Information Clause on the Processing of Personal Data
in the Student Recruitment Process at the Pontifical University of John Paul II in Krakow
Pursuant to Article 13 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 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, hereinafter referred to as the “GDPR”), the Pontifical University of John Paul II in Krakow informs you that:
Data Controller
The controller of your personal data provided during the recruitment process is the Pontifical University of John Paul II in Krakow, with its registered office in Krakow, address: 31-002 Krakow, 25 Kanonicza Street.
Data Protection Officer (DPO)
The Pontifical University of John Paul II in Krakow has appointed a Data Protection Officer. You may contact the Data Protection Officer:
- by email at: IODO@upjp2.edu.pl
- or in writing at:
Pontifical University of John Paul II in Krakow
25 Kanonicza Street
31-002 Krakow
(marked “DPO”)
Purposes and Legal Basis for Processing
Your personal data will be processed for the purpose of conducting the recruitment process for the study programme you selected at the Pontifical University of John Paul II in Krakow and, if admitted to your chosen programme, for the implementation of the educational process at the University.
The processing of your personal data is necessary for compliance with legal obligations imposed on the Controller and for the performance of tasks carried out in the public interest, related to educational activities and the student recruitment process, in connection with the implementation of tasks specified in the Act of 20 July 2018 – Law on Higher Education and Science, executive regulations issued on its basis, and internal regulations binding at the Pontifical University of John Paul II in Krakow (Article 6(1)(c) and (e) GDPR).
Your personal data may also be processed on the basis of the Controller’s legitimate interest, namely the right to establish, pursue, and defend legal claims (Article 6(1)(f) GDPR).
Additionally, in cases where payment of a recruitment fee is required, your personal data will also be processed for bookkeeping purposes and for fulfilling obligations related to the recording and settlement of recruitment fees, pursuant to Article 6(1)(c) GDPR, i.e. compliance with a legal obligation imposed on the Controller, in connection with obligations arising from the Accounting Act of 29 September 1994.
Data Retention Period
Your personal data will be processed for a period of 6 months after the completion of the recruitment process, in case of exercising rights related to appealing decisions made in the recruitment process.
If the matter is referred to judicial or administrative proceedings, your personal data may also be processed for the period necessary to establish, pursue, or defend claims related to such proceedings.
If you are admitted to your selected programme of study, your personal data will be processed for the purpose of documenting the course of your studies for their duration and subsequently for archival purposes, in accordance with the provisions of the Law on Higher Education and Science and other applicable legal regulations.
With regard to data concerning paid fees, personal data will also be processed for the period resulting from the Accounting Act and other applicable legal provisions.
Data Recipients
Recipients of your personal data may include entities authorized to receive such data under generally applicable law, as well as entities cooperating with and providing services to the Controller under concluded data processing agreements, in particular entities providing technological support for IT systems in which your personal data are processed.
If you are not admitted, the recipient of your personal data will also include a company providing correspondence handling services for the purpose of delivering the decision regarding non-admission.
Rights Related to Data Processing
You have the right to:
- request access to your personal data from the Controller (Article 15 GDPR),
- request rectification of your personal data (Article 16 GDPR),
- request restriction of processing of your personal data (Article 18 GDPR),
- object to the processing of personal data in cases where processing is based on Article 6(1)(e) or (f) GDPR (Article 21 GDPR),
- request erasure of your personal data in cases provided for by GDPR (Article 17 GDPR),
- request data portability in cases provided for by GDPR (Article 20 GDPR).
The Controller will verify your requests, demands, or objections in accordance with applicable personal data protection regulations. These rights are not absolute, and legal provisions provide for exceptions and limitations regarding their exercise.
To exercise your rights or if you have questions concerning privacy and personal data processing by the Controller, please contact the Data Protection Officer:
- by email at: IODO@upjp2.edu.pl or
- in writing to:
Pontifical University of John Paul II
25 Kanonicza Street
31-002 Krakow
marked “DPO”
You also have the right to lodge a complaint with the Personal Data Protection Office if you believe that the processing of your personal data violates GDPR provisions.
Obligation to Provide Data and Consequences of Failure to Provide Data
Providing personal data is voluntary; however, its processing by the Controller is necessary to conduct the student recruitment process and to fulfil the Controller’s legal obligations.
Failure to provide personal data will result in the inability to participate in the recruitment process.
