Privacy policy

Privacy and Cookie Policy for publisphere.edu.pl

The University of Warsaw attaches particular importance to protecting the privacy of users visiting publisphere.edu.pl.

This Privacy and Cookie Policy explains the rules governing the use of cookies and the processing of personal data and technical information related to the use of publisphere.edu.pl.

Cookies

The publisphere.edu.pl website may use cookies, i.e. small text files stored on the user's device when the website is accessed.

Cookies may be used in particular to:

  • ensure the proper and secure operation of the website;

  • remember user settings and preferences;

  • provide functionalities available on the website;

  • analyse the use of the website and compile statistics, where permitted by law and, where required, subject to the user's consent.

Cookies that are strictly necessary for the proper functioning of the website may be used without additional consent to the extent permitted by applicable law.

Cookies used for other purposes, in particular analytics or marketing cookies, are used only where an appropriate legal basis exists and, where required by law, after the user has given consent.

Users may change or withdraw their choices regarding optional cookies at any time through the consent management mechanism available on publisphere.edu.pl, where such a mechanism has been implemented.

Users may also restrict or disable cookies through their web browser settings. Restricting the use of cookies may, however, affect the operation of certain functionalities of publisphere.edu.pl.

Where third-party services are used on publisphere.edu.pl, those third parties may use their own cookies or similar technologies in accordance with their respective privacy policies. Such optional technologies are activated only where an appropriate legal basis exists and, where required, after obtaining the user's consent.

The publisphere.edu.pl website may contain links to external websites. After following such a link, the privacy and cookie policies of the operator of the relevant external website apply.

Collection of technical data

When publisphere.edu.pl is used, the server may automatically record technical information related to HTTP requests.

Server logs may contain, in particular:

  • the IP address of the device from which the connection was made;

  • the date and time of the connection;

  • the address of the requested resource;

  • information about the browser and device used;

  • information about the server response, including the amount of data transferred;

  • information concerning technical errors;

  • other technical information necessary to ensure the security and proper operation of the website.

Such information is generally not used to directly identify users. However, in certain circumstances it may constitute personal data and is then protected in accordance with applicable data protection legislation.

Use of technical data

Information contained in server logs may be used for the purposes of:

  • administering publisphere.edu.pl;

  • ensuring its proper operation;

  • ensuring the security of IT systems and infrastructure;

  • identifying and resolving technical problems;

  • preventing abuse and security incidents;

  • preparing aggregated statistics concerning the use of the website.

Access to this information is limited to authorised persons and entities providing relevant services to the University of Warsaw, to the extent necessary for the performance of their duties.

Information on the processing of personal data

Data Controller

The controller of personal data processed in connection with the operation of publisphere.edu.pl is:

University of Warsaw
Krakowskie Przedmieście 26/28
00-927 Warsaw
Poland

The Controller may be contacted by post at the above address. When corresponding with the University, the relevant organisational unit should be indicated where appropriate.

Telephone: +48 22 55 20 000

Data Protection Officer

The University of Warsaw has appointed a Data Protection Officer.

The Data Protection Officer may be contacted by email at:

iod@adm.uw.edu.pl

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

Purposes and legal bases for processing

Personal data may be processed in particular for the purposes of:

  • ensuring the proper, secure and lawful operation of publisphere.edu.pl;

  • ensuring the security of IT systems and infrastructure;

  • administering and maintaining the website;

  • communicating with users where a user initiates contact;

  • carrying out tasks performed by the University of Warsaw in the public interest;

  • carrying out analyses and compiling statistics concerning the use of the website where an appropriate legal basis exists.

Depending on the purpose and circumstances of processing, the legal basis may include:

  • Article 6(1)(a) GDPR – consent of the data subject;

  • Article 6(1)(c) GDPR – processing necessary for compliance with a legal obligation to which the Controller is subject;

  • Article 6(1)(e) GDPR – processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Controller;

  • Article 6(1)(f) GDPR – processing necessary for the purposes of legitimate interests pursued by the Controller, where this legal basis is applicable.

The storage of information or access to information already stored on the user's terminal equipment is also subject to the provisions of the Polish Electronic Communications Law of 12 July 2024 (Prawo komunikacji elektronicznej), including the provisions concerning cookies and similar technologies.

Where processing is based on consent, the user may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the consent was withdrawn.

Recipients of personal data

Personal data may be accessed by authorised employees and associates of the University of Warsaw where such access is necessary for the performance of their duties.

Personal data may also be made available to entities providing services to the University of Warsaw in connection with the operation, maintenance, hosting, administration or security of publisphere.edu.pl, where processing is necessary for the provision of those services.

Entities processing personal data on behalf of the Controller are required to provide appropriate safeguards and to process personal data in accordance with applicable law and the Controller's instructions.

Data retention

Personal data is retained for no longer than necessary for the purposes for which it was collected.

Where applicable, data may subsequently be retained for periods resulting from:

  • applicable legal obligations;

  • archiving requirements applicable to the University of Warsaw;

  • the need to establish, exercise or defend legal claims;

  • security and IT system administration requirements.

Where personal data is processed on the basis of consent, it is generally processed until the consent is withdrawn or the purpose of processing ceases to exist, unless further retention is required or permitted under another legal basis.

Rights of data subjects

Subject to the conditions set out in the GDPR, data subjects may have the right to:

  • obtain access to their personal data and receive a copy of it;

  • request rectification of inaccurate personal data;

  • request erasure of personal data;

  • request restriction of processing;

  • object to processing in cases provided for by law;

  • exercise the right to data portability where applicable;

  • withdraw consent at any time where processing is based on consent.

Data subjects also have the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych) if they consider that the processing of their personal data infringes applicable data protection legislation.

Provision of personal data

The provision of personal data is voluntary unless an obligation to provide it results from applicable law.

In certain cases, failure to provide the required information may make it impossible to use a particular functionality of publisphere.edu.pl or to receive a response to an enquiry submitted through the website.

Changes to this Policy

This Privacy and Cookie Policy may be amended or supplemented where necessary, in particular as a result of changes to:

  • the operation of publisphere.edu.pl;

  • technologies or services used by the website;

  • applicable legal requirements.

The current version of the Policy is published on publisphere.edu.pl.

Managing cookies

Users may manage their cookie preferences through the consent management mechanism available on publisphere.edu.pl, where such a mechanism has been implemented.

Cookie settings may also be managed through the user's web browser.

Detailed instructions concerning cookie management are available in the documentation provided by browser developers, including Google Chrome, Mozilla Firefox, Microsoft Edge and Safari.