REGULATIONS OF THE POLISH NATIONALAGENCY FOR ACADEMIC EXCHANGE

Programmes for natural persons

Warsaw, 8.08.2023 r.

1[WRÓĆ DO SPISU TREŚCI]TABLE OF CONTENTS
I.
II.
III.
IV.

V.

RULES OF USING THE REGULATIONS.............................................................................................. 3
GLOSSARY OF TERMS AND ABBREVIATIONS................................................................................... 3
GENERAL INFORMATION – ELIGIBLE ENTITIES ............................................................................... 5
SUBMISSION OF THE APPLICATION FOR GRANTING FUNDS AND CONCLUSION OF THE CALL FOR
PROPOSALS .................................................................................................................................... 5
1.
Registration and use of the Agency's ICT system ................................................................. 5
2.

Submission of the application in the Agency's ICT system ................................................... 5

3.

General rules for submitting applications ............................................................................ 6

4.

List of required attachments to the application ................................................................... 6

5.

Evaluation of the application ............................................................................................... 6

5.1.

Formal evaluation of the application ................................................................................... 6

5.2.

Merit-based evaluation of the application (if applicable) .................................................... 7

6.

Conclusion of the call for proposals ..................................................................................... 7

7.

Appeal procedure ................................................................................................................ 8

PROCEDURE OF CONCLUSION OF THE AGREEMENT WITH THE SCHOLARSHIP HOLDER/FELLOW 9
1.
Payment schedules under the Programmes ...................................................................... 10
2.

VI.

VII.
VIII.
IX.
X.
XI.
XII.

Termination of the Agreement with the Scholarship Holder/Fellow.................................. 10

REPORTING AND RULES OF PROJECT FINANCIAL SETTLEMENT.................................................... 10
1.
General rules of project financial settlement..................................................................... 10
2.

Eligible costs ...................................................................................................................... 113.

2.1. Costs settled in the form of flat-rate amounts ........................................................ 112.2. Costs settled on the basis of actual costs ................................................................ 12
Ineligible costs ................................................................................................................... 12

4.

Data storage ...................................................................................................................... 13

EVALUATION ................................................................................................................................ 13
INFORMATION AND PROMOTION ................................................................................................ 13
PERSONAL DATA PROTECTION ..................................................................................................... 14
CHANGES TO THE REGULATIONS ................................................................................................. 16
CONTACT WITH THE AGENCY....................................................................................................... 16
ATTACHMENTS ............................................................................................................................ 162[WRÓĆ DO SPISU TREŚCI]I.

RULES OF USING THE REGULATIONS

These Regulations specify the terms of the Call for proposals for participation in programmes
addressed to natural persons.
Part II of the Regulations - Glossary of terms and abbreviations - contains useful definitions andreferences to relevant legal acts.
Parts III - X describe the rules common to all Programmes for natural persons.
When determining any deadlines related to project dates or to implementation of activities, theprovisions of the Polish Civil Code regarding the calculation of deadlines, i.e. art. 110 et seq. shall apply.
Detailed information on the Call for proposals, including the deadlines and allocation of funds for thecall, shall be published in the Announcement.

II.

GLOSSARY OF TERMS AND ABBREVIATIONS

1)
2)
3)

Agency - the Polish National Agency for Academic Exchange;
Director - the Director of the Agency;
Expert - person who conducts merit-based evaluation of applications submitted under the callfor proposals for participation in the Programme;
NAWA Language Teacher - Scholarship Holder teaching Polish as a foreign language in a foreign
Host Institution;
Young Scientist - person who has obtained doctoral degree within the last 7 years preceding
submission of the application;
Call for Proposals - call for proposals for participation in the Programme;Announcement - announcement of the call for proposals for participation in the Programme
referred to in Art. 19 of PNAAE;
Assistant of a person with disability - in the case of a Scholarship Holder/Fellow with severe or
moderate disability - person who takes care of the Scholarship Holder/Fellow during the stay in
the Host Institution;
Host Institution, Institution- foreign or domestic research or academic centre to which theApplicant plans to travel;
Programme - programme specified in the Announcement aimed at the implementation of the
Agency's tasks;
Project – a set of activities carried out under the Programme;
Reviewer - expert who conducts individual merit-based evaluation;
Regulations - these Regulations for the Programmes for natural persons;
Agency's ICT system - system referred to in Art. 14 of PNAAE;
Scholarship Holder/Fellow - person who has been awarded the Scholarship and with whom theAgreement has been concluded;
Funds - funds referred to in Art. 18 section 2 point 2 of PNAAE;
RI - the Act of 30 April 2010 on Research Institutes;
PNAAE - the Act of 7 July 2017 on the Polish National Agency for Academic Exchange;

