Information on Personal Data Processing by the Association of Sports Clubs Vítkovice, z.s.

1. PREAMBLE

In accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016, on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) – hereinafter referred to as “GDPR” – the association Sdružení sportovních klubů Vítkovice, z.s. informs data subjects about the conditions, methods, scope, and legal basis for processing personal data, ensuring their protection, and the rights of data subjects in the area of personal data processing.
The association Sdružení sportovních klubů Vítkovice, z.s. always ensures compliance with European Union law, particularly with GDPR and Act No. 110/2019 Coll., on the processing of personal data, as amended.

2. BASIC TERMS

Personal Data:
Personal data, within the meaning of GDPR, refers to any information relating to an identified or identifiable natural person (i.e., the data subject = you).

Special Categories of Personal Data:
Special categories of personal data refer to information about racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for uniquely identifying a natural person, data concerning health, or data concerning a natural person’s sex life or sexual orientation.

Data Subject = You:
A data subject is an identified or identifiable natural person, where an identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as a name, identification number, location data, online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

Processing of Personal Data:
Processing of personal data, under Article 4(2) of GDPR, means any operation or set of operations performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination, or otherwise making available, alignment or combination, restriction, erasure, or destruction.

Controller:
The controller, under Article 4(7) of GDPR, refers to a natural or legal person, public authority, agency, or other body that determines the purposes and means of processing personal data, alone or jointly with others.

Processor:
A processor, under Article 4(8) of GDPR, refers to a natural or legal person, public authority, agency, or other body that processes personal data on behalf of the controller.

Supervisory Authority:
The supervisory authority in the Czech Republic is the Office for Personal Data Protection.

Profiling:
Profiling refers to any form of automated processing of personal data to evaluate certain personal aspects relating to a natural person, particularly to analyze or predict aspects concerning that person’s performance at work, economic situation, health, personal preferences, interests, reliability, behavior, location, or movements.

3. BASIC IDENTIFICATION AND CONTACT DETAILS OF THE CONTROLLER

Your personal data controller is:
Sdružení sportovních klubů Vítkovice, z.s., with its registered office at Závodní 2891/86, Vítkovice, 703 00 Ostrava, ID No.: 00534544, registered in the Commercial Register maintained by the Regional Court in Ostrava, Ref. L18 (hereinafter also referred to as “the Association,” “we,” “us,” “our”).

Contact for exercising your rights:
Email: ssk.vitkovice@volny.cz
Data box ID: vrrtx5t

4. PRINCIPLES OF PERSONAL DATA PROCESSING
When processing personal data, we respect the right to data protection and, in accordance with GDPR, ensure that personal data is:

  • processed lawfully, fairly, and transparently;
  • collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes;
  • adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed;
  • accurate and, where necessary, kept up to date, with all reasonable steps taken to ensure that inaccurate personal data is erased or rectified without delay;
  • stored in a form that permits identification of data subjects for no longer than necessary for the purposes for which the personal data is processed, except where data is stored for public interest archiving, scientific or historical research purposes, or statistical purposes under Article 89(1) GDPR, subject to appropriate safeguards;
  • processed securely, including protection against unauthorized or unlawful processing and accidental loss, destruction, or damage, using appropriate technical or organizational measures.

5. SOURCE OF PERSONAL DATA
We obtain personal data directly from data subjects (e.g., as part of member records within the Association, contract negotiations, and during its performance), as well as from other controllers or publicly available registers and records (e.g., the Commercial Register, Trade Register, Real Estate Register). Data subjects are always informed whether providing their personal data is mandatory or voluntary. Providing personal data can facilitate communication and cooperation. Data subjects are also informed of the potential consequences of not providing data.

6. CATEGORIES OF PERSONS WHOSE PERSONAL DATA WE PROCESS

We process personal data primarily for the following categories of individuals (data subjects):

  • Members of the Association
  • Members of the governing body
  • Employees (or individuals in an employment relationship with us)
  • Parties to contractual relationships, their representatives, and employees
  • External collaborators
  • Other individuals (e.g., visitors to our websites).

7. CATEGORIES OF PERSONAL DATA WE PROCESS

In our activities, we may process the following categories of personal data:

  • Address and identification data (name, surname, date and place of birth, marital status, personal identification number, title, nationality, address, including electronic address, ID, phone number, ID card number, signature, etc.);
  • Descriptive data (education, language skills, professional qualifications, skills and abilities, number of children, portrait photographs, health insurance information, etc.);
  • Economic data (bank details, information on wages and remuneration, liabilities and receivables, orders, tax data, etc.);
  • Work-related data (records of work and work activities, employer, workplace, job title, work evaluations, etc.);
  • Operational and location data (data from electronic systems, such as access records to various premises, camera system recordings, IP addresses, etc.);
  • Activity data of the data subject (data on professional activities, participation in conferences, data on business trips, etc.);
  • Data on other persons (address and identification data of family members, spouse, etc.);
  • Special categories of personal data (e.g., health status information, etc.);
  • Data on internet activity (cookies).

