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PERSONAL DATA PROCESSING PRINCIPLES

Terms used

Data administrator:
In-Life z.ú., Hlinky 50/128, Brno 603 00 (hereinafter "In-Life")
The person concerned:
Personal data subject whose personal data is processed within In-Life
Regulation:
Regulation (EU) No. 2016/679 of the European Parliament and of the Council of 27 April 2016, General Data Protection Regulation

GENERAL PROVISIONS

  1. The subject of these terms and conditions is to ensure the processing of personal data of all concerned persons obtained as part of the In-Life activity and also to enshrine the obligation to maintain the confidentiality of this obtained information, to the extent and under the conditions set forth in these terms and conditions.
  2. In-Life, in accordance with these conditions, undertakes to process the personal data of the persons concerned in accordance with the conditions arising from the relevant legal regulations, in particular Regulation (EU) of the European Parliament and of the Council No. 2016/679 of April 27, 2016, the General Regulation on the Protection of Personal Data ("Regulation").

OBLIGATIONS AND CONFIDENTIALITY

  1. In-Life undertakes to take such technical, personnel and other necessary measures to prevent unauthorized or accidental access to personal data, their change, destruction or loss, unauthorized transfers, their other unauthorized processing, as well as other misuse of personal data .
  2. In connection with the non-profit activities of In-Life, various personal data of the persons concerned are processed. In particular, the following responsible persons work with this data:
    1. In-Life staff
    2. Volunteers
    3. Accounting office
  3. In connection with the provision of accommodation services, In-Life is obliged to process guests' personal data. In particular, they work with this data:
    1. In-Life Receptionist
    2. In-Life Director
    3. Accounting office
  4. The above users have been informed about the sensitivity of personal data. They handle the personal data of the persons concerned exclusively within the scope of the activities provided by In-Life. Neither In-Life nor the responsible persons transfer the personal data of the persons concerned to other entities other than contractual processors.
  5. The terms of processing and dealing with guests' personal data are regulated in the processing contracts between In-Life and the processors in question.
  6. The categories of affected persons are donors, supporters, volunteers, participants of stays and events, university students, customers of accommodation services and visitors to the In-Life Center.

CONTACT PERSON

The contact person and administrator for the protection of personal data for In-Life is Mgr. Jozef Budáč.
Contact email: gdpr@in-life.org

SCOPE OF PERSONAL DATA AND PURPOSES OF PROCESSING

Non-profit activity

  1. With the consent of the data subject, In-Life stores email addresses of university students and volunteers and uses them to send a newsletter with an overview of upcoming events and also to promote the In-Life organization. Consent is granted for 10 years.
  2. When obtaining extended consent (compared to point 1) from participants of stays and meeting events, In-Life stores the personal data required for accommodation in the accommodation facility and contact information. The stored information is used when participating in the next event. They can also be used to further address participants, for example in the form of an invitation to another stay or lecture. In addition to point 1, name and surname, identity card number, address, gender, telephone are also processed , date of birth, food preferences and event participation history. Photos, videos and audio recordings from events can be used to promote In-Life on social networks. Consent is granted for 10 years.
  3. In the case of the participation of children under the age of 16 in In-Life events, consent is obtained for the processing of the children's personal data solely for the purpose of simplifying accommodation in the accommodation facility. Consent is given by the legal representative. name, surname, address, identity card number, date of birth and food preferences. Consent is granted for 10 years.
  4. On the basis of legitimate interest, In-Life processes the personal data of users of the zdroje.org portal, which are obtained when registering for the portal. The processing takes place for the purpose of providing portal services and user management. The following data are processed: first name, surname, email and In-Life service where the portal user is involved. Processing is for an unlimited period of time. To cancel registration, you must write to the portal administrator at the address: admin@in-life.org .
  5. On the basis of In-Life's legitimate interest in registering donations and cultivating relationships with donors, personal data of donors is processed. By making a donation, the donor shows interest in In-Life activities as well as a closer relationship and communication. It is a legitimate interest to build and cultivate this relationship and also to store this data in the long term.
    On the basis of processed personal data, e.g. confirmation of donations, regular newsletters about the operation of the organization, invitations to other events or requests for support in In-Life activities are sent. Statistics are also processed based on this information, such as participation in events and honesty of support, and these statistics are used in further addressing donors and supporters. correspondence address, title, size of gift, time of receipt of gift and purpose are processed >, participation in events. Information about donors from the joint household can also be stored for the purpose of unifying the sending of confirmations of donations.
    Deletion of personal data is done at the request of donors.