4)
5)
6)
7)
8)

9)
10)
11)
12)
13)
14)
15)
16)
17)
18)

3

[WRÓĆ DO SPISU TREŚCI]

19)
20)
21)
22)
23)
24)
25)
26)

HES - the Act of 20 July 2018 on Higher Education and Science;
PAS - the Act of 30 April 2010 on the Polish Academy of Sciences;
AA - the Act of 29 September 1994 on Accounting;ŁRN – the Act of 21 February 2019 on the Łukasiewicz Research Network;
Agreement - agreement concluded between the Scholarship Holder/Fellow and the Agency
referred to in art. 26 of PNAAE;
Application – a form completed by the Applicant and submitted under the Call for Proposals via
the Agency's ICT system;
Applicant - person who intends to submit or has submitted Application under the Call for
Proposals;
Evaluation Team - team consisting of Experts appointed by the Director to conduct merit-based
evaluation of applications within the scope indicated in the Announcement.

4[WRÓĆ DO SPISU TREŚCI]III.

GENERAL INFORMATION – ELIGIBLE ENTITIESThe applicant may be a natural person who meet the requirements specified in the Announcementof the call for proposals for a given Programme, including:1) doctoral students;
2) employees of entities referred to in art. 7 section 1 of the Act of 20 July 2018 on Higher
Education and Science as well as employees of foreign universities and scientificinstitutions;3) persons holding at least a doctoral degree or an equivalent degree obtained abroad;4) persons seconded abroad to teach Polish as a foreign language.
Detailed information on eligible Applicants under a given Programme can be found in the
Announcement.
NAWA shall provide equal access to implementation of the activities to persons with special
needs, including various types of disabilities.
At a valid request of a person with documented disability, the Agency Director may waive
particular rules and regulations of the Program when following this rules and regulations would
be overly difficult due to the type of disability and such exception would assure equal access to
the Programme compared to other applicants.

IV.

SUBMISSION OF THE APPLICATION FOR GRANTING FUNDS AND CONCLUSION OF THE
CALL FOR PROPOSALS

1.

Registration and use of the Agency's ICT system

Pursuant to Art. 14. of PNAAE the Agency operates an ICT system in which the data necessary for
issuing decisions on granting funds under the Agency's Programmes are processed. The scope, rules
and terms of using the system are described in "the Regulations of the use of the Agency's ICT system".1
In contacts with the Applicant, correspondence shall be conducted via the Agency's ICT system or inanother form indicated by the Agency.
Failure to comply with the indicated form of communication may result in leaving the documents
submitted by the Applicant with the use of other means of communication without consideration. The
Applicant shall be obliged to regularly check correspondence in the Agency's ICT system after
submitting the Application.

2.

Submission of the application in the Agency's ICT system

The Regulations are available at:https://nawa.gov.pl/images/users/629/Regulamin_st_NAWA_wazny_od_09.08.2019.pdf

1

5[WRÓĆ DO SPISU TREŚCI]In order to submit the application for participation in the call for proposals for a Programme one
should:1)
register an account in the Agency's ICT system available at: https://programs.nawa.gov.pl;2)
send the completed application together with required attachments electronically via the
Agency's ICT system.
It shall be the responsibility of the Applicant to check whether the operation of sending the application
has been completed correctly.

3.

General rules for submitting applications

By submitting the application, the Applicant accepts the terms and rules specified in the
Announcement as well as in the Regulations and in the attachments
The Agency reserves the right to cancel the Call for proposals, in particular in the event of introducing
significant changes in legal regulations affecting the terms of the Call for proposals, occurrence of force
majeure or in other justified cases.
All information necessary for the proper conduct of the Call for proposals shall be published by the
Agency at: www.nawa.gov.pl. It is recommended that Applicants familiarize themselves with theinformation posted on the above mentioned website on an ongoing basis.
The Applicant is obliged to correctly complete the Application in accordance with the guidelines
contained in the Agency's ICT system, which specify in detail the scope of information necessary to bepresented in each of the obligatory fields of the application. Substantive information entered into theApplication by the Applicant shall be entered in the fields designated for this purpose. Placing
descriptions in parts other than those designated or dividing them between different parts may
constitute a reason for lowering the merit-based evaluation of the Application or not awarding points
for the relevant merit-based evaluation criterion.
If more Applications are submitted than allowed by the rules applicable for a given Programme, only
the last submitted applications, according to the time of their submission in the Agency's ICT system,
shall be submitted for evaluation.