8. PURPOSES OF PERSONAL DATA PROCESSING

The personal data collected is used, depending on our relationship with you, for the following purposes:

  • Maintaining membership records in the Association, organizing sports activities, and identifying participants in competitions;
  • Maintaining membership records for the sports association (Czech Athletic Federation) based on its internal regulations;
  • Demonstrating membership records to the Czech Sports Union, z.s. (ČUS), the relevant District Association of ČUS, or ČUS Sports Service Centers, and relevant public administration and self-government bodies, particularly in connection with grant or subsidy applications;
  • Presenting the Association, its activities, and preserving its history (including website presentations);
  • Maintaining administrative records and ensuring the Association’s functionality;
  • Managing employment and payroll records (including attendance tracking and issuing confirmations for pension purposes);
  • Meeting accounting and tax obligations;
  • Managing contractual records;
  • Handling legal matters;
  • Resolving insurance claims, work injuries, and occupational illnesses.

9. LEGAL GROUNDS FOR PERSONAL DATA PROCESSING

Personal data is processed for the above activities based on the following legal grounds:

Compliance with legal obligations:
We process personal data in various areas of our activities to fulfill legal obligations, including those imposed by labor, social security, and tax laws, among others.

Performance of a contract:
Your personal data is necessary for entering into a contractual relationship and ensuring proper performance, or for taking pre-contractual steps at your request.

Consent to personal data processing:
Processing for certain purposes requires your consent. This consent can be withdrawn at any time through the contacts provided.

Legitimate interest of the controller or a third party:
We process personal data to ensure effective communication within the Association and with you, internal administration, and operational purposes.

10. RETENTION PERIOD FOR PERSONAL DATA

Personal data is retained for the duration required by applicable laws. After the contractual relationship ends, data necessary to protect our rights may be retained.

11. AUTOMATED DECISION-MAKING AND PROFILING

We do not use automated decision-making, including profiling, that affects your rights.

12. SHARING OF PERSONAL DATA

We do not transfer personal data to international organizations or third countries. Personal data may be processed by certain processors (e.g., IT service providers, accounting services) under strict agreements ensuring data protection.

13. COOKIES

Websites https://www.ssk-vitkovice.cz/ and https://www.zlatatretra.cz/ use cookies. Technical cookies necessary for proper website functioning are stored without consent, while other types of cookies require user consent.

14. PERSONAL DATA PROTECTION

We employ technical and administrative security measures to protect your personal data against loss, misuse, or unauthorized access.

15. YOUR RIGHTS TO ENSURE PERSONAL DATA PROTECTION

We strive for transparent and fair processing of your personal data and ensuring its proper protection in accordance with legal regulations. Regarding your personal data, you have the following rights, which you can exercise through the contacts provided at the beginning of this Information:

Right to Access Personal Data

You have the right to request access to personal data concerning you. Specifically, you have the right to obtain confirmation from us as to whether or not personal data concerning you is being processed, and to receive additional information about the data being processed and the way it is processed, in accordance with GDPR (purpose of processing, categories of processed data, recipients, planned retention period, existence of your right to request rectification, erasure, restriction of processing, or the right to object, source of data, and the right to lodge a complaint). If you request, we will provide you with a copy of your personal data we process free of charge. For repeated requests, we may charge a reasonable fee based on administrative costs.

Right to Withdraw Consent

You have the right to withdraw your consent to the processing of personal data processed based on your consent at any time. As stated above, you can withdraw consent using the contact details provided at the beginning of this Information.

Right to Rectification

If you find that the personal data we hold about you is inaccurate, you can request that we correct it without undue delay. Depending on the specific circumstances, you may also request that incomplete data be supplemented.

Right to Erasure

You have the right to request that we erase personal data concerning you without undue delay if:

  • You withdraw your consent, and no other legal basis for processing exists that outweighs your right to erasure;
  • You object to the processing of personal data (see below);
  • Your personal data is no longer necessary for the purposes for which it was collected or processed;
  • The data was processed unlawfully;
  • The data was collected in relation to the offer of information society services under Article 8(1) GDPR;
  • The data must be erased to comply with a legal obligation under EU or Czech law applicable to us.

Right to Restriction of Processing

You have the right to request that we restrict the processing of your personal data in the following cases:

  • You contest the accuracy of the data; restriction applies for the period necessary to verify its accuracy;
  • The processing is unlawful, and you oppose erasure, requesting restriction instead;
  • We no longer need the data, but you require it for legal claims;
  • You object to processing (see below), pending verification of whether our legitimate grounds override yours.

During restricted processing, personal data may only be processed (except for storage) with your consent or for legal claims.

Right to Object to Processing

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

  • If the processing is necessary for public interest tasks or legitimate interests, we must stop unless overriding legitimate grounds are demonstrated;
  • If data is processed for direct marketing purposes, we will no longer process your data for this purpose;
  • For scientific or historical research/statistics, unless processing is necessary for public interest reasons.

Right to Data Portability

If processing is based on your consent or necessary for a contract, you can request the data you provided in a structured, commonly used, and machine-readable format. You may request its transfer to another controller.

Right Not to Be Subject to Automated Decision-Making

We do not use automated decision-making that affects your rights.

Right to Information About Data Breach

If a breach likely poses a high risk to your rights, we will notify you without undue delay. If proper measures render the data unintelligible or risk is mitigated, notification is unnecessary.

Right to Lodge a Complaint

If you believe we are not handling your personal data correctly, you have the right to lodge a complaint with the Office for Personal Data Protection, based at Pplk. Sochora 27, 170 00 Prague 7. However, we encourage you to contact us first to resolve your concerns promptly.

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