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Information on MU processing and protection of personal data


In accordance with art. 13 and 14 of 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) – hereinafter GDPR – Masaryk University hereby informs data subjects on the conditions under which their personal data are being processed.

  1. Personal data controller
    The personal data controller is Masaryk University, Žerotínovo nám. 617/9, 601 77 Brno, ID No.: 00216224, VAT ID No.: CZ00216224, data box ID: 9tmj9e4. Masaryk University (hereinafter also MU) is a public university as defined in Act No. 111/1998 Coll., on Higher Education Institutions. MU's mission is to freely and independently provide education and the associated scientific, research, developmental, innovative, artistic, and other types of creative activity, as well as any activity related to the above.
  2. Data protection officer
    MU data protection officer is Mgr. Iva Zlatušková, dpo@muni.cz, telephone: +420 549 49 1030. You can contact the data protection officer if you have any questions or concerns related to the processing and protection of your personal data.
  3. Principles for personal data processing at MU
    Masaryk University considers personal data protection a key issue and devotes much attention to it. Your personal data are processed only within the scope necessary for the university's operations, or in relation with MU services you use. We protect personal data to the maximum extent possible and in accordance with the applicable legal regulations. Principles and rules governing the processing of personal data at MU are defined in MU directive No. 1/2018 personal data processing and protection. The directive applies the rules and principles following from GDPR as follows:
    1. Lawfulness: we are required to always process your personal data in accordance with legal regulations and based upon at least one legal title.
    2. Fairness and transparency: we are required to process your personal data openly and transparently, and provide you with information on the processing method and on who will have access to your personal data. This includes our obligation to inform you of any instance of severe security breach or personal data leakage.
    3. Purpose limitations: we are allowed to collect your personal data only for a clearly defined purpose.
    4. Data minimisation: we are required to process only personal data that are adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed.
    5. Accuracy: we are required to take every reasonable step to ensure regular updates or correction of your personal data.
    6. Storage limitations: we are required to store your personal data no longer than it is necessary for the purposes for which the personal data are processed. Therefore, when the period necessary for the purpose for which the personal data are processed terminates, we are going to delete or anonymize your personal data so that they may not be traced back to you.
    7. Integrity and confidentiality, non-repudiation, and availability: we are required to secure your personal data and protect them from unauthorised or illegal processing, loss, or damage. For this reason, we have taken many technical and organizational measures to protect your personal data. Simultaneously, we ensure that only authorized employees may access your personal data.
    8. Accountability: we are required to be able to demonstrate our compliance with all the conditions indicated above.
  4. Purposes for which we process personal data
    To fulfil its mission, Masaryk University processes personal data for the following purposes:
    1. Education
      1. Study programmes
      2. Teaching
      3. Admission procedure
      4. Exchange programmes
      5. Lifelong learning
      6. Library services
    2. Research, development and creative activity
      1. Implementation of scientific, research and development activities
      2. Project work
      3. Organization of professional conferences
      4. Publication and publishing activities
      5. Habilitation and professorships proceedings
    3. Protection of rights
      1. Submissions according to the Act No. 171/2023 Coll., Whistleblower Protection Act
    4. Administration and operations
      1. HR and wages
      2. Financial management and accounting
      3. Public contracts
      4. Asset administration
      5. Operating agendas
      6. E-infrastructure (IT and storage systems, computer network, e-mail, voice network)
      7. Provision of information according to Act No. 106/1999 Coll., on Free Access to Information
      8. Occupational health and safety, fire protection, crisis management and public protection
      9. Management and sharing of information for health insurance purposes
      10. Internal training
    5. Safeguarding assets and security
      1. Camera systems
      2. Access to secured areas
      3. Security monitoring of computer network operation
      4. Handling security incidents
      5. Premises security
      6. Cybersecurity
    6.  Commerce
      1. Shopping center
      2. MU e-shop
      3. Catering and accommodation
      4. Contractual business
    7. Information provision and promotion
      1. Institutional websites
      2. Marketing and promotion
      3. Newsletters for employees and students
      4. Alumni
      5. Children’s University MjUNI
    8. Healthcare
      1. Healthcare facility operation
      2. Operation of workplaces shared with university hospitals
      3. Providing and organizing volunteer activities
  5. Categories of persons whose personal data we process
    Masaryk University processes personal data of the following categories of persons (data subjects):
    1. Employees (persons employed by MU),
    2. Job applicants (persons taking part in admission procedures to work at MU),
    3. Students (persons taking part in any of MU educational program, including shortterm study stays, lifelong learning, University of the Third Age and Children’s University MjUNI),
    4. Study applicants (persons taking part in admission procedures to study at MU),
    5. Alumni and other persons who studied at MU in the past,
    6. Third parties (persons not employed by MU who take part in educational, research, contractual, and other MU activities),
    7. Research participants (persons who take part in research and projects as research subjects),
    8. Customers (persons making use of or purchasing MU products and services),
    9. Applicants for recognition of foreign higher education in the Czech Republic,