4.

List of required attachments to the application

The required information in this regard shall be specified in the Announcement.

5.

Evaluation of the application

Detailed rules for evaluation of the Applications shall be described for each Programme in the
Announcement.
5.1.

Formal evaluation of the application

6[WRÓĆ DO SPISU TREŚCI]The purpose of the formal evaluation is to verify the Applications in terms of meeting the formal
criteria specified in the Announcement.
If necessary, the Agency may, once within a given scope, request the Applicant to provide additional
documents or explanations. Information on the need to supplement documentation/provide
explanations to the application shall be sent electronically as a notification from the Agency's ICT
system to the Applicant's e-mail address.
Applications which do not meet the formal requirements specified in the Announcement shall be left
out of consideration.
5.2.

Merit-based evaluation of the application (if applicable)

The purpose of the merit-based evaluation is to verify the Applications in terms of meeting the quality
criteria indicated in the Announcement.
Only Applications which meet the formal criteria shall be submitted for merit-based evaluation. The
components and criteria of the evaluation shall be specified in the Announcement.
At the stage of merit-based evaluation, the Application may receive a maximum of 100 points. The
Application which has been awarded less than 60 points as a result of the evaluation shall beconsidered as not meeting the quality requirements, which means a negative merit-based evaluation.
In such situation, the Application may not receive financing, even with sufficient funds available under
the Programme.
The merit-based evaluation shall be carried out by the Evaluation Team appointed by the NAWA
Director. External experts shall be selected in accordance with the procedure in force at NAWA.
The merit-based evaluation of Applications may be performed by External Experts, including
Reviewers. In the event of a discrepancy in the evaluation which exceeds 30% of the maximum score,
the Agency reserves the right to appoint additional Experts to conduct the evaluation.
The names and surnames of External Experts who conduct merit-based evaluation under the
Programme are not published. The Agency shall publish annually the alphabetical list of External
Experts participating in the evaluation of applications in a given calendar year, jointly for all
Programmes.

6.

Conclusion of the call for proposals

As a result of the merit-based evaluation, the list of Applications recommended for financing is
prepared and the lower score threshold for applications recommended for financing is established,which, however, cannot be lower than 60 points.
The list may include Applications which have been awarded not less than 60 points, which may receive
funding, if no agreement is signed with the Applicant qualified for financing.

7[WRÓĆ DO SPISU TREŚCI]The Director shall make the decision granting or refusing to grant funds under the Programme, taking
into account the list of applications recommended for funding, the purpose of the Programme and theeffective use of funds allocated for its implementation.
The reasons for refusal to grant financing shall be in particular:
1)
the Applicant being in arrears with obligations towards the Agency;
2)
obtaining by the Agency information affecting the process of granting funds for the
implementation of the Project;
3)
lack of financial resources;4)
other justified circumstances.
The decision to grant or to refuse granting funds under the Programme shall be sent to the Applicant
in the Agency's ICT system.
The list of Scholarship Holders/Fellows with their names and surnames shall be published on the
Agency's proprietary site in the Public Information Bulletin (BIP).

7.

Appeal procedure

In the event of any formal violations in granting funds, the Applicant may request the Director of the
Agency to reconsider the case.
The request for reconsideration of the case may include reservations only as to formal issues in theprocess of granting funds, and not to the merits of the merit-based evaluation. Submitting the request
for reconsideration of the case for another reason may result in issuing a ruling stating theinadmissibility of submitting the request for reconsideration of the case.
The request for reconsideration of the case should be submitted to the Director of the Agency within
14 days from the date of receipt of the decision, in writing to the following address:
Narodowa Agencja Wymiany Akademickiej
ul. Polna 40
00-635 Warszawa
or electronically to the address of the Agency’s Incoming Mailbox in the form of an electronic
document bearing a qualified electronic signature (a trusted signature, a personal signature or asignature authenticated in a manner ensuring the possibility of confirming the origin and integrity ofthe verified data in electronic form).

