INFORMATION CLAUSE FOR JOB CANDIDATES (RECRUITMENT)

Version of 15.03.2024.

Following the provisions of art. 13 sec. 1 and sec. 2 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, we implement the information obligation

We inform you that the abbreviations used in this information clause mean:

1. Personal data/data - means information about an identified or identifiable natural person ("data subject"); an identifiable natural person is a person who can be directly or indirectly identified, in particular, based on an identifier such as a name and surname, an identification number, location data, an internet identifier or one or more specific factors determining the physical, physiological, genetic, mental, economic, cultural or social identity of a natural person;
2. Recipient of data – means a natural or legal person, a public authority, an entity or another entity to whom personal data are disclosed, regardless of whether it is a third party. Public authorities that may receive personal data as part of a specific procedure by generally applicable law are not, however, considered recipients - the processing of such data by these public authorities must comply with the data protection regulations applicable to the purposes of processing; whereby the term "third party" means a natural or legal person, a public authority, an entity or an entity other than the data subject, the controller, the processor or persons who - with the authorization of the Controller or the processor - may process personal data.
3. Processing - means an operation or set of operations performed on personal data or sets of personal data in an automated or non-automated manner, such as collecting, recording, organizing, sorting, storing, adapting or modifying, downloading, browsing, using, disclosing by transmission, disseminating or otherwise making available, matching or combining, limiting, deleting or destroying;
4. GDPR - Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC;
5. Consent of the data subject - means a voluntary, specific, conscious and unambiguous demonstration of the will by which the data subject, in the form of a declaration or a clear confirmatory action, consents to the processing of personal data concerning him or her.

Principles of transferring personal data:

1. you are not obliged to participate in the recruitment process,
2. failure to provide data, and failure to submit or complete consent to the processing of personal data will result in exclusion from the recruitment process (the application will not be considered).

1. Information about the Personal Data Controller and the Data Protection Inspector

The Personal Data Controller is the Institute of Geophysics of the Polish Academy of Sciences (hereinafter "Controller") ul. Księcia Janusza 64, 01-452 Warsaw, tel. tel. 22 6915-950, e-mail: office@igf.edu.pl.

In matters concerning the collection, processing and protection of data, you can contact the designated Data Protection Inspector at the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl .

2. Information on collected/collected data:

1) Purpose of processing: conducting recruitment, including establishing contact at the stage of conducting this process and establishing an employment relationship in the event of its positive completion, as well as archiving documents after recruitment by the requirements of generally applicable law.

2) The basis for the processing of personal data is:

1. Article 6, paragraph 1, letter b of the GDPR;
2. Article 22(1) of the Labor Code and the Act of 14 July 1983 on the national archival resources and archives in connection with Article 6, paragraph 1, letter c of the GDPR;
3. Article 6, paragraph 1, letter a of the GDPR and Article 9, paragraph 2, letter a of the GDPR.

Information on the requirement to provide data: Providing personal data in the scope resulting from Article 22(1) of the Labour Code (including first name, last name, contact details, education, previous employment history, employment requirements) is voluntary, but necessary to participate in the recruitment process for a job position at the Institute of Geophysics, Polish Academy of Sciences. Providing other data to the extent not specified by law will be treated as consent to the processing of personal data. Expressing consent in this case is voluntary, and the consent so expressed may be withdrawn at any time. If the data provided includes special categories of data referred to in Art. 9 sec. 1 of the GDPR[1], express consent to their processing will be necessary, which may be withdrawn at any time. In such a case, the consent should be forwarded to the Institute of Geophysics, Polish Academy of Sciences together with the recruitment documents. The proposed content of the consent to the processing of personal data:

- "I consent to the processing of my personal data indicated in art. 9 sec. 1 GDPR for recruitment conducted by the Institute of Geophysics of the Polish Academy of Sciences and possibly the conclusion of an employment contract by the requirements of the GDPR”.

Categories of relevant personal data: job candidates.

Source of origin of personal data: data were provided by the persons whose data are processed (data subject).

3) Information on the conclusion of an entrustment agreement: The Institute of Geophysics of the Polish Academy of Sciences may conclude entrustment agreements in the scope of:

1. third persons/entities involved in the recruitment process,
2. service providers supplying the Controller with technical and organizational solutions ensuring efficient management (in particular ICT service providers, equipment suppliers, courier and postal companies).

4) Information on the recipients of personal data or categories of recipients, if any: authorized control bodies.

5) The period for which personal data will be stored, and if this is not possible, the criteria for determining this period:

1. personal data are processed for the duration of the recruitment process;
2. documents are destroyed within 3 months of the end of the recruitment process (submitted documents are removed from the portal where the recruitment announcement was posted, and electronic mailboxes, and printouts are destroyed); a protocol will be drawn up from the destruction of the aforementioned documents, which will indicate the candidates applying for the job (name and surname and other additional data identifying the candidate, e.g. date of birth, e-mail address) for a given position, the date of the destruction of the documents and signatures of persons participating in the destruction of the documents; the aforementioned personal data will be processed solely for evidentiary purposes and for accountability of personal data processing;
3. data of the person employed as a result of the recruitment process are stored by the requirements of the generally applicable provisions of the law on the storage of personal files;
4. documents related to recruitment, submitted after the deadline for submitting applications specified in the recruitment announcement, will not be considered; they will be deleted on the principles specified in letter b;
5. special cases:

1. If a job candidate consents to the processing of his/her personal data in future recruitments conducted at the Institute of Geophysics, Polish Academy of Sciences – his/her personal data may be processed for 6 months from the date of their transfer to the Controller; after this period, the documents will be destroyed by the principles specified in letter b;
2. documents transferred to the Controller (without an announcement of recruitment; the person sends documents even though no recruitment has been announced) are removed from mailboxes or printouts are destroyed immediately after their receipt (no later than within 3 months of their receipt, unless they contain consent to the processing of personal data in future recruitments conducted at the Institute of Geophysics, Polish Academy of Sciences – then such documents may be stored for 6 months from the date of their receipt; a report will be drawn up based on the principles specified in letter b.

6. Documents (including records of persons participating in a given recruitment process, which contain the following personal data: candidate's name and surname, e-mail address, telephone number, city of residence) related to recruitment, except candidates' applications, are stored for 2 years.

6) Profiling information (profiling is understood as any form of automated processing of personal data, which consists in the use of personal data to assess certain personal factors of a natural person, in particular, to analyse or forecast aspects concerning the effects of that natural person's work, their economic situation, health, personal preferences, interests, reliability, behaviour, location or movements): not applicable.

3. Information on the rights of the person whose data is processed:

1) You have the right to:

1. access your personal data,
2. rectify your personal data,
3. delete your personal data,
4. limit the processing of your personal data,
5. withdraw your consent to the processing of personal data by submitting/sending a letter to the following address: Institute of Geophysics of the Polish Academy of Sciences, ul. Księcia Janusza 64, 01-452 Warsaw, e-mail: iod@igf.edu.pl – if you have previously given such consent and the processing of your data is based on it,
6. transfer your personal data,
7. object to the processing of your personal data for reasons related to your special situation by Art. 21 of the GDPR.

2) The person whose data is processed has the right to file a complaint related to the processing of his/her personal data by the Personal Data Controller or the entity/organization whose personal data has been transferred to: the President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw, tel. 22 531 03 00, fax. 22 531 03 01, https://uodo.gov.pl/pl/p/kontakt