Personal Data Protection

Information on personal data protection and processing

The CLB’s portfolio of services also includes the processing of biographical and bibliographical databases, which amongst other things make the personal data of data subjects accessible and are based on the needs of scholarly research. In compliance with the provisions of Act No. 101/2000 Coll, the CLB Biographical Archive section is an establishment collecting, processing and storing personal data on Czech literary, scholarly and artistic figures (this decision was published by the Personal Data Protection Authority on 12 February 2003 under Reg. No. 0018979/001).  This personal data is collected and presented in accordance with applicable legislation (i.e the Personal Data Protection Act). We respect the private and personal lives of these data subjects. Comprehensive information about what personal information we collect and how we use it may be found in the following summary.

Name and address of the administrator

The administrator and processor of this personal data is the Institute of Czech Literature, Czech Academy of Sciences, a public research institution,  Na Florenci 1420/3, 110 00 Prague 1.

E-mail contact

bioarchiv@ucl.cas.cz

Intended purpose of personal data processing

The personal data is acquired and processed for purposes of scientific research.

Personal data processed

• first name and surname, any other data subject identities, e.g. pseudonyms and initials
• date and place of birth
• description of activities
• supplementary information
• other personal details required for communicating with data subjects
• information on personal data source, if not obtained from the data subjects themselves,

Personal data sources

• public sources (excerption of publicly accessible and published information – printed and electronic)
• another administrator (Czech National Library – National Authorities cooperative system, state and private archives, libraries, museums and so forth)
• the data subjects themselves (a question for the data subject or completion of a personal questionnaire by a data subject or his/her legal representative)

Form of processing and storage

• electronic form
  • Czech Literary Bibliography, Czech Literary Figures, National Authorities databases
• paper form
  • storage of completed paper questionnaires, cuttings services, printed information from public electronic sources, electronic communications and the like to archive files in the card index
  • storage of consent and requests for deletion of data

Data accessibility

• Czech literary bibliography (CLB)
  • the CLB database is publicly accessible online at the ICL website. All data comes from publicly accessible sources or is published with the consent of the data subject.
  • CLB staff have access to public information with entry and editing options. They are fully trained in handling personal data.
• Czech Literary Figures database (CLF)
  • the CLF database is publicly accessible online on the ICL website in line with the set rules for displaying individual data in the database
  • Biographical Archive and CLB staff members have access to public information with entry and editing options. They are fully trained in handling personal data and have signed a confidentiality declaration.
• physical card index and Biographical Archive
  • the card index and biographical archive are a source of information, but also a space for its preservation; individual data is available in a semi-public form depending on user category
  • the broad research and specialist public only has publicly available information without hidden private notes, contacts and the like at its disposal.
  • Biographical Archive staff have access to public and private information with powers to save, edit and shred it. They are fully trained in handling personal data and have signed a confidentiality declaration

Securing personal data

• the administrator declares that it has adopted all appropriate  technical and organizational measures to secure personal data
• the administrator declares that it has taken technical measures to secure data repositories and repositories of personal data in paper form

The period for which the personal data is stored or, if this cannot be determined, the criteria for determining this period

Personal data is processed for scientific purposes. For each processing objective, the retention period of personal data is defined and this period may vary according to the objective and legal basis of the personal data processing in question.

Data subjects’ rights

Under the conditions set out in the Personal Data Protection Act, you have:

• the right to withdraw your consent to the processing of your personal data at any time, if the processing is based on this consent (revocation of consent can best be performed by e-mail or postal consignment addressed to the ICL, as the administrator and processor of the personal data)
• the right of access to personal data on you, which the ICL is processing (The ICL will provide you with a copy of the processed personal data upon request, within one month of receiving the request and the necessary verification of identity; requests are processed by the Biographical Archive)
• the right to correction of imprecise personal data and supplementation of incomplete personal data (Data subjects have the right to correction of inaccurate personal data and supplementation of incomplete personal data processed by the ICL. If you find inaccurate or incomplete personal data concerning yourself, please contact the Biographical Archive)
• the right to deletion of personal data on you, processed by the ICL (you have a right to deletion if any of the following legal grounds is met:
  • the data subject withdraws consent on the basis of which the personal data is processed, and there is no other legal reason for their processing
  • the consent of legal representatives is not given to the processing of children’s personal data
  • the personal data is no longer required for the purpose for which it was collected or processed
  • the personal data was processed illegally)
• the right to restrict processing of your personal data (data subjects have the right to restrict processing if:
  • the data subject denies the accuracy of the personal data; the processing of personal data is limited to the time required for the administrator to verify the accuracy of the personal data
  • the processing is illegal and the data subject refuses deletion of the personal data, instead requesting that its use be restricted
  • the administrator no longer needs the personal data for processing purposes, but the data subject requires this data to establish, enforce or defend legal claims
  • the data subject has objected to the processing; the personal data will be processed to a limited extent until it is ascertained whether the legitimate grounds of the administrator outweigh the legitimate grounds of the data subject)
• the right to object to the processing of your personal data (data subjects have the right to raise objections to personal data processing as follows:
  • you have the right to request the ICL to correct inaccurate personal data that relates to you
  • you have the right to request the ICL to delete personal data no longer required for the purposes for which it was collected or otherwise dealt with, or which has been processed illegally)
• your right to data portability (you have the right to obtain personal data relating to yourself in the structured, commonly used, machine-readable MARC21 format; additionally, you have the right to pass this data on to another administrator)
• you have the right to lodge a complaint with the Personal Data Protection Authority, if you believe your right to personal data protection has been breached. (However, in the event of any complaint, inquiry or investigation of ambiguities regarding your personal data, we will be happy if you first contact the Biographical Archive.)