    10. Applicants for information under Act No. 106/1999 Coll., on Free Access to Information,
    11. Persons affected by a notification made pursuant to Act No. 171/2023 Coll., Whistleblower Protection Act,
    12. Visitors or participants of events organised by MU,
    13. Parties to administrative or judicial proceedings involving MU.
  6. Categories of personal data processed
    Masaryk University processes personal data provided directly by individual natural persons as well as other personal data created as part of processing activities and those necessary for its operation.
    1. Identification data (name, surname, date and place of birth, marital status, personal number, title, nationality, ID card/passport number, digital identifier, signature, etc.).
    2. Contact data (postal address, electronic address, mailbox ID, telephone number, etc.).
    3. Descriptive data (education, knowledge of foreign languages, professional qualifications, knowledge and skills, number of children, portrait photography, video / audio records of persons, military service, previous employment, health insurance, membership in interest organizations, criminal records, etc.).
    4. Student data (records on study programs and study activities, academic results, academic awards).
    5. Financial management data (bank connection, wages, bonuses, fees, liabilities and receivables, orders, purchasing, taxes, etc.).
    6. Employment data (records on jobs and work-related activities, employer, unit, job descriptions and positions, work evaluation, awards, etc.).
    7. Data concerning operations and locations (data from electronic systems concerning a specific data subject, e.g., data on the use of information systems, data operation and electronic communication, telephone use, access to various areas, CCTV records, etc.).
    8. Subject activity data (publications, expert activities, participation in conferences, taking part in projects, data on business trips or student academic trips, etc.).
    9. Data concerning another person (address and identification data of a family member, husband/wife, child, partner, etc.).
    10. Special personal data category (sensitive personal data on health condition, membership in unions, etc.).
  7. Legal reasons for personal data processing
    Personal data processing that takes place as part of the activities indicated above is carried out based upon at least one of the following legal reasons:
    1. Fulfilment of legal obligations concerning the Controller
      MU processes your personal data to fulfil our legal obligations as a Controlling entity. These obligations are dictated by: Act No. 111/1998 Coll., on Higher Education Institutions; Act No. 130/2002 Coll., on The Support of Research and Development from Public Funds; Act No. 262/2006 Coll., Labour Code; Act No. 563/1991  Coll., on Accounting; Act No. 127/2005 Coll., on Electronic Communications; Act No. 480/2004 Coll., on Certain Information Society Services; Act No. 264/2025 Coll. on Cyber Cecurity; Act No. 171/2023 Coll., Whistleblower Protection Act and others.
    2. Contract performance
      MU processes your personal data for the purposes of entering into a contractual relationship and subsequent performance thereof, or prior to entering into a contract.
    3. Data subject consent
      Personal data are processed on the basis of consent given by the data subject for one or more specific purposes of processing.
    4. Protection of the interests of the data subject
      Processing is necessary for the protection of the vital interests of the data subject or another natural person.
    5. Public interest
      Processing is necessary for the performance of MU tasks carried out in the public interest or in the exercise of official authority.
    6. Controller's legitimate interest consist, among other things, in:
      • providing support activities for the fulfilment of MU's mission,
      • protection of rights
      • protection of assets and preventing fraud,
      • transfer of personal data within a university unit for internal administrative and operational purposes,
      • ensuring security of computer network and information.
  8. Personal data transfer
    The transfer of personal data to another controller is only possible on the basis of a specific legal regulation that provides for such a possibility or obligation or on the basis of the data subject's consent. The recipients of personal data for the purpose of fulfilling MU's legal obligations are generally public authorities. In justified cases, personal data stored in MU information systems may be processed by processors, external service providers, exclusively on the basis of a contract for the processing of personal data. These are mainly:
    • information systems and software operators
    • providers of occupational health services
    • providers of shredding services
    • external experts in individual agendas and providers of external consultancy.
    The transfer of personal data to countries outside the European Union is possible exclusively on the basis of a legal regulation or an international treaty to which the Czech Republic is bound. The free movement of personal data within the European Union is neither restricted nor prohibited for the protection of natural persons in relation to the processing of personal data.
  9. Personal data storage period
    Personal data are stored only for the period of time strictly necessary in relation to the personal data processing activity and in accordance with generally binding legal regulations and MU directive No. 2/2016, file regulations. After the expiry of the shredding period, documentary and digital documents containing personal data are included in the shredding procedure pursuant to the provisions of section 8 of Act No. 499/2004 Coll., on Archiving and File Service. Personal data processed by MU on the basis of the data subject's consent are stored only for the period for which the consent was given and for the duration of the purpose for which the consent was given.
  10. Data subjects’ rights
    Under Articles 15-22 of the General Regulation, the data subject has the right: to access personal data, to rectification of personal data, to erasure of personal data, to restriction of processing of personal data, to portability of personal data, to withdraw consent to the processing of personal data, to object to the processing of personal data and the right not to be the subject of a decision based solely on automated processing of personal data concerning him or her.
  11. Exercise of data subjects' rights

