GDPR personal data protection

The categories of personal data we process include your:

• name and surname of members of the organisation and participants in events who are not members of the organisation
• the date of birth and age of members of the organisation and participants in events who are not members of the organisation
• the place of birth of members of the organisation and participants in events who are not members of the organisation
• the permanent address of the members of the organisation and participants in events who are not members of the organisation
• contact details, including email address and telephone numbers, of members of the organisation and participants in events who are not members of the organisation
• the name and surname and contact details of the legal guardian of a person under the age of 18 who is a member of the organisation or of participants in an event organised by the organisation
• nationality
• health data of members of the organisation and participants in the event to the extent necessary to ensure the protection of the health and life of members of the organisation and participants in the events during the event organised by the organisation.

What we know about you is provided by you when you first contact us and during your membership or before and during your participation in the event. You provide us with your personal information when you register in writing or electronically as a member of the organisation or when you register for an event organised by the organisation.

We use your personal data to:

• evidence of members of the organisation
• evidence of participants in events organised by the organisation
• evidence of participants in events organised by our partner organisations in Slovakia and abroad
• to ensure the protection of the health and life of participants in events organised by the organisation
• to ensure the protection of the health and life of participants in events organised by our partner organisations in Slovakia and abroad
• providing information about the organisation’s activities, planned activities and events, evidence of volunteers cooperating with the organisation for proving the number of members for the Ministry of Education, Research, Development and Youth of the Slovak Republic and NIVAM – National Institute of Education and Youth for the purpose of receiving donation support for work with youth
• for proving the realisation of events organised by the organisation to the donor – the Ministry of Education, Research, Development and Youth of the Slovak Republic, NIVAM – National Institute of Education and Youth, Pontis Foundation, National Agency of the Erasmus+ Programme for Youth and Sport
• to communicate with you;
• analysing, evaluating and improving our activities and events;
• solution of your complaints.

The legal basis for our processing of personal data depends on the purpose for which we process your data. We process your data on the following legal bases:

• evidence of current members of the organisation – Act No. 83/1990 Coll. on the association of citizens provides for the obligation to keep records of the members of the association;
• evidence of participants in events (according to the instructions of the donor to whom we prove the realisation of the activity) – there is a legitimate interest of the organisation to collect this data in order to declare to the donor the realisation of the event and to prove that specific persons participated in the event. The aim is to raise funds for the organisation’s activities;
• information on the health of participants in residential events (this includes information on food and drug allergies, chronic illnesses and regularly taken medication) is collected for ensuring the protection of the life and health of the participants themselves;
• The evidence of volunteers, if they are not members of the organisation, is related to the fulfilment of tasks according to Act No. 282/2008 Coll. on the support of Youth Work, which imposes certain obligations on the organisation in relation to volunteers, which we are not able to fulfil without collecting their data (e.g. for the issuance of a certificate of participation in the volunteering activity, etc.);
• we process the email addresses to which we send the newsletter and other regular information about the organisation’s activities on the basis of the prior consent of a member of the organisation, an event participant, a legal representative of a member of the organisation or an event participant, a volunteer or any other person who subscribes to the newsletter via the organisation’s website;
• evidence of former members and participants from previous years – only kept if there is a legitimate interest of the organisation in proving the number of members and participants in the organisation’s events. The Ministry of Education, Research, Development and Youth of the Slovak Republic and NIVAM – National Institute of Education and Youth, or another donor, have obliged us in the contract on providing financial support for our activities and existence to keep older data on the organisation’s members and participants in events for retrospective control of the use of funds. In case we did not keep the data requested by them within the specified time period, we would risk having to return the funds provided by the donor. Therefore, there is a legitimate interest of the organisation in keeping this data for the period specified in the relevant funding agreements. The retention period for this legacy data tends to be between 5 and 10 years. After this period, we always evaluate whether it is necessary to keep the data any longer and, if we evelaute that it is no longer necessary, we will stop processing this personal data.

If you have given us your consent (which you can always withdraw), we will use some of your personal data to provide you with information about our activities and events that may be of interesting to you. We will always ask for your consent to process your personal data where we have a legal obligation to do so.

