In accordance with Regulation 2016/679 of the European Parliament and of the Council of the European Union of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and the free movement of such data, which repeals Directive 95/46/EC (hereinafter referred to as the 'GDPR' – General Data Protection Regulation), we inform you that:

1. Administrator
   Institute of Fluid-Flow Machinery, Polish Academy of Sciences (IMP PAN), ul. Fiszera 14, 80-231 Gdańsk, is the administrator of your personal data.
2. Contact for the Personal Data Protection Supervisor:
   iod(at)imp.gda(.)pl
3. Purposes and legal bases for processing:
   IMP PAN processes personal data lawfully for the following purposes:
   
   1. To conduct recruitment and competitions based on the consent of data subjects (Art. 6(1)(a) GDPR);
   2. For the conclusion and performance of contracts (Art. 6(1)(b) GDPR);
   3. To comply with legal obligations, such as tax obligations and documentation storage (Art. 6(1)(c) GDPR);
   4. For purposes arising from the legitimate interests of IMP PAN (Art. 6(1)(f) GDPR), including:
      • The realisation of statutory tasks;
      • Maintaining relations with the scientific and economic community;
      • Promoting IMP PAN, including the research offer and organised or supported initiatives;
      • Establishing, investigating, or defending against claims.
4. Period for which personal data is stored:
   
   1. If the basis for the processing of personal data is consent, the data will be stored until the consent is withdrawn.
   2. If the basis for processing is a contract, the data will be stored for the duration required by law for accounting and tax documentation, but for no less than the period necessary for exercising or defending against claims.
   3. If the processing is based on the legitimate interests of IMP PAN, the data will be stored until the data subject raises an effective objection.
   4. Where legislation stipulates a period for which personal data or documentation containing it is to be retained, the data will be kept for that period.
5. Rights of data subjects
   Under the GDPR, data subjects have the following rights:
   
   1. to access their data and receive a copy thereof;
   2. to rectify their data;
   3. to delete their data or restrict processing;
   4. to transfer their data;
   5. to object to the processing of their data based on the legitimate interest of IMP PAN;
   6. to withdraw consent to the processing of their data if processed on that basis;
   7. to lodge a complaint with the supervisory authority, namely the Polish Data Protection Commissioner.
6. Recipients of data
   We may disclose personal data to the following categories of recipients, to the extent necessary for the performance of services provided to us or the fulfilment of our duties:
   
   1. entities processing data on our behalf, such as those providing accounting, legal, technical, or IT services;
   2. other recipients, such as banks, the Ministry of Higher Education and Science, project management entities, postal or courier companies, the Social Insurance Institution (ZUS), and tax offices.
7. Sources of data
   IMP PAN primarily obtains personal data directly from the data subjects. In the case of contact data (including first and last name, business email address, and telephone number) of individuals representing entities cooperating with or having a similar relationship with IMP PAN, those entities may provide this data.
8. Providing personal data is voluntary but necessary for participation in recruitment, competitions, or for the conclusion and performance of contracts.

Cookies

Our website uses cookies. Cookies do not damage your computer or contain any viruses. Cookies make our website more user-friendly, efficient, and secure. Cookies are small text files stored on your computer and saved by your browser when you visit our website.

Most of the cookies we use are called ‘session cookies’. They are automatically deleted after you visit. Other cookies remain on your device until you choose to delete them. These cookies allow your browser to be recognised on your next visit to the website.

You can configure your browser to notify you when cookies are being used, allowing you to decide whether to accept or reject them. Alternatively, the browser can be configured to automatically accept cookies under certain conditions, always reject them, or automatically delete cookies when closing the browser. Disabling cookies may limit the functionality of this website.

Cookies that are necessary for enabling electronic communication or for providing certain functions you wish to use are stored in accordance with the General Data Protection Regulation (GDPR). The website operator has a legitimate interest in storing cookies to provide an optimised service without technical errors. We do not collect other cookies (e.g. for analysing browsing behaviour).

Server log files

The website provider automatically collects and stores information that your browser sends to us automatically in 'server log files'. These include:

• Browser type and version
• Operating system used
• URL of the referring page
• Hostname of the accessing computer
• Server request time
• IP address

This data will not be combined with data from other sources and is processed solely for the purpose of correctly generating and sending the website to the recipient by our CMS system, which manages the IMP PAN website.

