Privacy Policy

NOTICE OF PROCESSING OF PERSONAL DATA ON THE WEBSITE www.dofe.cz

The Duke of Edinburghs International Award Czech Republic Foundation, o.p.s., with registered office at Benediktská 690/7, Staré Město, 110 00 Prague 1, ID No.: 291 43 462 (hereinafter referred to as DofE) processes your personal data and therefore acts as the controller of your personal data.

DofE carries out data processing in accordance with legal regulations, in particular Regulation (EU) 2016/679 of the European Parliament and of the Council, the General Data Protection Regulation (hereinafter referred to as the "Regulation") and Act No. 110/2019 Coll., on the processing of personal data.

DofE is the controller of your personal data (hereinafter referred to as "data"), determines the purposes and means of processing your data, carries out the processing and is therefore responsible for it.

We take a very responsible approach to protecting your personal data and it is therefore very important for us that you not only know but also understand how your personal data is handled.

The purpose of this personal data processing notice (hereinafter referred to as Announcements) is to provide you with full information about what personal data we process about you through our website and for what purpose, how we store and protect your personal data, to whom we transfer it, and what your rights are.

Basic principles of personal data processing

• we collect data solely for legitimate purposes and subsequently process it in a manner compatible with those purposes;
• we process data in a fair, lawful and transparent manner;
• we protect data by all reasonable technical and organisational measures, in particular against unauthorised processing, accidental loss, destruction or damage;
• we limit ourselves to the minimum necessary data sufficient to fulfil the purposes;
• we process only accurate and up-to-date data, we correct inaccurate data and delete redundant data;
• we keep personal data only for the necessary period of time and we archive them according to the legal deadlines imposed by law. Once the reason for processing is no longer valid or the necessary processing period has expired, we delete the relevant personal data.

The purposes for which the DofE processes your data:

• Implementation of the DofE programme for participants and leaders of DofE centres;
• training of DofE centre managers and coordinators and others interested in the DofE programme and non-formal education in general;
• Implementation of expeditions for DofE participants;
• administration of financial support from the DofE Fund;
• PR and marketing.

In the vast majority of cases, DofE obtains personal data directly from you on the basis of your requests or in the context of contract negotiations or in personal, telephone, written or e-mail communication.

Categories of data processed

Only personal data of natural persons are protected under the Regulation and the Personal Data Processing Act. In particular, the DofE processes personal data generally referred to as data:

• identification and address (e.g. name, surname, title, date of birth, permanent address, mailing address, and, in the case of a legal entity, registered office and registration number);
• electronic contact details (e.g. telephone, e-mail address, data box ID);
• the data required for the performance of the contract (for example, bank account number);

in the case of some applicants, personal details of health and social circumstances, including details of a legal guardian, in order to demonstrate eligibility to join the DofE programme and receive financial support from the DofE Fund.

Method of data processing and transfer to third parties

DofE processes your data manually and automatically. The data controller is The Duke of Edinburgh's International Award Czech Republic Foundation, o.p.s. The processing of data is primarily carried out by DofE employees who need access to it to carry out their duties and are obliged to maintain confidentiality of all facts of which they become aware in the course of their work. Personal data may also be processed by other entities in the capacity of so-called processors or controllers with whom the controller, i.e. DofE, typically enters into a contract governing, among other things, the protection of your personal data. When transferring your personal data to third parties, DofE places emphasis on the security of your personal data and therefore only transfers your personal data to entities that meet the same or more stringent technical and organisational security requirements.

DofE only discloses data to the usual extent to processors or service providers (typically suppliers of computer systems, server services, email distribution and archiving services or CRM system providers).

The data may be disclosed to the extent necessary to legal, economic and tax advisors and auditors who process them for the purpose of providing advisory services. Upon request or in the event of suspicion of an infringement, the data may also be transmitted to public authorities.

The DofE does not transfer data to recipients outside the European Union (EU). We will inform you of the transfer of data outside the EU in an appropriate manner if necessary.

Processing of personal data for the purposes of the DofE programme

Within this purpose we process:

• details of those interested in joining the DofE programme as a participant;
• details of the legal entity (and its contact individuals) interested in becoming a DofE provider in the role of a local DofE centre;
• details of those interested in joining the DofE Club, which provides networking opportunities for DofE alumni.

If you are interested in the DofE programme, please contact us via the registration form at https://dofe.cz/zacni-s-dofe. If a person selects the local DofE centre at which he/she wants to complete the DofE in the registration form, he/she is contacted back by the coordinator of the DofE centre. If he/she does not find a suitable institution on the list of participating DofE Centres at which he/she can join the DofE, he/she is contacted back by the Online DofE Coordinator. As part of the processing of data from applicants to the DofE programme, the DofE processes the name, surname and email of the applicant. We process this data for the purpose of engaging the prospective applicant with the programme and to enable them to participate in the programme. We process personal data for the time necessary to process an application to join the DofE programme.