We may use and share your personal information with other entities that provide us with funding for our activities and events, in particular

• Ministry of Education, Research, Development and Youth of the Slovak Republic
• NIVAM – National Institute of Education and Youth
• companies that process our IT systems
• Healthcare providers in case you need to be provided with healthcare during the event
• Pontis Foundation
• the National Agency of the Erasmus+ Programme for Youth and Sport

We may use and share your personal data with other entities with whom we cooperate in the organization of events, in particular:

• youth leaders and coordinators of events organised by the organisation
• partner organisations in Slovakia
• partner organisations abroad
• member organisations of international networks Alliance of European Voluntary Service Organisations and Service Civil International

The security and confidentiality of your personal data is extremely important to us. We have technical, administrative and physical actions in place that:

Protect your personal data from unauthorised access and misuse; secure our IT systems and protect the information within them; and ensure that we will be able to recover your data in situations where it has been damaged or lost. Where appropriate, we use encryption or other security measures we deem appropriate to protect your data. We also periodically review our security practices to consider whether it is appropriate to introduce new technology or update our practices. However, despite our best efforts, no security measure is perfect or insurmountable.

Newsletter

We regularly send you newsletters about our activities and upcoming events to your email addresses, as well as invitations to events and other offers that may be interesting to you and are related to the activities of our organization or our partner organizations. If you would no longer like to receive information from us, we offer easy ways to stop receiving it. Whenever you receive a message, there will also be an opt-out option within the message to notify us to stop sending you further messages. If you agreed to receive newsletters when you registered on our website, you can let us know at any time if you no longer wish to receive them by simply sending your full name and other contact details electronically to out@inex.sk.

Our internal data retention policies comply with all relevant data protection and privacy regulations that apply to us. They set out the length of time for which we may retain different types of data and are regularly reviewed. We will dispose of data that we no longer need according to the time limits set out in our regulations in a safe and secure manner.

We may modify this Information at any time. If we make any material changes to the way we collect your personal information or how we use or share it, we will promptly notify you of those changes on the websites listed in this Information.

This section explains your rights regarding your personal data in more detail. Individual rights are not absolute and are subject to certain exceptions or limitations. Further information and advice on personal data and your rights can be obtained from the Office for Personal Data Protection, located at Hraničná 12, 820 07 Bratislava, tel. no.: +421-2-3231-3220, e-mail: statny.dozor@pdp.gov.sk and on its website: www.dataprotection.gov.sk.

You have the right to obtain your personal data free of charge, except in the following cases where we may charge a reasonable fee to cover our administrative costs associated with providing your personal data:

• manifestly unjustified or unreasonable/repeated requests, or
• additional copies of the same data.

We also have the right to refuse such requests. Please consider your request carefully before submitting it. We will respond as soon as possible. Generally this will be within one month of receipt of your request and your successful identification, but if it takes us longer to process your request, we will inform you about this. To be able to claim any of the rights set out below, please contact us at INEX Slovakia, Prokopova 15, 85101 Bratislava or electronically at inex@inex.sk.

What you can request access to

You have the right to:

• confirmation that we are processing your personal data;
• access to your personal data; and
• other information about the processing of your personal data (most of which is probably already set out in this Information).

You can request copies of the paper or electronic records we process, share or use about you. In order to comply with your request, we may ask you to provide proof of your identity and personal information to help us to find the personal information you are requesting.

When the access will be denied

We can only provide you with your data, but not the personal data of others. Also, in cases where access would adversely affect the rights of another person, we have no obligation to give you such access. In your request for access, clearly identify the personal data to which you are requesting access. If there is any doubts, we may contact you to ask you to clarify the data you are requesting.

You have the right to have incorrect personal data concerning you corrected without undue delay. If you notify us that the personal data we have collected about you is incorrect, we will assess it and, if we conclude the same, we will correct our records. If we disagree with you, we will notify you. If you wish, you can notify us in writing that you still consider our records to be incorrect and we will attach this statement to your personal data whenever we disclose it to entities outside the organisation.

You also have the right to have incomplete personal data completed, including by means of a supplementary declaration. Whether this will be possible in the relevant case will depend on the purposes for which your personal data is processed. We will need to notify any third parties with whom we have shared your personal data (see “Who do we share your personal data with?”) that you have requested a correction.