8[WRÓĆ DO SPISU TREŚCI]In the course of proceedings, the Director examines:- admissibility of the appeal (possibility to submit an appeal),- submission of an appeal on time.
The inadmissibility of the appeal and the failure to meet the deadline for its appeal are stated by the
Director in a decision which is final in this case.
If the appeal is admissible, i.e. it concerns formal violations when granting funds, the Director will review
the decision issued in the first instance, i.e. will reconsider and resolve the case. In the course of activities
related to the consideration of the application for reconsideration of the case, the person who previously
participated in the issuance of the contested decision may not participate.
The decision stating the inadmissibility of submitting the application for reconsideration of the case or
the decision of the Director issued as a result of reconsideration of the case, the Applicant may submit acomplaint to the Provincial Administrative Court in Warsaw, to the following address: Wojewódzki Sąd
Administracyjny w Warszawie, ul Jasna 2/4 00-013 Warszawa.

V.

PROCEDURE OF CONCLUSION OF THE AGREEMENT WITH THE SCHOLARSHIPHOLDER/FELLOW

In the decision granting funds, the Agency shall specify the activities to be performed by the Applicant
and the deadline for their performance.
The conclusion of the Agreement with the Applicant shall take place on the basis of the decision of the
Director of the Agency granting funds under the Programme, after the successful completion of the
Application evaluation procedure.
The model Agreement constitutes the attachment to the Regulations.
The Agreement shall be made available to the Scholarship Holder/Fellow in the Agency's ICT system,of which the Scholarship Holder/Fellow shall be informed in an e-mail sent to the e-mail addressprovided during registration in the Agency's ICT system.
After receiving information that the Agreement has been made available, the obligations of the
Scholarship Holder/Fellow shall include:1)
supplementing and checking the correctness of the data contained in the Agreement,
including address and bank details and, in the case of finding irregularities, reporting themto the Agency;
2)
conclusion of the Agreement on the date and on the terms specified in the
Announcement.
If the Applicant selected in the call for proposals fails to sign the Agreement with the Agency within
the deadline, financing may be awarded to another Applicant who has received a positive merit-based
evaluation.
Funds granted under the Programme are denominated and settled in the Polish currency. In the eventof transferring funds to the Scholarship Holder's/Fellow’s account which is denominated in another9[WRÓĆ DO SPISU TREŚCI]currency, all related costs, including currency conversion costs, shall be borne by the Scholarship
Holder/Fellow.

10[WRÓĆ DO SPISU TREŚCI]1. Payment schedules under the Programmes
Payment
schedule

Advancepayment

I partial payment

II partial
payment

Balance payment

A
B
C
D

100%
90%
60%
20%

Not applicableNot applicable30%
30%

Not applicableNot applicableNot applicable40%

Not applicable
10%
10%
10%

The Agency reserves the right to indicate a different payment schedule in justified cases.
2. Termination of the Agreement with the Scholarship Holder/Fellow
Termination of the Agreement may take place in justified cases based on the parties’ agreement or incases specified in the financial agreement, including gross failure to comply with the provisions of theAgreement, ignoring requests for improvement of activities sent by the Agency or the Centre,
providing by the Beneficiary false information in the Application in the call for proposals under the
Programme, of which the Agency learns during the term of the Agreement, or in the case of abehaviour violating legal and cultural norms of a given country, of which the Agency learns from the
Host Institution or a diplomatic mission, or when the Scholarship Holder/Fellow has been disciplinarily
punished or convicted by a final court judgment for an offense committed intentionally or an
intentional fiscal offence - also with immediate effect.

VI.

REPORTING AND RULES OF PROJECT FINANCIAL SETTLEMENT

1.

General rules of project financial settlement

The Scholarship Holder/Fellow shall be responsible for timely settlement of project implementation
by submitting partial (if applicable) and final reports as well as other settlement documents indicatedin the Announcement to the Agency.
Reports shall be submitted in electronic form via the Agency's ICT system using electronic forms
prepared and made available by the Agency, unless the Agency indicates another form of submitting
the report.
Partial reports shall be submitted within 14 days from the end of the reporting period. Final reports
shall be submitted within 30 days from the date of completion of the Project implementation indicatedin the Agreement and other settlement documents within the time limits specified in the
Announcement.
All amounts provided in the Project implementation reports shall be expressed in PLN.
Model reports and other billing documents shall constitute a part of the Agreement.

