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

UWB processes the personal data of applicants in the habilitation procedure and the procedure for appointment as professor for the following purposes (for each purpose of processing we also indicate its legal basis):

ensuring the habilitation procedure (including the publication of the habilitation thesis) and the procedure for appointment as professor (including the handling of any objections)    

•    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)

collecting and administering fees related to the proceedings    

•    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)

publishing data on habilitation and professorship procedures on the website    

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

proceedings for invalidation of appointment as associate professor    

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

fulfilment of our legal obligations under generally binding legal regulations (e.g. submission of data related to the habilitation procedure and the procedure for appointment as a professor to the Ministry of Education, Youth and Sports, the obligation to keep accounting and tax documents)    

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

protection of the rights, legitimate interests and property of UWB, including ensuring the security of the UWB premises and information systems, solving security incidents (e.g. surveillance systems are operated for this purpose) and determining, 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)

 

UWB processes the personal data of other participants in the habilitation procedure and the procedure for appointment as professor (in particular members of the relevant committee, opponents) for the following purposes (for each purpose of processing we also indicate its legal basis):

 

organising the habilitation procedure and the procedure for the appointment of professor (including the handling of any objections)    

•    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)
publication of data on habilitation and professorship procedures on the website    

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

proceedings for invalidation of appointment as associate professor    

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

the performance of the contract concluded between you and UWB    

•    performance of the contract (Article 6(1)(b) GDPR)

the fulfilment of our legal obligations under generally binding legal regulations (e.g. transmission of data related to the habilitation and professor appointment procedures to the Ministry of Education, Youth and Sports)    

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

protection of the rights, legitimate interests and property of UWB, including ensuring the security of UWB premises and information systems and solving security incidents (e.g. surveillance camera systems are operated for this purpose)    

•    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 fulfilling a contract, for the legitimate interests of UWB or for the performance of a task carried out in the public interest, this is a contractual requirement of ours 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 under no legal obligation to provide us with such personal data. However, without providing it, we cannot enter into and/or perform the relevant contract or provide you with the requested services or perform the task carried out in the public interest.

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 that UWB may process about applicants can be divided into the following categories:

• identification data (e.g. name, surname, title, date of birth, permanent address, residence in the Czech Republic, citizenship, gender);
• contact details (e.g. mailing address, e-mail, telephone);
• biographical data, details of your qualifications and professional activities (e.g. curriculum vitae, evidence of higher education and relevant degrees, evidence of teaching experience, list of scientific, professional or artistic works, list of scientific, professional or artistic internships completed, other evidence of scientific or teaching or artistic qualifications);
• details of the employment relationship and work activity;
• banking details (e.g. the bank account number);
• other information you provide to us in the course of the habilitation and appointment procedure (e.g. information from mutual communication, information provided in the proposal to initiate the procedure);
• details of the proceedings and their outcome;

visual recordings (e.g. surveillance footage).

The personal data that UWB may process about other participants in the proceedings can be divided into the following categories:

• identification data (e.g. name, surname, title, place of residence);
• contact details (e.g. mailing address, e-mail, telephone);
• biographical data (e.g. details of higher education qualifications, details of current professional activities, curriculum vitae);
• details of the work activity (e.g. workplace details);
• other information you provide to us in the course of the habilitation and appointment procedure (e.g. information from mutual communication);
• visual recordings (e.g. surveillance 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 your personal data is used for several different processing purposes at the same time, 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 that period has expired.

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 permanently stored in accordance with the Act on Archives and Records Management.

To whom is my personal data provided?

According to legal regulations (in particular the Higher Education Act and the Decree on the submission of data to the Register of Associate Professors, Professors and Extraordinary Professors of Higher Education Institutions), UWB is obliged to submit certain data on participants in habilitation and professor appointment proceedings 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 transfer your personal data pursuant to generally binding legal regulations. These recipients will process your personal data as separate controllers independent of UWB.

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 transfer 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 personal 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.

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.