How to view and correct your data

If you ask us in writing, we will usually allow you to view the personal data we process about you or we will take steps to correct incorrect data.

When you can request deletion

With the exceptions set out in “When can we refuse a request for deletion?” you have the right to have your personal data deleted and to prevent further processing in cases where:

• the personal data is no longer necessary for the purposes for which it was originally collected/processed;
• you withdraw your consent (if you have previously given it and it was necessary for the processing of such data);
• you file an objection to the processing and our legitimate interest regarding the possibility to further process your data will not take priority;
• we have processed your personal data in breach of data protection law;

personal data must be deleted in order to comply with a legal obligation.

When we can refuse a request for deletion

The right to delete does not apply where your data is processed for certain specified purposes, including the establishment or defence of legal claims or the performance of a grant agreement. We may delete data provided for marketing purposes (where you have consented to this purpose).

When processing may be restricted

You have the right to restrict the processing of your personal data:

• if you disagree with the accuracy of the data. We must subsequently restrict processing until we have verified the accuracy of the data;
• if the processing is unlawful and you object to delete and request restriction of processing instead;
• if you have objected to processing that is carried out for the purposes of our legitimate interests as set out in the “Legitimate Interests” in the section “Objecting to Processing” and we are considering whether those interests take precedence.

Do we need to inform other recipients of your personal data about the restriction of processing?

If we have provided your relevant personal data to third parties, we must inform them of the restriction so that they do not process your data further. We will take the appropriate steps for this purpose. If we decide to cancel the restriction of processing, we will notify you.

When can the right to data portability be applied?

The right to data portability only applies to:

• the personal data you have provided to us (i.e. no other data);
• cases, where the processing is based on your consent or for the fulfillment of a contract; and
• at the same time, it is processed by automated means

When can we refuse a data transfer request?

We may refuse your request to transfer your data if the processing does not meet the criteria set out above. We will also not be able to provide you with personal data in cases where it concerns several persons and providing it would affect the rights of these persons.

You can object to processing in the following cases:

• Legitimate interests
  You have the right to object to processing based on our legitimate interests at any time for reasons related to your specific situation. If we can demonstrate a convincing legitimate reason for processing your personal data that outwights your interests, rights and freedoms, or if we need your personal data to assert or defend legal claims, then we may continue to process your data. Otherwise, we must stop further processing that data.
• Newsletter
  You have the right to object at any time to the processing of your personal data for the purpose of sending you a newsletter. If you have subscribed to newsletters or other communications, you can unsubscribe from these at any time free of charge. You can unsubscribe from our newsletters by contacting us at the address listed in the “Need further help?” section.

To improve the quality of our service, we collect your email address on the www.inex.sk website when you register. We use this personal data for contact and direct marketing purposes.

What are cookies?
A cookie is a small text file that a website stores on your computer or mobile device when you browse it. Cookies store information from visits to a website such as your login name, language, type of browser used, etc. Some cookies are deleted when you close the browser window, others remain stored after you have finished browsing our website.

What are the types of cookies?

• Basic cookies – allow you to move around the website, click on links and use other features of the website. These files do not store information about you for marketing.
• Functional and analytics cookies – collect information about how our website has been used, e.g. how often you visit, whether you have received error messages, etc. The information is anonymous and cannot be used to identify you. The statistical and analytical services Google Analytics, Google Tag Manager are used to improve the functionality of the website or to profile personalised advertising on the Internet. We use the Mailerlite service to send out newsletters.
• Advertising cookies – used to optimize content and advertising according to the visitor’s habits. E.g. Google Ads, Facebook, Youtube.

Why are they used?

Cookies are used to improve the functionality and development of the www.inex.sk website, to keep statistics, to remember user settings and to tailor advertisements to visitors’ interests. The data collected is anonymous and will not be used for any purpose other than those stated. It is possible to remove consent to cookies using the settings in your browser or below.

Cookie settings

Basic cookies

• Necessary for the functioning of the website

Other cookies

• Used to simplify the website visitor experience, create anonymous statistics about website usage and offer advertising based on visitor interests.