Registration on this website

You can register on our website to access additional features available here. The input data will only be used to access the relevant website or service (e.g., to enable access to detailed conference materials) for which it was registered. The mandatory information required during registration must be provided in full; otherwise, we will reject your registration.

To inform you of important changes, such as those relating to our website or technical updates, we will use the email address you provided during registration.

We process the data provided during registration solely based on your consent. You may withdraw your consent at any time with future effect. An informal email to make this request will suffice. Data processed before the request is received may still be processed legally.

We will continue to store the data collected during registration for as long as you remain registered on our website, and in the case of conferences, until the conference has concluded and been settled. Statutory retention periods remain unaffected.

As we have obtained the personal data of individuals listed in the content of the Contract or its annexes, or provided directly by individuals involved in any actions related to the execution of the Contract, we wish to inform you that we process this personal data in accordance with the following principles.

 

 

1.       The administrator of your personal data is the Institute of Fluid-Flow Machinery of the Polish Academy of Sciences, headquartered at Fiszera 14 Street, Gdańsk, registered in the Register of Institutes of the Polish Academy of Sciences under number RIN-IV-9/98, with NIP: 584-035-78-82 and REGON: 000326121 (hereinafter ‘IMP’).

2.       The administrator of your personal data can be contacted by email (iod(at)imp.gda(.)pl) or by telephone (58 52 25 132).

3.       Your personal data, depending on the specific case, may be processed:

a.    on the basis of Article 6(1)(b) of the GDPR[1], to perform the Contract, fulfilling obligations and rights (including claims) related to the Contract;

b.   on the basis of Article 6(1)(c) of the GDPR, to comply with legal obligations, including, in particular, tax legislation, accounting legislation, and anti-money laundering and anti-terrorist financing legislation;

c.    on the basis of Article 6(1)(f) of the GDPR, to fulfil obligations and rights related to the concluded Contract that do not constitute directly reflect its performance, which is our legitimate interest, specifically:

i.      for evidentiary purposes in case of a legal need to prove certain facts;

ii.    for the possible establishment, investigation or defence of claims;

iii. to undertake activities carried out in the legitimate interest of IMP PAN, including conducting analyses and research, performing concluded contracts, implementing scientific and research projects, promoting and popularising science, commercialising research results, maintaining statistics, managing internal data, and conducting archiving activities.

4.       Personal data processed for the conclusion and performance of the Contract includes or may include the following categories: identification data (such as names and surnames, company names, names of economic activities, public administrative bodies, or other budgetary units); address data (such as addresses of the company, economic activity, public administrative body, or budgetary unit); contact data (telephone numbers, email addresses); and other identification data (such as NIP, REGON, or PESEL numbers, etc.).

5.       Your personal data will not be transferred to countries outside the European Economic Area or to any international organisation.

6.      Your data will be processed for as long as necessary to achieve the purposes outlined above, including the completion of the performance of the concluded Contract. After this time, processing will be limited to storage until the expiry of statutory limitation periods for any claims related to the performance of the contract, as determined by generally applicable laws. We will retain the data contained in issued invoices until the statutory retention period for tax purposes has expired.

7.       You may have the following rights in relation to the processing of your personal data under data protection legislation, including the GDPR:

a.       the right of access to personal data;

b.       the right to rectification and completion of personal data;

c.       the right to the erasure of personal data (the right to be forgotten);

d.       the right to restrict the processing of personal data;

e.       the right to data portability to another administrator;

f.         the right to object to the processing of personal data.

8.       To exercise your rights, you may submit your request by email (iod@imp.gda.pl) or by post to the Data Administrator's registered address.

9.       You have the right to lodge a complaint with the supervisory authority responsible for personal data protection, namely the Polish Data Protection Commissioner, at the following address: ul. Stawki 2, 00-193 Warsaw.

10. Your personal data will not be subject to automated decision-making, including profiling, as referred to in Article 22(1) and (4) of the GDPR.

11.     The source of the acquisition of your data is or may be:

a.      the Contract or its annexes;

b.      publicly available databases, such as the KRS and CEiDG;

c.   information provided in the context of the performance of the Contract, including information given to us by your superiors or collaborators who supply us with contact information related to the execution of the Contract.

12.    Providing your personal data is voluntary. Where the processing of your personal data is necessary for the performance of the Contract, failure to provide such data will result in the inability to perform the Contract. It is compulsory for you to provide personal data when the basis for processing the personal data is required by law.