1. General Information about the Controller and Data Protection Officer
Basic identification and contact details of the Controller
Ministry of Education, Youth and Sports
Karmelitská 529/5, 118 12 Prague 1
ID No.: 00022985
Electronic registry address: posta@msmt
govcz
Data Box ID: vidaawt
Contact details of the Data Protection Officer
Ministry of Education, Youth and Sports
Mgr. Dagmar Součková Mikolášková
Karmelitská 529/5, 118 12 Prague 1
Email: gdpr@msmtgovcz
2. Information on Basic Rights of Data Subjects
The Data Subject (i.e., the natural person to whom Personal Data relates) has the right to request from the Ministry of Education, Youth and Sports (hereinafter referred to as the "Ministry"):
- Access to Personal Data concerning them under Article 15 of the Regulation
- Rectification of Personal Data under Article 16 of the Regulation
- Erasure of Personal Data under Article 17 of the Regulation
- Restriction of Personal Data processing under Article 18 of the Regulation
If the Data Subject has given consent or if processing is necessary for contract performance with the Data Subject, the Data Subject has the right to request the portability of automatically processed Personal Data under Article 20 of the Regulation.
If processing is based on the performance of a task in the public interest, the exercise of official authority, or the legitimate interests of the controller or third parties, the Data Subject has the right to object to processing under Article 21 of the Regulation.
The controller is obliged to verify the identity of the applicant unless the identity is evident from the submitted request. If the identity is not evident, the applicant is asked to supplement the request or to submit it in a way that will determine the applicant's identity beyond doubt. Identity is proven when the request is delivered in one of the following ways:
- In person, where identity is verified according to an identity document
- In paper form with an officially verified signature
- Electronically by email with an electronic signature
- Electronically through the Data Box Information System
If a Data Subject believes that the processing of their Personal Data by the Ministry violates the Regulation or other Personal Data protection obligations set by law, they have the right to file a complaint with the Office for Personal Data Protection:
Office for Personal Data Protection
Pplk. Sochora 27, 170 00 Prague 7
Email: posta@uoougovcz
Data Box ID: qkbaa2n
3. Processing of Personal Data for Public Administration Tasks
The Ministry processes Personal Data to fulfil legally assigned tasks, comply with regulations, or when necessary to exercise its rights and fulfil obligations., or when processing Personal Data needed for performing tasks in the public interest or in the exercise of official authority, or when processing Personal Data necessary for the performance of a contract or to implement measures taken before concluding a contract at the Data Subject's request. This processing does not involve automated decision-making within the meaning of Article 22 of the Regulation.
Processing is carried out particularly in individual agendas to the extent regulated by the legal regulations listed below.
The period for which Personal Data are processed is determined by the relevant legal regulations under which the processing is carried out, and according to Act No. 499/2004 Coll., on archiving and records service and on amendments to certain acts, as amended.
a) Education agenda (pre-school, basic, basic artistic, special, secondary, tertiary professional, institutional education)
- Act No. 218/2000 Coll., on Budget Rules and Amendments of Some Relating Acts (Budget Rules), as amended
- Act No. 109/2002 Coll., on the Provision of Institutional Education or Protective Education at School Facilities and on Preventative Educational Care at School Facilities and on the Amendment to Some Other Acts, as amended
- Act No. 500/2004 Coll., Code of Administrative Procedure, as amended
- Act No. 561/2004 Coll., Pre-school, Basic, Secondary, Tertiary Professional and Other Education (the Education Act)
- Act No. 563/2004 Coll., on Pedagogical Staff and on the Amendment to Some Other Acts, as amended
- Act No. 179/2006 Coll., on Verification and Recognition of Results of Further Education and on the Amendment to Some Other Acts (the Act on Recognition of Further Education), as amended
- Act No. 117/1995 Coll., on State Social Support, as amended
- Act No. 155/1995 Coll., on Pension Insurance, as amended
- Implementing legal regulations to the above acts
This particularly includes agendas of: providing grants, accreditation of educational institutions and educational programs, accreditation of retraining programs, records of issued certificates of professional qualification, records of examination results conducted by authorized persons, granting and extending authorization under the Act on Recognition of Further Education Results, maintaining the register of schools and school facilities and school legal entities, issuing consent to establish the position of teaching assistant, applications for admission to secondary schools, applications and evaluation of school-leaving examinations, permitting the teaching of certain subjects in a foreign language and registration in the list of educational institutions providing one-year language courses, exercise of establishing authority, assessment of foreign studies at secondary and tertiary professional schools for health and social purposes, verification of education documents issued by basic, secondary or tertiary professional schools registered in the register of schools and school facilities in the Czech Republic (legalization), issuing Certificates of Recognition of Equivalence of Foreign Education to graduates of European Schools under the Convention on the Statute of European Schools and issuing Decisions on Recognition of Validity of Foreign Certificates issued by lyceums in Dijon or Nîmes, Friedrich Schiller Gymnasium in Pirna.
