In accordance with Article 12 and following of the Regulation of the European Parliament and Council (EU) 2016/679, April 27, 2016, on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/ES, we hereby provide you with relevant information on the processing of personal data.
The administrator of personal data is the association Czech Association for Legal and Social Philosophy, z. s. (hereinafter referred to as the “Association”), with its registered office at náměstí Curieových 901/7, Staré Město, 110 00 Prague 1, ID No: 750 88 631, registered in the Association Register maintained by the Municipal Court in Prague, Section L, File No. 3342. The contact email of the administrator is krzyzank@prf.cuni.cz.
The purpose of processing personal data of the Association’s members is the administration of the Association and the organization of the Association’s activities. We process personal data mainly for processing membership applications, maintaining a list of members according to the Association’s statutes, convening member meetings, making records of member meetings, and organizing other activities of the Association (e.g., recording membership fees, issuing membership certificates, protecting the Association’s rights).
We also process personal data of Association members and other individuals (e.g., lecturers, guests, or competition participants) for the purpose of organizing conferences, competitions, and other events of the Association, as well as for sending newsletters, having these data further recorded for statistical purposes or for archiving accounting and tax documents.
In the case of photos and other records from events organized by the Association, we process these photos and other records for the purpose of promoting and presenting the Association’s activities.
The scope of processed personal data includes name, surname, email address, and possibly telephone numbers (for members also the date of birth and delivery address). The provision of personal data according to the previous sentence is a necessary condition for membership or receiving newsletters. The data concerning records of membership in the Association, and in the case of events organized by the Association, the form captured by a photograph or audiovisual output will also be processed.
Furthermore, in connection with the Association’s activities, information on a member’s participation in events organized by the Association, membership fee payer’s account numbers, or possibly numbers of those accounts from which payments intended for the Association (e.g., conference fee) would be made, will be processed.
The legal basis for processing personal data is the necessity of processing personal data to fulfill the legal obligations of the Association, for example for keeping a list of members of the Association, convening the general assembly, keeping accounts and tax records, ensuring the legality of processing personal data, and keeping a list of persons who shall not receive newsletters.
In the case of non-members who participate in our events, who are applying for an award, or who are subscribed to the newsletter, the legal basis for processing is consent to the processing of personal data; this consent can be withdrawn at any time. Personal data will also be processed based on the legitimate interests of the Association, particularly in connection with processing for statistical purposes and further development of the Association’s activities, managing the Association’s administrative agenda, enforcing the Association’s rights and other claims, promoting the Association, or in connection with concluding contracts with the Association’s partners (e.g., in connection with renting premises for Association events).
The recipients of the data, to which your personal data may be transferred may be public authorities, in case there is a statutory obligation to disclose personal data or on the basis of a decision made by a public authority. The recipient can also be a contractual partner as well as other partners of the Association such as tax, accounting, legal, or IT consultants (with whom the Association has a data processing agreement), if such transfer is related to the Association’s activities, management, or administration.
Unless otherwise specified, the personal data storage period corresponds to the duration of membership or the duration of newsletter subscription, with the data being stored for additional 5 years after the end of the membership or newsletter subscription. In other cases, data are stored for a period of 5 years.
The period of processing personal data processed by the data administrator for tax or accounting records is 10 years. The data necessary for keeping a list of members will be processed for 10 years after the end of membership. Data relating to participation in events and competitions organized by the Association will be processed for a period of 6 years in the case of unpaid events and up to 10 years for paid or partially paid events after the end of the event; records of the Association’s bodies’ decisions will be kept indefinitely (including lists of present individuals).
If the processing of personal data is exclusively in related to the administrator’s promotional activities (sending newsletters, informing about Association events, etc.), any person including a member may express disagreement with further contact from the Association for this reason at any time.
No automated decision-making is based on the processing of personal data.
Your rights in relation to the processing of personal data are mainly:
- The right to access your personal data; this right consists of the possibility to contact the data administrator and request confirmation of whether or not your personal data is being processed. If the data administrator is processing your data, you have the right to be informed about the purpose of processing the category of personal data about the recipients of personal data, about the planned storage time, and the right to the information stated below;
- The right to rectification if personal data is inaccurate, or the right to request the completion of incomplete personal data;
- The right to erasure of personal data (i.e. “the right to be forgotten”) and the right to restrict the processing of personal data in cases stipulated in articles 17 and 18 of the above-mentioned regulation on the processing of personal data;
- The right to obtain your personal data, which we process;
- The right to withdraw consent to data processing, if the legal basis for processing is your consent;
- The right to lodge a complaint with the supervisory authority, which is the Office for Personal Data Protection, located at Pplk. Sochora 27, 170 00 Prague 7, Czech Republic;
- The right to object to the processing of your personal data;
- The right to request the transfer of your personal data to another data administrator;
- The right for your personal data not to be subject to any decision based solely on automated processing;
- The right to be informed about security breaches that could pose a high risk to your rights and freedoms.
If the Association receives a request regarding the exercise of any of your rights, you will be informed of the measures taken without undue delay, and in any case within one month of the data administrator receiving the request. In complex cases or in the case of a large number of requests, this deadline will be extended by two months.
As the data administrator, the Association is not obliged to comply with the request if it’s allowed by valid legal regulations. This will particularly be the case if the request is clearly legally unfounded or excessive, for example, due to its repeated submission. In such cases, we may either (i) impose a reasonable fee taking into account the administrative costs associated with providing the requested information or performing the requested actions, or (ii) refuse to comply with the request.
For all matters related to the processing and protection of personal data, including updating your data and withdrawing consent or exercising any of your rights, you can contact us at any time via the contact email krzyzank@prf.cuni.cz.