AGENCY FOR MEDICINAL PRODUCTS AND MEDICAL
DEVICES OF THE REPUBLIC OF SLOVENIA
Slovenčeva ulica 22
1000 Ljubljana, Slovenia
T +386 (0) 8 2000 500 F +386 (0) 8 2000 510
PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: Organisation and management of the online Multi-stakeholder Workshop, 27 November 2024 within the framework of CHESSMEN Joint Action
Data Controller: Agency for medicinal products and medical devices of the Republic of Slovenia (JAZMP)
Table of Contents
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Introduction
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Why and how do we process your personal data?
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On what legal ground(s) do we process your personal data?
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Which personal data do we collect and further process?
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How long do we keep your personal data?
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How do we protect and safeguard your personal data?
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Who has access to your personal data and to whom is it disclosed?
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What are your rights and how can you exercise them?
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Contact information
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Where to find more detailed information?
1. Introduction
The Agency for medicinal products and medical devices of the Republic of Slovenia (hereafter ‘JAZMP’) is committed to protect your personal data and to respect your privacy. JAZMP collects and further processes personal data pursuant to Regulation (EU) 2016/679 of the European parliament and of the Council of 27 April 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 - GDPR) and Personal Data Protection Act (Official Gazette of the Republic of Slovenia, No. 163/22).
This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the Data Protection Supervisor.
This privacy statement concerns the processing operation Organisation and management of the online Multi-stakeholder Workshop, 27 November 2024 within the framework of CHESSMEN Joint Action as presented below.
2. Why and how do we process your personal data?
Purpose of the processing operation: JAZMP collects and uses your personal information only for the organisation, preparation, management and follow-up of the Multi-Stakeholder Workshop within the framework of CHESSMEN Joint Action.
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More specifically, this concerns the following processing activities:
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communication activities such as sending e-mails and invitations (this entails the management of contact lists for correspondence);
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exchange of meeting documents (notably through information sharing and circulation of documents via e-mail);organisational and administrative activities related to organisation of the meeting;
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audio-visual recording of the meeting for the purpose of drafting report and summary records.
Your personal data will not be used for an automated decision-making including profiling.
3. On what legal ground(s) do we process your personal data
We process your personal data, because:
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processing is necessary for compliance with a legal obligation to which the controller is subject (points i. – iv. under heading 2);
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processing is necessary for the purposes of the legitimate interests pursued by the controller (points i. – iv. under heading 2).
4. Which personal data do we collect and further process?
In order to carry out this processing operation the Data Controller may collect the following categories of personal data of participants:
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Personal data necessary for organising and managing meeting such as gender, name, organisation and country, e-mail address.
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Personal data necessary for establishing the attendance list and the report: audio-visual recording of the meeting.
The provision of such personal data is mandatory in order to allow for the organisation of the meeting. If you do not provide these personal data, possible consequences are the impossibility to attend meeting.
We have obtained your personal data directly from you.
5. How long do we keep your personal data?
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for a maximum of 5 years after the end date of the CHESSMEN Joint Action. The documents could be transferred to the Historical Archives for permanent preservation, but they do not contain personal data.
6. How do we protect and safeguard your personal data?
All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of JAZMP and dedicated project SharePoint. All processing operations are carried out pursuant to Information security policy of JAZMP.
In order to protect your personal data, JAZMP has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation. When processing of personal data includes services of data processors, JAZMP ensures that appropriate contractual arrangements to safeguard personal data are in place.
7. Who has access to your personal data and to whom is it disclosed?
Access to your personal data is provided to the JAZMP staff authorised for carrying out this processing operation and to other authorised JAZMP staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
The access to all personal data related to the online Multi-stakeholder Workshop, 27 November 2024, is UserID/Password protected and only accessible for the authorised JAZMP staff member(s).
The information we collect will not be given to any other third party, except to the extent and for the purpose we may be required to do so by law.
Soley for the purposes of receiving applications and activities listed in point i. under heading 2, JAZMP may use services of Institute E-Coopedu, Mokrška ulica 24A, Ljubljana, 1000 Ljubljana, who acts as a data processor for the above-mentioned activities.
Please note that pursuant to Article 4(9) of GDPR, public authorities (e.g. granting authority, OLAF, Court of Auditors (ECA), etc.) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients. The further processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.
8. What are your rights and how can you exercise them?
You have specific rights as a ‘data subject’ under GDPR (Articles 15-21), in particular the right to access your personal data and to rectify them in case your personal data is inaccurate or incomplete. Under certain conditions, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing and the right to data portability.
You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the Slovenian Data Protection Supervisor. Their contact information is given under Heading 9 below.
Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description in your request.
Any request for access to personal data will be handled within one month. Any other request mentioned above will be addressed within 15 working days.
9. Contact information
The Data Controller
If you would like to exercise your rights under GDPR, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller:
Agency for medicinal products and medical devices of the Republic of Slovenia, Slovenčeva ulica 22, 1000 Ljubljana, Slovenia, at info@jazmp.si
The Data Protection Officer (DPO) of the JAZMP
You may contact the Data Protection Officer (dpo@jazmp.si) with regard to issues related to the processing of your personal data under GDPR.
The Slovenian Data Protection Supervisor (IP)
You have the right to have recourse (i.e. you can lodge a complaint) to the Slovenian Data Protection Supervisor (gp.ip@ip-rs.si) if you consider that your rights under GDPR have been infringed as a result of the processing of your personal data by the Data Controller.
10. Where to find more detailed information?
More information on the processing of personal data by the JAZMP can be found on https://www.jazmp.si/o-nas/politika-varstva-zasebnosti/.
Additional information on protection of personal data in the Republic of Slovenia can be found on https://www.ip-rs.si/en/.
