The rights related to the processing of personal data are governed by the 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 (hereinafter referred to as "GDPR" or the "Regulation") and Act No. 18/2018 Coll. on the Protection of Personal Data and on the Amendment and Supplementing of Certain Acts (hereinafter referred to as the "Personal Data Protection Act" or "Act No. 18/2018 Coll. on PDP").
Identification and Contact Details of the Controller:
The Slovak University of Agriculture in Nitra (hereinafter referred to as "SUA") is the Controller that processes personal data on its own behalf. Specific requirements for its designation are established in special regulations that define the purposes and partly also the means of personal data processing.
Slovenská poľnohospodárska univerzita v Nitre
Tr. A. Hlinku 2, 949 74 Nitra
IČO: 00397482
tel.: +421 37 641 5533
e-mail: verejnost@uniag.sk
Contact details of the Data Protection Officer (DPO):
tel.: +421 37 641 5501
e-mail: zodpovedna.osoba@uniag.sk
INFORMATION ON PERSONAL DATA PROCESSING
Your personal data must be processed to the necessary extent due to the fulfilment or ensuring of obligations and tasks that apply to us as a public university:
- under generally binding legal regulations.
SUA may also process your personal data in cases where the scope of personal data determined by legal regulations is insufficient to achieve the defined purpose of processing, based on the following legal bases:
- if necessary for the performance of a contract concluded between you and SUA, including pre-contractual relationships, in accordance with Article 6(1)(b) of the GDPR,
- if necessary for the performance of a task carried out in the public interest or in the performance of official authority vested in SUA in accordance with Article 6(1)(e) of the GDPR,
- if necessary for the purposes of the legitimate interests pursued by SUA according to Article 6(1)(f) of the GDPR, or
- • if you have given consent to the processing of your personal data for a specific purpose in accordance with Article 6(1)(a) of the GDPR.
- Road, urban, and railway transport operators
- Foreign universities providing mobility programs for SUA students
- European Union institutions – European Commission
- Organizations financing certain student mobility programs
- International organizations and international networks of cooperating universities of which SUA is a member
- State authorities operating in the field of education
- Scientific institutions
- Civic associations
- Companies providing technical support for information systems without performing processing operations on personal data, but with actual access to data content
- Companies participating in scientific research projects in incubators or science parks
- Companies participating in scientific research activities
- Postal couriers and postal enterprises
- Lawyers
- Notaries
- Bailiffs
- Auditors
We retain personal data for no longer than necessary for the purposes for which the personal data are processed. In general, the retention period arises from legal regulations or we retain personal data for the duration of a contract. If no retention period is stipulated by law, we determine the retention period for your personal data in relation to specific purposes through our internal regulations and/or the SUA’s Registry Rules and Registry Plan in accordance with Act No. 395/2002 Coll. on Archives and Registries.
SUA disposes of personal data in a prescribed manner once the purpose of processing and the retention period have ended. After the defined purpose has ended, SUA is authorized to process personal data to the necessary extent for scientific, historical research, or statistical purposes, in an anonymized or pseudonymized form.
If we process your personal data based on your consent, you have the right to withdraw that consent at any time. After its withdrawal, we are obliged to stop processing your personal data.