11[WRÓĆ DO SPISU TREŚCI]A correctly prepared report shall be subject to verification and approval by the Agency's employees interms of its compliance with the Announcement and the Agreement. The report shall be assessed inaccordance with the principles set out in the Announcement or the Agreement.
In the event of submitting an incorrectly prepared report or submitting an incomplete report, theScholarship Holder/Fellow shall be obliged to correct or complete the report within 14 days from thedate of receiving information about the need to correct or complete it in the Agency's ICT system. In
this case, the deadline for its evaluation shall be suspended.
Failure to submit the report within the indicated deadline or failure to correct or complete it within
the indicated deadline shall constitute the basis for withholding further financing and may constitutethe basis for requesting the Scholarship Holder/Fellow to return the received funds.
Failure to submit the final report by the specified deadline as well as submission of a report which does
not meet the requirements set out in the model report may constitute the basis for not allowing the
Scholarship Holder/Fellow to participate in the subsequent call for proposals announced by the Agency
and to request the Scholarship Holder/Fellow to return the received funds.
2.

Eligible costs

Detailed information regarding individual Programmes shall be described in relevant Announcements.
There are two main cost categories possible under the programmes:- costs settled in the form of flat-rate amounts,- costs settled on the basis of the actual costs.
2.1.

Costs settled in the form of flat-rate amounts

A flat-rate amounts is one of the simplified methods of expenditure settlement.
These sums may be used only in the case of costs which are defined as flat-rate amounts in the
Announcement.
The use of flat-rate amounts in the project means that they shall not be settled on the basis of factually
incurred expenses. The Scholarship Holder/Fellow is not obliged to collect and present accounting
evidence to confirm such expenses.
A flat-rate amounts may apply to the following types of costs:
1)
Scholarship - the eligible amount shall be calculated by multiplying the number of months
for which the scholarship has been granted and the scholarship rate specified in the
Announcement;
2)
Travel costs (including, for example, mobility allowances) - the rate shall include travel
and return travel as well as the costs related to the travel to the place of mobility byvarious means of transport. The rates may be determined depending on:a)the length of the route,b)
specifying whether the country of arrival or departure is a European or a nonEuropean country;
3)
Cost of living - the eligible amount shall be calculated by multiplying the number ofmonths and the rate for living costs specified in the Announcement.

12[WRÓĆ DO SPISU TREŚCI]In the case of the scholarship and the cost of living: the full monthly rate shall be due when the
Scholarship Holder’s/Fellow’s stay lasts 15 or more days. For stays lasting less than 15 days, half of themonthly rate shall be applicable.
The qualifying condition for receiving funding shall be the factual fulfilment by the Scholarship
Holder/Fellow of the project's assumptions.
In the case of flat-rate amounts, the eligibility of costs shall be verified by checking:1)
the period of the Project implementation,2)
the mobility period of the Scholarship Holder/Fellow (and accompanying persons, if
applicable),3)
verification whether the assumed results and products have been achieved and thedeclared activities implemented.
2.2.

Costs settled on the basis of actual costs
1)

2)
3)

4)

5)

The confirmation of actual costs shall constitute the appropriate accounting document(invoice including name or equivalent document) and payment confirmation (e.g. banktransfer).
Settlement of the costs shall take place at the stage of the submitted Report containing
the list of source documents confirming the incurred cost.
Additionally, if it is required by the Announcement, the Scholarship Holder/Fellow shallattach to the settlement scans of accounting documents, e.g. invoices, bills, tickets, a copyof visa from the passport, etc. issued for the Scholarship Holder/Fellow.
Documents expressed in a foreign currency should be converted into PLN at the average
Polish Central Bank (NBP) exchange rate as on the day preceding the date of issuing thefinancial document (invoice, tickets), e.g. a ticket from 6 May 2021 – according to NBP
table of 5 May 2021.
If no documents confirming the incurred costs are presented, NAWA shall consider thecost ineligible.

3.

Ineligible costs

3.1.