    The data subject is entitled to exercise his/her rights arising from Articles 15-22 of the GDPR against the controller, either:

    • by a written request with an officially certified signature, or on the basis of an officially certified power of attorney, sent to Masaryk University, Data protection officer, Žerotínovo nám. 9, 601 77 Brno, or
    • by sending a request to the Masaryk University data box, MU data box ID: 9tmj9e4, or
    • by sending a request in the form of an e-mail message bearing at least a recognised electronic signature of the applicant to the following address: dpo@muni.cz, or
    • by sending a request in the form of an e-mail message from the MU institutional electronic address to the following address: dpo@muni.cz.

    The request will be answered within the statutory deadline. In accordance with Article 12, paragraph 5 of the GDPR, all information is provided free of charge. If the requests made by the data subject are manifestly unfounded or excessive, the controller may impose an administrative fee on the applicant or refuse to comply with the request.

    Details on the procedure and formalities are provided in Information for data subjects on the exercise of their rights.
  12. Access your personal data online
    A data subject who uses or used MU information systems can access his/her personal data online after login and authentication in the appropriate university information systems, see GDPR MU directory.
  13. The right to lodge a complaint with the competent supervisory authority
    Data subjects shall be entitled to lodge a complaint concerning personal data processing to the competent supervisory authority. Contact: The office for personal data protection / Úřad pro ochranu osobních údajů
    address: Pplk. Sochora 27, 170 00 Prague 7, phone: +420 234 665 111, website: www.uoou.cz
  14. Reporting suspected violations of personal data protection
    Form for reporting a suspected personal data breach: for MU students/employees, for external persons.

This information is available in Czech and English versions. If there is a discrepancy between the Czech and English versions, the Czech version takes precedence.

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