Copernican Academy attaches particular importance to respecting the privacy of the individuals whose personal data it processes. The security of your data as well as the lawfulness and transparency of its processing are of utmost importance to us. This Privacy Policy is intended to inform you about how we use your personal data and, in particular, about the purposes and legal basis of the processing, the recipients of the data, the periods of processing and your rights.

I. Explanation of definitions

1. Personal Data Administrator – the Copernican Academy with its seat in Warsaw, at Al. Jana Chrystiana Szucha 25 (00-580) Warsaw.
2. Personal Data – information about a natural person identified or identifiable by one or more factors specific to physical, physiological, genetic, psychological, economic, cultural or social identity, including IP of the device, location data, internet identifier and information collected through cookies and other similar technology.
3. RODO – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons regarding the processing of personal data and on the free flow of such data and the repeal of Directive 95/46/EC.
4. the Act – the Act of 28 April 2022 on the Copernican Academy (Journal of Laws 2022, item 1459).

II. Contact details

The Administrator is available via the postal address Akademia Kopernikańska, Al. Jana Chrystiana Szucha 25, 00-580 Warsaw or email sekretariat@akademiakopernikanska.gov.pl. The Administrator has appointed a Data Protection Officer who can be contacted in all matters related to personal data at the email address iod@akademiakopernikanska.gov.pl .

III. Purposes and legal basis of data processing

1. use of the website www.akademiakopernikanska.gov.pl (hereinafter the “Site”):

   In connection with the use of the Site, the Administrator collects data to the extent necessary for the purposes of administering the Site (including IP address or other identifiers and information collected through cookies or other similar technologies). This data is processed for the purposes of:
   1. the provision of electronic services in terms of providing you with access to the content collected on the Site – the legal basis for the processing is the necessity of the processing for the performance of the contract (Article 6(1)(b) RODO);
   2. for analytical and statistical purposes – the legal basis for processing is the Administrator’s legitimate interest (Article 6(1)(f) RODO) in generating statistical analyses to assist in the administration of the Site;
   3. for the purposes of possible establishment and investigation of claims or defence against claims – the legal basis of the processing is the legitimate interest of the Administrator (Article 6(1)(f) RODO), consisting in the protection of its rights;
   The website may contain links to other websites. The Administrator is not responsible for the privacy practices of these websites. When you visit other sites, you should familiarise yourself with the privacy policy specified there. The Site includes social networking plug-ins (Facebook, Google+, LinkedIn, Twitter). These plug-ins allow the User to share content published on the Site with the given social network. The use of plug-ins causes the selected social network to receive information about the use of the Site by the User and may attribute it to the User’s profile created on that social media site. Detailed information on the purpose and scope of data collection by social media sites can be obtained from the following addresses: Facebook: https://www.facebook.com/policy.php Google: https://privacy.google.com/take-control.html?categories_activeEl=sign-in LinkedIn: https://www.linkedin.com/legal/privacy-policy?_l=pl_PL Twitter: https://twitter.com/en/privacy

2. Participation in the Copernican Academy Program:

   The Copernican Academy performs tasks under the Act. In connection with the performance of these tasks, personal data may be processed:
   1. for the purposes of the Program referred to in Article 3(1) of the Act, including the financing of scientific research, the awarding of Copernican Scholarships, Copernican Grants, support for Nicolaus Copernicus High School, the awarding of Copernican Prizes, the appointment of Copernican Academy Ambassadors and the granting of financial support for their tasks, the organisation of the World Copernican Congress, the preparation and organisation of conferences, symposia and seminars and international cooperation – the legal basis for data processing is the performance of a legal obligation (art. 6(1)(c) RODO) and in some cases the consent of the data subject (Art. 6(1)(a) RODO);
   2. in order to comply with obligations under tax legislation – the legal basis for processing is the performance of a legal obligation (Article 6(1)(c) RODO);
   3. for analytical and statistical purposes – the legal basis for processing is the Administrator’s legitimate interest (Article 6(1)(f) RODO) in carrying out analysis and statistics related to the performed tasks;
   4. in order to possibly establish and assert or defend against claims – the legal basis of the processing is the legitimate interest of the Administrator (Article 6(1)(f) RODO), consisting of the protection of its rights;
   5. for the performance of necessary internal operations of an archiving or organisational nature – the legal basis is the legitimate interest of the Administrator (Article 6(1)(f) RODO);
   6. for the purposes of self-promotion – the legal basis for processing is the Administrator’s legitimate interest (Article 6(1)(f) RODO) in carrying out direct marketing.
   When collecting personal data in connection with the performance of tasks set out in the Act, the Administrator shall each time, in a detailed manner, inform the data subjects about the purposes and legal basis of the processing considering the individual specificity of the task in question.