Costs settled on the basis of flat-rate amounts

Costs settled on the basis of flat-rate amounts may be considered ineligible if the Scholarship
Holder/Fellow fails to achieve the project objectives, i.e. the assumed results and products are notachieved, and the declared activities are not implemented.
3.2.

Costs settled on the basis of actual costs

The costs ineligible under the Programme shall be:1)
costs incurred outside the cost eligibility period specified in the Agreement;2)
the same costs financed from two different sources (double financing);
3)
undocumented costs;
4)
costs exceeding the limits specified in the Announcement;
5)
costs inconsistent with the project budget.
13[WRÓĆ DO SPISU TREŚCI]4.

Data storage

Documentation related to the implementation of the Programme should be kept by the Scholarship
Holder/Fellow for a period of 5 years counted from the last day of the year in which the financial
agreement was settled. Within the above-mentioned period, the Agency reserves the right to carry out
controls and audits related to the implementation of the financial agreement.

VII.

EVALUATIONThe Scholarship Holder/Fellow shall be obliged to participate in the Programme evaluation conductedby the Agency. Participation in the evaluation shall include:
1)
filling in the evaluation questionnaire by the Scholarship Holder/Fellow within the time
limit applicable to the final report, i.e. within 30 days from the date of completion of the
Project implementation specified in the Agreement;
2)
participation of the Scholarship Holder/Fellow and Project participants (if applicable) in
separate evaluation studies conducted by the Agency or with its consent in the period
starting from the date of signing the Agreement and lasting until 5 years from thecompletion of the Project implementation;3)(in programmes addressed to Language Teachers) at the end of each academic year -fillingin the evaluation questionnaire - within 30 days from the end of teaching in a given
academic year (in the case of the agreement for two academic years, the Language
Teacher shall complete the questionnaire both after the first and after the second year).
In addition, NAWA Language Teachers in each of the groups lectured by them shall provide
students during the last classes in a given academic year with a link to a short evaluationquestionnaire prepared by NAWA regarding the conducted classes.
The evaluation questionnaire referred to in point 1. above, shall be made available to the Scholarship
Holder/Fellow by the Agency online, outside the Agency's ICT system; information about thequestionnaire together with the link to it shall be sent by e-mail from the address:
ewaluacja@nawa.gov.pl to the e-mail address provided during registration in the Agency's ICT system.
Detailed information on other obligations of the Scholarship Holder/Fellow regarding participation in
the evaluation conducted by the Agency shall be published in the Announcement.
The Scholarship Holder/Fellow shall also be obliged to participate in evaluation studies conducted by
the Ministry of Education and Science on the terms specified by the Ministry of Education and Sciencein the period starting from the date of signing the Agreement up to 5 years from the end of the project(not applicable to projects co-financed under POWER).

VIII. INFORMATION AND PROMOTIONThe Scholarship Holder/Fellow shall be obliged to place on all materials, publications, presentations
etc. constituting results of the Project implementation information that it was financed by the Agency
under the Programme (full name in Polish or English). Publications and other results of the Project14[WRÓĆ DO SPISU TREŚCI]implementation, in which the Agency was not indicated as the financing institution for the Project,shall not be considered results of the Project implementation and shall not be taken into account at
its settlement.
The applicant undertakes to ensure open access to scientific articles created under the granted funds
by publishing them in an open journal or making their final version available in an open repository (theso-called Author's Accepted Manuscript) or in the published version of the publishing company (theso-called Version of Record). Open access to the publication has to be ensured at the latest at the timeof its publication (no embargo period). Preference should be given to the method of ensuring open
access to the publication resulting in its availability under the Creative Commons Attribution (CC BY)
or Creative Commons Attribution - Share Alike (CC BY-SA) licenses.
The Applicant undertakes to ensure open access to research data generated under the granted funds
by publishing them in an open repository of research data, with preference to making them available
under the terms specified in the Creative Commons Zero (CC0) statement.
The Agency's guidelines available at the following address (rules for using the Agency's logo) should be
used to identify the source of financing:
Polish version
English version

IX.

