This page explains what personal data we collect on the Research Portal, why we collect it and what your rights are under the GDPR (Regulation (EU) 2016/679).
1. Data controller
The controller of your personal data is Narodowa Fundacja Rozwoju Sportu, ul. Lelewela 23/6, 51-505 Wrocław, Poland, Poland, KRS 0000782561, NIP 764-269-79-28, REGON 383154982 (the “Controller”).
For any data protection matter, write to the e-mail address given on the Contact page, call +48 601 153 747 or use the form on the Contact page.
2. What data we collect, why and on what legal basis
- Conference registration – first name, surname, e-mail address, phone number, type of participation, paper title, fee amount and payment status. We use them to accept your registration, organise the conference, contact you about your paper, issue a certificate and settle the fee. Legal basis: Art. 6(1)(b) GDPR (contract for conference participation) and Art. 6(1)(c) GDPR (accounting and tax obligations).
- Paper sent by e-mail – used to review the paper and prepare the programme. Legal basis: Art. 6(1)(b) GDPR. Publishing a paper in the post-conference volume requires the author's separate consent.
- Contact form – name, e-mail address and message. We use them to reply. Legal basis: Art. 6(1)(f) GDPR (our legitimate interest in handling correspondence).
- User account – username, first name, surname, e-mail address, last login date. There is no public sign-up: accounts are created only by the Controller to give verified persons access to restricted materials and to run the administration panel. Legal basis: Art. 6(1)(b) and (f) GDPR.
- Technical data – IP address, date and time of the visit, browser type recorded in server logs, and the number of failed login attempts. Used to keep the portal secure, e.g. to block password-guessing. Legal basis: Art. 6(1)(f) GDPR.
Providing data is voluntary, but without it we cannot accept a registration or reply to a message. Data may also be processed to establish, pursue or defend legal claims (Art. 6(1)(f) GDPR).
3. How long we keep data
- conference registrations – for the time needed to organise the conference; data needed for accounting for 5 years from the end of the year of payment;
- contact form messages – up to 12 months after the correspondence ends;
- user accounts – until the account is deleted;
- server logs – as long as needed for security, no longer than 12 months.
After these periods we delete the data, unless it is needed to pursue or defend claims – then until the claims are time-barred.
4. Who receives the data
Data may be shared only with entities that help us run the portal and conferences:
- the hosting provider whose servers run the portal;
- e-mail providers and the platform used for online conferences;
- our accounting office and bank – for fee settlement;
- public authorities – where required by law.
They process data on our instructions under a contract. We do not sell data, profile users or make automated decisions about you.
5. Transfers outside the European Economic Area
If a provider processes data outside the EEA, this happens only on the basis of a European Commission adequacy decision (e.g. the EU-US Data Privacy Framework) or standard contractual clauses approved by the Commission. You can request a copy of these safeguards.
6. Your rights
You have the right to:
- access your data and obtain a copy;
- rectify inaccurate data;
- request erasure or restriction of processing;
- data portability;
- object to processing based on our legitimate interest;
- lodge a complaint with the Polish supervisory authority, Prezes Urzędu Ochrony Danych Osobowych (ul. Stawki 2, 00-193 Warszawa, uodo.gov.pl).
To exercise your rights, write to the e-mail address given on the Contact page. We will reply without undue delay and within one month at the latest.
7. Cookies and browser storage
The portal uses only mechanisms that are strictly necessary for the site to work – without them forms and login would not work. We do not use analytics, marketing or advertising cookies.
- csrftoken – protects forms against abuse; up to 1 year;
- sessionid – only after login, keeps you signed in; up to 2 weeks or until you log out;
- pnb-cookies (browser local storage) – remembers that the cookie notice was closed;
- pnb-intro (browser session storage) – avoids showing the loading animation again.
You can delete or block cookies in your browser settings, but forms and login may then stop working.
8. Content from other services
Fonts are served by Google Fonts (Google Ireland Ltd.) and some university photos may be loaded from Wikimedia Commons (Wikimedia Foundation). Your browser then connects to their servers and shares your IP address. Their own privacy policies describe how they process data.
9. Changes
We may update this policy, e.g. when the law or the way the portal works changes. The current version is always available on this page, with its effective date shown at the top.