Rules for the Publication and Use of an Author’s Photograph

Authors publishing their works through PubliSphere may voluntarily supplement their profile information with a photograph. The absence of a photograph does not restrict the possibility of publishing or using PubliSphere functions related to the publishing process.

The photograph is used to present the author in connection with their scholarly or publishing output, facilitates identification of the author, and may be used in connection with the presentation of their publications.

1. How may the photograph be used?

With the author’s consent, the submitted photograph may be used free of charge by the University of Warsaw and by the relevant units, editorial offices and entities publishing through PubliSphere for the purpose of presenting the author and their publications, in particular:

• on the author’s page in PubliSphere;
• on pages presenting the author’s publications;
• in information and metadata accompanying a publication, where the relevant form of presentation provides for the use of the author’s photograph;
• in electronic versions of publications;
• in printed publications, in particular alongside the author’s biographical note, on a book flap, back cover or in another place intended for information about the author;
• in information materials concerning the author and their publications presented in PubliSphere.

The photograph will be used solely for the purpose of presenting the author, their scholarly or publishing output, or their publications. Any other use requires a separate legal basis or additional consent from the author.

2. What photograph should be submitted?

A current portrait photograph showing only the author is recommended.

The photograph should:

• show the author in a way that makes them identifiable;
• be current;
• be sharp, well lit and of appropriate quality;
• show the face occupying a substantial part of the frame;
• have a neutral or minimally distracting background;
• contain no text, watermarks, frames or advertising elements;
• be saved in JPG or PNG format;
• have a minimum resolution of 800 × 800 px; a resolution of 1500 × 1500 px or higher is recommended.

Group photographs, photographs taken from a considerable distance, low-quality images and photographs containing elements that make identification of the author difficult are not recommended.

3. Adjustments to the photograph

In order to prepare the photograph for publication and to ensure a consistent appearance of PubliSphere and related publishing materials, the image may be subject to technical and editorial processing.

This may include:

• cropping;
• changing proportions and size;
• compression;
• file-format conversion;
• adjustment of brightness, contrast and colour;
• standardisation or removal of the background;
• image sharpening;
• preparation of different versions of the photograph for electronic and printed publications.

These changes should not infringe the author’s personal rights or result in the use of their image in an offensive or generally unethical manner.

Technical or editorial adjustment of the photograph does not require the author’s approval each time, provided that it remains within the scope of the consent granted.

4. Rights to the submitted photograph

By submitting a photograph, the author should have the right to use it within the scope set out in these rules.

If the photograph was taken by a third party, in particular by a photographer, separate copyright may apply to the photograph itself. The author should hold the appropriate rights, licence or permission allowing the photograph to be used within the scope envisaged in PubliSphere.

Submission of a photograph must not infringe copyright, related rights, image rights, personal rights or any other rights of third parties.

The author is responsible for holding the appropriate rights to the submitted material.

5. Consent to dissemination of the image

The photograph is published on the basis of the author’s consent pursuant to Article 6(1)(a) of the GDPR in conjunction with Article 81(1) of the Polish Act of 4 February 1994 on Copyright and Related Rights.

By submitting the photograph and consenting to its publication, the author confirms that:

• they are the person shown in the photograph and are entitled to consent to the dissemination of their image;
• they hold the rights or appropriate authorisation to use the submitted photograph;
• use of the photograph in accordance with these rules does not infringe the rights of third parties;
• they have read these rules and the information concerning the processing of personal data.

6. Scope of consent

Consent to the use of the image is granted free of charge and is not limited in quantity or territory.

It covers use of the photograph in connection with the presentation of the author and their publications, in accordance with the purposes set out in these rules.

The author is neither entitled nor required to approve each individual use of the photograph or its final form following technical or editorial changes, provided that such use remains within the scope of the consent granted.

7. Refusal to publish a photograph

The University of Warsaw or the relevant publishing unit may refuse to publish a photograph if:

• it does not meet the technical requirements;
• its quality prevents proper presentation;
• there are reasonable doubts concerning the rights to the photograph;
• publication could infringe the law or the rights of third parties;
• the photograph does not comply with these rules.

8. Changing or removing the photograph and withdrawing consent

The author may request that a photograph published on their PubliSphere profile be changed or removed.

The author may also withdraw consent to the processing and further use of their image at any time by contacting the relevant editorial office or publishing unit, or by sending an email to: ja.lewczuk@uw.edu.pl.

Withdrawal of consent does not affect the lawfulness of processing carried out on the basis of consent before its withdrawal.

Removal of the photograph from the author’s profile does not automatically require the withdrawal, destruction or republication of electronic or printed publications that were lawfully published before consent was withdrawn.

9. Personal data controller

The controller of personal data processed in connection with publication of the image is:

The Controller may be contacted:

• by post at the address of the University of Warsaw, indicating the relevant organisational unit;
• by telephone: +48 22 55 20 000;
• for matters concerning PubliSphere: ja.lewczuk@uw.edu.pl.

10. Data Protection Officer

The University of Warsaw has appointed a Data Protection Officer (DPO), who can be contacted at: iod@adm.uw.edu.pl.

The DPO may be contacted in all matters concerning the processing of personal data by the University of Warsaw and the exercise of rights related to the processing of personal data.

11. Purpose and legal basis for processing

The author’s image is processed for the purpose of presenting the author and their publications in PubliSphere and in the related publishing materials indicated in these rules.

The legal basis for processing is the author’s consent – Article 6(1)(a) of the GDPR in conjunction with Article 81(1) of the Polish Act on Copyright and Related Rights.

12. Recipients of the data

Access to the photograph is granted to authorised employees and collaborators of the University of Warsaw where this is necessary for the performance of their duties.

Recipients of the data may include the relevant editorial offices and publishing units as well as entities providing the University of Warsaw with technical services related to the operation of PubliSphere.

Hosting and technical support for PubliSphere are provided by Openform ((Blich 3/8, Kraków, Polska, 31-502), which may process the data to the extent necessary to provide these services to the University of Warsaw.

Once the image has been published on a publicly accessible website, it is available to Internet users.

13. Processing period

Data in the form of the author’s image will be processed for no longer than is necessary to achieve the stated purpose or until consent is withdrawn.

Withdrawal of consent does not affect the lawfulness of actions taken before its withdrawal or any obligation to retain materials arising from separate legal provisions.

14. Rights relating to the processing of personal data

Under the conditions laid down in the GDPR, the author has the right to:

• access their data and receive a copy;
• rectify their data;
• restrict processing;
• have their data erased, subject to the cases provided for in Article 17(3) of the GDPR;
• withdraw consent at any time;
• lodge a complaint with the President of the Personal Data Protection Office if the author considers that the processing of their personal data infringes data protection law.

15. Voluntary provision of data

Providing a photograph and consenting to publication of the image is voluntary.

Refusal to give consent means that the author’s photograph will not be published, but it does not affect the possibility of publishing their work or participating in the publishing process.

Statement of consent

I declare that I have read the Rules for the Publication and Use of an Author’s Photograph and the information concerning the processing of personal data. I voluntarily and free of charge consent to the dissemination by the University of Warsaw of my image recorded in the submitted photograph for the purpose of presenting me as an author and presenting my publications, within the scope set out in the Rules for the Publication and Use of an Author’s Photograph.