Cookies policy
The minister responsible for higher education and science (hereinafter: Minister) attaches particular importance to respecting the privacy of users who visit the OSF website https://osf.opi.org.pl (hereinafter: Website) and who use the OSF system. The data collected from users’ terminal devices is used exclusively for Website administration and the analysis of usage patterns. The data collected is not intended to be used to identify Website users.
Cookie files are saved on the users’ terminal devices and access to such files is gained by the Website operator: the National Information Processing Institute (OPI PIB) headquartered at the following address: al. Niepodległości 188, 00-608 Warszawa, which administers the Website and the OSF system on behalf of the Minister. This document provides users with comprehensive information on cookies and how they are utilised.
1. What cookies are
Cookies are small text files that are saved on users’ terminal devices, such as computers, tablets, and smartphones, when using the Website and the OSF system. They help the Website run efficiently, analyze visitor traffic, and customize the content to align with user preferences.
The cookies constitute IT data, including text files, which is stored on the terminal devices of the Website users and designated for using the webpages of the Website. The cookies usually contain the page name, from which they originate, the time of their storage on the terminal device, as well as a unique number.
2. Categories of cookies used by the Website
- Necessary: These files are necessary for the Website to function properly. Without these cookies, logging into the website and other basic functions may become impossible.
- Analytical: These cookies are used to gather information on how Website users use the Website. They help OPI PIB to enhance the structure and content of the Website. The data is collected anonymously.
3. Types of cookies by ownership
First-party cookies
The Website uses mainly ‘first-party cookies’. Such files are created and controlled exclusively by OPI PIB. They are essential for the proper functioning of the OSF system.
First-party cookies are used to:
- store visitor’s preferences, such as information about the selected language in which the pages of the Website are displayed,
- ensure the functioning of the Website,
- ensure the proper functioning of authorisation (logging) services.
First-party cookies are further subdivided into:
- Operational cookies
These cookies are imperative for the proper functioning of the Website. These cookies fall into the category of necessary files. They are technical cookies that are required by some IT systems. No user consent is required for these cookies. - Authentication cookies
These cookies fall into the category of necessary files. They are saved when users log in to the Website via OPI PIB’s SSO authentication service (OPI PIB’s central logging module).
Third-party cookies
The Website uses cookies that are provided by external entities (Google/Alphabet Inc.). Such cookies are used to collect anonymous analytical data on users’ behaviours and to improve the Website design.
They are used exclusively for internal research on how the services provided to our users can be improved. Cookies analyse the interaction between users and the Website. All data is collected anonymously and users are not identified. The data is not used for any other purposes.These cookies require the consent of the Website users.
4. Period for which cookies are stored
Session cookies are stored on the user’s device only while using the Website and are deleted after the browser is closed or after a session expires. Persistent cookies remain on the user’s device for a duration specified in their parameters or until they are deleted. The storage durations for persistent cookies are indicated in the table below by specific cookies used by the Website.
5. List of cookies used
The following list outlines the cookies used by the website, including important details about them as per the relevant legal regulations.
| Name of a cookie file | Owner | Description (purpose) | File type | File storage duration | Category | |
| 1 | _ga | Google (Alphabet Inc.) | This file enables anonymous tracking and analysis of user activity on the OSF website via Google Analytics. The file helps monitor the Website traffic and analyse user behaviour. | third-party | 2 years | Analytical |
| 2 | _ga_<identyfikator> | Google (Alphabet Inc.) | This file contains the user authorisation session identifier in the authentication and authorisation system in OSF and OPI PIB’s central logging module (CLM). It helps monitor the session state and control user’s access to resources. | third-party | 2 years | Analytical |
| 3 | AUTH_SESSION_ID | OPI PIB | Zawiera identyfikator sesji autoryzacji użytkownika w systemie uwierzytelniania i autoryzacji w OSF i MCL OPI PIB. Pomaga w monitorowaniu stanu sesji użytkownika i kontrolowaniu jego dostępu do zasobów. | first-party | session | Necessary |
| 4 | AUTH_SESSION_ID_LEGACY | OPI PIB | This file is similar to AUTH_SESSION_ID, but it represents an older version of the authorisation session identifier. | first-party | session | Necessary |
