Privacy Policy

I. General Provisions

This Privacy Policy applies to the personal data of users of the journal platform of the Faculty of Polish Studies at the University of Warsaw, operating under the address http://www.journals.polon.uw.edu.pl, hereinafter referred to as the "Platform."

The data controller is the University of Warsaw, located at ul. Krakowskie Przedmieście 26/28, 00-927 Warsaw, NIP: 525-001-12-66, REGON: 000001258, hereinafter referred to as the "Administrator."

The processing of personal data will be conducted in accordance with the requirements of the applicable laws, specifically 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 the "GDPR."

II. Purpose, Scope, and Duration of Personal Data Processing

The personal data of Platform users will be processed to the extent and for the purposes necessary for the efficient operation of scientific electronic journals, especially for:

• Effective communication in the editorial process;
• Editing content;
• Creating internal reports and analyses (including page view statistics and publication readership);
• Sending notifications and information about the journal, with the user's consent;
• Possible fees for access to publications;
• Informing readers about the authorship of texts published on the Platform;
• Indexing published texts and data in databases, catalogs, and services according to the journal's editorial policy.

Registered users of the Platform may provide the Administrator with the following data:

• First Name*
• Middle Name
• Last Name*
• Username
• Gender
• Password (encrypted)*
• Email*
• ORCiD ID
• Website
• Country
• Phone
• Fax
• Affiliation
• Biography
• Registration Date
• Last Login Date
• Location
• Research Interests
• Role on the Platform

Providing data is voluntary, but (for data marked with an asterisk) necessary to use the Platform.

Readers registering on the Platform must provide the following data:

• First Name
• Last Name
• Email
• Username
• Password
• Role on the Platform

Authors registering on the Platform, in addition to the data specified above, must provide information about their affiliation and country of origin.

If the Platform enables the sale of electronic versions of publications, those interested in this service may provide the Administrator with additional data related to their payment channel choice and bank account number.

Providing personal data is:

• Voluntary for depositing texts for publication as authors;
• Necessary for performing functions such as editor, section editor, technical editor, reviewer, DTP specialist, indexer, proofreader, journal manager, subscription manager, and marketing manager;
• Required for creating a reader account to receive information from the publisher and editorial staff about newly published issues and articles;
• Voluntary for accessing open access journal content deposited on the Platform;
• Mandatory for participating in the electronic publishing process, including:

The personal data of participants in the electronic editorial process, including authors, editors, and reviewers, will be processed for scientific and statistical purposes for the entire period during which the electronic versions of the journal are available, in accordance with Article 89 of the GDPR. Scientific purposes include archiving articles and metadata, making them available, indexing, and transferring them for indexing in scientific databases, catalogs, and services.

The personal data of potential authors whose texts were not accepted for publication may be deleted by the Administrator two years after the editorial decision not to publish.

The personal data of users with reader rights may be deleted by the Administrator at any time upon the user's request.

III. Users' Rights

Every user registered on the Platform has the rights specified in Articles 15-21 of the GDPR, which they may exercise, taking into account the conditions specified in those provisions.

Users have the right to edit their account and change previously provided data, except for the system login. They may withdraw their consent to receive information from the publisher and the editorial staff of journals hosted on the Platform at any time from the application.

To exercise the rights specified above, users must notify the Administrator electronically at iod@adm.uw.edu.pl.

IV. Administrator's Rights

The Administrator reserves the right to process users' data after consent withdrawal only for the purposes of asserting potential claims in court or if required by national, EU, or international law.

The Administrator has the right to share users' data with authorized entities based on applicable legal provisions.

The Administrator may use the services of other processors based on their written consent and the conditions specified in Article 28 of the GDPR.

Data may be transferred to:

• Processors for administrative and technical support services for the Platform;
• Publishers of analytical systems like Google Analytics and AddThis;
• Publishers of indexing databases and catalogs:
  • SCOPUS
  • Pol-index
  • WorldCat
  • Google Scholar
  • CEJSH
  • Crossref Metadata Search
• Entities or authorities authorized by law.

V. Personal Data Security

The Platform is encrypted using the SSL (Secure Socket Layer) protocol. User passwords are encrypted.

VI. Cookies

The Platform uses cookies to identify visitors' browsers. The collected information helps the Administrator understand the frequency of visits to the Platform and identify its most interesting elements. This data allows the Administrator to better tailor the Platform to users' needs, improve its functionality, and for statistical purposes. These files cannot be used to infect the device with viruses or other malicious software.