What is the reason UWB processes my personal data and what types of information are processed?

UWB processes the personal data of employees in order to comply with its obligations as data controller. These obligations include, for example:

• wage calculation,
• submitting reports to the Social Security Administration
• contributions to social security and health care insurance.

If you are a researcher or a member of academic staff, your personal data are processed in accordance with Section 75 of the Higher Education Act, as amended, in order to keep records of your publishing activities, or to organise a habilitation procedure or professor appointment procedure.

UWB is also entitled to process your personal data for the purposes of university publicity. Moreover, the processing and availability of contact details of employees are an expression of the effort the university makes to continuously improve communication with UWB students, partners, the public, etc.

What personal data can be processed by UWB?

Based on the large range of activities that are performed at UWB, the personal data processing is very extensive. These are the basic activities which involve personal data processing:

As your employer, UWB is entitled to process the following personal data:

• Personal records for pension insurance sent to the Social Security Administration (according to Section 37 of the Act on the Organization and Implementation of Social Security): date and place of birth, name and surname, birth certificate number, place of permanent residence. If a UWB employee was employed abroad and UWB is his/her first employer after the return to the Czech Republic, he/she is obliged to provide UWB with the name and address of the foreign employer, as well as with the foreign pension insurance number.
• Wage calculation: education, previous working experience
• Calculation of the monthly tax deposit (according to the Act on the Organization and Implementation of Social Security): the amount of income
• Determination of the exact retirement date (according to the Act on the Organization and Implementation of Social Security): number of children (this applies only to women)
• Mandatory proportion of disabled persons employed (according to Section 83 of the Employment Act): health disabilities
• Payment of health insurance (according to Section 10 of the Act on Public Health Insurance): health insurance company
• Employment of foreigners: nationality
• Declaration of the taxpayer liable to personal income tax  from dependent activity for the tax period (according to the Act on  the Administration of Taxes):
• If the employee claims the tax deduction and his/her spouse is employed: spouse's name and surname, name and address of the employer
• If the employee claims the tax deduction for a dependent child: name, surname and birth certificate number.

If you are a participant in a habilitation procedure or professor appointment procedure, the employees of the Research and Development Department are entitled to process the following personal data: name and surname, sex, permanent residence, address in the Czech Republic, nationality, date of birth and your email address used at work.

If you use the services of the university library, UWB is entitled to process your personal data in order to offer you its services (in particular, book borrowing or using the electronic information resources) to the extent stipulated by applicable legislation, a contract or your consent.

If you use the university canteen, UWB is entitled to process your personal data to the extent stipulated by applicable legislation, a contract or your consent. UWB does not process any personal information concerning your specific dietary needs or allergies.

If you live in a university apartment, UWB is entitled to process your personal data to the extent stipulated by applicable legislation, a contract or your consent.

How does UWB protect my personal data?

UWB pays special attention to the protection of the personal data of its employees and processes the personal data only for the purposes for which they were obtained (see above).

UWB, as the data controller, takes reasonable steps to secure your personal data and prevent their unauthorised disclosure.  Information and data processed and stored on technical devices are protected in a manner that ensures their appropriate security.

Personal data are protected against unauthorized access; this includes the physical protection of UWB premises, as well as security measures taken to protect the information systems. Furthermore, UWB focuses on regular upgrade and improvement of these technological measures.

For how long can UWB keep my personal data?

UWB processes your personal data for the duration of the labour-law relationship, and subsequently, in accordance with destruction deadlines stipulated by applicable laws, UWB Management and Destruction Rules and other legislation. If your personal data are processed on the basis of your consent, this consent always defines the period for which it was granted. You are entitled to withdraw the consent at any time.

Who is entitled to process my personal data?

Your personal data can be processed only by UWB employees who are authorised to do this, or by processors who have entered into an agreement with UWB which stipulates the conditions for the secure processing of your personal data.

Can I ask UWB for access to my personal data, their rectification or erasure of any additional information?

Yes, every employee has the right to access his/her personal data processed by UWB. Moreover, every employee can access his/her personal file kept by the Personnel Department. If you find out that UWB keeps invalid or outdated data, you are entitled to rectify them. You also have the right to the erasure of your personal data if your personal data are no longer necessary in relation to the purposes for which they were collected, there is no other legal ground for the processing, your personal data have been unlawfully processed, or if you lodge a complaint against the processing of your personal data and UWB fails to prove the reasons for their processing.

However, you have to keep in mind that UWB is not obliged to (and often may not) erase your personal data, if the processing is necessary for compliance with imposed legal obligations, or if it is necessary for archiving, scientific, or historical research or statistical purposes. Moreover, it is not possible to erase the data if it would seriously jeopardize or impede the purpose for which the data were collected, or if the processing is necessary for the exercise of UWB legal claims.

To whom can UWB transmit my personal data?

UWB is obliged by law to transmit your personal data in cases stated above. Furthermore, UWB is obliged to send information regarding the results of research, development and innovation activities to the Register of Results kept by the Ministry of Education, Youth and Sports. In accordance with Section 75 of the Higher Education Act, as amended, UWB has the obligation to inform the Ministry of Education, Youth and Sports about the commencement of a habilitation procedure or professor appointment procedure and is obliged to publish the information about these procedures on its website, in particular: name and surname of the applicant, Faculty, specialisation, the date of the commencement of the appointment procedure, as well as the date of the defence and appointment.

In which information systems are my personal date stored?

UWB stores your personal data in the information system for economics and administration MAGION.

If you are a researcher or a member of academic staff, your personal data are also stored in the system for the record-keeping of scientific research results OBD.

How can I exercise my rights? Who do I have to contact to exercise my rights?

You can exercise your rights as follows:

• by sending an application in paper form to UWB
• by filling in a form published on the Data Protection Officer webpage
• by sending an email to the data protection officer
• by visiting the data protection officer in person

Can I ask UWB for an explanation which includes the reasons for the processing of my personal data?

Yes, this is one of the rights that you have as a data subject. Applications or questions concerning this issue should be addressed to the data protection officer.

How can UWB verify that the submitted application is authentic?

Once the application concerning the exercise of one of your rights is delivered to UWB, we start looking into it.

For security reasons, the data protection officer may ask you to prove your identity and submit some additional information, so that it is perfectly clear that the application in not fraudulent.

How long does it take to process my application?

Your application will be processed as soon as possible, but not later that one month from the date of its receipt.

With regard to the complexity and the number of applications received, UWB is entitled to extend the above-mentioned deadline. The applicant will be noticed about this in writing.

How much does it cost to process my application?

UWB processes all applications free of charge.

However, if your application is inadequate, manifestly irrelevant, or repeated, UWB may charge an administrative fee for the provision of information, or the performance of tasks related to this.

Do I have the right to lodge a complaint with a supervisory authority?

If you file a complaint concerning the processing of your personal data with UWB and this complaint is not resolved successfully, you have the right to lodge a complaint with a supervisory authority, which is the Office for Personal Data Protection located at:

Pplk. Sochora 27,
170 00 Praha 7
www.uoou.cz