Dear Madam/Dear Sir,
In connection with the entry into force of the new Regulation (EU) 2016/679 of the European Parliament and of the Council (General Data Protection Regulation – GDPR), we would like to inform you about the implications of this regulation for you and the protection and processing of your personal data.
Integration Center Prague, o.p.s., ID No.: 242 28 320, with its registered office at Žítná 1574/51, 110 00, Prague 1, registered in the Register of Public Benefit Companies maintained by the Municipal Court in Prague, Section O, insert 885 (hereinafter referred to as “ICP”) manages both the personal data of current clients and clients for whom the provision of integration services has already been terminated, but the processing of their personal data is necessary for other legal reasons, in particular the fulfillment of legal obligations and the protection of the legitimate interests of ICP.
After May 25, 2018, your personal data will be processed in accordance with the GDPR and in accordance with Act No. 101/2000 Coll., on the protection of personal data, as amended, for the purpose of fulfilling the legal obligations of ICP, protecting the legitimate interests of ICP, which is the protection of its property rights and the obligation to prove the legitimacy of expenditure from public funds for integration services, and to fulfill the contractual obligation to provide you with integration services free of charge.
Specifically, ICP processes your personal data for the following purposes:
1) identification of the client for the purposes of concluding and fulfilling a contractual obligation to provide services and assessing the eligibility to use ICP services,
2) contacting the client by ICP staff when providing services,
3) control of public funds spent on the basis of subsidies and contributions,
4) informing clients and the public about ICP activities and services,
5) dividing clients into teaching groups to facilitate Czech language instruction,
6) proof of compliance with the subsidy conditions of the EU Asylum, Migration, and Integration Fund,
7) mapping of clients’ family ties in cases where there are multiple members of the same family among ICP clients.
Who do we share your data with?
ICP is the controller of your personal data. Its employees only have access to the personal data they need for their work and are bound by strict confidentiality obligations. If necessary, you can contact a.covrigova@icpraha.com regarding the management and processing of your personal data.
ICP may also share your personal data on the basis of legal obligations or contractual commitments with providers of subsidies and contributions (Ministry of the Interior of the Czech Republic, Prague City Hall, European Commission), with supervisory authorities (financial administration, Ministry of Finance, Supreme Audit Office, Office for Personal Data Protection, European Court of Auditors, Ministry of Labor and Social Affairs – social services inspection), other public authorities (Czech Police, courts), with external auditors, accountants, suppliers, information and system administrators, and database administrators. ICP does not sell your personal data. ICP does not transfer your personal data to third parties, with the exception of those mentioned above.
What categories of data do we process about you?
a) address and identification data used for your unambiguous and unmistakable identification (name, surname, gender, date of birth, country of origin, citizenship, residence status in the Czech Republic, address of residence in the Czech Republic, type and number of identity document); b) contact details (contact address in the Czech Republic, telephone number, email address); c) other data for the purpose of providing integration services (language area of origin, level of knowledge of the Czech language, first and last names of family members who are ICP clients); d) data on the course of integration services provided; e) ordinary photographs or portraits, images taken for the purpose of documenting activities and events organized by the ICP. The ICP is required to process this data in order to provide you with free integration services.
Furthermore, ICP may process other personal data if you have given your consent:
- f) ordinary photographs or portraits, images created for the purpose of informing the public about ICP activities and events; g) e-mail and telephone number for the purpose of sending communications about activities and events organized by ICP.
The data under letters f) and g) are processed only with your consent, which you can revoke at any time in writing using the form available at the head office and branches or by emailing centrum@icpraha.com. In such a case, ICP will no longer be able to send you information about ICP activities.
How long do we process your personal data?
ICP processes your personal data only for the period necessary to ensure the rights and obligations arising from the contractual relationship and relevant legal regulations, even after the termination of integration services provided to you, but for no longer than 10 years from January 1 of the year following the end of the project, or for the period specified by legal regulations, and other data for the period during which ICP integration services were provided to you, or for the period of validity of your consent to the processing of personal data.
Processing conditions, processing information, and client rights
The processing of personal data is further regulated by ICP’s internal regulations, in particular the Directive on the Handling of Personal Data, the Code of Ethics, and the Archiving and Disposal Rules, in order to ensure the protection of your personal data against misuse, loss, or destruction.
You must provide ICP with true and complete personal address and identification data and other data necessary for the provision of integration services.
Upon written request, ICP is obliged to provide you with information once a year, free of charge, about whether it processes your personal data, what kind of data it processes and to what extent, and you have the right to access this personal data or obtain a copy of it. Otherwise, you can obtain this information at any time for a reasonable fee.
If you believe that ICP, any of its processors, or other recipients of your personal data listed above are processing your personal data in violation of legal regulations and in violation of personal data protection principles, especially if your personal data is inaccurate, you may 1) request an explanation from ICP, its processors, or other recipients, 2) request that ICP remedy the situation, 3) request that your personal data be corrected, 4) object to the processing of your data if it is used for marketing and informational purposes, 5) request that processing be restricted for legal reasons, 6) contact the Office for Personal Data Protection with a request for investigation.
You also have the right to transfer this data and to delete your personal data in accordance with legal regulations.
To exercise these rights, you can contact the staff of the ICP Information Center, branches, or by email at a.covrigova@icpraha.com.
You have the right to receive a response from ICP to your request without undue delay, but no later than within one month. In justified cases, ICP may extend the deadline by another two months, in which case it must inform you of this and the reasons for the extension. You can submit your requests once a year free of charge, or at any time for a reasonable fee.