Data protection policy

Within the scope of this document, you, as a data subject (hereinafter referred to as “You” or “Your”), may find information about the processing of Your personal data by JIC, zájmové sdružení právnických osob, based at Purkyňova 649/127, Medlánky, 612 00 Brno, ID number: 71180478 (hereinafter referred to as „We“, „Us“ or „Our Association“), especially in relation to a conclusion of contracts between Our Association and You, or in relation to other activities coherent with the administration of Our buildings. You are a data subject if You enter into agreement with Us or you otherwise communicate with Us as a natural person or if You cooperate with Us as a representative of a legal person (companies).

This Data Protection Policy (hereinafter referred to as “Policy”) contains the information about the purposes for which Our Association processes Your personal data, in what extent (which of Your personal data is being processed), on what legal basis (performance of a contract, legitimate interest, compliance with legal obligations, consent or other) and what is the period for which We are entitled to process Your personal data.

This Policy also contains information about the rights that You possess in relation to the processing of Your personal data and how You can exercise these rights.

1. The Processing of Your Personal Data

We process Your personal data so that We can fulfil the purposes specified in the following chapters.

Personal data are information related to You or Your activity, which are processed by Our Association, for example Your name, surname, place of residence etc.

The processing of personal data is any operation which is performed with personal data for a certain purpose, whether by automated means or electronically or in written form, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction of personal data. Operating with personal data in an irregular or incidental way as a result of other activity, such as maintenance of technical instruments for data processing, is not considered as the processing of personal data.

We process different categories of personal data for different purposes. Specifically, We may process those categories of personal data:

-          Identification data (f.e. name, surname, ID number, tax ID number);

-          contact data (f.e. e-mail address, phone number);

-          address data (f.e. address of residence, correspondence address);

-          data necessary for exercising of payments and accounting of the payments (f.e. account number, bank code, IBAN, SWIFT);

-          professional position data (f.e. if the data subject is an employee or a member of statutory body);

information about the contract and performance of the contract by both contracting parties (f.e. date of conclusion of the contract, length of the contractual relationship, date and reason for termination of the contract, details of the transaction, rent or another price) and

-          information about borrows (f.e. date of borrow and return of a publication, delay with return).

2. Lease agreements

If you desire to rent any of Our offices, or any of our boardrooms, other premises or our movable property, We need to enter into a lease agreement such as business premises lease agreement, agreement on lease of premises for a short time period or agreement for access to a server room and a lease of server rack. In such case, We process Your personal data in the extent, for the purposes, the period and on the legal basis stated below:

Purpose

Extent of processed information

Legal basis

Processing period

Conclusion and performance of contract, including mutual communication

 

-  Identification data

-  Address data

-  Contact data

-  Data necessary for exercising of payments and accounting of the payments

-  Professional position data

-  Information about the contract and performance of the contract by both contracting parties

Necessity to perform a contract

Until the termination of the agreement and until 3 years after, fundamental data about the legal relationship and its existence (contracting parties, the object of the contract) until 10 years from the termination of the contract; personal data requested by legal statutes for a period stated in the statutes

 

Until the cancellation of the registration by a user, 3 years from the last login at the latest

Compliance with legal obligations regulating accounting and taxes

-  Identification data

-  Address data

-  Information about the contract and performance of the contract by both contracting parties

Necessity to comply with legal obligations

For a period stated in the relevant legal statutes:

Act No. 235/2004 Coll., on the VAT

Act No. 563/1991 Coll., on accounting

Contacting a person in case of potential security breaches of the leased premises

 

-  Identification data

-  Contact data

Legitimate interest in the providing security of Our buildings and lessees

 

Until the termination of the lease agreement

If you decide to enter into a lease agreement with Us, We process the aforementioned categories of Your personal data in order to conclude the agreement, to perform the agreement, check that You perform it and to communicate with You. We also have to comply with statutory obligations and such processing is a statutory requirement that we cannot influence.

For the purpose of providing security of Our buildings and lessees, We also need some of Your personal data to contact You in case of potential security breaches. You are entitled to file an objection against the way We process Your personal data for such purpose using a method described in Chapter 8.5. On the basis of Your objection, we will stop sending You commercial offers and processing Your related personal data.

3. Access to Our buildings

In some cases, You need to have access to some of Our buildings. In such situations, We provide You with an entrance card with access around the building and We process Your personal data in the extent, for the purposes, the period and on the legal basis stated below:

Purpose

Extent of processed information

Legal basis

Processing period

Conclusion of contract and securing and overview of access to the building

 

-  Identification data

-  Contact data

Necessity to perform a contract

Until the return of the entrance card

If We lend You the entrance card to some of Our buildings, We process the aforementioned personal data in order to secure the overview of access to the buildings.

4. Borrowing books from Our library

If You wish to be a member in our library and borrow books or other publications, You need to agree with rules on borrowing publications from the library. In that case, we process Your personal data in the extent, for the purposes, the period and on the legal basis stated below:

Purpose

Extent of processed information

Legal basis

Processing period

Enrolment to the library and securing access to the books

 

-  Identification data

-  Contact data

Necessity to perform a contract

Until the termination of the membership in the library

In case You enrol in Our library to borrow some of the publications available at the library, We process Your personal data in order to lend You the publications and monitor whether You comply with the rules on borrowing publications.

