Why and on what legal basis does UWB process my personal data?

UWB processes personal data of applicants for study for the following purposes (for each purpose of processing we also indicate its legal basis):

to ensure the admission procedure, to decide on admission/non-admission to study, to ensure the appeal procedure in the event of an appeal    

•    compliance with legal obligations, in particular under the Higher Education Act (Article 6(1)(c) GDPR)

•    the performance of a task carried out in the public interest (Article 6(1)(e) GDPR)

collecting and administering fees for admissions-related activities    

•    the performance of a task carried out in the public interest (Article 6(1)(e) GDPR)

•    compliance with legal obligations (Article 6(1)(c) GDPR)

provision of information and advisory services at the Information and Counselling Center    

•    compliance with legal obligations (Article 6(1)(c) GDPR)

•    the performance of a task carried out in the public interest (Article 6(1)(e) GDPR)

•    your consent (Article 6(1)(a) GDPR)

fulfilment of our legal obligations under generally binding legislation (e.g. submission of statistical data to the Ministry of Education, Youth and Sports, obligation to keep accounting and tax documents)

•    compliance with legal obligations (Article 6(1)(c) GDPR)

protecting the rights, legitimate interests and property of UWB, including ensuring the security of UWB premises, dealing with security incidents (e.g. surveillance systems are operated for this purpose) and establishing, exercising or defending our legal claims    

•    legitimate interests of UWB (Article 6(1)(f) GDPR)

promotion of UWB (on the UWB website, social media (Facebook, Instagram, Twitter, etc.), in promotional materials)    

•    legitimate interests of UWB (Article 6(1)(f) GDPR) or your consent, if required (Article 6(1)(a) GDPR)

if you give us specific consent to do so, we may also process your personal data for the purposes set out in such consent    

•    your consent (Article 6(1)(a) GDPR)

If we process your personal data in order to comply with our legal obligations under generally binding legal regulations, the provision of such data is a legal requirement and you are obliged to provide us with such personal data. We are unable to comply with our obligations under generally binding legal regulations unless you provide it. If we process your personal data for the purpose of the legitimate interests of UWB or for the performance of a task carried out in the public interest, this is our contractual requirement or a requirement necessary for the provision of the requested services or a requirement necessary for the performance of a task carried out in the public interest and you are not legally obliged to provide us with such personal data. However, we cannot provide you with the requested services or perform the task carried out in the public interest without you providing it.

What personal data does UWB process about me?

We only process personal data about you that is adequate, relevant and limited to what is necessary in relation to the purpose for which it is processed.

The personal data we may process about you can be divided into the following categories:

• identification data (e.g. name, surname, title, birth number, date of birth, place of residence, citizenship, in the case of foreigners also gender and residence in the Czech Republic);
• contact details (e.g. home address, mailing address, e-mail, telephone);
• previous education (e.g. identification of educational institution, field of study or accredited educational program, year of matriculation or graduation, educational credentials, title of qualifying thesis);
• information on the study program for which the applicant is applying and the result of the admission procedure (if applicable, also information on enrolment in the study program);
• banking details (e.g. bank account No.);
• information on health (e.g. if the specific needs of the applicant need to be taken into account);
• any other information you provide to us during the admissions process (e.g. information from our mutual communications);
• visual recordings (e.g. CCTV footage).

How long does UWB keep my personal data?

We will only process your personal data for as long as is necessary for the purpose of processing. If the personal data is used simultaneously for several different processing purposes, we will process it until the purpose with the longer processing period is no longer applicable. However, we will stop using it for the purpose with the shorter processing period once this period has expired.

Please note that if you become a student, we will process personal data about you as a student. For more information about this processing, please click HERE.

UWB uses the following criteria to determine the period of processing of personal data:

• for the purpose of compliance with our legal obligations, your personal data will be processed for the duration of the relevant legal obligation of UWB;
• for the purpose of protecting the rights, legitimate interests and property of UWB, your personal data will be processed for the duration of the relevant legitimate interest of UWB. However, in the case of the initiation and duration of judicial, administrative or other proceedings in which the rights or obligations of UWB towards you will be addressed, the processing will not cease before the conclusion of such proceedings;
• personal data processed for the performance of a task in the public interest will be processed for the duration of the public interest. However, in the event of the commencement and continuation of legal, administrative or other proceedings involving the rights or obligations of UWB towards you, the processing will not cease before the conclusion of such proceedings;
• we will process personal data processed on the basis of your consent until you withdraw your consent, unless we set a shorter processing period.

In the case of archiving, the processing time is governed by the UWB Filing and Shredding Rules.

By the end of the calendar quarter following the end of the processing period at the latest, personal data for which the purpose of processing has ceased shall be irreversibly anonymised or securely destroyed. This shall not apply to archival material which is to be permanently stored in accordance with the Act on Archives and Records Management. Archival material includes, for example, student records and documents relating to decisive events connected with their studies.

To whom is my personal data provided?

According to legal regulations (in particular the Decree on the Transmission of Statistical Data by Universities), UWB is obliged to provide certain data on applicants to the Ministry of Education, Youth and Sports. UWB may also transfer your personal data to other relevant public authorities to which UWB is obliged to provide your personal data pursuant to generally binding legal regulations. These recipients will process your personal data as separate controllers independent of UWB.

In connection with your participation in the National Benchmarking Examinations and their evaluation, we may provide your personal data to Scio (www.scio.cz, s.r.o.).

If this is necessary to protect the rights, legitimate interests and property of UWB, we may provide your personal data to, for example, judicial or administrative authorities, bailiffs, etc.

UWB is also entitled to provide your personal data to persons who process personal data for UWB as its processors (e.g. accountants, tax or legal advisors, IT service providers). Upon your request, we will provide you with an up-to-date list of UWB processors who process your data. Please note that the list of the UWB processors may change and be updated over time.

We will only ever transfer your personal data to the extent necessary to protect your right to data protection and your privacy as much as possible.

Is my personal data transferred abroad?

In general, we do not transfer your personal data outside the European Economic Area (EEA). If one of the recipients of your personal data processes personal data in a country outside the EEA, it may also be transferred to such third country. However, in such a case, we will ensure that your personal data is processed in compliance with the relevant safeguards (e.g. by entering into standard contractual clauses with the recipient of the personal data).

Updating your personal data

We will make reasonable efforts to ensure the accuracy of your personal data. To help us do this, please only provide us with accurate, truthful and up-to-date information. If you become aware that information processed by UWB is inaccurate, untrue or out of date (e.g. due to a change in your personal data), please inform us so that we can take corrective action.

You can also correct or update your personal data yourself in your personal folder (in the e-application) after logging in on portal.zcu.cz.

What are my rights in relation to processing and how can I exercise them?

For more information about your rights you have in relation to the processing of your personal data and information related to exercising them, please see the Your Rights tab.