Personal Data Protection

Personal Data Protection for Students

Personal Data Protection for Staff


Personal Data Protection for Students

This page provides information about the use of personal information provided by applicants to the Euro-Mediterranean University.

What is PI (Persona Information)?

‘Personal information’ means any information which relates to or identifies you as an individual.

Who will process my PI?

The information provided here applies to the use, sharing and disclosure of your personal information by the EMUNI University as part of the admissions process.

What PI will be processed?

For applicants to postgraduate degree study programs:

The University will use the details you provide through the centralized on-line system for Slovenian higher education institutions (eVŠ) and supplementary Scholarship Application Form, together with additional details provided by any referee and records (or recordings) following any interview process. For certain courses we will also conduct screening checks for safeguarding purposes.

 

For applicants to all other study programs and courses:

EMUNI University will use the details you provide on your application form, together with the supporting documents requested and additional details provided by any referees and recorded following any interview process.

Purpose and legal basis of processing PI

EMUNI University will process the personal information provided on your application and the other information referred to above for the purposes of identifying you, processing your application, verifying the information provided, deciding whether to offer you a place for the study program or course you have applied for, and communicating that outcome (together with any feedback).

We may also use or disclose the information provided for the following statutory or public interest purposes:

  • To prevent or detect fraud.
  • For equal opportunities monitoring.
  • To help us to make reasonable adjustments for any disability, as requested by you.
  • To allow us to consider any future accommodation requirements.
  • To provide statutory returns required by applicable legislation.
  • For research and statistical purposes, but no information which could identify you will be published.

We consider the processing of your personal information for the above purposes to be either necessary for us to take steps with a view to creating a contractual relationship with you (e.g. to assess your application to study at EMUNI, for scholarship agreement etc.), or necessary for compliance with a legal obligation (e.g. equal opportunities monitoring), or necessary for the performance of tasks we carry out in the public interest (e.g. admissions research). We require you to provide us with the information we ask for during the application process in order to assess your application properly except where its supply is marked as optional. Admissions decisions are not automated.

PI sharing at EMUNI

As well as circulating your application and related materials to the appropriate staff at the University we will share your personal information for the above purposes as relevant and necessary with:

  • Your referees.
  • Where relevant and as required and/or notified to you, your educational or training organization.
  • Your examination boards or awarding bodies.
  • Your student support assessment body.
  • Your funders and/or potential funders (including, as relevant, the Student Loans Organistaions).
  • In the case of international applicants, the appropriate agencies.
  • Where relevant and as required, Visas and Immigration Offices in order to act as your sponsor for visa purposes.
  • Where relevant and as required, governmental bodies including local authorities, the Aministrative Unit (Upravna Enota)(UE), and the Department for Work (CSD) and Pensions (ZPIZ) and its agencies.
  • Other Higher Education organizations, in order to assist with tracking and research into access to Higher Education.
  • Companies or organizations providing specific services to, or on behalf of, the University.

 

Using your PI when you are accepted as EMUNI student

If you are accepted, we will use your personal information in line with EU GDPR, Slovenian Law on Personal Information Protection (ZVOP-1) and EMUNI Personal Data Protection Policy. Further information about this will be provided in your offer of admission.

If you are accepted, the University will also return data about you to the Higher Education Information System (the centralized on-line system for Slovenian higher education institutions, eVŠ) European Network of Information Centres in the European Region (ENIC) and National Academic Recognition Information Centres in the European Union (NARIC)  as required. And for bridging exams purposes EMUNI shares students PI with International School for Business and Social Studies (ISBSS).

Accessing your PI

Under data protection legislation an individual has the right, subject to certain exemptions, to access the personal information that an organization holds about them. Accessing personal data in this way is known as making a subject access request (Subject access requests are different to requests, which relate to information about the organization itself.)

If you wish to make a subject access request to the University, your request must be:

  • Made in writing (this may be in electronic form).
  • Accompanied by a fee of 15 EUR.

Before we can act on your request, we must:

  • Be sure of your identity.
  • Be supplied with information from you in order to locate the information you seek.

You are entitled:

  • To be informed whether your personal data are being processed by the EMUNI University.
  • To have the information constituting the personal data communicated to you in a permanent form (usually, this means paper copies).
  • To be given a summary of the sources, recipients and purposes of the processing.

