Principles for the Processing of Personal Data (Privacy Policy)

This Privacy Policy sets out the rules under which we will process the data we collect from you or that you provide to us. Please read the following policy carefully to understand why we need your data and how we will process the data.

1. Data Controller

The controller of personal data is Charles University, Ovocný trh 560/5, 116 36 Prague 1, ID no. 00216208.

With respect to the processing of personal data, you can contact our data protection officer at the following email address: gdpr@cuni.cz.

(“we” or the “Controller”).

2. The data we collect

We may collect the following categories of personal data about you:

a) Data that you provide voluntarily. This is information that you may provide when registering in the Find an Expert database (our website) or in connection with it, or when communicating with us (via e-mail, telephone, etc.), or when participating in our events, filling out questionnaires, or reporting problems with our website.

b) Data that we acquire. We may automatically collect the following data about you each time you visit our website:

  • Technical data, including your Internet Protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, types and versions of your browser plug-ins or extensions, operating system, and computer platform. Your IP address does not identify you personally, but it allows us to communicate with you during your visit to our website;

  • Information about your visit, including the full Uniform Resource Locators (URLs) clickstream to, through, and from our website (including date and time); information you viewed or searched for; page response times, download errors, length of your visit to certain pages, data about your interactions on our website (such as scrolling, clicking, and mouse-overs), methods used to leave the website, and phone numbers used to communicate with our customer support.

Typically, this involves the following categories of personal data:


PERSONAL DATA CATEGORY
DESCRIPTIONIdentification data | Information that may be used to identify you as a private individual, such as your first name, surname, address.
Contact data | Information used for communication, such as e-mail address, phone number, or mailing address.
Your behaviour on the Internet when using our website | Your behaviour on our websites, such as what you visited, how long you spent on an activity, what you clicked on, etc. We also track your interaction with e-mails and notifications we send to you, such as whether you open an e-mail or click on any of the links.
Device and network connection metadata | Information about the device you use to access our website, metadata about your network connection, and information derived from this data. This information includes, for example, your operating system, internet browser, screen resolution, IP address, and more.
Account information | Settings and other data that you generate by using your user account. This includes your user account login details, i.e. your e-mail address and password (which we never store in an unencrypted form), your preferences, and other data stored in your user account.
3. Cookies

Our website uses cookies to distinguish you from other visitors to our website. This helps us provide you with the best possible user experience when you browse our website and also allows us to improve our services.

Detailed information about the settings can be found here (link not included in the document).

4. Purpose and legal basis for data processing

We use your data for the following purposes:

  • To provide you with the services or information that we offer and that you expect from us, in particular, to help connect you with experts in the relevant field;

  • To ensure that the content of our website is displayed in the best possible way on your computer;

  • To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistics, and surveys;

  • To improve our website so that we can constantly ensure that its content is displayed on your computer in the best possible form;

  • To enable you to use the interactive features of our services if you choose to do so and if they are available;

  • To ensure the security of our website;

  • So that we can assert legal claims or defend ourselves against legal claims that you may assert against us.

We perform most personal data processing activities in order to fulfil everything we have agreed with you in our Terms of Use, which includes, in particular, publishing your profile in our database, sending access data, ensuring communication, etc.

We also process your personal data based on our legitimate interests, which includes all data processing related to improving user comfort on our website, or asserting legal claims or, conversely, defending ourselves against legal claims.

Last but not least, we may process your personal data based on your consent for specific processing purposes, most often for sending commercial communications.

5. Period of processing

We will retain your personal data for as long as necessary for the purposes set out in this Privacy Policy or for as long as applicable laws allow us to retain the data for specific purposes.

We usually process your personal data for the duration of the statute of limitations, which is usually three years, but in some cases up to ten years.

6. Sharing your data

We may share your personal data:

  • With our contractual partners who are involved in providing services, or

  • Upon request or in the event of disputes, with public authorities to the extent necessary and within the limits of the law.

We would like to assure you that all of our contractual partners are bound by confidentiality obligations.

7. Transferring personal data

Your personal data will be processed in the European Union. We will not transfer your personal data outside the Member States of the European Economic Area.

We may store your data in a cloud environment (the specific storage location is not specified in the document), and the security of this processing is ensured under a personal data processing agreement.

8. Your rights

We are committed to protecting and respecting your privacy and your rights:

a) Access to your data

You can contact us at any time free of charge to ask whether we process your personal data and, if so, to request detailed information about this processing.

b) Amending incorrect, inaccurate, or incomplete personal data

If there are any changes to your personal data, such as changes to your name, e-mail address, etc., or if you discover that we are processing incorrect, inaccurate, or incomplete data, please inform us as soon as possible.

c) Deleting personal data

Under certain circumstances specified by applicable law, you may request that we delete your personal data.

d) Restrictions on the processing of personal data

If you believe that:

  • We are processing inaccurate data;

  • The processing of your data is unlawful and you do not want us to delete all your personal data;

  • We no longer need your data for the purposes set out in this Privacy Policy, but you would like to use the data to defend your legal claims, for example, in court proceedings;

You can ask us to restrict the processing of some of your personal data or use the data only for certain processing purposes.

e) Right to object to the processing of personal data

You may object to the processing of data if you believe that the processing of personal data is unlawful.

f) Data portability

You may ask us to provide you with a copy of your personal data in a machine-readable format for yourself or another controller.

g) Withdrawal of consent

If you have given us your consent for a specific processing purpose, you have the right to withdraw this consent at any time.

h) Complaint to the Office for Personal Data Protection

If you believe that we are handling your personal data in violation of the law, you may lodge a complaint with the Office for Personal Data Protection at any time.

9. Changes to the Privacy Policy 

Any changes we make to our Privacy Policy in the future will be posted on this page, and where appropriate, you will be notified of these changes by e-mail. Please check back frequently to see any updates or changes to our Privacy Policy.

10. Contact

Any questions, comments, or requests regarding this Privacy Policy are welcome. Please contact us at gdpr@cuni.cz.