Before you start using MOS, please read the Terms of Service. They explain how the service works and the rules governing its use, and contain important information regarding personal data and the safe use of the portal.

 

TERMS OF USE FOR THE CASE MANAGEMENT MODULE

 

 I. DEFINITIONS

The terms written in capital letters in the Terms of Use shall have the following meanings:

  1. Controller – the controller referred to in Article 4(7) of Regulation (EU) 2016/679 of the European Parliament and of the Council (EU) 2016/679 of April 27, 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 (General Data Protection Regulation).
  2. Contact Form – an electronic form on the MOS Portal enabling the submission of inquiries to the competent authorities regarding the legalization of foreigners’ stay in Poland or the operation of the MOS Portal.
  3. Registration Form – an electronic form used to register a User on MOS and create an Account.
  4. Application Form – a form available on MOS for applying for a temporary residence permit, a permanent residence permit, or an EU long-term resident’s residence permit.
  5. Account – a set of User identification credentials enabling access to MOS.
  6. Case Management Module (MOS) – an IT system operated by the Head of the Office for Foreigners, enabling, in particular, the submission of an application for a temporary residence permit and attachments to that application, an application for a permanent residence permit, or an application for an EU long-term resident’s residence permit in electronic form using an online service.
  7. MOS Portal – a website containing the Case Management Module and accompanying web pages providing information on the legalization of foreigners’ stay in the territory of the Republic of Poland and related services.
  8. Terms of Use – these Terms of Use, which specify, in particular, the rules for using the MOS Portal and the scope of Users’ liability.
  9. Head of the Office for Foreigners – the Head of the Office for Foreigners.
  10. Office for Foreigners – a government administrative body through which the Head of the Office for Foreigners performs his duties.
  11. User – a natural person who is registered with MOS and has an Account there.
  12. Application – an application for a temporary residence permit, an application for a permanent residence permit, or an application for an EU long-term resident’s residence permit.

II. RULES FOR THE OPERATION AND USE OF THE CASE MANAGEMENT MODULE PORTAL

  1. The operator of the MOS Portal and the administrator of personal data processed in MOS is: Head of the Office for Foreigners, 16 Koszykowa St., 00-564 Warsaw.
  2. Use of the MOS Portal is free of charge.
  3. A user may be a natural person who is at least 18 years of age. An account may be created for personal use or to represent a person for whom the User is a legal representative (parent or legal guardian), a guardian of a person who is completely incapacitated, or a court-appointed guardian of an unaccompanied minor.
  4. Except for the cases described in section 3, an Account may be created for only one natural person.
  5. Opening an Account and accessing the Account require the User’s authentication using an electronic identification method in accordance with Article 20a(1) of the Act of February 17, 2005, on the computerization of the activities of entities performing public tasks, the provision of the User’s personal data specified in the Registration Form, and acceptance of the Terms of Service and Privacy Policy. The Account will be activated using an activation link sent via email. An Account that is not activated within the validity period of the activation link will be automatically deleted.
  6. Generating an Application in MOS requires logging in using your Account and filling out the required fields in the Application Form. 
  7. Applications submitted via MOS must be completed in Polish.
  8. The Application is submitted via MOS in electronic form using the Application Form.
  9. The provincial governor summons the foreign national to appear in person at the provincial office, specifically for the purpose of:
    • have their fingerprints taken,
    • present a valid travel document,
    • submit a specimen of their signature.
  1. Applications submitted via the MOS are signed with a qualified electronic signature, a personal signature, or a trusted signature.
  2. Failure to appear at the competent authority’s office within the time limit specified by the authority may result in the application being left unexamined, the proceedings being discontinued, or other actions provided for by law being taken.
  3.  If the Head of the Office for Citizenship and Migration Affairs (UdSC) determines that the information provided in connection with registration on the MOS Portal is false or incorrect, they are authorized to block the Account until the matter is clarified and to request that the User immediately rectify the irregularities.
  4. Use of the Contact Form requires authentication via an Account.
  5. The Head of the UdSC reserves the right to suspend the operation of the MOS Portal as necessary to perform activities related to its proper functioning.
  6. In the event of a malfunction of the MOS preventing the submission of Applications within the time limit specified in the regulations, the Application shall be submitted no later than on the third business day following the day on which the irregularities were resolved. In such a case, the Application shall be deemed to have been submitted on the first day of the MOS malfunction.
  7.  The Head of the Office for Foreigners shall immediately announce the resolution of the malfunctions referred to in point 14 on the Office for Foreigners’ website.
  8. Subject to points 14 and 15, the MOS Portal is available at https://mos.cudzoziemcy.gov.pl/ 24 hours a day, 7 days a week.
  9. Use of the MOS Portal requires
    • access to the Internet,
    • an individual email address,
    • using a currently supported version of a web browser compatible with Google Chrome, Microsoft Edge, Mozilla Firefox, or Safari that accepts cookies and SSL.
  1. The Head of the UdSC shall not bear the costs of meeting the requirements specified in Section 17.
  2. In the event of a violation of the Terms of Service by the User, the Head of the UdSC is authorized to immediately block the Account and, if required by law, to notify the relevant authorities of such a violation.

