PRIVACY POLICY

 I General Provisions

1. This Privacy Policy applies to the personal data of users visiting the online journal platform of the University of Warmia and Mazury in Olsztyn at https://czasopisma.uwm.edu.pl, hereinafter referred to as the Platform.
2. The Data Administrator is the University of Warmia and Mazury in Olsztyn, with its registered seat in Olsztyn, ul. Michała Oczapowskiego 2, NIP: 739-30-33-097, REGON: 510884205, hereinafter referred to as the Administrator.
3. Personal data will be processed in accordance with the provisions 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, hereinafter referred to as GDPR.
4. The Privacy Policy is supervised by the Personal Data Inspector of the University of Warmia and Mazury in Olsztyn, ul. Romana Prawocheńskiego 9, 10-719 Olsztyn, phone (48) 89 523 36 78.

II Purpose, Scope, and Duration of Personal Data Processing

1. Platform users’ personal data will be processed for the purpose of and to the extent required for the smooth operation of the Platform, in particular to:
1. ensure effective communication during the editing process;
2. edit manuscripts;
3. generate internal reports and analyses (including website traffic and readership reports);
4. send notifications and information about the Journal to users upon their consent;
5. charge fees for access to publications, if applicable;
6. provide users with information about the authors of manuscripts published on the Platform;
7. index published manuscripts and data in databases, catalogs, and services according to Journals’ publishing policies.
2. Registered Platform users may provide the Administrator with the following data:

• First name*
• Middle name
• Last name*
• Login
• Gender
• Password (encrypted)
• E-mail address*
• ORCID ID
• Website address
• Country
• Phone number
• Fax number
• Affiliation
• Biography
• Registration date
• Last login date
• Location
• Research interests
• Function (role) on the Platform

1. To register as readers only, users have to provide the following information:

• First name
• Last name
• E-mail address
• Login
• Password
• Function (role) on the Platform

1. In addition to the data indicated in section II.3, users wishing to register as authors have to provide their affiliation and country of origin.
2. If a paid access option is launched on the Platform, users who would like to pay for access to selected digital articles may provide the Administrator with additional information about the preferred payment channel and bank account number.
3. Personal data disclosure is:
1. optional for users who register on the Platform as readers only;
2. mandatory for users who would like to participate in the digital publishing process, including:
1. authors who submit manuscripts for publication;
2. users who are editors, department editors, technical editors, reviewers, DTP specialists, indexers, proofreaders, journal managers, subscription managers, marketing managers;
3. users who register as readers only to obtain information about new issues and articles from the publisher and the editorial team.
4. Pursuant to the provisions of Article 89 of GDPR, the personal data of users participating in the digital publishing process, including authors, editors, and reviewers, will be processed for scientific and statistical purposes for as long as digital versions of the Journal are available on the Platform. Scientific purposes are defined as archiving articles and metadata, providing access to articles, indexing articles, and submitting articles for indexation in scientific databases, catalogs, and services. 
5. The personal data of prospective authors whose manuscripts have not been accepted for publication may be erased by the Administrator two years after the Journal’s decision not to publish the manuscript.
6. The personal data of users who are readers only may be erased by the Administrator at any time upon the user’s request.

III. Users’ Rights

1. The rights of registered Platform users are stipulated in Articles 15-21 of GDPR, and the users may exercise these rights on the conditions indicated in the above articles:
• Right of access by the data subject,
• Right to rectification,
• Right to erasure (‘right to be forgotten’),
• Right to restriction of processing,
• Right to data portability,
• Right to object.
2. Users have the right to edit their accounts and modify their data, excluding the system login. At any time, users can withdraw their consent to receive information from the publisher and the journals available on the Platform by disabling notifications at the application level.
3. Users can exercise the rights stipulated in section III.1 by filling in a digital form available at: http://www.uwm.edu.pl/daneosobowe/formularz.

IV Administrator’s Rights

1. After the user has withdrawn his/her consent for the processing of personal data, the Administrator reserves the right to process that user’s data solely for the needs of litigation procedures or if personal data must be retained pursuant to the provisions of national, European, or international laws. 
2. The Administrator has the right to release the users’ personal data and other data to legally authorized entities.
3. The Administrator may outsource data processing services pursuant to a written agreement and the provisions of Article 28 of GDPR.
4. Data may be forwarded to:
1. processors authorized to manage the Platform and provide technical support;
2. providers of analytical services – Google Analytics, AddThis;
3. databases and indexes of scientific journals:
• SCOPUS
• Pol-index
• WorldCat
• Google Scholar
• CEJSH
• Crossref Metadata Search
4. legally authorized agencies and organizations.

V Personal Data Protection

The Platform uses the Secure Socket Layer (SSL) protocol to encrypt data. User passwords are encrypted. The University of Warmia and Mazury in Olsztyn processes personal data in accordance with the applicable regulations on the protection of personal data, implements technical and organizational measures to ensure a level of security appropriate to the risk and category of data, and protects personal data against unauthorized access, loss or damage.

VI Cookies

The Platform uses cookie files to identify website visitors’ browsers, obtain information about website traffic, and collect important analytical data. Cookies are used by the Administrator to enhance the users’ experience, improve the Platform, and perform statistical analyses. Cookie files may not be used to infect the users’ devices with viruses or malware.