| 5 | ckcsrftoken | OPI PIB | This file prevents attacks that exploit users’ trust to perform unwanted actions on users’ behalf. | first-party | session | Necessary |
| 6 | JSESSIONID | OPI PIB | This file is necessary for identification and maintenance of users’ sessions in the OSF internet app. The file is essential for maintaining continuous access to the application. | first-party | session | Necessary |
| 7 | KC_RESTART | OPI PIB | This file informs the system that the authorisation process for a specific user has been restarted or needs to be restarted. | first-party | session | Necessary |
| 8 | KEYCLOAK_IDENTITY | OPI PIB | This file contains encrypted information on the identity of the user, such as user’s ID, name, and role. | first-party | session | Necessary |
| 9 | KEYCLOAK_ IDENTITY_LEGACY | OPI PIB | This file is similar to the previously described one but it represents an older version of the mechanism for storing user’s identity details in the OSF system. | first-party | session | Necessary |
| 10 | KEYCLOAK_SESSION | OPI PIB | This file is used for authentication and authorisation in OSF. | first-party | 10 hours | Necessary |
| 11 | KEYCLOAK_ SESSION_LEGACY | OPI PIB | This is an older version of the cookie that is used for authentication and authorisation in OSF. | first-party | 10 hours | Necessary |
| 12 | OAuth_Token_ Request_State | OPI PIB | This file stores the state of the token request to secure the authorisation process in the OSF system and OPI PIB’s central logging module. | first-party | session | Necessary |
| 13 | OSF_KUBE_ID | OPI PIB | This file enables access to special functions of the OSF website that pertain to container resource management. It is necessary to ensure uninterrupted operation of the user interface. | first-party | session | Necessary |
| 14 | route | OPI PIB | This file helps optimise server load, leading to improved performance of the OSF. It directs users to specific servers according to their location. | first-party | session | Necessary |
| 15 | SERVERID | OPI PIB | This file is used to optimise the load on the servers that host the main OSF pages and the knowledge base. It ensures the user’s session continuity by directing the user to the same server during subsequent interactions with the Website. | first-party | session | Necessary |
| 16 | SERVERID_WP | OPI PIB | This file is used to optimise the load on the servers that host the main OSF pages and the knowledge base. It ensures the user’s session continuity by directing the user to the same server during subsequent interactions with the Website. | first-party | session | Necessary |
| 17 | TAB_ID | OPI PIB | This file helps detect instances of the OSF user working in multiple browser tabs simultaneously. | first-party | 2 days | Necessary |
| 18 | wordpress_ logged_in_<identyfikator> | OPI PIB | This file is used to track the session of a logged-in user on the main page and in the OSF knowledge base. | first-party | session | Necessary |
| 19 | wordpress_sec _<identyfikator> | OPI PIB | This file ensures that the session of a logged-in user in the WordPress system is secure. | first-party | 365 days | Necessary |
| 20 | wordpress_test_cookie | OPI PIB | This file is used to check if the user’s browser is capable of accepting cookies. | first-party | session | Necessary |
| 21 | wp-settings-10 | OPI PIB | This file stores user’s preferences about the WordPress administration panel. | first-party | 365 days | Necessary |
| 22 | wp-wpml_current _admin_language | OPI PIB | This file stores data on the current language of the website selected by a logged-in administrator. | własny | 1 day | Necessary |
| 23 | wp-wpml_current _language | OPI PIB | This file enables the user to select the preferred language of the main page and the OSF knowledge base. | first-party | 1 day | Necessary |
| 24 | cookie_prefs_OSF | OPI PIB | This file stores information on user’s configured preferences (yes/no) about how analytical files should be handled. | first-party | 1 year | Necessary |
| 25 | OSF_OPI_PIB_Cookie_Notice | OPI PIB | Includes timestamp information about the lifetime of the User’s preferences regarding the handling of analytics files. | first-party | 1 year | Necessary |
6. Information on the processing of personal data collected in connection with the cookies used by the Website
- The role of the controller of user personal data collected during access to the website, as defined in Article 4(7) of EU Regulation 2016/679 of 27 April 2016 (hereinafter referred to as ‘GDPR’), is assigned to the Polish minister responsible for higher education and science, located at ul. Wspólna 1/3 in Warsaw (the Polish Ministry of Science and Higher Education). The controller can be contacted by email at kancelaria@mnisw.gov.pl
- The controller has appointed an individual responsible for the supervision of personal data who can be contacted by email at iod@mnisw.gov.pl in all matters regarding personal data or exercising the rights of data subjects.
- Personal data is processed to provide essential Website functions, such as correct display, navigation, and access to various Website sections. If consent is given, personal data will also be processed for analytical purposes.
