Information on the processing of personal data for candidates taking part in the admissions process
1. Data Controller
The Controller of your personal data is the University of Opole with its seat at 11a Kopernika Sq., 45-040 Opole, represented by the Rector of the University of Opole.
You can contact the Controller:
by e-mail: sekretariat@uni.opole.pl
by phone: Tel. +48 77 452 70 02
by post or in person at the Controller's registered office.
2. Data Protection Officer
The Controller has appointed a Data Protection Officer (DPO), who can be contacted:
by e-mail: iod@uni.opole.pl
by phone: +48 77 541 59 66,
by post, or in person at the Controller's registered office.
3. Purpose and legal grounds for data processing
On the basis of the legal grounds set out below, your personal data is processed for the following purposes:
a. Compliance with legal obligations (Article 6(1)(c) of the GDPR) and the performance of tasks carried out in the public interest (Article 6(1)(e) of the GDPR):
· conducting and documenting the admissions process (in accordance with the Act on Higher Education and Science, the implementing regulations issued pursuant thereto, and the internal regulations of the University of Opole);
· keeping accounting records and documenting registration fees (in accordance with the Accounting Act);
· processing applications for accommodation in halls of residence (in accordance with the Law on Higher Education and Science and the internal regulations of the University of Opole);
· archiving documentation (in accordance with the Act on the National Archival Resources and Archives).
b. Voluntary consent (Articles 6(1)(a) and 9(2)(a) of the GDPR):
· data processing for the purpose of keeping an individual account in the IRK system for future admissions cycles;
· advisory and information support: in the case of special categories of data, such as information on health or disability (processed in the context of a request for advisory support or information on services for people with special needs).
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This consent may be withdrawn at any time without affecting the lawfulness of processing carried out prior to withdrawal.
c. Legitimate interests of the Controller (Article 6(1)(f) of the GDPR):
· establishing, investigating or defending against any potential claims arising from the admissions process.
4. Period of processing your personal data
Data in the admissions system will be processed until the admissions process is completed, and for a period not exceeding 6 months thereafter. Where applicable, your data will be processed for the period necessary to establish, pursue and defend claims. In the case of persons admitted to the chosen form of study, personal data will be processed for the duration of the study programme and archived in accordance with the Uniform Register of Files of the University of Opole. Personal data contained in accounting documents – in accordance with the statutory retention period for accounting records. Data processed on the basis of your consent until such consent is withdrawn.
5. Recipients of personal data
The recipients of personal data will be entities authorised by law or entities to whom the Controller has entrusted the processing of personal data under a contract. Relevant partner universities – in the case of admissions to degree programmes run in collaboration with other institutions.
If necessary, data may be transferred outside the European Economic Area on the basis of appropriate safeguards (Article 46 of the GDPR), your consent, or where it is necessary for the purposes set out in this notice (Article 49 of the GDPR).
6. Automated decision-making
Your personal data will not be subjected to automated decision making, including profiling.
7. Obligation to provide data
Providing the statutory data is essential for taking part in the admissions process. Providing data to apply for accommodation in a hall of residence is voluntary but necessary for your application to be processed. Providing data to take part in future admissions intakes or to receive advisory support for persons with special needs is entirely voluntary.
8. Personal data processing rights
Under the terms of the GDPR, you have the right to:
· access your personal data;
· rectify it, should it be inconsistent or inaccurate;
· erase it (if there are no grounds for further processing);
· restrict its processing;
· data portability (in the case of data processed on the basis of consent or contract);
· object to data processing;
· withdraw your consent at any time without affecting the lawfulness of the processing, which was made on the basis of consent before its withdrawal.
· lodge a complaint with the supervisory authority - the President of the Office for Personal Data Protection.
9. Results of the admissions process
The results of the admissions process are public. The results will be sent to your personal account in the online registration system (IRK) in accordance to the schedule.
I acknowledge that the University of Opole accepts no liability for any incorrect data entered by the candidate in the IRK system or for any consequences arising from such incorrect data.
I have read and acknowledge the above information
