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Protection of personal data
The Library of the Institute of Philosophy of the Czech Academy of Sciences, v. v. i. (henceforth “the Library”) processes personal data of registered users based on an agreement on the provision of services concluded with the user by accepting his library registration and in accordance with the General Data Protection Regulation (EU) 2016/679, known as the GDPR.
Personal data processed
The Library processes personal data of registered users to the following extent:
Mandatory identification data: given name(s), surname, date of birth, address of permanent residence.
Each person asking for a registration must supply these data in order to be permitted to use the services of the Library to their full extent. Without supplying these data, library user may only use non-authorised library services, such as on-site study of library documents from open access collection in the study room, copying services, and the like.
Optional contact and other information: contact address, email, phone number, academic degrees, information about study (i.e. whether the library user is a student or not).
Service information: the number of user’s Library card, an overview of loans including their history, an overview of reservations, an overview of overdue notices, information about payment of compensation for damage on loaned library items.
Accounting information regarding past monetary transactions, especially their purpose, place, time, and other information closely related to the above.
The purpose of personal data processing
The Library processes personal data in order to provide library, information, and other services to users, to inform users about its services, to conduct statistical evaluation of library’s activities, and to protect library facilities and its collection. Contact information is used to provide certain standard services, such as notice of upcoming loan period expiry, communication about reserved items being already available, sending of verdue notices, and to achieve better communication with users. Users are not obliged to provide this kind of information.
The rights of users as subjects of personal data
Users have the right to access their personal data, demand their correction or removal, eventually limitation of their processing. Users also have the right to object to the processing of their data.
Upon his or her request, the Library will provide a registered user with a copy of that user’s personal data that is being processed, eventually enable that user an inspection of his or her registration form and other documents forming user’s file. Users’ requests pertaining to protection of personal data are processed by the Library without undue delay, at the latest one month after receiving an application to that effect.
During personal data processing, the Library does not employ any means of automatised decision-making or profiling.
Personal data storage and security
In their paper form, processed data are kept in the service spaces of the library, where they are secured in the usual way against access of unauthorised persons. Access to those documents is limited to employees who work with them as part of their job description.
Personal data of the Library’s users are also kept in a computer database (in the library system) and in MS Excel and MS Word files which document users’ mandatory identification information, optional contact information and the like, service information, accounting documentation, as well as changes in these data. Access to these data is protected by a system of limited-access accounts, passwords, and rights granted to the extent needed for particular employees to carry out their tasks. All data kept in the library system are protected by antivirus software. Data in the library system are backed-up in the Library of the Czech Academy of Sciences in accordance with the GDPR.
Library employees who come in contact with personal data are bound by confidentiality regarding both the data and security measures whose publication may threaten the security of personal data. This obligation to maintain confidentiality applies to employees even after termination of their employment at the Library.
Period for which personal data are kept and their liquidation
The Library keeps personal data of registered users for the duration of their registration and one additional year. Registered users may ask the Library, in writing and at any point in time, to destroy their personal data in case they have no debt to the Library and no longer wish to use the Library’s services. Registered users may also ask for the destruction of their loan history without termination their registration.
Personal data of registered users are destroyed even in absence of any request to such effect if one year had elapsed since the end of the last registration period and, at the same time, a year had elapsed since a user settled his or her last obligation with respect to the Library.
Personal data in computer databases are destroyed by erasing their identification data (anonymisation). Thus anonymised data is further used only for statistical purposes. Personal data in paper form are destroyed in accordance with the Document Management and Destruction Rules of the Institute of Philosophy. Document destruction follows the regulations of Act no. 499/2004 Coll. on archiving and records management and on the amendment of certain selected acts, as well as other relevant legislation.
Further information
Supervision of protection of personal data is conducted by the Office for Personal data Protection, which is also where you may address your complaints. We would, however, appreciate if in case of any concerns regarding your personal data, you first addressed us:
Library of the Institute of Philosophy of the CAS
Jilská 1, Praha 1, 110 00
Phone: +420 221 183 304
Email: