the deadline for submitting applications specified in the recruitment announcement, will not be considered; they will be deleted on the principles specified in letter b;
   5. special cases:
      1. If a job candidate consents to the processing of his/her personal data in future recruitments conducted at the Institute of Geophysics, Polish Academy of Sciences – his/her personal data may be processed for 6 months from the date of their transfer to the Controller; after this period, the documents will be destroyed by the principles specified in letter b;
      2. documents transferred to the Controller (without an announcement of recruitment; the person sends documents even though no recruitment has been announced) are removed from mailboxes or printouts are destroyed immediately after their receipt (no later than within 3 months of their receipt, unless they contain consent to the processing of personal data in future recruitments conducted at the Institute of Geophysics, Polish Academy of Sciences – then such documents may be stored for 6 months from the date of their receipt; a report will be drawn up based on the principles specified in letter b.
   6. Documents (including records of persons participating in a given recruitment process, which contain the following personal data: candidate’s name and surname, e-mail address, telephone number, city of residence) related to recruitment, except candidates’ applications, are stored for 2 years.

6. Profiling information (profiling is understood as any form of automated processing of personal data, which consists in the use of personal data to assess certain personal factors of a natural person, in particular, to analyse or forecast aspects concerning the effects of that natural person’s work, their economic situation, health, personal preferences, interests, reliability, behaviour, location or movements): not applicable.

3. Information on the rights of the person whose data is processed:

1. You have the right to:
   1. access your personal data,
   2. rectify your personal data,
   3. delete your personal data,
   4. limit the processing of your personal data,
   5. withdraw your consent to the processing of personal data by submitting/sending a letter to the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl – if you have previously given such consent and the processing of your data is based on it,
   6. transfer your personal data,
   7. object to the processing of your personal data for reasons related to your special situation by Art. 21 of the GDPR.

2) The person whose data is processed has the right to file a complaint related to the processing of his/her personal data by the Personal Data Controller or the entity/organization whose personal data has been transferred to: the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, tel. 22 531 03 00, fax. 22 531 03 01, https://uodo.gov.pl/pl/p/kontakt

[1] Art. 9 GDPR sec. 1 – The processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership and the processing of genetic data, and biometric data to uniquely identify a natural person or data concerning the health, sex life or sexual orientation of that person are prohibited; sec. 2 – sec. 1 shall not apply if one of the following conditions is met:

1. the data subject has given explicit consent to the processing of such personal data for one or more specific purposes, unless Union or Member State law provides that the data subject may not derogate from the prohibition referred to in sec. 1;
2. b) processing is necessary for the performance of the obligations and exercise of specific rights of the controller or the data subject in the field of labour law, social security and social protection, insofar as this is permitted by Union or Member State law, or by a collective agreement under Member State law providing for appropriate safeguards for the fundamental rights and interests of the data subject; (…)

Version of 15.03.2024.

By the provisions of Article 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, we implement the information obligation

We inform you that the abbreviations used in this information clause mean:

1. Personal data/data – means information about an identified or identifiable natural person (“data subject”); an identifiable natural person is a person who can be directly or indirectly identified, in particular, based on an identifier such as a name and surname, an identification number, location data, an internet identifier or one or more specific factors determining the physical, physiological, genetic, mental, economic, cultural or social identity of a natural person;

2. Recipient of data – means a natural or legal person, a public authority, an entity or another entity to whom personal data are disclosed, regardless of whether it is a third party. Public authorities that may receive personal data as part of a specific procedure by generally applicable law are not, however, considered recipients – the processing of such data by these public authorities must comply with the data protection regulations applicable to the purposes of processing; whereby the term “third party” means a natural or legal person, a public authority, an entity or an entity other than the data subject, the controller, the processor or persons who – with the authorization of the Controller or the processor – may process personal data.

3. Processing – means an operation or set of operations performed on personal data or sets of personal data in an automated or non-automated manner, such as collecting, recording, organizing, sorting, storing, adapting or modifying, downloading, browsing, using, disclosing by transmission, disseminating or otherwise making available, matching or combining, limiting, deleting or destroying;

4. GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC;

5. Consent of the data subject – means a voluntary, specific, conscious and unambiguous demonstration of the will by which the data subject, in the form of a declaration or a clear confirmatory action, consents to the processing of personal data concerning him or her.