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PERIOD OF RETENTION AND DELETION OF PERSONAL DATA |
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| Purpose of personal data processing | Period of retention or criteria for its determination |
|
Education |
5 to 10 years, see the registry plan. Social support for students - 5 years. Admission documentation, enrollment documentation and records of continuation of studies; transcript of study results; copies of documents confirming graduation - 25 years from the date of completion of studies Student register (including student files) – in the case of proper completion of studies 50 years from the completion of studies. |
|
Scientific and research purposes and projects |
10 years. |
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Provision of further education |
5 to 10 years, see the registry plan. |
|
International cooperation in the field of study and mobility |
5 to 10 years, see the registry plan. |
|
Academic self-government |
5 to 10 years, see the registry plan. |
|
Issuance of ID cards for students and employees of SUA |
5 to 10 years, see the registry plan. |
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Provision of library and information services |
Concerning the user: immediately after termination of the student’s studies/employee’s employment, upon their request, or after 1 year of non-use of services. Personal data included in the author’s final thesis - 70 years. |
|
Personnel and payroll purposes |
During the employment and expiry of statutory retention periods for certain types of documents. Usually 5 to 10 years; documents required for social and health insurance purposes and payroll records - 20 years; in some cases up to 70 years from the employee’s date of birth. |
|
Tax and accounting purposes |
10 years |
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Compliance with SUA obligations in the field of occupational health and safety, fire protection, and occupational health services |
5 years |
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Protection of classified information |
Security clearances 1 year after termination of authorization. |
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Compliance with SUA obligations and tasks in crisis management |
5 to 10 years, see the registry plan. |
|
Fulfillment of legal obligations of SUA |
For the duration of the legal obligation, see the registry plan. Usually 5 to 10 years. |
|
Demonstrating, exercising, and defending legal claims |
Usually 3 to 10 years, see the registry plan. |
|
Records management |
During retention or archiving periods. In the case of documents with permanent archival value, permanent archiving of data. |
|
Handling complaints |
10 years from the handling of the complaint. |
|
Business activities |
For the duration of the contractual relationship with the data subject. Usually 5 to 10 years, see the registry plan. |
|
Protection of property and security |
5 years. CCTV recordings 15 days. For the duration of other processing purposes for which personal data are processed in IT systems. |
|
Employer’s control mechanisms |
3 years |
|
Raising awareness of SUA and promotion |
Until objection or withdrawal of consent, usually 1 to 5 years. |
|
Statistical purposes |
For the duration of other processing purposes. |
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TRANSFER OF PERSONAL DATA |
|
|---|---|
| Purpose of personal data processing | Designation of third country or international organization |
|
Education |
No transfer to a third country takes place. |
|
Scientific and research purposes and projects |
Partner countries of project consortia (in case SUA’s participation as partner/co-solver is approved). |
|
Provision of further education |
No transfer to a third country takes place. |
|
International cooperation in the field of study and mobility |
Partner foreign universities providing mobility programs to SUA students. |
|
Academic self-government |
International organizations and international networks of cooperating universities of which SUA is a member. |
|
Issuance of ID cards for students and employees of SUA |
No transfer to a third country takes place |
|
Provision of library and information services |
No transfer to a third country takes place |
|
Personnel and payroll purposes |
No transfer to a third country takes place |
|
Tax and accounting purposes |
No transfer to a third country takes place |
|
Compliance with SUA obligations in the field of occupational health and safety, fire protection, and occupational health services |
No transfer to a third country takes place |
|
Protection of classified information |
No transfer to a third country takes place |
|
Compliance with SUA obligations and tasks in crisis management |
No transfer to a third country takes place |
|
Fulfillment of legal obligations of SUA |
No transfer to a third country takes place |
|
Demonstrating, exercising, and defending legal claims |
No transfer to a third country takes place |
|
Records management |
No transfer to a third country takes place |
|
Handling complaints |
No transfer to a third country takes place |
|
Business activities |
No transfer to a third country takes place |
|
Protection of property and security |
No transfer to a third country takes place |
|
Employer’s control mechanisms |
No transfer to a third country takes place |
|
Raising awareness of SUA and promotion |
No transfer to a third country takes place |
|
Statistical purposes |
No transfer to a third country takes place |
| Plagiarism check of final theses | |
|
Method used |
Anti-plagiarism software scans public sources and compares the submitted thesis with a large database of other theses and academic publications, measuring similarity. |
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Purpose |
Accurately determine the similarity percentage of the evaluated thesis with other theses and academic works to fulfill a public university's legal obligations. |
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Expected consequences |
A percentage decision on similarity (positive/negative). Negative: rejection of the thesis showing signs of plagiarism from being defended. |
| Assessment of entitlement to dormitory accommodation | |
|
Method used |
The Accommodation System automatically evaluates accommodation applications using a points system and criteria set by SUA's internal regulations. |
|
Purpose |
Efficient and fair processing of a large number of applications for the allocation of limited dormitory capacity, in order to fulfill the legal obligations of a public university. |
|
Expected consequences |
A decision on the allocation of accommodation (positive/negative). Negative: non-allocation of accommodation. |
SUA most often obtains your personal data directly from you (if you are a study applicant, student, lifelong learning participant, employee, job applicant, project researcher, member of the academic self-government, university library user, accommodated guest in the dormitory or SUA visitor, etc.).
