Information for users processing remote access (online registration)

 

Dear Users,

this document is intended to provide you with information on the processing of your personal data within our organisation in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, hereafter merely Regulation).

WHO IS THE PROCESSOR OF YOUR DATA

The processor of your personal data is the Library of the Czech Academy of Sciences (hereafter merely LCAS), registered at Národní 3, Prague 1, 110 00, e-mail address: infoknav@knav.cz.

HOW CAN YOU CONTACT OUR COMMISSIONER FOR THE PROTECTION OF PERSONAL DATA?

You can contact our commissioner for the protection of personal data with your requests, questions and comments at the address Pověřenec – Knihovna AV ČR, v. v. i., Národní 3, Prague 1, 110 00 or at the e-mail address: poverenec@ssc.cas.cz.

WHAT PERSONAL DATA DO WE PROCESS ON YOU AND WHY

I. PERSONAL DATA PROCESSED ON FORMS

A. Membership – online registration for remote access

Basic identification data

1. We process your personal data – basic identification data (to the extent of your forename and surname, date of birth, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, e-mail address, telephone number, type and number of identity document submitted to the form Membership – online registration for remote access at registration or at extension of membership and the state that issued it, number and ID of registration) – for the purpose of providing public library and information services, this on the legal basis of the performance of a contract in accordance with article 6, para. 1, point b) of the Regulation.
We process this data for the duration of the validity of your membership.
The provision of this data is voluntary. Should you not provide us with this data, we will be unable to register you at the LCAS online.

2. We further process your personal data – basic identification data (to the extent of your forename and surname, date of birth, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, e-mail address, telephone number, type and number of identity document submitted to the form Membership – online registration for remote access at registration or at extension of membership and the state that issued it, number and ID of registration) – for the purposes of preserving traffic and location data created and processed during the provision of publically available electronic communications services, this on the legal basis of the performance of a legal obligation in accordance with article 6, para. 1, point c) of the Regulation.
We process this data for a period of 6 months of the expiry of the validity of your membership.
The provision of this data is compulsory. We are obliged to process this data by Act 127/2005 Sb. on electronic communications and by Decree 357/2012 Sb. on the preservation, transfer and deletion of traffic and location data. Should you not provide us with this data, we would violate our legal obligation as processor of personal data.

3. We further process your personal data – basic identification data (to the extent of your forename and surname, date of birth, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, e-mail address, telephone number, type and number of identity document submitted to the form Membership – online registration for remote access at registration or at extension of membership and the state that issued it, number and ID of registration) – for the purposes of protecting the electronical library holdings and defending any legal claim arising, this on the legal basis of our justified interest in accordance with article 6, para. 1, point f) of the Regulation. Our justified interest in this case is the library’s obligation of ensuring the protection of the library holdings.
We process this data for a period of 3 years of the expiry of the validity of your membership.
This processing of your personal data based on our justified interests does not require your agreement. You do, however, have the right to submit an objection to this processing at any time without charge.

Verification data – advantageous membership to employees of the CAS

1. We process your personal data – verification data (to the extent of your forename and surname, date of birth and the name of the institution given on the form Confirmation of employment with the CAS, or the temporary copy of an employment card to the extent of personal data provided by the employment card) – for the purposes of verification of employment with the CAS/provision of advantageous membership to employees of the CAS, this on the legal basis of the performance of a contract in accordance with article 6, para. 1, point b) of the Regulation.
We process this data for a maximum of 1 hour if the request is received during the opening hours of the LCAS. If the request is received outside LCAS opening hours, we process this data for a maximum of the first opening hour of the following day.
The provision of this data is voluntary. Should you not provide us with this data, we will be unable to provision of advantageous membership to employees of the CAS.

Temporary copy of the identity document

1. We process your personal data – temporary copy of the identity document
(to the extent of your forename and surname, date of birth, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, type, validity and number of identity document submitted to the form Membership – online registration for remote access at registration or at extension of membership and the state that issued it) – for the purposes of verification of the accuracy and completeness of the stated basic identification data, this on the legal basis of the agreement to processing in accordance with article 6 para. 1 point a) of the Regulation.
We process this data for a maximum of 1 hour if the request is received during the opening hours of the LCAS. If the request is received outside LCAS opening hours, we process this data for a maximum of the first opening hour of the following day.
The provision of this data is voluntary. Should you not provide us with this data, we will be unable to register you at the LCAS online.

B. Change form

1. We process your personal data – change form (to an extent not exceeding your forename and surname, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, contact address, e-mail address, telephone number, type and number of identity document submitted at correction of any data that is out of date or incomplete, and the state that issued it, number and ID of registration) – for the purpose of providing public library and information services, this on the legal basis of the performance of a contract in accordance with article 6, para. 1, point b) of the Regulation.
We process this data for the duration of the validity of your membership.

