directive no. 156
of 30 November 2012
We hereby provide on overview of how the Centre of Registers and Information Systems (hereinafter RIK) uses and stores the personal data that it receives in the course of its activities.
The following explanation does not concern the storage of data of legal persons nor the processing of personal data on other websites that are referred to on the RIK website. The explanations also do not include the purposes, extent and ways of processing personal data in the web environments of the state registers and information systems which are administered by RIK, the conditions of publication of such data, nor the rights and procedures of the persons to become familiar with their own data – the latter are prescribed by a law (the Land Register Act, Commercial Code, etc.) or by the regulations that have been passed based on the forms of authorization included in the law (Regulation no. 24 of the Minster Justice dated 30 June 2010, titled Internal Rules of the Courts’ Registration Departments, etc.).
Visiting the RIK website
The conditions of use for the RIK website, and the possibilities for processing the visitors’ personal data are available here.
E-services of the Centre of Registers and Information Systems
RIK uses your personal data to provide access to the e-services of the state information systems and registers. If necessary, we use your personal data in order forward the information, invoices, debt claims, etc. necessary for utilizing the e-services. The information that you forward to RIK can be accessed only by the institutions or persons who have the right to do so based on the law.
The agreements concluded for the use of e-services are stored for seven years after the expiration of the agreement; correspondence on debt claims or other related issues is stored for 5 years. Documents that have passed the expiration date are destroyed.
Submission of requests for information or explanations and memoranda
We use your personal data for sending replies. If, in order to reply, we have to make inquiries to other parties, we disclose only the amount of your personal data that is absolutely necessary.
If you have sent us a request for information or explanation, or a memorandum, the processing of which is in the competence of another institution, we forward the document to the correct recipient and inform you thereof.
The registration data of the correspondence is available on our online document register (hereinafter the ADR). If you clearly express such a wish in your inquiry, your first and family name will not be included in the ADR, and will be replaced with your initials or the notation “Private Person”. In the ADR, the title of the document is indicated, for instance, as a Request for Information, Request for Explanation or Memorandum.
The bases for the restriction on the access to the correspondence with private persons is prescribed by the Public Information Act § 35. If someone wishes to see your correspondence, then the restriction on access means that, upon receiving the request for information, we review it to see if the given document can be issued and if this can be done partly or entirely.
Despite the restriction on access, we will issue documents to institutions and persons who have a legal right to this (e.g. persons conducting pre-trial proceedings or the courts).
We also use the correspondence conducted with you to assess the quality of work at our agency and to compile statistics. Such statistics and summaries are published impersonally.
We store correspondence with private persons (requests for information, memoranda, etc.) for 5 years. Documents that have passed the expiration date are destroyed.
Applying for work or practical training at RIK
Information on vacancies and practical training positions is available on the RIK website.
If you are applying for a job or practical training position at RIK, we will rely on the information provided by you or on the information published based on the law. We assume that we can contact the persons that you give as your references.
You have the right to familiarize yourself with the information we have collected on you and provide us with explanations related thereto. Your information will not be disclosed to other candidates, and the other candidates’ information will also not be disclosed to you. The access to candidates’ information is restricted, and third parties can only gain access in cases specified by law.
Correspondence about work relations, personnel and other related questions is stored for 5 years. Practical training, authorization and employment agreements are stored for 10 years after their expiration. Documents that have passed the expiration date are destroyed.
The right to check your own data
You have the right to become familiar with your personal datacollected by RIK and to demand that it be corrected. If we do not (any longer) have a legal basis for using your personal data, you may demand that its use be discontinued or the data deleted. If you wish to have the data to be printed out on paper, we will require a duplication fee starting with the 21st page, pursuant to the Public Information Act § 25 (2).
We will reject your request to check the data only in case:
1. it damages the rights and freedoms of another person,
2. it hinders the prevention of a crime or the apprehension of a criminal,
3. it makes ascertaining the truth more difficult in a criminal proceeding,
4. it endangers the protection of the secret of a child’s filiation.
You have the right to submit an objection to our decision to the Data Protection Inspectorate or to file a claim with the administrative court.