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Processing of personal data

Processing of personal data at the Ministry of Education and Research

Personal data will mean any data that will allow the identification of an individual. Processing of personal data will mean any proceedings, involving personal data. The information provided below described the principles for processing of personal data, implemented by the Ministry of Education and Research, and the person’s right to inspect his/her personal data.

NB! The information provided below does not include:

  • processing of data of legal entities and institutions and processing of data of a natural person, if the processing takes place in relation to his/her job-related duties;
  • processing of personal data on websites, linked from the website of the Ministry of Education and Research, yet not administrated by the Ministry (eternal links).

Visiting the website of the Ministry of Education and Research

Upon visiting the website, the data to be collected and stored about visitors will be limited to

  • Internet address (IP address) of the used computer or computer network,
  • Web browser of the computer used and operational system’s software version,
  • Time of visit (time, date, year).

IP-addresses are not linked to the information that would allow the identification of individual. Data will be collected about the section of the website visited and the length of the visit. The collected information will be used to compile statistical information about the visits to use it for developing he website and making it more convenient for the visitors.

Request for explanation, memorandum, information request and miscellaneous correspondence

The activities of the Ministry of Education and Research are public. The Ministry, when doing its work, will receive personal data, including sensitive and private personal data. Such information may reach the Ministry as the consequence of correspondence. This is also possible when the person concerned is a party to certain proceedings.

All the requests for explanation, memorandums, information requests (addresses) will include some personal data (for example, name, contact information, description of problems, related to the person etc.). A letter, received from another institution (for example, a copy to the answer given to the person’s address) may also include personal data. All the addresses and letters, arriving at the Ministry, will be recorded in an appropriate document register.

Personal information will be used to answer to the inquiries. Should this involve an inquiry from a third person, personal data will be disclosed in the minimum amount necessary.

If another authority has the competence, required for giving an answer to a letter, the letter will be forwarded to the authority concerned. The sender will be informed that his/her letter was forwarded.

According to the Public Information Act, the Ministry will be required to disclose a part of the results of its work on Internet, in the public document register of the Ministry. Therefore, the information of correspondence is visible in a public document register. Here it is important to distinguish whether the documents are subject to restricted access or not. Documents, covered by access restriction, can be only reviewed after making an information request.

Correspondence with private persons is usually subject to restricted access. Should someone review the correspondence of a private person and file an information request, the contents of the letter will be reviewed to decide whether the document can be issued, either in part or in full. Contact information will be removed from documents that will be issued; this includes e-mail or postal address or telephone number (with the exception of correspondence concerning representatives of legal entities or authorities). Otherwise, restrictions to access will depend on the contents of document. Possible grounds for restricting access are specified in the Public Information Act.

Documents with restriction on access will be only issued to authorities and individuals, entitled to request such documents by right, provided by law (pre-trial procedure, court of law).

By general rule, addresses and letters, addressed to the Ministry, will kept for five years. After the five year term the documents will be destroyed.

Statistical information and reviews on correspondence are disclosed impersonally, without giving any names.

Applying to work and practice in the Ministry of Education and Research

All the documents, related to the application process, include some personal data (for example, application with attached documents, correspondence with the candidate, information abut the candidate, collected from public sources). The candidate has the right to know what data the Ministry has collected about him/her. The candidate also has the right to inspect the information, collected by the Ministry, give explanations and submit objections.

Only the employees, involved in the recruitment process, will review the documents of the candidate. These documents and information won’t be made available to third parties. The Ministry assumes that the individuals, suggested by the candidate for reference, can be contacted without asking a permission. If the candidate is not selected, his/her information will be kept for one month.

The information of candidates is construed as information subject to restriction to access, which will only be available to third parties (incl. competent authorities) in cases, provided by law.

The right to inspect one’s data. The right to demand introducing corrections to inaccurate data

Everyone will have the right to review personal information collected about him/her. If personal data is not disclosed on website, an application can be filed to review the data. Whenever possible, data will be issued, according to the method, specified by the applicant, within five working days as of the registration of the application. If the personal data is subject to restriction to access, the Ministry must check the identity of the applicant. A fee of 0.19 cents per every page issued can be charged for data, issued on paper, starting from the 21st page.

The application will be denied when, if satisfied, this may

  • damage the rights and freedoms of another individual,
  • interfere with prevention of crime or catching of a criminal,
  • impair the establishment of truth for the purposes of criminal proceedings,
  • place the confidentiality of a child’s data concerning parentage at risk.

Everyone has the right to demand correction of his/her inaccurate personal data.

Persons have the right to file a complaint or challenge about the proceedings of the Ministry to the Data Protection Inspectorate or file a complaint with the administrative court.

 

Last updated: 6 June 2014