1. Procedure for data processing
1.1. The personal data of natural persons (data subjects) are processed in the information systems with the Administration acting as the data controller in accordance with the data protection conditions of the Administration.
1.2. In matters not covered by the Administration’s data protection rules, the Administration is guided by that stipulated in Regulation (EU) 2016/679 of the European Parliament and of the Council 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), and the relevant legislation and the procedure for maintaining the information system.
2. Disclosure of data
2.1. The Administration ensures the confidentiality of personal data in accordance with the applicable law and the disclosure of data only in the cases and the manner prescribed by law.
2.2. According to the Public Information Act, an official, including an employee, has an obligation to maintain professional secrecy and to not disclose information obtained in connection with official activities.
This obligation continues to apply after leaving the service.
3. Composition of personal data and purposes of processing
3.1. The Administration and the authorised persons (employees and officials) processing personal data in the information systems controlled by the Administration as the data controller process the personal data of data subjects pursuant to the law according to the type of data and the role of the data subject mainly for the purposes specified in the following subsections.
3.2. For the purposes of processing an application; in activities related to the submission of an application in connection with being an entitled subject; to ensure procedural decisions and the exchange of procedural information:
- personal identification code
- person’s name
- citizenship
- details of the principal
- contact address
- e-mail and telephone
3.3. Additional purposes for the processing of personal data and time limits for the retention of data in specific cases are set out in clauses 5-11 of the Administration’s Conditions for Data Processing.
4. Visiting the Administration’s website
4.1. The personal data of visitors to the public side of the Administration’s website will not be processed.
5. E-services of state information systems and registers
5.1. The Administration uses the personal data of the data subject to provide access to the e-services of state information systems and registers using the X-Road data exchange layer.
5.2. If necessary, the Administration uses the contact details of the person for the transmission of the notices necessary for the use of e-services.
5.3. Only an institution or a person with the relevant right may obtain access to personal data transmitted to the Administration by the data subject.
5.4. Employees and officials using the Administration’s information systems will query the e-services of state information systems and registers on the basis of the name or personal identification code of the data subject to perform the proceedings and operations.
5.5. The Administration maintains the agreements entered into for the use of e-services on the basis of the procedure for the use of RIHA X-Road services.
6. Submission of a request for information, clarification or letter of formal notice
6.1. The Administration uses the personal data of the data subject to respond to the data subject. If the Administration needs to make additional inquiries to respond to the data subject, the Administration publishes the personal data of the data subject only to the extent strictly required.
6.2. If the data subject has sent a request for information, a request for clarification or a memorandum to the Administration, the processing of which is within the competence of another authority, the Administration forwards the document to the correct recipient and informs the data subject thereof.
6.3. The bases for restrictions on access to correspondence with private individuals are stipulated in section 35 of the Public Information Act. If a party wishes to inspect the correspondence of the data subject, upon receipt of the information query, the Administration reviews whether the requested document can be issued to the person requesting the document in part or in full.
6.4. Correspondence with private individuals (requests for information/letters of formal notice etc.) will be retained by the Administration in accordance with the applicable law.
7. Right of access to personal data
7.1. The data subject has the right to review, correct or supplement the data collected about them by the Administration or to request their correction if they have been changed or are inaccurate for any other reason and the data subject cannot amend the data using the self-service environment. Depending on the nature of the data or the purpose of its processing, the data subject must turn to the official or employee conducting the proceedings of the Administration.
7.2. The data subject has the right to object at any time to the processing of personal data concerning them, depending on their particular situation.
7.3. Disputes concerning the processing of personal data of the data subject are settled primarily by way of negotiations. If this is not possible, the data subject has the right to file an application with the Data Protection Inspectorate or appeal to an administrative court.
8. Implementing provisions
8.1. The Administration has the right to unilaterally amend the data protection conditions at any time by publishing the current data protection conditions on the website.
9. The processing of personal data is based on the following regulations:
9.2. Personal Data Protection Act
9.3. Administrative Procedure Act
9.4. Regulation (EU) 2016/679 of the European Parliament and of the Council 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)
Last updated: 26.05.2023