2. We further process your personal data – change form (to an extent not exceeding your forename and surname, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, contact address, e-mail address, telephone number, type and number of identity document submitted at correction of any data that is out of date or incomplete, and the state that issued it, number and ID of registration) – for the purposes of preserving traffic and location data created and processed during the provision of publically available electronic communications services, this on the legal basis of the performance of a legal obligation in accordance with article 6, para. 1, point c) of the Regulation.
We process this data for a period of 6 months of the expiry of the validity of your membership.
The provision of this data is compulsory. We are obliged to process this data by Act 127/2005 Sb. on electronic communications and by Decree 357/2012 Sb. on the preservation, transfer and deletion of traffic and location data. Should you not provide us with this data, we would violate our legal obligation as processor of personal data.

3. We further process your personal data – change form (to an extent not exceeding your forename and surname, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, contact address, e-mail address, telephone number, type and number of identity document submitted at correction of any data that is out of date or incomplete, and the state that issued it, number and ID of registration) – for the purposes of protecting the electronical library holdings and defending any legal claim arising, this on the legal basis of our justified interest in accordance with article 6, para. 1, point f) of the Regulation. Our justified interest in this case is the library’s obligation of ensuring the protection of the library holdings.
We process this data for a period of 3 years of the expiry of the validity of your membership.
This processing of your personal data based on our justified interests does not require your agreement. You do, however, have the right to submit an objection to this processing at any time without charge.

II. PERSONAL DATA PROCESSED IN THE AUTOMATED LIBRARY SYSTEM (ALS)

A. User account

1. We process your personal data – user account in the ALS (to an extent not exceeding your forename and surname, date of birth, number and ID of registration, password for first log-on, language of communication (Eng/Cz), date of establishment of your user account, type and validity of membership, the codes of any transgressions and notes on such transgressions, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, e-mail address, telephone number, contact address, fees, history: payment transactions and e-mail correspondence sent arising from the contractual relationship between you and the LCAS) – for the purpose of providing public library and information services, this on the legal basis of the performance of a contract in accordance with article 6, para. 1, point b) of the Regulation.
We process this data for the duration of the validity of your membership.

2. We further process your personal data – user account in the ALS (to an extent not exceeding your forename and surname, date of birth, number and ID of registration, password for first log-on, language of communication (Eng/Cz), date of establishment of your user account, type and validity of membership, the codes of any transgressions and notes on such transgressions, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, e-mail address, telephone number, contact address, fees, history: payment transactions and e-mail correspondence sent arising from the contractual relationship between you and the LCAS) – for the purposes of simplifying and speeding up the possible restoration of the validity of membership, this on the legal basis of our justified interest in accordance with article 6, para. 1, point f) of the Regulation. Our justified interest in this case is the minimisation of administrative work associated with the restoration of the validity of membership following the expiry of its original validity. We process this data for a period of 1 year of the expiry of the validity of your membership.
This processing of your personal data based on our justified interests does not require your agreement. You do, however, have the right to submit an objection to this processing at any time without charge.

3. We further process your personal data – user account in the ALS (to an extent not exceeding your forename and surname, date of birth, number and ID of registration, password for first log-on, language of communication (Eng/Cz), date of establishment of your user account, type and validity of membership, the codes of any transgressions and notes on such transgressions, address in the Czech Republic, i.e., place of residence in the Czech Republic for foreign nationals or permanent residence for Czech citizens, e-mail address, telephone number, contact address, fees, history: payment transactions and e-mail correspondence sent arising from the contractual relationship between you and the LCAS) – for the purposes of protecting the electronical library holdings and defending any legal claim arising, this on the legal basis of our justified interest in accordance with article 6, para. 1, point f) of the Regulation. Our justified interest in this case is the library’s obligation of ensuring the protection of the library holdings.
We process this data for a period of 3 years of the expiry of the validity of your membership.
This processing of your personal data based on our justified interests does not require your agreement. You do, however, have the right to submit an objection to this processing at any time without charge.

B. Records of fees

1. We process your personal data – fees and their history in the ALS (to the extent of the data in your user account, see II. A. User account, and data on fees, i.e., service data, amount, date and description) – for the purpose of keeping records of fees associated with the activity of the user, this on the legal basis of the performance of a contract in accordance with article 6, para. 1, point b) of the Regulation.
We process this data for the period of performance of the contract.

2. We further process your personal data – fees and their history in the ALS (to the extent of the data in your user account, see II. A. User account, and data on fees, i.e., service data, amount, date and description) – for the purpose of keeping records of fees associated with activity arising from the contractual relationship between you and the LCAS, this on the legal basis of our justified interests in accordance with article 6, para. 1, point f) of the Regulation. Our justified interests in this case relate to the technical impossibility of erasing fees and their history without erasing your user account in its entirety as a result of the nature of the automated library system.
We process this data for a period of 3 years of the expiry of the validity of your membership.
This processing of your personal data based on our justified interests does not require your agreement. You do, however, have the right to submit an objection to this processing at any time without charge.

