Basic information about personal data processing by the Ministry of Education, Youth and Sports, MŠMT ČR

Basic identification and contact information of the Data Controller

The Ministry of Education, Youth and Sports

Karmelitská 529/5, 118 12 Praha 1

Registration No.: 00022985

Electronic address of the mail room: posta@msmtcz

Data box ID: vidaawt

Contact details of the Data Protection Officer

The Ministry of Education, Youth and Sports

Dr. Ing. Luboš Sychra

Karmelitská 529/5, 118 12 Praha 1

E-mail address: gdpr@msmtcz

 2.      Information about basic rights of data subjects

The data subject (i.e. the natural person to whom personal data refers) has the right to request the following from the Ministry of Education, Youth and Sports (hereinafter referred to as the “Ministry”):

• access to personal data relating to him/her pursuant to Article 15 of the GDPR,
• correction of personal data pursuant to Article 16 of the GDPR,
• erasure of personal data pursuant to Article 17 of the GDPR,
• restriction of personal data processing pursuant to Article 18 of the GDPR,
• If data processing is based on a consent provided by the data subject or results from contract performance, the data subject also has the right to require transmission of automatically processed personal data pursuant to article 20 of the GDPR.

If data processing is based on the performance of a task carried out in the public interest, the exercise of official authority or the performance of legitimate interests of the Data Controller or of a third party, the data subject has the right to object against date processing pursuant to Article 21 of the GDPR.

The Data Controller must verify the applicant’s identity, unless his/her identity is apparent from the submitted request. If identity is not obvious, the applicant is asked to complete his/her request or its submission in a manner that will make it possible to verify the applicant’s identity without further doubt. Identity is established in cases where the request is delivered in one of the following ways:         

• in person when identity is verified according to an identity card,
• in documentary form with an authenticated signature,
• in electronic form by e-mail with a digital signature, or
• in electronic form through the information system of data boxes.

If a data subject believes that by processing his/her personal data, the Ministry violated the GDPR and/or other obligations related to personal data protection provided for by the law, the data subject has the right to lodge a complaint with the Office for the Protection of Personal Data:

The Office for Personal Data Protection

Pplk. Sochora 27, 170 00 Praha 7

Registration No.: 70837627

E-mail: posta@uooucz

Data box ID: qkbaa2n

 3.      Personal data processing for the performance of tasks in the exercise of official authority

The Ministry processes personal data to perform tasks imposed on the Ministry by law or prescribed by legal regulations, or required to exercise the rights and obligations resulting for the Ministry under the law. Such data processing does not involve automated decision-making within the meaning of Article 22 of the GDPR.

Personal data is processed under different agendas to an extent regulated by the below legal regulations.

 a) Education (pre-school, primary, primary art, special, secondary, higher professional and institutional education)

• Act No. 218/2000 Coll., on Budgetary Rules and Amendments to Some Related Act (the Budgetary Rules), as amended
• Act No. 109/2002 Coll., on the Exercise of Institutional Education or Secure Care in Educational Institutions and on Preventive Protective Custody in Educational Institutions and on Amendments to Some Other Acts, as amended
• Act No. 500/2004 Coll., the Administrative Procedure Code, as amended
• Act No. 561/2004 Coll., on Pre-school, Basic, Secondary, Tertiary Professional and Other Education (the Education Act), as amended
• Act No. 563/2004 Coll., on Pedagogical Staff and on the Amendment to Some Other Acts, as amended
• Act 179/2006 Coll., on Verification and Recognition of Further Education Results and on Amendments to Some Other Acts (the Act on Verification and Recognition of Further Education Results), as amended

The following agendas are concerned: provision of subsidies, accreditation of educational institutions and training programmes, accreditation of retraining programmes, registration of issued professional qualification certificates, records of examination results taken before authorized persons, granting and renewal of authorization pursuant to the Act on the Recognition of Further Education Results, keeping a register of schools, educational institutions and educational legal entities, granting consent with the establishment of a pedagogical assistant position, approval of some subjects to be taught in a foreign language and registration of educational institutions that provide one-year courses of foreign languages, the performance of founder’s activities.

