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GDPR notice

INFORMATION REGARDING THE PROCESSING OF PERSONAL DATA OF OSF SYSTEM USERS

In connection with the implementation of the requirements of 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 “GDPR”), we would like to inform you about the rules of processing your personal data and about your related rights.

Who is the personal data controller?

Depending on the type of service used by the user, the controller of personal data collected in the context of services provided via the OSF system shall be:

  1. the Minister of Education and Science (MEiN) headquartered in Warsaw at the following address ul. Wspólna 1/3 – in the case of user personal data processed for the purposes of:
    1. registering and maintaining the user account in the OSF system,
    2. requests and reports addressed to MEiN as well as agreements concluded with MEiN in connection with the programmes, research projects, investments, grants, traineeships, scholarships organized by MEiN and other scientific activities announced via the OSF system,
    3. examining submitted requests and reports on their substance.
  2. the National Centre for Research and Development (NCBR) headquartered in Warsaw at the following address: ul. Nowogrodzka 47a – in the case of user personal data processed for the purposes of:
    1. requests and reports addressed to NCBR as well as agreements concluded with NCBR in connection with the programmes, research projects, investments, grants, traineeships, scholarships organized by NCBR and other scientific activities announced via the OSF system,
    2. examining submitted requests and reports on their substance.
  3. the National Science Centre (NCN) headquartered in Kraków at the following address: ul. Twardowskiego 16 – in the case of user personal data processed for the purposes of:
    1. requests and reports addressed to NCN as well as agreements concluded with NCN in connection with the programmes, research projects, investments, grants, traineeships, scholarships organized by NCN and other scientific activities announced via the OSF system,
    2. examining submitted requests and reports on their substance.

How can you obtain additional information on the processing of personal data?

In order to obtain additional information on the processing of personal data, please contact the competent data protection officer appointed by the relevant data controller.
Contact details:

Ministry of Science and Education:
e-mail: iod@nauka.gov.pl
phone no.: (+48) 22 529 22 86
address: ul. Wspólna 1/3, 00-529 Warsaw.

National Centre for Research and Development:
e-mail: inspektorochronydanychosobowych@ncbr.gov.pl
phone no.: (+48) 22 390 74 01
address: ul. Nowogrodzka 47a, 00-695 Warsaw.

National Science Centre:
e-mail: iod@ncn.gov.pl
phone no.: (+48) 12 341 91 13
address: ul. Twardowskiego 16, 30-312 Cracow.

Where do the controllers collect personal data from?

Personal data are collected directly from persons who have decided to register to create an account in the OSF system or to fill in any requests, agreements or reports in connection with the programmes announced by the controllers, or who have applied and registered as expert candidates to examine the requests, or who have been invited to examine the requests by the Administrators; personal data are also provided by editors in connection with the requests, agreements or reports submitted via the OSF system.

What is the purpose and legal basis for the processing of your personal data?

Personal data are processed mainly to fulfill the obligations imposed on the controllers under applicable law.
Personal data are also processed in the OSF system to:

  1. examine requests for funding research projects, scientific tasks, traineeships or doctoral scholarships,
  2. supervise, audit and ensure financial and accounting support for projects, scientific tasks, traineeships or doctoral scholarships during and after their completion, to evaluate their implementation and to clear funding agreements – if funds have been granted for a research project, scientific task, traineeship or scholarship,
  3. evaluate the implementation of controllers’ tasks, to fulfill the reporting obligation, to provide the scientific community with the information on competitions announced by the controllers, to carry out other activities regulated under general rules of law, and to perform necessary archiving tasks,
  4. recruit reviewers and experts,
  5. maintain and develop the OSF system,
  6. maintain and administer user accounts.

The legal basis for data processing for the purposes stated above is point (c) of Article 6(1) of GDPR in connection with the provisions governing the tasks of the controllers.
In the case of purposes referred to in point e) and f) above, data are processed under point (b) of Article 6(1) of GDPR.

Detailed information regarding personal data collection, personal data processing purposes, legal bases for personal data processing, and other information referred to in Articles 13 and 14 of GDPR is either available from the controllers’ websites or is set out in detail in documents regarding announced programmes and competitions.

Is it obligatory to provide your personal data?

Providing personal data by a person who wants to create their account in the OSF system is voluntary; however, if such data are not provided, the account will not be created, which will make it impossible to submit, edit or examine any requests.
In the case of requests, agreements and reports, providing personal data is obligatory under the rules of a given programme; this information is included in the announcements concerning specific programmes published on controllers’ websites.

What are your rights against the controllers with regard to the data processed in the OSF system?

In the case of personal data processed in the OSF system, the controllers guarantee to satisfy all the rights referred to in the General Data Protection Regulation, i.e.

  1. the right to access the data,
  2. the right to rectify or erase the data,
  3. the right to restrict the processing of the data,
  4. the right to data portability,
  5. the right to being excluded from any processes of automated decision-making, including profiling.

The persons whose data are processed in the OSF system have also the right to lodge a complaint with the supervising body, i.e. the President of the Personal Data Protection Office headquartered in Warsaw at the following address: ul. Stawki 2, 00-193 Warszawa.

Who do we share your personal data with?

Personal data processed in the OSF system can be shared, within the scope of legal requirements imposed on the controller, with data processing institutions and entities, including public administration authorities involved in shaping the science policy of the Republic of Poland, reviewers, and auditing authorities.

Personal data are also entrusted for their processing to the National Information Processing Institute (OPI-PIB), which maintains and administers the OSF system.

How long are your personal data stored in the OSF system?

The data of OSF users are processed for the period necessary to implement the projects for which personal data are processed and to use the services provided by OSF, and, thereafter, for the period and within the scope required under applicable law; and for the period necessary to establish and assert claims and to defend against any claim made. Information regarding the processing of personal data published by data controllers in connection with announced competitions sets out specific periods during which the data are processed or indicates the criteria for the processing of such data.