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

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

keeping student records to ensure educational activities (ensuring the progress and quality of studies and teaching, providing library services)    

•    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)

preparation and registration of study documents (student ID card, university diploma, study certificate, diploma supplement, etc.)    

•    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)

implementation of scientific research activities (project activities, organisation of professional conferences, records of publishing activities)    

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

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

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

keeping records of qualification theses and their publication    

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

arranging foreign exchange programmes    

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

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

providing accommodation in the dormitories and meals in the cafeterias of UWB    

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

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

scholarship agenda (accommodation, social, extraordinary, merit-based, etc.)    

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

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

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

collection of study-related fees    

•    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)

ensuring the internal organization and self-governing competence of UWB, keeping records of members of the bodies (in case of your membership in any of the bodies of UWB, its faculties and other departments, e.g. the Academic Senate), publishing the list of members of the bodies (e.g. in the annual report or on the website)    

•    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)

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)

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)

informing about the facts related to the study and its course, operation and activities of UWB and individual faculties    

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

holding academic ceremonies (e.g. matriculation, graduation)

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

protection of the rights, legitimate interests and property of UWB, including ensuring the security of UWB premises and information systems, solving security incidents (for this purpose, e.g. surveillance systems are operated or instrument logs are kept) and determining, exercising or defending our legal claims

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

promotion of UWB (on the UWB website, social media sites (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 without you providing 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 we may process about you can be divided into the following categories:

• identification data (e.g. name, surname, title, maiden name, birth number, date of birth, place of birth, place of residence, gender in the case of foreigners, address of registered residence in the Czech Republic and citizenship);
• contact details (e.g. home address, mailing address, e-mail, telephone);
• data on studies and previous education (e.g. data on enrolment, previous education, program of study and form of study, enrolment in a higher year or additional block, state examination passed and academic degree awarded, data on interruption and termination of studies, the number of diploma and diploma supplement, if issued);
• data from personal documents (e.g. passport data);
• details of marital status;
• other information that you provide to us during your studies (e.g. information from your communications with us);
• banking and economic data (e.g. bank details, invoices);
• data on your professional activities related to UWB (e.g. publications, data on professional activities, participation in conferences and seminars, involvement in projects);
• details of health (e.g. where necessary to take account of the student's specific needs);
• 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 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.

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. Archival material includes, for example, student records and documents relating to decisive events connected with studies.

To whom is my personal data provided?

UWB is obliged under legal regulations (in particular the decree on the transmission of statistical data by universities) to provide the contents of student records 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 students' personal data according to generally binding legal regulations. These recipients will process your personal data as separate controllers independent of UWB.

Data about your student status in the range of "studying/not studying" or contact details may be forwarded to the Pilsen City Transport Company for the purpose of providing student fare discounts if you request it.

In the event that you decide to participate in a study exchange (e.g. within the ERASMUS+, INTER, etc.), UWB will provide the necessary personal data in order to enable your studies to the relevant educational institutions.

If it 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 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).

However, your personal data may also be transferred to a country outside the EEA (e.g. if you choose to participate in a study exchange in a country outside the EEA, your personal data will be transferred to an educational institution in that 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 some of your data is published on our website (based on our legitimate interest or with your consent, if required), persons outside the EEA may also have access to this 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 the data in your personal file yourself without contacting your study officer by logging in to portal.zcu.cz.

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

For more information on your rights in relation to the processing of your personal data and information on how to exercise them, please see the Your Rights tab.