If you are interested in joining the DofE programme as a local DofE centre, please contact us using the contact form on https://dofe.cz/zadost-o-zapojeni. As part of the DofE's data processing, the DofE processes the name, surname, email, telephone contact details of the contact individual, the name of the organisation (usually a school) that wishes to join the DofE programme as a DofE centre and the affiliation to the county. On completion of the contact form, a representative of the organisation is contacted back by the DofE Regional Manager. This data is processed for the purpose of the local DofE centre's involvement in the programme and for the performance of the contract with the local DofE centre. We process personal data for as long as is necessary to process the application to join the DofE programme.

The DofE Club brings together graduates and participants at all levels of the Duke of Edinburgh's International Award (DofE). We bring together young people who want to spend their time in an active and meaningful way. We organise informal get-togethers, outdoor events and international expeditions. Those interested in joining the DofE Club should complete an application form at https://dofe.cz/dofe-klub. The DofE processes the name, email and name of the relevant DofE centre where the participant has completed or is completing the DofE programme. We process this personal data on the basis of your consent. We retain personal data with your consent for a period of 3 years from the date of consent.

Processing of personal data for the purpose of training of DofE centre managers and coordinators and others interested in the DofE programme and non-formal education in general

For this purpose, we process the data of those interested in training at https://eshop.dofe.cz/kategorie-produktu/skoleni, whereby we process the personal data filled in by those interested in the training. These are mainly billing data: name, surname, email, phone number and date of birth. We need to process the personal data in order to fulfil the contract, i.e. to deliver our services to the customer or the person registered for the training, which in this case is the training and the issuance of a certificate for the training. Through the contact details we communicate with the registered training participants regarding the status of the training order, invoicing and other information on the actual delivery of the training. We also process personal data for the fulfilment of our legal obligations (mainly for accounting and tax purposes, or for the processing of cancellations, etc.). We process personal data for the duration of the performance of our service, i.e. the completion of the training and the issuance of the certificate, and then 6 years after the last training for the purposes of training records (e.g. to issue a copy of the certificate back to the participant). For tax and accounting purposes, we retain your personal data for the statutory period of 10 years.

Processing of personal data for the purpose of expeditions for DofE participants

DofE participants (Bronze, Silver and Gold levels) undertake an expedition as part of the DofE programme. They can do this through their local DofE centre or as an 'open expedition' organised by the National DofE Centre. Interested parties can apply for an open expedition by applying to https://eshop.dofe.cz/kategorie-produktu/expedice. Here it is possible to pay the fee for expeditions organized by the National Centre. For this purpose, we process the personal data filled in by those interested in an open expedition. These are mainly billing data: name, surname, address, email, telephone number. We need to process the personal data in order to fulfil the contract, i.e. to deliver our services to the customer, i.e. the person registered for the open expedition, which in this case is the open bronze, silver or gold expedition. We communicate with the registered expedition participants via the contact details regarding the status of the expedition order, invoicing and other information regarding the actual execution of the expedition. We also process personal data for the fulfilment of our legal obligations (mainly for accounting and tax purposes, or for the processing of cancellations, etc.). We process personal data for the duration of the performance of our service, i.e. the completion of the expedition. We also process personal data for accounting and tax purposes within the statutory period of 10 years. We do not use personal data for marketing purposes.

Processing of personal data for the purpose of administering financial support from the DofE Fund

The DofE Fund is a partnership fund to which donors contribute to provide direct financial support to DofE participants and local DofE centres. The DofE Fund enables:

• Make the DofE Framework accessible to all DofE Bronze, Silver and Gold level participants, respecting their different starting points in order to reduce inequalities in non-formal education, respecting the pace at which they pursue their goals, respecting the milestones they have chosen on this adventurous journey;
• develop a DofE framework programme at local DofE centres with the aim of increasing the availability and quality of non-formal education in all regions of the Czech Republic and with an emphasis on the sustainability and community outreach of the activities supported by the local DofE centre.

For this purpose, we process the data of applicants for financial support, which are eligible applicants according to the rules and conditions of the DofE Fund, i.e. natural persons (DofE participants, legal representatives of participants, leaders and coordinators of DofE centres) and legal entities (DofE centres) that meet the requirements for an eligible applicant. Applicants complete an application to the DofE Fund at https://dofe.cz/fond-dofe.

As part of the processing of applicants' data, the DofE processes the data necessary to assess the application for financial support. The assessment of applications is carried out by a DofE officer and a five-member assessment panel. Typically, we process identification and address data, electronic contact details, data necessary for the performance of the contract (bank account number) if it is concluded with the applicant, and in the case of some applicants, personal data on health and social situation, including the identity of the legal guardian if the applicant is a child under 18, in order to prove eligibility for financial support.

Furthermore, we use this data to draw up a donation agreement for applicants who are approved for financial support from the DofE Fund and to properly fulfil contractual relationships and legal obligations that apply to us (in particular in the areas of accounting, tax, data protection). The legal basis for processing the data of recipients of financial support is the performance of the donation agreement.

We process personal data processed for the purposes of the donation agreement for as long as the applicant is an eligible applicant for the DofE Fund, i.e. for an individual for as long as they are a DofE participant and up to the age of 25 and for a legal entity for as long as they are involved in the DofE programme as a DofE centre.

The DofE processes data primarily on its own computer systems and those of its processors.