You can provide your personal data to SUA in various ways, e.g. through a printed study application, a lifelong learning application, an application for inclusion in a selection procedure (employment), a personal employee questionnaire, by registering on our website (e.g.by filling out an application/request), by communicating with us, especially via e-mail or in the process of concluding a contract with SUA, etc.
In special cases, from third parties (e.g. from courts, bailiffs, social insurance, available registers kept in accordance with special legal regulations or directly from your close person).
The processing of your personal data, which SUA has obtained from third parties in the performance of its tasks, is subject to exceptions pursuant to Article 14 (5) of the GDPR in order to fulfil the controller's obligation to transparently inform data subjects. This applies, for example, to personal data about jointly assessed persons when assessing the student's entitlement to a social scholarship (when documenting the social circumstances in the student's family as an applicant).
Your personal data that SUA did not obtain directly from you may be processed by it in the context of fulfilling its obligations and tasks arising from generally binding legal regulations:
- as an education provider, if you are, for example, a family member of our student or a close person;
- as an employer, if you are, for example, a family member of an SUA employee or a close person.
If the legal basis for the processing your personal data is consent to the processing of personal data pursuant to Article 6(1)(a) of the GDPR, you are never obliged to provide your personal data. The provision of your personal data is based on your free will and voluntary action. You have the right to withdraw the consent granted at any time. Failure to provide personal data should not have any negative and significant consequences for you, but the comfort of using certain services and your information about news may be reduced.
If the legal basis for the processing your personal data is the conclusion or the performance of a contractual relationship pursuant to Article 6(1)(b) of the GDPR, the provision of personal data is a requirement necessary for the contract conclusion. Failure to provide personal data may result in the non-conclusion of the contractual relationship.
If the legal basis for the processing your personal data is the fulfilment of our legal obligation pursuant to Article 6(1)(c) of the GDPR or the fulfilment of a task in the public interest pursuant to Article 6(1)(e) of the GDPR, the provision of your personal data is a legal requirement. Failure to provide personal data may result in the task provided within the scope of the academic self-government bodies not being able to be fulfilled or the decision you request from us not being able to be issued, or the fulfilment of an important task that SUA, as a public university, performs in the public interest or is supposed to perform within the scope of its legal obligations, may otherwise be thwarted.
If the legal basis for the processing your personal data is legitimate interest and we use the legal basis under Article 6(1)(f) of the GDPR to process your personal data, you are obliged to tolerate this processing, but you have the right to object to it.
SUA processes the personal data of data subjects in accordance with Article 6(1)(f) of the GDPR for the purposes of the legitimate interests pursued by SUA in processing personal data, which are:
- Scientific and research purposes and projects
- Proving, exercising and defending legal claims of SUA
- Raising awareness about SUA and promoting it
- Property protection and security of SUA
- Employer control mechanisms (SUA)
- Right to confirmation and access to personal data
- Right to rectification of personal data ('right to be forgotten')
- Right to erasure of personal data
- Right to restrict the processing of personal data
- Right to personal data portability
- Right to object to the processing of personal data
- Right not to be subject to automated individual decision-making, including profiling
- Right to submit a proposal to initiate proceedings on the protection of personal data