III. PERSONAL DATA PROCESSED IN LOGS

A. Remote access to EIR

1. We process your personal data – remote access to EIR (to the extent of your forename and surname, e-mail address, registration number, IP address of user device, target URL, date and time of access, user activity) – for the purposes of preserving traffic and location data created and processed during the provision of publically available electronic communications services, this on the legal basis of the performance of a legal obligation in accordance with article 6, para. 1, point c) of the Regulation.
We process this data for a period of 6 months of the day of access to EIR.
The provision of this data is compulsory. We are obliged to process this data by Act 127/2005 Sb. on electronic communications and by Decree 357/2012 Sb. on the preservation, transfer and deletion of traffic and location data. Should you not provide us with this data, we would violate our legal obligation as processor of personal data.

2. We futher process your personal data – remote access to EIR (to the extent of your forename and surname, e-mail address, registration number, IP address of user device, target URL, date and time of access, user activity) – for the purposes of protecting the electronic library holdings and defending any legal claim arising, this on the legal basis of our justified interest in accordance with article 6, para. 1, point f) of the Regulation. Our justified interest in this case is the library’s obligation of ensuring the protection of the library holdings.
We process this data for a period of 1 year of the expiry of the validity of your membership.
This processing of your personal data based on our justified interests does not require your agreement. You do, however, have the right to submit an objection to this processing at any time without charge.

IV. E-MAIL CORRESPONDENCE

A. Informational, automatically generated e-mails

1. We process your personal data – informational, automatically generated e-mails (to an extent not exceeding your forename and surname, e-mail address, registration number, content of e-mail message) – for the purpose of fulfilling the rights and obligations arising from the contractual relationship between you and the LCAS, i.e., the sending of information on provided services, this on the legal basis of the performance of a contract in accordance with article 6, para. 1, point b) of the Regulation.
We process this data for a period of 6 months of the date of sending of an e-mail.

B. E-mail inquiries/requests for information or services

1. We process your personal data – e-mail inquiries/requests for information or services (to the extent of your e-mail address and content of e-mail communication between you and the LCAS) – for the purpose of fulfilling the obligation of the LCAS to provide information services and enabling a complaints procedure relating to these services, this on the legal basis of our justified interest in accordance with article 6, para. 1, point f) of the Regulation. Our justified interest in this case is the possibility of assuring a complaints procedure relating to information/services within the legal period for service complaints.
We process this data for a period of 6 months of the date of receipt/sending of an e-mail.

V. PERSONAL DATA KEPT IN ACCOUNTING RECORDS

A. Books of accounts and accounting documents

1. We process your personal data – registration fees paid by bank transfer, delivery note, invoice (to an extent not exceeding your forename and surname, registration number, bank account number, billing address) – for the purpose of keeping records of accounts, this
on the legal basis of the performance of a legal obligation in accordance with article 6, para. 1, point c) of the Regulation.
We process this data for a period of 5 years from the end of the accounting period to which it relates.
We are obliged to process this data by Act 563/1991 Sb. on accountancy. Should you not provide us with this data, we would violate our legal obligation as the processor of personal data.

B. Records management

1. We process your personal data – sending of data necessary for contract fulfilment to user, i.e., the sending of a delivery note, invoice and log-on data (to the extent of your forename and surname, address in the Czech Republic, i.e., place of residence in the Czech
Republic for foreign nationals or permanent residence for Czech citizens) – for the purpose of keeping of records management in documentary form, this on the legal basis of the performance of a legal obligation in accordance with article 6, para. 1, point c) of the Regulation.
We process this data for a period of 5 years from the end of the calendar year in which the data was sent.
We are obliged to process this data by Act 499/2004 Sb. on archive keeping and records management. Should you not provide us with this data, we would violate our legal obligation as the processor of personal data.

C. Final accounts

1. We process your personal data – registration fees paid by bank transfer (to an extent not exceeding your forename and surname, registration number, bank account number) – for the purpose of keeping records of accounts, this on the legal basis of the performance of a legal obligation in accordance with article 6, para. 1, point c) of the Regulation.
We process this data for a period of 10 years from the end of the accounting period to which it relates.
We are obliged to process this data by Act 563/1991 Sb. on accountancy. Should you not provide us with this data, we would violate our legal obligation as the processor of personal data.

WHO RECEIVES YOUR PERSONAL DATA

We also pass your personal data, only to the extent absolutely necessary, to the following categories of recipient:
– authorised employees of the LCAS as processor;
– other entities in cases in which we are obliged by legal regulations to provide your data (e.g., to the Police of the Czech Republic, to administrative bodies);
– to other entities where this is necessary to the protection of our justified interests (e.g., the lawyer of the LCAS, executors, courts, the authorities).

WHAT ARE YOUR RIGHTS?

You have the right:
– to demand of the LCAS, as processor, confirmation of the fact that your personal data is being processed and, if your personal data is being processed, the right of access to this data;
– to the correction of any data that is out of date or incomplete;
– to the erasure of personal data that relates to you or to the limitation of its processing.

You further have the right:
– to submit a complaint to the Office for Personal Data Protection, registered at Pplk. Sochora 27, Prague 7, 170 00, e-mail address: posta@uoou.cz;
– to the transferability of your data;
– to revoke any agreement you have conferred to the processing of your personal data, this at any time, if the processing of your personal data is based on the conferral of such agreement. Revoking your agreement does not affect the legality of processing based on agreement conferred before such time as it is revoked.

 


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