3. Conduct of correspondence:

   Personal data contained in traditional and electronic correspondence addressed to the Administrator shall be processed to the extent necessary for the conduct of the correspondence and for the purposes derived therefrom. The legal basis for the processing is the legitimate interest of the Administrator (Article 6(1)(f) of the RODO) to conduct correspondence addressed to it in connection with its tasks.

4. Social media

   The Administrator processes Personal Data of Users visiting its social media profiles. The processing of this data is exclusively related to the running of a given profile and is aimed in particular at informing Users about the Administrator’s activities (including the implementation of the Copernican Academy Program) and promoting various types of events. The legal basis for the processing of Personal Data for this purpose is the Administrator’s legitimate interest (Article 6(1)(f) RODO) in self-promotion. Each social media channel has its own policy on how it processes and protects Personal Data:
   • The rules for the processing of personal data set out by the provider of Facebook, Instagram, Messenger and other products and features offered by Facebook Ireland Limited will be found in Facebook’s Privacy Policy available at: https://www.facebook.com/privacy/explanation;
   • YouTube is provided by Google LLC, 1600 Amphitheater Parkway, Mountainview, California 94043, USA and in the EU by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Information on data processing by YouTube: https://www.youtube.com/intl/ALL_pl/howyoutubeworks/user-settings/privacy/;
   • – Information on the processing of personal data by Twitter, 355 Market Street, Suite 900, San Francisco, CA 94103 USA, and in the EU by Twitter International Company 1 Cumberland St. S, Fenian St, Dublin 2, D02 AX07, Ireland, is available at: https://twitter.com/en/privacy.

5. Collection of contact data:

   In connection with the performance of its tasks, the Administrator collects personal data (contact data). The data may be collected by the Administrator from publicly available sources (e.g. contact details on the website), as well as gathered during congresses, conferences, seminars and symposia, organised by the Administrator or other subjects (e.g. by exchanging business cards). The legal basis for the processing of contact data is the legitimate interest of the Administrator (Art. 6(1)(f) RODO), consisting in the creation of a network of contacts related to the implemented Program.

6. Cooperation with service providers:

   The Administrator processes personal data in connection with the cooperation with service providers. The processing includes contact data of persons designated by the supplier as contact persons in their relationship with the Administrator, e.g. persons responsible on the supplier’s side for the conclusion and performance of the contract with the Administrator. The purpose of the processing of this data is to conduct ongoing communication with the service providers and to maintain the relationship with them. The legal basis for the processing is the legitimate interest of the Administrator (Article 6(1)(f) RODO) to communicate with service providers.

IV. Period of data processing

From the moment of acquisition, the personal data will be processed for the period necessary to fulfil the purposes indicated in point III, until the withdrawal of the given consent or the filing of an effective objection to the processing of the data, when the processing is based on the legitimate interest of the Administrator. The data may also be processed for the period necessary for the investigation of possible claims or defence against claims and for the period required by generally applicable law.

V. Recipients of data

Recipients of personal data may be entities performing services for the Administrator, including entities providing IT, legal and financial services, as well as entities cooperating with the Administrator in the performance of tasks specified in the Act (e.g. in organising events). Apart from that, recipients of personal data may only be entities authorised to obtain personal data on the basis of generally applicable laws, to the extent specified in the Act.

VI. Rights of personal data subjects:

Personal data subjects have the right to be informed about the processing of personal data, the right to obtain a copy of the data, the right to rectification of the data, the right to erasure of the data, the right to restriction of processing, the right to data portability (to the extent that the data are processed in connection with the concluded contract or the given consent), the right to object to the processing (e.g. for analytical marketing or statistical purposes, the right to withdraw consent (insofar as the data is processed on the basis of consent). Requests related to the exercise of the rights referred to above may be addressed to the correspondence or e-mail address of the Administrator indicated in point II hereof (Contact details). The data subject also has the right to file a complaint to the President of the Office for Personal Data Protection (PUODO), 2 Stawki Street, 00-193 Warsaw. Detailed contact information to the UODO is available at: https://uodo.gov.pl/p/kontakt .

VII. Changes and updating of the Privacy Policy

This Privacy Policy is continuously reviewed and updated as necessary. The current version of the Policy has been adopted and is in force as of 01 November 2022.