Information clause regarding the processing of personal data related to participation in the Inauguration of the Academic Year 2025/2026

Pursuant to Articles 13 and 14 of the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27.04.2016 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) (Official Journal of the EU L 119, p. 1) - hereinafter GDPR, in force since May 25, 2018, we inform:

I. PERSONAL DATA ADMINISTRATOR
1. The administrator of your personal data is the INSTITUTE OF HIGH PRESSURE PHYSICS, POLISH ACADEMY OF SCIENCES, with its seat in Warsaw, Poland (01-142), 29/37 Sokolowska Street (hereinafter: IHPP PAS).
2. Contact with the Data Protection Officer is possible via email address: rodo@unipress.waw.pl

II. PURPOSES AND LEGAL BASIS FOR PROCESSING PERSONAL DATA
1. IHPP PAS processes your personal data in connection with participation in the Inauguration of the Academic Year 2025/2026 on October 1, 2025 (hereinafter: Event), at the Warsaw PhD School in Natural and BioMedical Sciences (hereinafter: the School) for the following purposes:
a) Registration for the Event, and contact with participants/panelists as part of the organizational activities preceding the Event – based on Article 6(1)(b) of the GDPR.
b) Ensuring safety during the Event, maintaining internal statistics for IHPP PAS, promoting and providing information about the Event, and defending or asserting claims of IHPP PAS – based on Article 6(1)(f) of the GDPR (the legitimate interests of IHPP PAS).
c) Fulfilling legal obligations in the field of education as part of the co-creation of the School – based on Article 6(1)(c) of the GDPR.
2. Speakers and other individuals participating in the Event who may be within the area of image recording allow IHPP PAS to disseminate their image on its website and the website of the School, in accordance with Article 81(1)(2) of the Act on Copyright and Related Rights. IHPP PAS processes these data (images) based on Article 6(1)(f) of the GDPR, where the legitimate interest of IHPP PAS is the sharing of Event coverage for the promotional and educational purposes of IHPP PAS.

III. RECIPIENTS OF PERSONAL DATA
1. IHPP PAS does not transfer data outside the European Economic Area.
2. Access to personal data will be granted to IHPP PAS employees who must process personal data as part of their official duties. Photos from the Event will be published on the IHPP PAS website (https://unipress.waw.pl/) and the School's website (https://warsaw4phd.eu/), on IHPP PAS and School’s social media platforms (Facebook, LinkedIn, Instagram), and may also be shared on the websites of institutions co-creating the School.
3. Access to personal data may be granted to employees of the Institute of Physical Chemistry PAS who must process personal data for preparation and security of the Event.
4. Recipients of personal data may also include entities to whom IHPP PAS, based on a data processing agreement, entrusts the performance of specific tasks that require the processing of personal data.

IV. DATA STORAGE AND PROCESSING PERIOD
The period for which your personal data will be processed depends on the legal basis for their processing. The data will be processed for the period required by law or until the expiration of claims. Personal data processed based on the legitimate interest of IHPP PAS will be processed until you submit a request for their deletion, restriction of processing, objection to processing, or transfer, unless IHPP PAS has grounds for continued processing.

V. RIGHTS REGARDING PERSONAL DATA
1. You have the following rights related to the processing of your personal data:
a) The right to access your personal data.
b) The right to request the correction of inaccurate personal data and the supplementation of incomplete personal data.
c) The right to request the deletion of your personal data. This right does not apply in particular when data processing is necessary to fulfill a legal obligation requiring such processing under applicable laws or to perform a public task.
d) The right to request the restriction of personal data processing.
e) The right to object to the processing of personal data when we process the data in connection with our legitimate interest.
f) The right to data portability, i.e., the right to receive personal data from us in a structured, commonly used, and machine-readable format. The right to data portability only applies to data processed automatically, i.e., electronically, and when the basis for processing is the performance of a contract.
g) The right to file a complaint with the supervisory authority responsible for data protection, i.e., the President of the Personal Data Protection Office.
2. You will not be subject to decisions made based on automated processing of your personal data or profiling.