PERSONAL DATA PROTECTION

The personal data Controller (within the meaning of the General Data Protection Regulation) of NAWA
Experts, Language Teachers, Young Scientists, Guardians of a disabled person, Scholarship
Holders/Fellows, Applicants, representatives of the Centres and other persons involved in theimplementation of the Programme shall be the Agency.2
The data shall be used for the following purposes:
1)
implementation of the Programme (legal basis - Article 6 (1) (e) of GDPR) - "tasks carriedout in the public interest”);
2)
implementation of agreements concluded as part of the Programme (legal basis - Article
6 (1) (b) of GDPR - "performance of agreement";
3)
fulfilment of the Agency's legal obligations related to the Programme, e.g. keeping
accounting records (legal basis - Article 6 (1) (c) of GDPR) - "legal obligation";4)
investigation or defence against possible claims related to the Programme or inconnection with the need to prove certain facts that are of significant importance to the
Agency in this regard (legal basis - Article 6 (1) (f) of GDPR) - "legitimate interest";
deadlines for pursuing claims under the agreement are specified in detail in the Polish
Civil Code,5)
carrying out promotional activities under the Programme (legal basis - Article 6 (1) (f) of
GDPR) - "legitimate interest".
2

Within the scope referred to in Art. 14 of PNAAE, the Controller shall be the Director.
15[WRÓĆ DO SPISU TREŚCI]The provision of the data shall be voluntary, but necessary for participation in the Programme and in
the implementation of other Agency's objectives. Refusal to provide the data may result in the inability
to participate in the Programme and the inability to implement other above-mentioned objectives of
the Agency. The data shall not be used to make decisions based solely on the automated processing of
personal data, including profiling within the meaning of art. 22 of GDPR.
The data shall be used for the period necessary to implement the above-mentioned purposes, i.e. inparticular:
1)
for the duration of the Programme,2)
for the period of considering the applications or until they are removed from the NAWA
ICT System by the persons submitting the application (data of persons whose applications
were not approved for financing),
3)
for the period resulting from legal provisions (data which the Agency has to store inaccordance with the applicable provisions of law, e.g. accounting data),
4)
for the period of making any other necessary settlements (data of all persons involved in
the implementation of the Programme),
5)
for the period of implementing promotional activities under the Programme.
The data subject may submit a request to the Agency for:1)
access to his/her personal data (information on personal data being processed and a copyof the data),
2)
rectification of his/her data (if they are incorrect) and data transfer (in the cases specified
in GDPR),3)
deletion or limitation of the processing of his/her personal data– on the terms set out in GDPR.
Regardless of the rights listed above, the data subject may object to the processing of his/her data at
any time, if the legal basis for the use of data constitute:1)
legitimate interest (Article 6 (1) (f) of GDPR) or
2)
tasks carried out in the public interest (Article 6 (1) (e) of GDPR).
The data subject shall also have the right to lodge a complaint with the Head of the Personal Data
Protection Office, if it is found that the processing of personal data violates the law.
Subject to all data security guarantees, the data may be transferred - apart from persons authorized
by the Controller - to other entities, including:1)
entities involved in the project implementation,2)
entities authorized to receive it in accordance with the provisions of law,3)
entities processing it on behalf of the Agency (e.g. technical services providers andadvisory services providers) and4)
other controllers (e.g. notary or legal offices).
In the case of transferring personal data outside the European Economic Area, it shall be carried out
in accordance with the requirements set out in Chapter V of GDPR.

16[WRÓĆ DO SPISU TREŚCI]In matters related to personal data protection, please contact the Agency's Data Protection Officer(DPO): odo@nawa.gov.pl.

X.

CHANGES TO THE REGULATIONSThe Agency reserves the right to change these Regulations. The introduced changes shall be effectivefrom the moment of their publication.
Applications submitted before the publication of the changes to the Regulations have to be
resubmitted by the Applicant if their provisions are inconsistent with the introduced changes. The
Agency shall notify all Applicants who submitted their applications before the publication of thechanges to the Regulations by sending information via the Agency's ICT system or via e-mail to theApplicants' address.
Changes of an ordering and clarifying nature as well as those introduced in order to correct obvious
mistakes in the Regulations shall not require separate notification of their introduction, subject topublication of the content of such changes.

XI.

CONTACT WITH THE AGENCY

Narodowa Agencja Wymiany Akademickiej
ul. Polna 40
00-635 Warszawa
Telephone: +48 22 390 35 00
Fax: +48 22 826 28 23
https://nawa.gov.pl/kontakt

XII.

ATTACHMENTS

1) Model Agreement

17[WRÓĆ DO SPISU TREŚCI]