information CLAUSE on the personal data processing
The Controller of your data processed in the admission process is Warsaw University of Life Sciences (SGGW),
ul. Nowoursynowska 166, 02-787 Warszawa, Poland.
To get in touch with the Controller, please
§ write to: Szkoła Główna Gospodarstwa Wiejskiego w Warszawie,
ul. Nowoursynowska 166, 02-787 Warszawa, Poland; or
§ call: phone: +48 22 59 310 00, fax: +48 22 59 310 87.
DATA PROTECTION OFFICER (DPO)
The Controller has appointed a Data Protection Officer, who can be contacted by writing to:
The DPO can be contacted for all matters relating to the processing of your personal data by Warsaw University of Life Sciences and the exercise of your rights in respect of data processing.
The DPO does not provide information about admissions or acceptance of application documents, etc.
PURPOSES AND LEGAL BASES FOR PROCESSING; DATA RETENTION PERIOD
We collect personal data for the following purposes:
· Enabling you to set up an account in the Online Application System (IRK-SGGW).
An Online Application System account is required to apply to SGGW. We only collect those personal data in the Online Application System that we are authorised to process in accordance with the Higher Education and Science Law Act of 20 July 2018 and the secondary legislation made thereunder and the relevant Resolution of the SGGW Senate under Article 6(1)(c) GDPR;
· Entering into an electronic service agreement (pursuant to the Electronically Supplied Services Act of 18 July 2002), including registering and maintaining a free candidate account in the Online Application System and enabling access to the available functionalities (legal basis: Article 6(1)(b) GDPR), i.e. for the “performance of a contract”;
· Asserting claims under the contract (legal basis: Article 6(1)(f) GDPR), i.e. for the purposes of “legitimate interests”; the time limits for asserting contractual claims are detailed in the Polish Civil Code;
· Providing communications for the purposes of rendering services offered through the Online Application System (legal basis: Article 6(1)(f) GDPR), i.e. for the purposes of “legitimate interests”;
· Handling applications of admitted candidates, including providing communications related to admission to the programme of choice (legal basis: Article 6(1)(f) GDPR), i.e. for the purposes of “legitimate interests”;
· Handling complaints about electronically supplied services (Article 6(1)(f) GDPR), i.e. for the purposes of “legitimate interests”; and
· Additionally, subject to your voluntary consent, your personal data may be used beyond the legal bases mentioned above (legal basis: Article 6(1)(a) GDPR), i.e. under your “consent”.
We will retain the data for a definite period determined by any further stages of the admission process. This means that:
§ If you set up an account in the Online Application System, then we will process your data until the successful completion of the admission process and, subsequently, if you remain a student, your data will be retained in accordance with the course of your studies and the relevant laws whereunder your data will be retained for 50 years (obligation to retain student records), and any accounting records will be retained in accordance with the accounting laws;
§ If you abandon the account set up process in the Online Application System, then we will not keep your data and thus we will not process those data;
§ If you are not admitted to the University, then we will retain your data until the end of the admission process or until the closing of the appeal procedure; or
§ If your data are processed on the basis of your consent, then you have the right to withdraw your consent to data processing at any time, for data processed under your consent. If you choose to exercise that right, we will cease to process such data and the data will be erased. The withdrawal of consent shall not affect the lawfulness of data use during the period in which the consent was valid.
Access to your personal data will be provided to authorised faculty and staff of Warsaw University of Life Sciences,
including members of admission boards who will process your data in relation to the admission process, as well as the University’s associates and entities supporting admissions (e.g. banks due to the processing of fee payments), including
those with whom appropriate data processing agreements have been signed in relation to email services (Microsoft) and for 2nd cycle programmes and if interviews or competency assessment tests via Moodle or Microsoft Teams are scheduled.
DATA TRANSFERS OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)
As the Microsoft services are used, data may be transferred outside the European Economic Area (EEA), including to the United States. Microsoft provides guarantees resulting from compliance with Chapter 5 GDPR and participates in the EU–U.S. Privacy Shield (under Commission Implementing Decision (EU) 2016/1250 of 12 July 2016) and also uses standard contractual clauses. More information can be found at: [https://www.microsoftvolumelicensing.com/DocumentSearch.aspx?Mode=3&DocumentTypeld=46]
YOUR RIGHTS IN RELATION TO DATA PROCESSING
We guarantee the exercise of all your rights under the terms and conditions provided in the GDPR, i.e. the right to:
§ Access and receive a copy of the personal data held about you;
§ Have your personal data rectified (corrected);
§ Have the processing of your personal data restricted;
§ Have your personal data erased (except as set out in Article 17(3) GDPR);
§ Withdraw your consent to data processing, which shall not affect the period before such withdrawal;
§ Lodge a complaint with the President of the Personal Data Protection Office if you believe that the data processing violates the data protection laws.
OBLIGATION TO PROVIDE DATA AND CONSEQUENCES OF REFUSAL
It is necessary to provide personal data to be able to take part in the admission process. For other data not necessary to take part in the admission process, providing such data is voluntary.