The obligation to provide personal data directly concerning them is a statutory requirement specified in the provisions of the Act of 11 September 2019 – Public Procurement Law (Journal of Laws of 2019, item 2019, of 2020, item 288, 875,1492, 1517, 2275, 2320), related to participation in the public procurement procedure and the implementation of the public procurement; the consequences of failure to provide certain data result from the aforementioned Act.

1. Information about the Personal Data Controller and the Data Protection Inspector

The Personal Data Controller is the Institute of Geophysics of the Polish Academy of Sciences (hereinafter “Controller”) ul. Księcia Janusza 64, 01-452 Warsaw, tel. tel. 22 6915-950, e-mail: office@igf.edu.pl .

In matters concerning the collection, processing and protection of data, you can contact the designated Data Protection Officer at the following address: Institute of Geophysics, Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl .

2. Information about collected/collected data:

1. Purpose of processing: conducting a public procurement procedure according to the requirements of the Act of 11 September 2019, Public Procurement Law, implementing acts to this Act and internal regulations in force at the Institute of Geophysics, Polish Academy of Sciences.

2. The basis for the processing of your personal data is art. 6 sec. 1 letter b and c of the GDPR. The data is processed to conduct a public procurement procedure and conclude a contract. We received your personal data directly from you (in the submitted offer, application, inquiry, appeal or information sent). Categories of relevant personal data:
   1. A contractor who is a natural person,
   2. A contractor who is a natural person running a sole proprietorship,
   3. A proxy of a contractor who is a natural person (e.g. personal data included in a power of attorney),
   4. A member of the management body of the contractor who is a natural person.

3. The scope of data required by generally applicable law is specified in the Public Procurement Law and implementing acts to this Act.

4. Information on the conclusion of a data processing entrustment agreement: The Institute of Geophysics of the Polish Academy of Sciences may conclude entrustment agreements in the scope of:
   1. third parties/entities involved in the public procurement process (including, among others, law firms, and advisory entities);
   2. service providers supplying the Institute of Geophysics of the Polish Academy of Sciences with technical and organizational solutions ensuring efficient management (in particular, IT service providers, equipment suppliers, courier and postal companies).

5. Information on the recipients of personal data or categories of recipients, if any: the recipients of personal data will be persons or entities to whom the documentation of the proceedings will be made available based on the Act of 6 September 2001 on access to public information (Journal of Laws of 2020, item 2176) or Article 74 of the Public Procurement Law. In addition, the documentation is made available to authorized control bodies.

6. The period for which personal data will be stored, and if this is not possible, the criteria for determining this period: personal data will be stored for the period necessary to conduct the procedure, award the order, conclude the contract and its implementation (if applicable) – by the provisions of Article 78 of the Public Procurement Law, and then, in the case of archival materials, for the time resulting from the provisions of the Act of 14 July 1983 on the national archival resources and archives (Journal of Laws of 2020, item 164) and internal regulations in force at the Institute of Geophysics of the Polish Academy of Sciences (no less than 4 years).

7. Profiling information (profiling means any form of automated processing of personal data, which involves the use of personal data to assess certain personal factors of a natural person, in particular, to analyse or forecast aspects concerning the effects of that natural person’s work, their economic situation, health, personal preferences, interests, credibility, behaviour, location or movement): not applicable.

3. Information on the rights of the person whose data is processed:

1. You have the right to:
   1. access your personal data,
   2. rectify your personal data,
   3. delete your personal data,
   4. imit the processing of your personal data,
   5. withdraw your consent to the processing of personal data by submitting/sending a letter to the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl – if you have previously given such consent and the processing of your data is based on it,
   6. transfer your personal data,
   7. object to the processing of your personal data for reasons related to your special situation by Art. 21 of the GDPR.

2. However, due to the restrictions resulting from the Public Procurement Law – you are not entitled to:
   1. in connection with art. 17 sec. 3 letters b, d or e of the GDPR – the right to delete personal data,
   2. the right to transfer personal data, referred to in art. 20 of the GDPR,
   3. under art. 21 of the GDPR – the right to object to the processing of personal data, as the legal basis for the processing of personal data is art. 6 sec. 1 letter b and c of the GDPR.

3. The person whose data is processed has the right to file a complaint related to the processing of his/her personal data by the Personal Data Controller or the entity/organization whose personal data has been transferred to: the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, tel. 22 531 03 00, fax. 22 531 03 01, https://uodo.gov.pl/pl/p/kontakt