- Personal data is lawfully processed for the purposes outlined above under letter e) of Article 6(1) of GDPR, stating that personal data can be processed for the public interest which, in the case of the Website, consists in providing a tool for submitting applications for funding of research projects and grants. In the case of analytical purposes, data is processed under letter a) of Article 6(1) of GDPR, i.e. under a consent given by the user.
- Personal data may be accessed by: the National Information Processing Institute, located in Warsaw at Al. Niepodległości 188b, which administers and maintains the Website on behalf of the Minister.
- Personal data is processed for the durations specified in the table above or until the data subject raises an objection related to their particular circumstances. If personal data is processed under a consent given by the user, the processing continues until that consent is withdrawn.
- Data subjects are entitled to request the controller to grant them access to, correct and delete their personal data, as well as limit and object against its processing, and withdraw their consent.
- The consent may be withdrawn by changing user’s browser settings according to the instructions in item 7 below.
- The individuals whose data is processed are also entitled to submit complaints to the President of the Personal Data Protection Office, address: ul. Stawki 2, 00-193 Warszawa.
- Providing personal data is optional, but necessary for correct operation of the Website.
7. How to manage cookies
The majority of web browsers are set to automatically accept cookies necessary for the Website to operate properly. However, users can change their browser settings to have these files blocked or deleted automatically. Users can decide to accept or decline the use of cookies for analytical purposes upon their initial visit to the Website. If the users later decide to withdraw their consent for analytical cookies, they can do so by following the instructions below.
The following cookies management methods apply respectively to cookies used for essential and analytical purposes.
Removing cookies from the device
Users can remove all necessary and analytical cookies that are stored on their devices by clearing their browser’s history. This will delete all cookies from all visited websites, including those from the Website. If necessary cookies are deleted, users may lose some saved information, such as saved login data and site preferences. Users may also lose the current session cookie, which will require them to log in again during the current session.
Blocking cookies
Most browsers can be configured to block cookies from being saved on the device; in this case, users may need to manually adjust some preferences every time they visit websites, including the Website. If necessary cookies are blocked, certain services and features of the website may not work properly (e.g., logging into the profile), as they rely on these cookies for technical functionality.
Website-specific cookies management
In the described cookie management model, specific cookies are limited to those that are necessary for the Website and are distinct from other files installed by other websites. Such files can be managed independently of other files that were saved on the device by other websites visited by the user on that day. To better manage the cookies that are specific to the Website, users should check the privacy and cookie settings in their browsers. Detailed instructions are usually included in the Help section of the browser.
Analytical cookies management
Preferences regarding analytical cookies can be managed on the OSF main page.
Alternatively, the consent may be withdrawn by deleting the cookie_prefs_OSF file from the browser. This can be done by clearing the browser settings, for example. Once the file is deleted, the user can make a new decision pertaining to giving their consent. The following step-by-step instructions explain how to delete the cookie_prefs_OSF file for each of the most commonly used browsers:
Google Chrome:
- Open the Google Chrome browser and select:
- the Tools menu „⋮” > Settings > Pricacy and security or
- open the chrome://settings/privacy page
- Select Delete browsing data
- Check the Cookies and other site data option
- Click on the Delete data button
For more information on how to manage cookies in Google Chrome, see here.
Mozilla Firefox:
- Open your Mozilla Firefox browser and select: Menu „☰” > Settings
- Select Privacy and security > Cookies and site data
- Click on the Clear data button
- Check the Cookies and site data option
- Click on the Clear button
For more information on how to manage cookies in Mozilla Firefox, see here.
Opera:
- Open the Opera browser and select: Menu „☰” > Settings (Got to browser full settings)
- Select Privacy and security > Cookies and site data
- Select Delete browsing data
- Check the Cookies and other site data option
- Click on the Clear data button
For more information on how to manage cookies in Opera, see here.
Microsoft Edge:
- Open the Microsoft Edge browser and select: Menu „⋮” > Settings
- Select Privacy, searching and services
- Go to Clear browsing data > Clear browsing data now
- Click on the Select what you want to clear button
- Check the Cookies and other site data option
- Click on the Clear now button
For more information on how to manage cookies in Microsoft Edge, see here.
8. Changes to this Cookies Policy
We reserve to right to amend this Cookies Policy. All amendments will be published on this site and will include the date on which they were implemented. We recommend that you regularly check the Cookies Policy to remain updated on any changes.
9. Contact
If you have any questions regarding the cookies and our Cookies Policy, or if you seek further information about the processing of personal data, please contact us via the channels listed on https://osf.opi.org.pl/kontakt.
Last updated on: 19.11.2024