III. OBLIGATIONS. LIABILITY

  1. The User is obligated to use the MOS Portal in a manner consistent with applicable law and these Terms of Service.
  2. The User is obligated to keep confidential the login credentials used via the login.gov.pl service.
  3. The User is liable for providing an incorrect email address to which they do not have access or which belongs to another entity, and for the consequences resulting therefrom.
  4. Use of the MOS Portal does not relieve the User of obligations arising from legal provisions. The collection, use, or publication of other users’ data is subject to legal restrictions arising, among other things, from provisions governing the protection of personal data, personal rights, and privacy.
  5. Provisions regarding the rules for processing personal data using MOS are set forth in Part IV of the Terms of Service.
  6. It is prohibited to use other Users’ Accounts. 
  7. It is prohibited to post or distribute via the MOS Portal any content that is unlawful, offensive, false, obscene, illegal, promotes violence, violates public decency, or infringes upon property rights, copyrights, or other rights of entities or third parties.
  8. Before logging into the Account, the User should verify that:
    • the device they are using has the necessary security measures (e.g., antivirus software with an up-to-date virus database installed, a firewall enabled, and mobile device security enabled to prevent the installation of software from unofficial sources),
    • the currently available security patches for the operating system and browser have been installed.
  1. Do not log in to your Account from a device shared with third parties.
  2. When using the MOS Portal, pay attention to messages appearing in the browser window, particularly those regarding security threats.
  3. Log out after you finish using your Account.
  4. Exercise particular caution when logging in from a website address obtained via a link in an email, instant messaging service, or social media platform.
  5. The Head of the UdSC is not liable for any lack of access to the MOS Portal due to reasons beyond their control.
  6. The Head of the UdSC is not liable for damages resulting from actions or omissions by Users that violate these Terms of Service, or from actions or omissions by third parties.
  7. The Head of the UdSC shall not be liable for disruptions in the operation of the MOS Portal caused by force majeure or a failure not attributable to the Head of the UdSC, or by unauthorized interference with the MOS Portal by a User or a third party. 
  8. The Head of the UdSC shall not be liable for damages caused by viruses or malware.

IV. PRIVACY AND PROTECTION OF PERSONAL DATA

  1. The controller of personal data processed on the MOS Portal in connection with the implementation of the provisions of these Terms and Conditions is the Office for Foreigners, ul. Koszykowa 16, 00-564 Warsaw. Personal data is processed for the purposes, to the extent, and based on the grounds and principles set forth in the privacy policy published on the MOS Portal website. The privacy policy primarily contains rules regarding the processing of personal data by the Controller, including the grounds, purposes, and scope of personal data processing, as well as the rights of data subjects, and information regarding the use of cookies and analytical tools. 
  2. By using the MOS Portal, the User consents to the storage of cookies on the device they are using. The User will be able to manage these cookies (block or use them) through their web browser settings.
  3. By using MOS, the User consents to the transfer of personal data provided in the Application Form to the authority competent to review the Application.
  4. All (successful and unsuccessful) attempts to log in to the Account are recorded.
  5. All actions performed after logging into the Account are recorded (User activity logs), including information regarding the submission of a statement of acceptance of the Terms of Service.
  6. The MOS Portal as a whole is protected by copyright, intellectual property law, and other applicable provisions of generally applicable law.

V. FINAL PROVISION

  1. These Terms and Conditions are effective as of the date of their publication.
  2. The Terms and Conditions may be downloaded, saved, and printed.
  3. In matters not covered by these Terms and Conditions, applicable laws shall apply, including in particular the Act on Foreigners.
  4. These Terms and Conditions may be amended at any time. The User will be notified of any changes via an appropriate notice.

The information posted on the MOS Portal does not constitute a source of law. The authors have exercised due diligence to ensure that it complies with applicable legal regulations. If you identify any non-compliance, please notify the Office for Foreigners of this fact via the Contact Form available on the MOS Portal. Information in Polish may differ from that in foreign languages. Updates to content in foreign languages, due to the scope of translations and the specific nature of the content, will be posted with a delay.

This information pertains to typical, frequently occurring cases and may not fully apply to individual situations. The number and type of documents that administrative authorities may request during proceedings may differ from those listed, depending on the specific case. If in doubt, please contact the provincial governor with jurisdiction over the case in question, or another competent authority, as appropriate.

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