The processed data includes particularly information about pupils and their legal representatives, grant applicants and their statutory bodies, school principals, program guarantors, evaluators, participants in proceedings, namely identification data (i.e., data serving for unique identification of a natural person - name and surname, date and place of birth, personal identification number, nationality), address data (i.e., data serving to determine the place of residence and to contact the natural person - residence address or stay, contact details) and descriptive/characteristic data (i.e., other specifying data relating to the natural person and processed on a legal basis - education, professional knowledge, employment, pedagogical practice, criminal integrity). In some cases, special categories of Personal Data are also processed (especially concerning children's health status).
These Personal Data are obtained from schools and school facilities as part of fulfilling their legal obligations. In the case of grant applications, data is obtained from grant applicants. In the case of applications for assessment of foreign studies at secondary and higher schools, verification of education documents issued by schools registered in the school register and issuance of certificates of recognition of equivalence to foreign graduates, Personal Data is obtained from applicants for such certificates.
For some agendas, the Ministry may involve processors in the processing. In the area of agendas for applications for admission to secondary schools, and applications and evaluation of school-leaving examinations, the controller uses a processor for Personal Data processing, which is the Center for Educational Assessment Results (CZVV), located at Jankovcova 933/63, 170 00 Prague 7, ID No. 72029455.
The data is provided to schools and school facilities to which the applicant/student directed their application. There are no other recipients of Personal Data, and the data is not transferred to third countries.
In some cases (especially in the area of grant provision), Personal Data is transferred to other recipients, exclusively to other state administration bodies, as specified by special law.
b) Higher education and research, development and innovation agenda
- Act No. 246/1992 Coll., on protection of animals against cruelty, as amended
- Act No. 111/1998 Coll., on Higher Education Institutions and on Amendments and Supplements to some other Acts (The Higher Education Act), as amended
- Act No. 218/2000 Coll., on Budget Rules and Amendments of Some Relating Acts (Budget Rules), as amended
- Act No. 130/2002 Coll., on the Support of Research and Development from Public Funds and on the Amendment to Some Related Acts (the Act on the Support of Research and Development), as amended
- Act No. 500/2004 Coll., Code of Administrative Procedure, as amended
- Act No. 341/2005 Coll., on Public Research Institutions, as amended
- Act No. 227/2006 Coll., Act on Research on Human Embryonic Stem Cells and Related Activities and on. Amendment to Some Related Acts, as amended
- Treaty of Lisbon amending the Treaty on European Union and the Treaty establishing the European Community (2007/C 306/01)
- Implementing legal regulations to the above acts
This particularly includes agendas of: student registry, register of associate professors, professors and extraordinary professors, habilitation proceedings, professor appointment, rector appointment, retention of bachelor's, diploma (master's), dissertation and rigorous theses with delayed publication, legalization of higher education documents, recognition of foreign higher education and qualifications, assessment of the status (equivalence) of foreign higher education studies, nominations to the Council of the National Accreditation Office, register of artistic outputs, Minister's awards for outstanding students and graduates, offenses, grants to higher education institutions, provision of targeted and institutional support and related agendas, assessment of animal experimentation projects, administration of research on human embryonic stem cells, evaluation of research organizations, maintaining the list of research organizations, maintaining the list of research organizations approved for accepting researchers from third countries, maintaining the register of public research institutions, international cooperation and related agendas, awards for extraordinary achievements in research, experimental development and innovation.
The processed Personal Data includes primarily identification data of applicants and/or statutory bodies of candidates, applicants for registration or participants in proceedings (name and surname, birth surname, title, marital status, date of birth, personal identification number, nationality, gender for foreigners), address data (permanent residence address, stay address for foreigners), and other data required by legal regulations.
