Privacy Policy

1. Data Controller

The controller of your personal data is:
University of Wrocław
Plac Uniwersytecki 1, 50-137 Wrocław

2. Personal Data We Collect

First and last name
Email address
Title / Academic Status
Affiliation
Password (stored securely in hashed form)
Requested role within the Database
Account creation date
Last login date (visible only to administrators)
Account status (email confirmed, approval granted or denied)

3. Purpose of Processing

To create and manage your account
To confirm your identity and email address
To allow higher-authority users to review and approve (or deny) your requested role
To provide you with access to the Database and datasets, once approved
To ensure security and prevent unauthorized access
For academic and usage reporting within the University of Wrocław
To communicate with you regarding Database updates or issues

4. Legal Basis

Article 6(1)(b) GDPR – processing is necessary for the performance of a contract (your use of the Database)
Article 6(1)(f) GDPR – processing is necessary for legitimate interests (ensuring platform security, approval workflow, academic reporting)

5. Approval and Discretion

Your account becomes active only after:

You confirm your email address, and
A user with higher authority approves your requested role.

Approval is discretionary: higher-authority users may deny approval or remove your profile at any time, without obligation to provide an explanation.

6. Data Retention and Deletion

Your personal data will be stored for as long as your account remains active.
You may delete your own account at any time through the Database interface. When you do so, all of your personal data will be permanently erased, unless retention is required by law.
If your account is denied or removed by a higher-authority user, your personal data will also be deleted within a reasonable period, unless retention is required by law.

7. Data Access and Sharing

Your data is accessible to authorized administrators and higher-authority users for the purpose of account approval and management.
We do not sell, rent, or share your data with third parties, except when required by law.

8. Your Rights

Access your personal data
Request correction of inaccurate data
Request deletion of your data (including the ability to delete your own account at any time)
Request restriction of processing
Receive a copy of your data in a portable format
Object to processing in certain circumstances
Lodge a complaint with the supervisory authority (Polish Data Protection Authority – UODO)

9. Security

We use appropriate technical and organizational measures to protect your data, including secure password hashing, email confirmation, and restricted access to approval workflows.

10. Contact

For questions, requests, or to exercise your rights, please contact: przemyslaw.mikolajczyk@uwr.edu.pl