Data Protection Information

In fulfilling the information obligation specified in the Article 13 of the European Parliament and of the Council (EU) 2016/679 of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, we inform that:

1. The administrator of personal data of students participating in programs financed from the European Union’s budget is the European Commission. Warsaw University of Life Sciences - SGGW (hereinafter referred to as ‘WULS-SGGW’), with its registered office at 166 Nowoursynowska str., 02-787 Warsaw, is the processor of personal data of candidates and students from the Erasmus+ Program Action 1 (Learning Mobility of Individuals).

2. Warsaw University of Life Sciences - SGGW has appointed the Personal Data Inspector supervising the correctness of personal data processing, who can be contacted via the e-mail address: iod@sggw.pl.

3. Personal data obtained through the Erasmus+ Application Platform are processed in order to conduct recruitment of candidates for the Erasmus + Program Action 1 (Learning Mobility of Individuals) leading to qualification for exchange studies at WULS-SGGW.

4. Legal basis for the processing of personal data obtained through the Erasmus+ Application Platform:

  1. Regulation of the European Parliament and of the Council (EU) 2016/679 of 27 April 2016 on the protection of individuals 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) hereinafter referred to as GDPR - Article 6(1)(c),
  2. The Act of 27 July 2005 Law on Higher Education (Journal of Laws of 2017, item 2183, as amended.),
  3. Regulation of the Minister of Science and Higher Education of 16 September 2016 on documentation of the course of studies (Journal of Laws of 2016, item 1554, as amended).

5. Personal data obtained through the Erasmus+ Application Platform will not be profiled; no data are processed automatically during the processing of data for the purposes of the recruitment process.

6. Personal data obtained through the Erasmus+ Application Platform will be available solely to users from partner universities with coordinator’s status assigned by WULS-SGGW.

7. The candidate's photograph entered into the Erasmus+ Application Platform is not biometric data; it is not processed by special technical methods; it is only used to prepare and issue an Electronic Student Identity Card, or its duplicate.

8. After completing the recruitment process for candidates for studies at WULS-SGGW, personal data obtained through the Erasmus+ Application Platform:

  1. of persons not admitted to university:
    • will be processed until completing the recruitment,
    • will not be made available to external entities, without prejudice to cases covered by law.
  2. of persons admitted to exchange studies:
  • they will not be made available to third parties, without prejudice to cases covered by law,
  • will be stored in the IT system in force at WULS-SGGW – a virtual Dean's office, where information related to the course of the student's studies is recorded and stored electronically;
  • will be made available in the Integrated Information System on Science and Higher Education POL-on (Nationwide list of students, NAWA), whose administrator of personal data is the Minister of Science and Higher Education with headquarters in Warsaw – 1/3 Wspólna str., 00-529 Warsaw; personal data collected in the POL-on system are processed for the purposes of implementing tasks resulting from the Act of 27 July 2005 – Law on Higher Education (Journal of Laws of 2017, item 2183, as amended) and may be made available to authorities and public entities carrying out their tasks in the area of higher education and resulting from legal provisions.

9. Persons whose personal data have been obtained through the Erasmus+ Application Platform have the right to access their data, correct them and, subject to cases covered by law, to remove them, limit processing, the right to data transfer, the right to object to the processing, the right to withdraw consent to the processing of personal data.

10. Persons whose personal data have been obtained through the Erasmus+ Application Platform, including persons who have been admitted to exchange studies, have the right to lodge a complaint with the supervisory body (Inspector General for the Protection of Personal Data/President of the Office for Personal Data Protection) if they consider that their personal data being processed violates their interests or regulations of the GDPR.

11. Providing personal data in the Erasmus+ Application Platform is voluntary but necessary to achieve the goals in which they are collected, i.e. resulting from the Act of 27 July 2005 Law on Higher Education (Journal of Laws of 2017, item 2183, as amended) and related to the recruitment and admission to studies process, including maintaining the necessary documentation.

12. Personal data of persons admitted to studies included in documents submitted by these persons in paper form and required by rules of the Erasmus+ Program Action 1 (Learning Mobility of Individuals), law and internal normative acts of WULS-SGGW will be processed for the purposes referred to in point 3 above on the basis referred to in point 4 above and will be stored in the student's personal file, on the basis of the Regulation of the Minister of Science and Higher Education of 16 September 2016 on the documentation of the course of studies (Journal of Laws of 2016, item 1554, as amended.), while the folder with the personal files of the student is kept in the archives of the university for a period of 50 years. Personal data referred to in this point will not be made available to third parties, except for cases provided for by law in connection with the processing of personal data referred to in this point, the person the data refer to has the rights referred to in points 9-11 above.