Accommodation services

  1. In-Life has a legal obligation to store some personal data about its guests, in particular name, surname, date of birth, address and stay period, number and type of document, or visa, purpose of stay. This obligation is governed by the Act on the Residence of Foreigners in the Czech Republic (326/1999) and the Act on Local Fees (565/1990). According to these legal regulations, In-Life is obliged to store personal data about customers for a period of 6 years.
  2. In addition, based on legitimate interest, it stores guest contact information (email and phone), email communication, accommodation history and reception notes. Together with the previous personal data, this information is used for the purpose of providing better accommodation services, such as simplifying the accommodation process for guests (e.g. pre-filling the guest card, it is not necessary to re-enter personal data into the system,...), keeping the accommodation history in order to provide discounts and improvement of accommodation services (e.g. records of the guest's preferences for breakfast, arrangement of beds in the room,...) and cases of necessary contacting the guest within the framework of accommodation services (e.g. sending an invoice, answering questions, complaints,...). The processing period is 10 years.
  3. In case of consent provided, contact information (especially email) is used for direct marketing purposes, for a period of 10 years.
  4. The customer has the right to ask In-Life for an overview of his personal data at any time. This information is kept in (i) the guest card in the hotel system, (ii) the house book and (iii) the record book, which are kept in hard copy in a locked room. In the event of a request for erasure of personal data or objection to processing based on legitimate interest, In-Life will delete the guest card. The house book and the registration book are automatically shredded after the statutory period has expired. Until then, she must be held by law.
    All requests should be sent to the above contact address.

TECHNICAL AND ORGANIZATIONAL SECURITY OF PERSONAL DATA PROTECTION

  1. In-Life undertakes to technically and organizationally ensure the protection of processed personal data in such a way that there can be no unauthorized or accidental access to data, their change, destruction or loss, unauthorized transmission, their other unauthorized processing, as well as other misuse. It also undertakes to ensure the processing of data in a personnel and organizational manner, so that all obligations of the administrator of personal data resulting from legal regulations, in particular the Regulation, are continuously fulfilled.
  2. In-Life undertakes that data processing will be secured in particular in the following manner:
    1. only In-Life authorized persons will have access to personal data, who will have established the conditions and scope of data processing with In-Life
    2. In-Life will prevent the unauthorized dissemination and transfer of records containing personal information
  3. In-Life undertakes, through the Regulation and its own internal regulations, or special contractual agreements, to ensure that its employees, collaborators and volunteers who will process personal data will do so only under the conditions and to the extent set by the Regulation and In-Life and corresponding instructions In-Life. In particular, he/she will (and will obligatorily impose on these persons as well) maintain confidentiality about personal data and about security measures, the disclosure of which would endanger the security of personal data, even after the end of employment or relevant work at In-Life.

CAMERA SYSTEM

In the premises of the In-Life center in Brno (address Hlinky 50/128, 60300 Brno) the installed camera system is designed to prevent the protection of its customers, its own and their property. In-Life declares that the records are not provided to third parties or entities. Records are kept for 14 days. The records are only used in exceptional cases, when there is a threat to health or property, and at the request of the Police of the Czech Republic.

RIGHTS OF THE DATA SUBJECT

Within the framework of the Regulation, the person concerned can use, among others, the following rights:

  1. Right of access: The person concerned can request a statement of personal data at any time, within 30 days he will receive a statement of the processed personal data including the purpose of processing.
  2. Right to supplement and change: The person concerned can request an update of processed personal data at any time.
  3. Right to restriction of processing: The person concerned can raise an objection to the processing if he suspects that the processing is being carried out without a proper reason or if he no longer agrees with the processing or would like to limit the processing. It is possible to limit both the purpose and scope of processed data.
  4. Right to erasure: The person concerned can request the erasure of all personal data. Within 30 days, it will be complied with and all personal data will be deleted, except those that are bound by legal obligation.

Date of last update: 08/29/2023