Processed data includes especially information about: pupils and their statutory representatives, applicants for grants and their governing bodies, school directors, programme guarantors, evaluators, parties to proceedings, namely identification information (i.e. information used for the unique identification of a natural person, such as the name and surname, date and place of birth, birth number, and nationality), address (i.e. information used to determine the place of residence and to contact a natural person, such as the address of residence or place of stay and contact details), and descriptive information (i.e. more specific data related to a natural person and processed for legal causes – education, expertise, employment, teaching practice, criminal integrity). In some cases, special categories of personal data may be processed (especially children’s state of health).

b) Higher education and research, development and innovation

• Act No. 111/1998 Coll., on Higher Education Institutions and on Amendment to Other Acts (The Higher Education Act), as amended
• Act No. 218/2000 Coll., on Budgetary Rules and Amendments to Some Related Act (the Budgetary Rules), as amended
• Act 130/2002 Coll., on Support of Research, Experimental Development and Innovation from Public Funds and on Amendments to Some Related Act (the Act on Support of Research, Experimental Development and Innovation), as amended
• Act No. 500/2004 Coll., the Administrative Procedure Code, as amended
• The Treaty of Lisbon amending the Treaty on the European Union and the Treaty Establishing the European Community (2007/C 306/01)

The following agendas are concerned: register of students, registers of associate professors, professors and extraordinary professors, habilitation, appointment of professors, appointment of rectors, storage of bachelor, master, dissertation and rigorous theses with deferred publication, legalization of higher education documents, appointment to the National Accreditation Council, register of artistic outputs, minister’s awards for excellent students and graduates, transgressions, grants awarded to universities, provision of special-purpose and institutional support and related agenda, reviews of research organizations, international cooperation and related agenda, awards for extraordinary results in research, experimental development, and innovation.

Processed data includes especially identification data of applicants and/or applicants’ governing bodies or parties to proceedings (name and surname, maiden name, degree, family status, date of birth, birth number, nationality, gender for foreigners), address (address of permanent residence or stay for foreigners), and other data prescribed by legal regulations.

As far as the register of students is concerned, the following data will also be processed: information about secondary school studies, year of graduation, higher education studies, date of registration, date and method of termination, length of study, interruption date, place of study, form of study, method of study funding, study programme, study visits abroad, whether a student is entitled to a social scholarship, whether a student stays in a dormitory.

As far as the register of associate professors and professors, habilitation procedure, and appointment of professors and rectors, the following data will also be processed: the date of obtaining higher education, academic degrees, scientific ranks and successfully completed habilitation procedures, and procedures to be appointed a professor, the course of employment, creation, modification and completion of a basic employment relationship with a higher education institution, or with the Czech Republic if a state higher education institution is concerned, including information about the scope of work.

c) Accreditation of curricula at higher education institutions

• Act No. 111/1998 Coll., on Higher Education Institutions and on Amendment to Other Acts (The Higher Education Act), as amended
• Act No. 500/2004 Coll., the Administrative Procedure Code, as amended
• The Treaty of Lisbon amending the Treaty on the European Union and the Treaty Establishing the European Community (2007/C 306/01)

The following agendas are concerned: accreditation of degree programmes at higher education institutions, quality assurance in higher education and handling complaints.

Processed data includes especially identification of applicants for accreditation, persons providing educational and creative activities at higher education institutions, evaluators, complainants, parties to proceedings (e.g. first and last name, degrees, date of birth), their descriptive data (e.g. education, professional qualifications, employment, training, and publications), and address details (e.g. residence, employer's address, contact information).

d) Operational programmes

• Regulation (EU) No 1300/2013 of the European Parliament and of the Council of 17 December 2013 on the Cohesion Fund and repealing Council Regulation (EC) No 1084/2006
• Regulation (EU) No 1301/2013 of the European Parliament and of the Council of 17 December 2013 on the European Regional Development Fund and on specific provisions concerning the Investment for growth and jobs goal and repealing Regulation (EC) No 1080/2006
• Regulation (EU) No 1303/2013 of the European Parliament and of the Council of 17 December 2013 laying down common provisions on the European Regional Development Fund, the European Social Fund, the Cohesion Fund, the European Agricultural Fund for Rural Development and the European Maritime and Fisheries Fund and laying down general provisions on the European Regional Development Fund, the European Social Fund, the Cohesion Fund and the European Maritime and Fisheries Fund and repealing Council Regulation (EC) No 1083/2006
• Regulation (EU) No 1304/2013 of the European Parliament and of the Council of 17 December 2013 on the European Social Fund and repealing Council Regulation (EC) No 1081/2006
• Regulation (EU) No 1305/2013 of the European Parliament and of the Council of 17 December 2013 on support for rural development by the European Agricultural Fund for Rural Development (EAFRD) and repealing Council Regulation (EC) No 1698/2005
• Act No. 218/2000 Coll., on Budgetary Rules and Amendments to Some Related Act (the Budgetary Rules), as amended
• Act No. 248/2000 Coll., on Support to Regional Development, as amended
• Act 130/2002 Coll., on Support of Research, Experimental Development and Innovation from Public Funds and on Amendments to Some Related Act (the Act on Support of Research, Experimental Development and Innovation), as amended
• Act No. 500/2004 Coll., the Administrative Procedure Code, as amended

The following agendas are concerned: provision of aid from the European structural and investment funds for operational programmes, administered by the Ministry.

