This document contains information on the processing of your personal data by the Road and Bridge Research Institute in connection with the use of the journal “Roads and Bridges – Drogi i Mosty” available at Roads and Bridges – Drogi i Mosty (hereinafter referred to as the “Website”), as well as in connection with the management of the publication database and the distribution of the journal’s publishing notifications.

Personal data controller

The controller of your personal data is the Road and Bridge Research Institute, with its registered office in Warsaw at ul. Instytutowa 1, 03-302 Warsaw, represented by the Director of the Institute. You may contact the Controller:

• by phone at: +48 (22) 814 50 25;
• by email at: rabdim@ibdim.edu.pl;
• via the ePUAP mailbox: /IBDiM/SkrytkaESP;
• in person or by post at the Controller’s registered address, with the note: Journal “Roads and Bridges – Drogi i Mosty”.

Contact regarding personal data processing

The Controller has appointed a Data Protection Officer (hereinafter: DPO), who may be contacted regarding matters related to the processing of personal data. The DPO may be contacted:

• by email at: iod@ibdim.edu.pl;
• by phone at: +48 793 705 103;
• by correspondence to the Controller’s registered address;
• in person at the Controller’s premises – in this case, we encourage prior email contact in order to arrange a convenient meeting date.

Security of your data

In every case of processing your personal data, we do so in accordance with the requirements of the GDPR. We apply technical and organisational measures required by law and adapted to the changing security environment to ensure the security of processing your personal data.

Purposes and legal bases for personal data processing

We process your personal data for the following purposes:

Retention period of personal data

Personal data will be processed for the period necessary to achieve the purposes described above. Depending on the legal basis, this will include in particular:

• the period of publication of studies made available in the publication database;
• the period during which you maintain an active user account on the website;
• the period of conducting correspondence or maintaining contact;
• until an objection to data processing is raised – applicable to cases where processing is based on a legitimate interest (described in the table above);
• until consent is withdrawn – applicable to cases where processing is based on consent.

After the above-mentioned period, personal data will be archived for the period required by law or for the period necessary to establish, pursue, or defend claims – where applicable – and will then be deleted.

Recipients of personal data

Recipients of your personal data include entities providing services to the data controller under data processing agreements, such as IT services (delivery or maintenance of IT systems, technical support services, hosting, website operation); legal, advisory, accounting, postal, and courier services, as well as entities and authorities entitled to receive data under applicable law.

In the case of publication of studies submitted by you, data including the author’s ORCID number, first name, last name, email address, and affiliation will be made available in the Citation Databases indicated on the Website.

Rights related to personal data processing

In connection with the processing of personal data, you are entitled to the following rights:

• the right of access to data, the right to rectification, the right to erasure in cases provided for by law, the right to restriction of processing, and the right to object – where processing is based on a legitimate interest;

• if you believe that your data is processed in a manner inconsistent with applicable law, you may also lodge a complaint with the President of the Personal Data Protection Office – however, before exercising this right, we suggest contacting our DPO to clarify any doubts.

Obligation to provide data

Providing data is voluntary, but may be necessary to achieve the purposes for which it is processed, i.e. responding to an inquiry, creating a user account, publishing a submitted study, or using the Website.

Cookie policy

When visiting the Website (also referred to as the “Service”), we may collect information from the user such as cookie identifiers, information collected via cookies, or other similar technologies.

Cookies are IT data, in particular text files, stored on the user’s end device and intended for use of the Website’s web pages. Cookies usually contain the name of the website from which they originate, the time they are stored on the end device, and a unique number.

Cookie identifiers, as well as information collected via cookies or similar technologies, may in some cases constitute personal data.

The entity placing cookies on the user’s end device and accessing them is the Website Operator, i.e. LIBCOM Piotr Karwasiński.

Cookies are used in order to:

• enable users to use the Website and ensure the proper functioning of its features (necessary cookies);
• create statistics that help understand how users use the Website, enabling improvement of its structure and content (analytical cookies).

The Website uses two basic types of cookies: “session cookies” and “persistent cookies”. Session cookies are temporary files stored on the user’s end device until leaving the website or closing the browser. Persistent cookies are stored on the user’s end device for the time specified in the cookie parameters or until deleted by the user.

The following types of cookies are used on the Website:

The user may also change cookie settings at any time in the settings of the web browser. By default, the browser allows cookies to be stored on the user’s end device. These settings may be changed in particular to block automatic cookie handling or to inform about each placement of cookies on the user’s device. Detailed information on the possibilities and methods of handling cookies is available in the browser settings.

Analytical and marketing tools used by the Website

External entities may use cookies and similar technologies to collect or receive information from the Website or other places on the Internet and use them to provide measurement services. By managing cookie settings, you can decide whether you consent to the collection and use of information.

Google Analytics

The Website uses Google Analytics, an online tool for website statistics and web analytics provided by Google, which gives insight into Website traffic. We use this tool to create statistics for the purpose of adapting the content of our websites to users’ preferences and for continuous optimisation.

You may prevent the installation of cookies by adjusting your browser settings. You may also prevent Google from collecting data generated by cookies and related to the use of the Website by installing a browser add-on blocking Google Analytics scripts available here. More information about Google Analytics can be found here.

Due to the use of Google Analytics, personal data obtained in connection with the use of the Website may be transferred outside the European Economic Area. In such cases, the transfer of personal data is based on standard contractual clauses concluded by the Controller with the tool provider. We encourage you to review the content of the data processing agreement, including the standard contractual clauses forming part thereof.

Information on how Google uses data collected when using the websites and applications of its partners is available here.