• log in
  • create an account

Personal data processing information

Information about processing of personal data

The Controller

The administrator of your data processed in the recruitment procedure for studies is the University of Warsaw, Krakowskie Przedmieście 26/28, 00-927 Warszawa.

You can contact the administrator:

  • by mail sent to University of Warsaw, Krakowskie Przedmieście 26/28, 00-927 Warszawa (please indicate the organisational unit to which the correspondence is addressed);
  • by phone: 22 55 20 000.

Data Protection Officer

The administrator has appointed Data Protection Officer, who can be reached by email at: iod@adm.uw.edu.pl

You can contact the Data Protection Officer in all matters related to the processing of your personal data by the University of Warsaw and the execution of your rights  in the area of data processing.

The Inspector’s duties, however, do not include such tasks as providing recruitment information, accepting applications and other documents from candidates for studies, or providing information about the educational offer of the University of Warsaw.

Purpose and legal grounds for data processing

Your personal data, including the recordings of exams and interviews, carried out outside the University using information technologies ensuring the control of their course and registration, will be processed in order to conduct the recruitment process for studies at the University of Warsaw, if you consent to having an exam or interview recorded.

The processing of your personal data is necessary to fulfil the legal obligations incumbent on the University of Warsaw in connection with the performance of its tasks specified, among others in the Act of 20 July 2018: Law on Higher Education and Science (Journal of Laws of 2020, item 85, as amended), executive acts issued on its basis and internal executive acts in force at the University of Warsaw (Art. 6 s. 1(c) of the GDPR 1) in conjunction with Art. 6 s. 1(e) GDPR (processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller).

Your personal data may be processed for the purpose of concluding a study organisation agreement (Art. 6 s. 1(b) of the GDPR).

Your personal data may also be processed on the grounds of the legitimate interest of the administrator, which is the right to establish, pursue and defend claims  (Art. 6 s. 1 (f) of the GDPR).

All your other personal data, which are not required for the above purposes, may be processed on the basis of a separate consent given by you (Art. 6 s. 1 (a) of the GDPR). The consent may be withdrawn at any time by making changes in the recruitment system or sending a message through the Internet Candidate Recruitment System (IRK). Please be advised that the withdrawal of the consent does not affect the lawfulness of the data processing that was carried out on the basis of the consent before its withdrawal.

Data storage period

Your data will be stored for the duration of the process of recruitment for studies and 6 month after its termination. Where applicable, your data will be processed for the purpose necessary to establish, pursue and defend claims. In the event you agree to be informed about future recruitments, your personal data will be processed until you withdraw your consent.

Data recipients

Access to your personal data will be granted to authorised employees or associates of the University of Warsaw, including members of the recruitment committees processing your data in connection with the sf recruitment for studies.

Recipients of your data may also include entities who will be commissioned by the administrator to perform specific activities involving personal data processing. To ensure the highest standard of personal data protection, an agreement entrusting personal data processing will be signed with these entities.

Transfer of data outside the European Economic Area (EEA)

Your personal data may also be processed by our provider of G Suite for education service, Google (with whom the administrator has signed the agreement entrusting personal data processing) in their data processing centres2.

Rights related to data processing

We guarantee you the exercise of all your rights on the terms set out by the GDPR, namely:

  • he right to access your data and receive their copy;
  • the right to rectification your personal data;
  • the right to restriction of processing your personal data;
  • the right to erasure your personal data (subject to Art. 17 s. 3 of the GDPR);
  • the right to lodge a complaint to the President of the Personal Data Protection Office, if you believe that the processing of your personal data violates the law on personal data protection.

Obligation to provide data and the consequence of not providing data

Providing data is necessary to take part in the recruitment process. Providing other data which is not necessary to participate in the recruitment process is voluntary.


1 Regulation of the European Parliament and the Council of Europe (EU) 2016/679 of 27 April 2016 on the protection of individuals with regard to processing of personal data and on free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) 
2 https://www.google.com/about/datacenters/inside/locations/index.html