Processed data includes especially the identification of applicants and their governing bodies, participants and supported entities, parties to proceedings (first and last name, degrees, date of birth and birth number, gender, education), their contact information, employment information (employer, employment contract terms) and other information (family members, military service, parental or maternity leave). In some cases, special categories of personal data may be processed for supported entities (health, ethnicity).

e) Sports and youth

• Act No. 218/2000 Coll., on Budgetary Rules and Amendments to Some Related Act (the Budgetary Rules), as amended
• Act No, 115/2001 Coll., on the Promotion of Sport, as amended
• Act 179/2006 Coll., on Verification and Recognition of Further Education Results and on Amendments to Some Other Acts (the Act on Verification and Recognition of Further Education Results), as amended
• Decree No. 176/2009 Coll., laying down the requirements for an application for accreditation of a training programme, the organization of training in retraining facilities, and training completion

This agenda concerns mostly subsidies for sports and youth, and accreditations for educational sport facilities.

Processed data includes especially data on applicants and their governing bodies and parties in proceedings (first and last name, position, date and place of birth, address and contact information, health, education, and expertise) and information about the programme administrator (name and last name).

f) International cooperation

• Act No. 2/1969 Coll., on Establishment of Ministries and Other Bodies of Central Government of the Czech Republic, as amended
• Act No. 111/1998 Coll., on Higher Education Institutions and on Amendment to Other Acts (The Higher Education Act), as amended
• Act 18/2004 Coll., on the Recognition of Professional Qualifications and Other Competences of Nationals of Member States of the European Union and Nationals of Other Countries and on the Amendment to Some Other Acts (Act on the Recognition of Professional Qualifications), as amended

The following agendas are concerned: admission of foreign nationals for scholarship stays, scholarship stays abroad, sending experts to international organizations, organization of international conferences, selection procedures for teachers, guidance counsellors, directors and deputy directors seconded to European schools, management of information system for the recognition of professional qualifications and the register of entities temporarily/occasionally providing services and applicants for the recognition of professional qualifications.

Procedures in these agendas, performed by the Ministry, will be also governed by international treaties to which the Czech Republic has acceded.

Processed data includes especially personal information about students, applicants, academic staff members and other professional staff, namely identification data (name and surname, date of birth, nationality, family status, gender), address (address of residence or place of stay, contact details) and descriptive data (qualifications and expertise). In some cases, special categories of personal data are processed (such as the state of health for scholarship stays in certain specified territories and for receiving foreign students from third countries).

 4.      Personal data processing in relation to the work of the Ministry

The Ministry processes personal data to perform tasks imposed on the Ministry by legal regulations, or in cases prescribed by a legal regulation, or where necessary to do so in order to exercise the rights and obligations resulting for the Ministry under the law or under contracts if necessary for the protection of legitimate interests of the Ministry or of a third party. Such data processing does not involve automated decision-making within the meaning of Article 22 of the GDPR.

• Act No. 141/1961 Coll., the Criminal Procedure Code, as amended
• Act No. 141/1961 Coll., on Fire Protection, as amended
• Act 85/1990 Coll., on the Petition Right
• Act No 563/1991 Coll., on Accounting, as amended;
•  Act 106/1999 Coll., on Free Access to Information, as amended
• Act No. 218/2000 Coll., on Budgetary Rules and Amendments to Some Related Act (the Budgetary Rules), as amended
• Act No. 219/2000 Coll., on the Property of the Czech Republic and on Its Position in Legal Relationships, as amended
• Act 320/2001 Coll., on Financial Control in Public Administration and on the Amendment to Some Other Acts (the Financial Control Act), as amended
• Act No. 499/2004 Coll., on Archives and Records Service and on Amendments to Certain Acts, as amended;
• Act No. 500/2004 Coll., the Administrative Procedure Code, as amended
• Act No. 262/2006 Coll., the Labour Code, as amended
• Act 309/2006 Coll., stipulating further requirements for health and safety at work in labour relations and concerning occupational health and safety protection in activities or services provided outside labour relations (Act on Further Requirements on Occupational Health and Safety), as amended
• Act No. 40/2009 Coll., the Criminal Code, as amended
• Act No. 40/2009 Coll., the Civil Code, as amended
• Act No. 255/2012 Coll., on State Inspection (the Inspection Code), as amended
• Act 181/2014 Coll., on Cyber Security and Amendments to Some Related Acts (the Cyber Security Act), as amended
• Act No. 134/2016 Coll., on Public Procurement, as amended 

The purpose of these agendas is to address petitions and complaints, requests for information, contracting, the procurement procedure, including documentation, control activities (including financial control), training in the field of occupational health and safety and fire protection, assessment of project documentation, audits, security of the IT environment of the Ministry and related activities (user training, system backups), bookkeeping, documental service, presentation of the Ministry and the activities of its representatives, work organization at the Ministry (management of contact lists, etc.)