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

UWB processes personal data of participants of events (conferences, seminars, courses, summer schools, etc.) organized by UWB for the following purposes (for each purpose of processing we also indicate its legal basis):

to organise, administer, ensure the proper conduct of the event, collect any fees associated with the event

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

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

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

taking recordings (especially photographs and video recordings) of the event in order to document it    

•    performance of a task in the public interest (Article 6(1)(e) GDPR) or the legitimate interest of UWB (Article 6(1)(f) GDPR)

•    your consent, if required (Article 6(1)(a) GDPR)

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

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

compliance with our legal obligations under generally binding legislation (e.g. the obligation to keep accounting and tax documents)

•    compliance with legal obligations (Article 6(1)(c) 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)
sending newsletters about news, events and activities at UWB    

•    legitimate interest in direct marketing (Article 6(1)(f) GDPR in conjunction with Section 7(3) of Act No. 480/2004 Coll., on Certain Information Society Services and on Amendments to Certain Acts)

or 

•    your consent to the use of your electronic contact details for the purpose of sending our newsletters (Article 6(1)(a) GDPR in conjunction with Section 7(2) of Act No. 480/2004 Coll., on certain information society services and on amendments to certain acts)

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, unless you provide it to us, 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 we may process about you can be divided into the following categories:

• identification data (e.g. name, surname, title, date of birth, place of residence, signature);
• contact details (e.g. mailing address, e-mail, telephone);
• banking details (e.g. bank account number);
• biographical data (e.g. details of your education, educational institution);
• the identification and contact details of the legal representative (if the participant is a child or a minor);
• any other information you provide to us during the event (e.g. information from communications);
• visual and audio recordings (e.g. camera recordings, photographs).

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 the performance of the contract, your personal data will be processed until the termination of the obligations under the relevant contract concluded with 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;
• for direct marketing purposes, we will process your personal data until you express your opposition to such processing (unless we set a shorter processing period);
• 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 period 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.

To whom is my personal data provided?

UWB may provide your personal data to the relevant public authorities to whom 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.

If this is necessary to protect the rights, legitimate interests and property of UWB, we may transfer 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 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).

Please note that if we publish some of your personal data on our website (based on our legitimate interest or with your consent if required), persons outside the EEA may also have access to that 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.