In the case of the student registry, this further includes data about secondary school studies, year of the secondary school graduation examination, data about higher education studies, enrolment date, date and method of completion, length of study, date of interruption, place of instruction, form of study, method of study financing, study program, study stays abroad, eligibility for social scholarship, whether the student is accommodated in dormitories.
In the case of the register of associate professors and professors, habilitation proceedings, professor and rector appointments, data about the date of obtaining tertiary education of the employee, academic titles, scientific degrees, and data on successfully completed habilitation proceedings and proceedings for appointment as professor and employment history, about the establishment, change and termination of the basic employment relationship of the employee to the higher education institution or in the case of a state higher education institution to the Czech Republic, including data about the scope of work.
In cases where Personal Data is not obtained directly from Data Subjects, the sources of such Personal Data are higher education institutions, grant applicants and grant recipients.
For some agendas, the Ministry may involve processors in the processing. In some cases (especially in the area of grant provision), Personal Data is transferred to other recipients, exclusively to other state administration bodies, as specified by special law.
For research, experimental development and innovation and higher education activities focused on international cooperation or mobility within the activities of higher education institutions, in some cases Personal Data may be transferred to third countries or international organizations, in connection with the evaluation of applications from candidates/applicants and with the transfer of data about successful applicants. This involves transfers in connection with the fulfilment of contractual relationships between the Ministry and the candidate/applicant, in connection with the conclusion or performance of a contract between the Ministry and the Personal Data controller in a third country or international organization for the benefit of (in implementing international activities for the benefit of or at the request of) the candidate/applicant, or for reasons of public interest. Candidates/applicants are informed about this fact in the documentation text for the relevant research, experimental development and innovation activity.
c) Accreditation of higher education institutions study programs
- Act No. 111/1998 Coll., on Higher Education Institutions and on Amendments and Supplements to some other Acts (The Higher Education Act), as amended
- Act No. 500/2004 Coll., Code of Administrative Procedure, as amended
- Treaty of Lisbon amending the Treaty on European Union and the Treaty establishing the European Community (2007/C 306/01)
- Implementing legal regulations to the above acts
This particularly includes agendas related to accreditation of study programs at higher education institutions, ensuring higher education quality, and handling complaints.
The processed data includes primarily identification data of accreditation applicants, persons ensuring educational and creative activities at higher education institutions, evaluators, complainants, participants in proceedings (e.g., name and surname, titles, date of birth), their descriptive data (e.g., education, professional qualification, employment, professional and publication activities) and address data (e.g., residence, employer's address, contact details).
These Personal Data are obtained from higher education institutions as part of fulfilling their legal obligations.
d) Operational programs agenda
- Regulation (EU) No 1300/2013 of the European Parliament and of the Council 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 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 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 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 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 Budget Rules and Amendments of Some Relating Acts (Budget Rules), as amended
- Act No. 248/2000 Coll., on Regional Development Support, as amended
- Act No. 130/2002 Coll., on the Support of Research and Development from Public Funds and on the Amendment to Some Related Acts (the Act on the Support of Research and Development), as amended
- Act No. 500/2004 Coll., Code of Administrative Procedure, as amended
- Implementing legal regulations to the above acts
This particularly includes agendas related to providing support from European structural and investment funds for Operational Programs where the Ministry is the managing authority.
The processed data includes primarily identification data about applicants and statutory bodies of applicants, about participants and supported persons, about participants in proceedings (name and surname, titles, date of birth and personal identification number, gender, education), their contact details, employment data (employer, employment contract conditions) and other data (family members, military service, parental or maternity leave). In some cases, special categories of Personal Data are processed for supported persons (health status, ethnic origin).
In cases where Personal Data is not obtained directly from Data Subjects, the sources of such Personal Data are grant applicants and grant recipients.
