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How a person`s name is shown in a web-based document register? Full name or initials?

Private persons` names are not shown in our document register, we note a Private Person as the addresser. The addresser`s full name is visible in the internal information system.


What restrictions on access are used for communication with a private person?

Pursuant to the provisions of §35 section 1 p 11-15 of the Public Information Act (hereafter PIA) we use restrictions on access for communication with a private person  and establish restrictions on access to the following documents:

  • Documents and correspondence  which contains sensitive personal data, family life details, descriptions of mental or physical sufferings endured by a person;

  • Documents (including contracts and correspondence);

  • Documents (including contracts and correspondence), which contain personal data of a private person if enabling access to such information significantly breaches the inviolability of private life of the data subject (home address, email address, phone number);

  • Documents of work accidents, cases of occupational diseases, work-related diseases;

  • Documents of labour disputes.

 

We do not disclose documents containing private information in our document register.

Documents are available in the form of a request for information, whereas third parties are issued documents in full only in cases provided by law or power of attorney.


How long is correspondence concerning individuals retained?

Documents concerning individuals  are retained as follows:

  • Correspondence with individuals 3 years (request for explanation and requests for information);

  • Investigation files and documents on work accidents and cases of occupational diseases 55 years;

  • Documents related to work-related illnesses 10 years;

  • Documents on labour disputes 5 years (the decision will be retained permanently).


Ways of sending letters: ordinary or registered mail, encrypted or non-encrypted email?

Documents containing private information, and to which we have set a restriction on access, are delivered to the recipient by registered mail. We forward documents by email only at the request and with the consent of a private person.

Procedural documents concerning individuals are forwarded to other public authorities using a secure document exchange centre (information system of exchanging document between authorities).

Medical institutions send us notifications on work accidents and work-related illnesses in the encrypted form by email.


In which register are personal data registered?

Personal data of work accidents and occupational diseases are forwarded to the Health Insurance Fund, and we also provide information on work accidents and occupational diseases to the Labour Policy Information System, managed by the Ministry of Social Affairs.


What information is collected from candidates for office and how long is the information retained?

  • The information revealed when applying for a job and public information sources are taken for the basis;

  • We assume that the persons specified by the referees by the candidate can be communicated with;

  • The candidate has a right to know what information we have obtained about him;

  • The candidate has a right to familiarize with the information and give explanations/objections;

  • The data on non-elected candidates are retained within the time limit of contestation(1 year);

  • The data on candidates has restriction on access to which third parties (including competent authorities) have access to only in cases stipulated by law.


How a person can familiarize with his/her personal data?

You have a right to access to information that we have collected about you. We give out documents and information at a request for information. We reject to your wish for access only if it can:

1. harm another person's rights and freedom;

2. hinder the prevention of a criminal action or apprehension of the offender;

3. complicate ascertainment of truth in criminal proceedings,

4. jeopardize the protection of the confidentiality of a child's parentage.

You have the right to have inaccurate personal data corrected, and if we do not have legitimate reason to use your personal data (any more), you may require termination or deletion of the use of them.