Personal data processing notice in the process of Internet Registration for Guests (IRG)
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 (indicate the organizational unit that is the addressee of the correspondence);
- 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 ongoing registration, accepting documents related to the registration, providing information regarding registration on the website.
Purposes of and legal basis for processing
Your personal data will be processed for the purposes of:
- providing services related to handling the guest's arrival (adapting the path depending on the category of arrival);
- providing support in the processing of visa and legalization of stay;
- transfer of the data necessary for registration.
The basis for personal data processing is provided by Article 6(1) lit. a of the GDPR.
Consent may be revoked at any time in the Internet Registration for Guests System, or by sending an e-mail to: welcome@uw.edu.pl.
Please be reminded that the withdrawal of consent shall not affect the lawfulness of data processing based on consent before its withdrawal.
Data gathered on the basis of Article 6(1) lit. e may be also used for the statistical purposes.
Data retention period
Your data shall be processed for a period necessary to manage the process of the guests’ arrival and stay at the University of Warsaw.
Data recipients
Access to your personal data shall be granted to authorized employees of the University of Warsaw who must process your data in connection with the executed project.
Entities which the Controller commissioned to perform certain activities on the basis of data processing agreement may become recipients of your data.
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 its data processing centers.
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 its 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 data is necessary for the purposes of managing your arrival and stay at the University of Warsaw. Refusal to provide information in the IRG System may result in the impossibility to secure necessary services during your stay.
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)