For some agendas, the Ministry may involve processors in the processing. In cases of certain Personal Data, Personal Data is transferred to other recipients, exclusively to other state administration bodies, as specified by special law.
e) Children and youth agenda
- Act No. 218/2000 Coll., on Budget Rules and Amendments of Some Relating Acts (Budget Rules), as amended
- Act No. 179/2006 Coll., on Verification and Recognition of Results of Further Education and on the Amendment to Some Other Acts (the Act on Recognition of Further Education), 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
- Act No. 111/1998 Coll., on Higher Education Institutions and on Amendments and Supplements to some other Acts (The Higher Education Act), as amended
- Act No. 500/2004 Coll., Code of Administrative Procedure, as amended
- Implementing legal regulations to the above acts
This particularly includes grant procedure agendas in the youth area.
Projects submitted within the Calls in the area of youth support and school sports contribute to fulfilling the Strategy for the Education Policy of the Czech Republic up to 2030+ adopted by Government Resolution No. 1062 of October 19, 2020, the Long-term Plan for Education and Development of the Education System of the Czech Republic 2023-2027, adopted by Government Resolution No. 980 of December 23, 2023, and the Plan to Support Physical Activity of Children, Pupils, and Students in Schools and School Facilities and State Policy of School and University Sports for 2024-2028 adopted by Government Resolution No. 190 of March 27, 2024.
The processed data includes particularly data about applicants and their statutory bodies, persons acting on behalf of the applicant based on granted power of attorney, participants in proceedings, project guarantor/coordinator (name and surname, title, function, date of birth, residence address and contact details, education and professional knowledge) and data about participants of supported projects (name, surname, date of birth, home primary or secondary school, professional knowledge, skills, and potentially also information about type of study).
In cases where Personal Data is not obtained directly from Data Subjects, the sources of such Personal Data are grant applicants and grant recipients.
For some agendas, the Ministry may involve processors in the processing. In some cases (especially in the area of grant provision), Personal Data is transferred to other recipients, exclusively to other state administration bodies, as specified by special law.
When organizing competitions and showcases outside the scope of grant procedures, the processing of Personal Data about competitors is necessary for fulfilling tasks in the public interest or in the exercise of public authority, in connection with organizing competitions and showcases that support knowledge, artistic, sports, and social skills of children and youth. In such cases, this involves the processing of identifying Personal Data (name, surname, age, or grade level) and contact details (school).
The processed data within competitions also includes particularly Personal Data about pupils/students - competition participants, pedagogical and academic staff and other professional staff, namely identification data (name and surname, date of birth, citizenship, marital status, gender), address data (residence and stay address, contact details) and descriptive data (qualification and expertise).
f) International cooperation agenda
- Act No. 2/1969 Coll., Establishing Ministries and other Central Bodies of the State Administration of the Czech Republic, as amended
- Act No. 111/1998 Coll., on Higher Education Institutions and on Amendments and Supplements to some other Acts (The Higher Education Act), as amended
- Act No. 18/2004 Coll., on the recognition of professional qualifications and other competencies of nationals of Member States of the European Union and on the amendment of some Acts (Act on recognition of professional qualifications), as amended
- Implementing legal regulations to the above acts
This particularly includes the following agendas: admission of foreign nationals for scholarship stays, scholarship stays abroad, sending experts to international organizations, organizing international conferences, selection procedures for positions of teachers, school counsellors, directors, and deputy directors assigned to European Schools, maintaining an information system for the recognition of professional qualifications and records of persons providing services on a temporary or occasional basis and applicants for recognition of professional qualifications.
The procedure within these agendas, carried out by the Ministry, is also governed by international treaties binding the Czech Republic.
The processed data includes, in particular, Personal Data about students, applicants, academic staff, and other professional staff, namely identification data (name and surname, date of birth, nationality, marital status, gender), address data (residence and stay address, contact details), and descriptive data (qualification and expertise). In some cases, special categories of Personal Data are processed (health status in the case of assignments for scholarship stays to certain designated territories and for admission of foreign students from third countries).
For some agendas, the Ministry may involve processors in the processing. In certain cases, Personal Data may be transferred abroad as part of fulfilling obligations (e.g., evaluation of scholarship applications, sending to foreign institutions, etc.); the Data Subject is informed of this upon submitting applications for assignments or scholarships.
4. Processing of Personal Data in relation to Ensuring the Activities of the Ministry
The Ministry processes Personal Data for fulfilling tasks assigned to it by legal regulations, or in cases where legal regulation so stipulates, or if it is necessary for exercising rights and fulfilling obligations arising for the Ministry from legal regulations or from contracts, or if it is necessary to protect legitimate interests of the Ministry or third parties. This processing does not involve automated decision-making within the meaning of Article 22 of the Regulation.