You may apply to access your data in writing in any way you choose. An Access Request Form is made available for your convenience. The form sets out where you should send your request as well as the various ways in which you may pay the fee and provide us with proof of your identity.

On receipt of your completed request, payment of the fee, verification of your identity, and sufficient details to enable us to locate the information, EMUNI University is obliged to respond within 30 calendar days. The information will be supplied subject to any applicable exemptions. The data will be provided as of the date of receipt of your request.

If you have any reason to believe that EMUNI University has not dealt correctly with your request, please contact  info@emuni.si 

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or to receive an electronic copy of the personal information you provided to us.

Keeping your PI

We store your personal information for as long as necessary to complete the application process. If you are successful, your information will be kept as part of your student record for the duration of your studies (and it may be used as part of our assessment of any future application you make for further studies EMUNI University). If you are unsuccessful, your information will be normally kept for at least one year after the completion of the application process, in line with local legislation and EMUNI Personal Data Protection Policy.

Contact EMUNI University

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult EMUNI University’s personal data protection webpage at link. If you need further assistance, please contact the University’s data protection officer info@emuni.si.

Complaint process

If you are not satisfied with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office in Slovenia.

About EMUNI webpage changes

This webpage was last updated in August 2017. It is reviewed when necessary and at least annually. Any changes will be published here, and you will be notified via this webpage and/or by email.


PERSONAL DATA INFORMATION

HR DATA PROTECTION

This page provides information about the use of personal information provided by job applicants to EMUNI University. This page describes how your personal information is used and stored if you are required to undergo specific and/or additional recruitment checks or procedures, as part of the job application and offer process. The checks and procedures covered by this page include processes that may affect only some applicants, whether because of the type of post you are applying for or because of your individual status (VISA process, work permit, etc.). If any of these checks affect you, we will make this clear to you at the relevant point in the application process. In all cases, we will only use any information gathered as part of any relevant check or procedure for that specific purpose, and we will handle, store, retain and destroy relevant materials in accordance with applicable legislation and codes of practice. This means that access to any relevant materials (including any forms completed by EMUNI University) is strictly controlled, and they are retained for no longer than strictly necessary to fulfil the purpose in accordance with the legislation. Wherever possible we will not retain original documents or print-outs and instead will make a note on our central HR database that the relevant check or procedure has been completed. We will only share any relevant information with external parties insofar as we are required to do so (this may include partner organizations or employers ZRS Koper). We recognize that for some checks and in some circumstances, it is a criminal offence to pass any information on to anyone who is not entitled to receive it.

1. What is PI?

‘Personal information’ means any information which relates to or identifies you as an individual.

2. Who will process my PI?

The information provided here applies to the use, sharing and disclosure of your personal information by the Euro-Mediterranean University HR.

3. How does EMUNI recruitment process work considering PI submission?

If you apply for a vacancy through an open job posting via e-mail, all the information (name, surname, address, e-mail, phone numbers, skype contact, education supporting documentation) that you as applicant send to EMUNI University HR person in electronic version, is considered private information, and as such it will be accepted, managed and stored for a period of one year. If you will be selected, your PI will be kept in line with local legislation (5 years) for accounting and inspection purposes.

4. What personal information will be processed?

EMUNI University will use the details you provide in your application based on requisition requirements to proof your experience, together with the supporting documents requested and additional details provided by any referees and recorded following any interview process. If you are required to undergo certain additional recruitment checks or procedures as part of the job application and offer process (visa application procedures), we will need to share your information with authorities that may request your PI based on official duty.

5. What is the purpose and legal basis of the processing?

EMUNI University will process the personal information provided on your application and the other information referred to above for the purposes of identifying you, processing your application, verifying the information provided and assessing your suitability for the role (including any relevant right to work checks), deciding whether to offer you a job, and communicating that outcome (together with any feedback).

We may also use or disclose the information provided for the following statutory or public interest purposes:

  • To prevent or detect fraud.
  • For equal opportunities monitoring.
  • To help us to make reasonable adjustments for any disability, as requested by you.
  • To provide statutory returns required by applicable legislation.
  • For research and statistical purposes, but no information which could identify you will be published.

