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Študentski dom LjubljanaŠtudentski dom Ljubljana

General Data Protection Regulation (GDPR)

Notice to individuals in accordance with the Article 14 of the General Data Protection Regulation (GDPR) regarding the processing of personal data in the records of residents, accommodations or guests

1Personal data controller

Študentski dom Ljubljana
Svetčeva ulica 9
Phone: 01 242 1000
Email: studentski.domovi@stud-dom-lj.si

2Contacts of the data protection officerdpo@stud-dom-lj.si
3Purpose of the personal data processingDue to operations and transmission of data to competent institutions and state bodies.
4Legal basis to process personal dataAccommodation contract, statement, Residence Registration Act.
5Types of personal data concerned 
  • full name
  • personal identification number
  • type and reference number of identity document
  • gender
  • date, place, municipality and country of birth
  • citizenship
  • whether the student is employed
  • permanent residence and address for personal service of mail (street, house number, place, postal code, municipality, country)
  • phone and email address
  • the number and date of issue of the decision issued in the procedure for exercising the right to subsidized residence
  • number and date of conclusion of the accommodation contract for subsidized residence or annex to the accommodation contract for subsidized residence and period of validity
  • where the student exercises his right of residence
  • the name of the higher education institution to which the student is enrolled
  • the name of the study program in which the student is enrolled
  • place of study
  • degree and type of study program
  • year of study
  • type of enrolment (first enrolment in the year, repetition of the year, change of study program, continuation of studies according to the criteria for transitions and parallel enrolment)
  • mode of study
  • academic year of the first enrolment in the current study program
  • the academic year of the first enrolment in any study program
  • the number of years of use of the subsidized residence and the course of study after the study years of study
  • date of moving in and date of moving out
  • on termination of studies
  • whether it qualifies for an exceptional extension of the subsidized residence
  • on exercising parenthood and information on the other parent with whom he/she lives in the student dormitory (personal name, unique personal identification number of the citizen)
  • whether he/she has the status of a disabled student with an accompanying person
  • whether the student is an accompanying person with a disability and data on the student to whom he/she is an accompanying person (personal name, unique personal identification number)
 
6Users or user categories of personal data Ljubljana Administrative Unit, Ministry responsible for higher education, AJPES, Police.
7Period of retention of personal data5 years after moving out.
8Information on the existence of individual rights

An individual has all the rights to which he is entitled under the legislation in the field of personal data protection:

  • The right to know
  • The right to rectification
  • The right to restriction of processing
  • The right to object
  • The right to access
  • The right to erasure
  • The right to data transferRights in relation to automatic data processing, however, this right of the individual must not be in conflict with the provisions of other legislation.

Pravice v odnosu do avtomatske obdelave podatkov, pri čemer pa ta pravica posameznika ne sme biti v nasprotju z določili druge zakonodaje.

9Information on the right to withdraw consentConsent may be revoked at any time without prejudice to the lawfulness of the processing of data carried out on the basis of the consent up to its revocation.
10Information on the right to lodge a complaint with the supervisory authority

You can send the complaint to the Information Commissioner
Address: Dunajska 22, 1000 Ljubljana;

email address: gp.ip@ip-rs.si
phone: 01/230 9730
web page: www.ip-rs.si

11Information on the source of personal dataPersonal data are obtained from eVŠ, records of applicants for subsidized student stays, which are kept in accordance with Article 81g of the Higher Education Act.

Right to erasure of personal data

The right to erasure or the right to be forgotten gives each individual the opportunity to request the controller to delete all personal data relating to him/her without undue delay. This is one of the rights guaranteed to the individual by the General Regulation on Personal Data Protection (hereinafter: GDPR) and is defined in more detail in Article 17 of the GDPR. 

It should be emphasised that the right to erasure can in no way be considered an absolute right of the individual, as the GDPR specifies in which cases the controller is obliged to actually erase such data. It is obliged to do so in the following cases:

  • when personal data is no longer needed for the purposes for which they were collected;
  • the data subject revokes the consent and there is no other legal basis for the processing (e.g. law or contract);
  • the data subject objects to the processing of such data, unless the data controller demonstrates that his/her interests in the processing of such data outweigh the interests of the individual;
  • the individual whose personal data is processed for the purposes of direct marketing objects to the processing of his/her personal data for those purposes;
  • personal data has been processed illegally;
  • personal data must be deleted in order to fulfil a legal obligation;
  • when personal data has been collected in connection with the provision of information society services regarding the consent of the child to such services.

If one of the listed cases is fulfilled, the controller is obliged to delete personal data at the request of the individual (this also applies to all publications of this data on websites, social networks, media, etc.). All of the above applies, of course, provided that the existing technology allows the deletion of personal data at all.

If you want to delete your personal data, fill in the Request for erasure of personal data form, and send it to us by email to dpo@stud-dom-lj.si.

 

Exceptions to the right for erasure of personal data

As already mentioned, the right for erasure is not absolute, which means that there are exceptions when an individual cannot request the erasure of personal data, namely when:

  • the right to freedom of expression and information is exercised through publication;
  • the processing is necessary to fulfil a legal obligation applicable to the controller;
  • the processing is necessary for reasons of public policy in the field of public health;
  • the processing is necessary for scientific, research, statistical, or archiving purposes, and the exercise of the right of erasure would seriously impede the exercise of those purposes;
  • the data is processed for the purposes to assert, enforce, or defend legal claims (e.g. in the event of a lawsuit).

The right to lodge a complaint with the supervisory authority

An individual may report a violation of the personal data protection regulations to the Information Commissioner on the Report of personal data breach form.

Send the form to the Information Commissioner, Dunajska cesta 22, 1000 Ljubljana, or to the e-mail address: gp.ip@ip-rs.si.

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