Processing is carried out particularly to the extent regulated by these laws:
- Act No. 141/1961 Coll., Criminal Procedure Code, as amended
- Act No. 133/1985 Coll., on Fire Protection, as amended
- Act No. 85/1990 Coll., on the Petition Right
- Act No. 563/1991 Coll., on accounting, as amended
- Act No. 106/1999 Coll., on free access to information, as amended
- Act No. 218/2000 Coll., on Budget Rules and Amendments of Some Relating Acts (Budget Rules), as amended
- Act No. 219/2000 Coll., on the property of the Czech Republic and its representation in legal relations, as amended
- Act No. 320/2001 Coll., on Financial Control in Public Administration and on the Amendment to some Acts (Act on Financial Control), as amended
- Act No. 499/2004 Coll., on Archiving and Records Management and on Amendments to Certain Acts, as amended
- Act No. 500/2004 Coll., Code of Administrative Procedure, as amended
- Act No. 262/2006 Coll., Labor Code, as amended
- Act No. 309/2006 Coll., regulating additional requirements for occupational safety and health in employment relationships and on ensuring safety and health in activities or provision of services outside employment relationships (Act on ensuring additional conditions for occupational safety and health), as amended
- Act No. 40/2009 Coll., Criminal Code, as amended
- Act No. 89/2012 Coll., Civil Code, as amended
- Act No. 255/2012 Coll., on Inspection (Inspection Code), as amended
- Act No. 181/2014 Coll., on Cyber Security and Change of Related Acts (The Act on Cyber Security), as amended
- Act No. 134/2016 Coll., on public procurement, as amended
- Implementing legal regulations to the above acts
The purpose of these agendas is handling petitions and complaints, information requests, concluding contracts, public procurement process including documentation, control activities (including financial control), training in occupational health and safety and fire protection, assessment of project documentation, conducting audits, securing the Ministry's IT environment and related activities (user training, system backup), accounting, records management, presentation of the Ministry and activities of its representatives, organization of Ministry activities (maintaining contact lists, etc.), organization and holding of conferences and seminars.
The processed Personal Data includes particularly identification and address data, namely Personal Data of public procurement bidders, suppliers, contractual partners, or their representatives or contact persons, Ministry employees, participants in proceedings. Records management includes Data Subjects from other agendas if files are maintained using their data.
5. Processing of Personal Data in the Area of Employment and Similar Relationships
The Ministry processes Personal Data for fulfilling tasks assigned to it by laws, in cases where the law so stipulates, if it is necessary for exercising rights and fulfilling obligations arising for the Ministry from laws, or if it is necessary to protect legitimate interests of the Czech Republic, the Ministry or third parties. This processing does not involve automated decision-making within the meaning of Article 22 of the Regulation.
Processing is carried out particularly to the extent regulated by these laws:
- Act No. 159/2006 Coll., on Conflict of Interest, as amended
- Act No. 262/2006 Coll., Labour Code, as amended
- Act No. 234/2014 Coll., on the civil service, as amended
Processing is carried out particularly for purposes of ensuring selection procedures, managing the agenda of service and other cards, performance of civil service, maintaining and managing personnel records and statistics, fulfilling tasks to ensure protection of rights and legitimate interests of employees, payroll processing, education.
Some processing (e.g., attendance records, visitor records, operation of camera system, property records) is based on legitimate interest of the Ministry, or on fulfilment of contractual obligation (e.g., conducting professional internships and practice).
This processing concerns particularly employees, civil servants, job applicants, or persons who want to take the civil service examination.
Among the processed Personal Data, besides identification and address data, there are also special categories of Personal Data, furthermore data from Criminal Records evidence, data about education, employment history, military service. For employees and civil servants, the processed data also includes, for example, citizen's ID and driver's license number and data about their family members.
For some agendas, the Ministry may involve processors in the processing. In some cases, Personal Data is transferred to other recipients, exclusively to other state administration bodies, as specified by special law.
6. Other Personal Data Processing
Some partial processing by the Ministry is based on the consent of the Data Subject to the processing of their Personal Data, where the Data Subject is informed, or instructed in the prescribed manner before giving consent.