We consider the processing of your personal information for the above purposes to be either necessary for us to take steps with a view to creating a contractual relationship with you (e.g. to assess your application for employment with us), or necessary for compliance with a legal obligation (e.g. equal opportunities monitoring), or necessary for the performance of tasks we carry out in the public interest (e.g. non-statutory reporting or research). We require you to provide us with the information we ask for during the application process in order to assess your application properly. Applications decisions are not automated.

6. Who will my personal information be shared with?

As well as circulating your application and related materials to the appropriate employees at EMUNI University, we will share your personal information for the above purposes as relevant and necessary with:

  • Your referees (President of EMUNI).
  • Where relevant and necessary with required authorities of Public Administration.
  • Where relevant and as required for some positions with EMUNI Management Board,
  • Companies or organisations providing specific services to, or on behalf of EMUNI University.

7. How is my personal information used if I become a member of staff?

If you are accepted, we will use your personal information for the purposes described below:

  • The University will keep a record of the details you provided on your application form, any supporting documents requested, and additional details provided by any referees and recorded following any interview process.
  • We will maintain various administrative and financial records about your employment at EMUNI, and about your use of the academic and non-academic facilities and services that we offer.
  • Where relevant, we may supplement these records with personal data from the public domain (e.g. your publications) or other sources (e.g., where relevant, the Higher Education Ministry, ARRS).

Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including some databases that are shared within EMUNI University and contracting third parties. Access to your personal information is limited to staff who have a legitimate interest in it for the purpose of carrying out their contractual duties, and our use of your personal information will not be excessive.

In addition to this, EMUNI University may process some information about you that is classed as “confidential” personal data, and which requires additional protections. This includes information concerning your ethnicity, sexual orientation, religious beliefs or health/disability for planning and monitoring purposes, or in order to provide care, help or suitable adjustments. For certain roles, other sensitive information may be processed, such as information about past criminal convictions, and your fitness to practice in certain regulated professions. Access to, and the sharing of, your ‘sensitive’ personal data are controlled very carefully. You will normally be given further details about our use of any such data when we collect it from you.

8. How can I access my personal information?

Under data protection legislation an individual has the right, subject to certain exemptions, to access the personal information that an organisation holds about them. Accessing personal data in this way is known as making a subject access request.  (Subject access requests are different to requests, which relate to information about the organisation itself.)

If you wish to make a subject access request to the University, your request must be:

  • Made in writing (this may be in electronic form).
  • Accompanied by a fee of 15 EUR:

Before we can act on your request, we must:

  • Be sure of your identity.
  • Be supplied with information from you in order to locate the information you seek.

You are entitled:

  • To be informed whether your personal data are being processed by the EMUNI University.
  • To have the information constituting the personal data communicated to you in a permanent form (usually, this means paper copies).
  • to be given a summary of the sources, recipients and purposes of the processing.

You may apply to access your data in writing in any way you choose. An Access Request Form is made available for your convenience. The form sets out where you should send your request as well as the various ways in which you may pay the fee and provide us with proof of your identity.

On receipt of your completed request, payment of the fee, verification of your identity, and sufficient details to enable us to locate the information, EMUNI University is obliged to respond within 30 calendar days. The information will be supplied subject to any applicable exemptions. The data will be provided as of the date of receipt of your request.

If you have any reason to believe that EMUNI University has not dealt correctly with your request, please contact  data.controller@emuni.si 

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or to receive an electronic copy of the personal information you provided to us.

8. How long is my PI kept?

We store your personal information for as long as necessary to complete the application process. If you are successful, your information will be kept as part of your student record for the duration of your studies (and it may be used as part of our assessment of any future application you make for further studies EMUNI University). If you are unsuccessful, your information will be normally kept for at least one year after the completion of the application process, in line with local legislation and EMUNI Personal Data Protection Policy.

9. Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult EMUNI University’s data protection controller data.controller@emuni.si.

10. How do I complain?

If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office in Slovenia.

11. Are changes made to this webpage?

This webpage was last updated in May 2018. It is reviewed when necessary and at least annually. Any changes will be published here, and you will be notified via this webpage and/or by email.