5. Security camera

Detailed information about the processing of Your personal data by a security camera system is available in specific document available at the reception desks of our buildings.

6. To Whom Are Your Personal Data Made Available?

We do not know in advance to whom exactly We will make Your personal data available. That is why We introduce only categories of possible recipients, along with an explanation of why Your personal data could be transferred to such recipients.

Recipient

Reason of making the data available

Persons ensuring the functioning of Our software (computer systems)

We need the provider of software equipment, which is in position of data processor, to service our websites and ensure the functioning of Our information systems.

Legal and tax advisors

 

Sometimes, We need legal or tax advisors to look into information about legal relations between Us and You. These persons are legally bound by a duty of confidentiality.

Law enforcement agencies (state police, prosecutor, court) and units of integrated rescue system (state police, firemen)

In order to provide security of Our premises, it can be necessary to cooperate with law enforcement agencies or units of integrated rescue system

We would like to inform You that We will always comply with Your right to obtain information about to whom, when and for what purpose Your personal data were transferred.

7. What are Your Rights?

With regard to the fact that Our Association processes Your personal data, You possess rights which We want to inform You about. You can exercise any of Your rights specified hereinafter by any way that is suitable for You and that will allow Us to verify that it is really You who made the request (that will allow us to verify Your identity), and We will try to meet Your requirements as much as possible. In order for Us to be able to meet Your requirements, We would like to ask You to exercise Your rights by contacting Us on the address of Our Association, JIC, zájmové sdružení právnických osob, based at Purkyňova 649/127, Medlánky, 612 00 Brno, or on the e-mail address jic@jic.cz, or by other way stipulated in the paragraphs below.

7.1.   Right of Access

You have a right of access to Your personal data processed by Our Association and concurrently a right to be informed about which of Your personal data We process, for what time period We process them, what are the purposes of their processing, to whom We make them accessible and whether We use them for automated individual decision‑making (and possibly how automated individual decision‑making works).

We will provide You with a free copy of Your personal data. If You request more than one copy, We will ask you for a necessary monetary consideration for providing the other copies.

7.2.    Right to Rectification

If you find out that Your personal data that we process are incomplete or incorrect, You have a right to request Us to rectify them or, taking into account the purposes of the processing, to complete them.

7.3.   Right to Erasure

You also have a right to erasure of Your personal data which are stored and processed by Our Association. In order for You to request erasure of Your personal data, one of the following reasons must be given:

  • Your personal data are not necessary for the purpose for which they have been collected and processed;
  • You withdrew Your consent based on which We processed Your personal data, and We do not have any other legal basis for the processing of Your personal data;
  • You will file an objection against the processing of Your personal data, in case Your personal data are processed for the purposes of marketing (f.e. sending commercial offers);
  • You will file an objection against the processing of Your personal data on the basis of Our legitimate interest and We will not be able to prove that Our legitimate interest prevails over Your right to erasure;
  • there is a statutory reason which requires the erasure of Your personal data or
  • Our Association processes personal data of a child without parental consent to process them.

We would like to inform you that it is possible that Your personal data cannot be erased on the basis of withdrawal of Your consent or request to erase Your personal data. It is, for example, a situation when the processing of Your personal data is required by law. If such situation occurs, Our Association will inform You about the reason for which Your personal data could not be erased.

7.4.            Right to Restriction of Processing

If You think that Your personal data processed by Our Association are incorrect, You have a right to request Us to restrict the processing of Your personal data for a period of time necessary to verify the accuracy of Your personal data or to possibly rectify them.

You also have this right in the following cases:

  • the processing of Your personal data by Our Association is illegal but You do not wish to erase them;
  • Our Association does not need Your personal data for the purpose for which We have processed them, but You insist on their processing (esp. storing) by Our Association for determination, exercise or defence of Your legal claims.
  • You have filed an objection against the processing of Your personal data based on legitimate interest of Our Association and the restriction of the processing will be valid for a period of time necessary to determine whether Our legitimate interest prevails over Your right not to process Your personal data.

7.5.            Right to Objection against the Processing of Your Personal Data on the Basis of Legitimate Interest

Regarding the fact that We process some of Your personal data on the basis of legitimate interest, You have a right to file an objection against this processing. Based on that objection, We will consider whether it is really in Our legitimate interest to process Your personal data for the given purpose, or whether Your right not to process Your personal data prevails over Our legitimate interest.

7.6.            Right to Lodge a Complaint

In case You assume that all of the aforementioned rights are insufficient, or You are of the opinion that Our Association violates Your rights in any way, You have a right to lodge a complaint with a supervisory authority. You can lodge the complaint with The Office for Personal Data Protection via contact information available at: https://www.uoou.cz/podatelna-uradu/os-1006 .

8. Effectiveness

This Policy is effective as of the 25th May 2018.