As part of the processing of applicants' data, the DofE also processes data on the applicants' contact persons if they are legal persons, e.g. their statutory bodies or employees dealing with the DofE. We usually process name and surname, email address, job title, telephone number.

Personal data processed for the purpose of processing the application are processed for the period necessary for the processing of the financial support including its settlement, i.e. 6 months in the case of applicants of natural persons or 12 months in the case of applicants of legal persons. We process personal data processed for the purposes of the donation agreement for as long as the applicant is an eligible applicant for the DofE Fund, i.e. for an individual for as long as they are a DofE participant and up to the age of 25, and for a legal entity for as long as they are involved in the DofE programme as a DofE Centre, or until the relevant contact person changes.

Processing of personal data for PR and marketing purposes

The purpose of the processing is to inform data subjects about DofE news and services and to disseminate commercial communications by electronic means in accordance with Act No. 480/2014 Coll., on certain information society services in the form of a newsletter.

The legal basis for the processing for the purpose of sending the newsletter is always the data subject's consent to the processing of personal data. The data subject must give his or her consent clearly and distinctly, usually by clicking on the I AGREE button or by indicating his or her consent on a document or contract. Unless the text of the consent provides otherwise, the period of processing of personal data is for the duration of the consent, but no longer than 3 years. Personal data for newsletters in the scope of email address, name and surname and, if applicable, other basic identification data are processed by DofE exclusively by the processor Ecomail.cz, s.r.o., with registered office Na Zderaze 1275/15, 120 00 Prague 2, ID No.: 02762943, which has a processing contract with the administrator and provides the system of sending newsletters. Only DofE employees who send out the newsletters and the processor Ecomail.cz, s.r.o. have access to the personal data of the data subjects. You can withdraw your consent to the processing of personal data for the purpose of sending the newsletter at any time in the footer of the newsletter.

As part of the processing of personal data for PR purposes, we also process the personal data of individuals who contact the DofE via the contact form on https://dofe.cz/kontakt. As part of the processing of data for this purpose, the DofE processes first name, surname and email. The personal data is only used for a one-off communication, i.e. to answer your enquiry, so we only process personal data for the time necessary to deal with your enquiry.

For this purpose, we also process the data of our customers at https://eshop.dofe.cz/kategorie-produktu/dofe-merch, whereby we process the personal data that customers fill in. These are mainly billing data: name, surname, address, email. We need to process personal data in order to fulfil the contract, i.e. to deliver our goods to the customer. We use the contact details to communicate with customers about the status of their order, or about complaints or other questions about the order. We also process this personal data to fulfil our obligations under the law (mainly for accounting and tax purposes, or to deal with complaints, etc.). We process personal data for accounting and tax purposes within the statutory period of 10 years. For marketing purposes, for a period of 3 years from the date of consent.

Below is how the DofE processes the personal data of website visitors. The DofE may process the data of visitors to its website (the "Site") for purposes permitted by law, including:

• measuring site traffic;
• improving the content and development of the website;
• Ensuring the security of DofE information systems and the network against attack or misuse, to a standard commonly practised in the market;
• keeping accounting records and fulfilling other legal obligations.

The source of the processed data is mainly your activity on the website. You provide your data to the DofE voluntarily. Should there be a legal obligation to provide us with data in certain cases, we will inform you of this fact.

We use cookies or other similar network identifiers on the Site to distinguish individual computers and to customize certain services. Cookies are small text files that our servers store on individual computers using a web browser. Cookies allow us to recognize that users are on the same computer the next time they visit. Standard web browsers support the management of cookies. In addition to strictly necessary cookies, we also use statistical and marketing cookies on the website, which we use only with your consent.

Detailed information about how the site works www.dofe.cz with cookies can be found in the "Cookies" document on the website https://dofe.cz/cookies.

As a data subject, you have the right to:

• withdraw your consent to the processing of your personal data or request that we stop processing your personal data;
• ask the DofE questions about the processing of your personal data and receive a copy of your personal data;
• request the correction or deletion of your personal data;
• request restriction of the processing of your personal data or object to the processing;
• request the provision of their personal data processed by the DofE in a structured and machine-readable format or information about its transfer to a third party;
• lodge a complaint with the local data protection authority or take legal action if your data protection rights are violated or if you are harmed as a result of unlawful processing of your personal data.

The deadline for processing is 1 month, in justified cases it can be up to 3 months after informing the applicant.

You are under no obligation to provide us with your personal data.

Contact details

In the interests of keeping this policy up to date, the DofE continually modifies it and publishes it on its website www.dofe.cz.

You can make enquiries, submit comments, request updates or exercise your rights regarding your personal data:

• in writing at the registered office of The Duke of Edinburgh's International Award Czech Republic Foundation, o.p.s., with registered office at Benediktská 690/7, Staré Město, 110 00 Praha 1;
• electronically at the e-mail address dpo@dofe.cz.
• directly through the Office for Personal Data Protection, Pplk. Sochora 27, 170 00 Prague 7. The information line is intended for quick inquiries about the GDPR. It is always open on Tuesdays and Thursdays from 13:00 to 15:30.