Notices and instructions on holding and participating in UL Career Centres events during the COVID-19 adjusted work period
To prevent the possibility of COVID-19 infections at our events, we have changed or adjusted the way events are held and moved many of them online. This document provides the following notices and instructions concerning adjusted work:
- instructions on participating in online and live events;
- information on the processing of personal data and monitoring attendance in online classes conducted by our own and external experts;
- information on the conditions for issuing certificates of attendance.
1. Instructions for participants in live events organised by the University of Ljubljana Career Centres and Alumni Clubs
The instructions were compiled on the basis of decisions and regulations of the Government of the Republic of Slovenia and the hygiene recommendations of the National Institute of Public Health.
- Do not attend events with elevated temperature or signs of infection (coughing, cold symptoms, runny nose, breathing difficulties, sore throat, muscle pain, digestive problems), or if you have bee in contact with a person showing signs of COVID-19.
- Use of masks is mandatory in all premises. Bring your own mask and wear it at all times.
- Disinfect your hands when entering a room.
- Practice proper hand, cough and sneeze hygiene.
- Ensure an adequate distance from others (at least 1.5 m) at all times while in the lecture hall.
- Touch objects and surfaces only when necessary.
- After the event has concluded, wash or disinfect your hands and leave the building using the nearest exit.
- Upon entering the premises, it is necessary to fill in the form for the records of event participants, as required by the NIJZ.
- Legal basis for the processing of personal data:
- Pursuant to point 3 of the first paragraph of Article 39 of the Infectious Diseases Act (Official Gazette of the Republic of Slovenia, No. 33/06 – official consolidated text, and 49/20 – ZIUZEOP), the Government of the Republic of Slovenia issued an Ordinance amending the Ordinance on the temporary general restriction or prohibition of people gathering in the Republic of Slovenia (hereinafter: the Ordinance). In accordance with the Ordinance and the instructions of the National Institute of Public Health (hereinafter: NIJZ), the University of Ljubljana keeps records of participants in events, and processes the following personal data in accordance with the law: name, surname, address, and contact telephone number. In accordance with the legal requirement, persons who do not wish to provide this data may not participate in an event. The list containing personal data will be kept at the premises of the event organiser and will be made available to NIJZ at their request. The list will be kept for a month after the event, then destroyed.
2. Instructions for participants in online events organised by the University of Ljubljana Career Centres and Alumni Clubs
The epidemic accelerated the transition of a number of the UL Career Centres’ activities to the internet. We are pleased that this change has been well received and that the participation in our online events has surpassed expectations. Adapted work has also brought changes concerning the issuance of certificates of attendance, the processing of personal data, copyright notices, etc. We have prepared an overview of the key changes below to ensure they are clear and transparent.
2.1. Issuance of certificates of attendance
Online events are held using the Zoom app, which has limited possibilities for tracking individual attendance at events. At individual request, we can issue a certificate of attendance, on the condition that you have participated in at least two random checks via chat during the event. To request a certificate of attendance, write to , stating the location and date of the event you attended. The certificate will be sent to the email address from which the request was made.
2.2. Event recording
Events are not recorded, unless explicitly stated so in the event description. We only record events that are stored in the Career Centres’ e-classroom. Participants are informed about data processing and other conditions of participation when registering for an event.
All material copyrights to the content available in online trainings (live online lectures, presentations, recordings of lectures, seminars, practical classes, and other copyrighted works intended for the provision of study programmes and extracurricular activities, or for the remote education of students, graduates, and employees of the University of Ljubljana) are exclusively owned by the University of Ljubljana and/or the education provider. In this part, the provisions of the Copyright and Related Rights Act apply in full to all online platforms on which the online education of the University of Ljubljana takes place (Official Gazette of the Republic of Slovenia (Official Gazette of the Republic of Slovenia, No. 16/07 – official consolidated text, 68/08, 110/13, 56/15, 63/16 – ZKUASP and 59/19, hereinafter: the ZASP). In accordance with the ZASP, the copyrighted works which users (registered for training programmes) access via online platforms are intended solely for the provision of online education, and may not be reproduced (by recording of lectures and live events) or distributed (by sharing of recordings with third parties).
In the event of an intellectual property rights infringement, we reserve the right to take action against the infringing party in accordance with the ZASP.
We would also like to inform you that any recording of live online lectures without the prior consent of the administrator and lecturer would contravene the provisions of the General Data Protection Regulation (hereinafter: the GDPR) and the provisions of the Criminal Code (Official Gazette of the Republic of Slovenia, No. 50/12 – official consolidated text, 6/16 – [corrigendum], 54/15, 38/16, 27/17 and 23/20, hereinafter: the KZ-1) and may as such be subject to appropriate measures in accordance with the aforementioned legal acts.
2.4. Processing of personal data
Your data is processed in accordance with the general conditions of use of the Personal and Professional Development Portal.
When you register for an event, we will inform you of the following: “The University of Ljubljana (Kongresni trg 12, 1000 Ljubljana) will process your personal data as the administrator for the purpose of implementing an agreement on participation that you conclude with the University of Ljubljana by registering for the event (e.g. additional notifications and reminders, links to online education, the subsequent sending of materials and surveys on satisfaction with the event, the preparation of attendance sheets). Data protection officer: firstname.lastname@example.org.
Based on our legitimate interest to meet the requirements of the Agreement on co-financing the implementation of the project “University of Ljubljana Career Centres – the compass on your career path” within the Operational Programme for the Implementation of European Cohesion Policy 2014–2020, we will submit your personal data (name and surname, email address, status, UL member faculty, cycle of study, type of study and study programme, and in the case of online education also a screen image of names and surnames) to the Ministry of Education, Science and Sport and the Government Office for Development and European Cohesion Policy, and store them until 31 December 2022. If you fail to provide your personal data, you will not be able to register for or attend the above event. The University of Ljubljana will not communicate your personal data to third parties, except to the contracting processor KompasXnet, d.o.o., which provides maintenance of the event registration software.
Based on our legitimate interest, we will also use this data to verify your presence at the event in order to create a list of individuals who were absent from the event and failed to provide a reason (which may result in restrictions on future participation in activities organised by the CCUL). We will keep data for this purpose until the end of the academic year in which the event was organised.
I am aware that I have the right to access my personal data, to have it amended or rectified, to restrict its processing, the right to its portability and the right to object to its processing (including the right to file a complaint with the Information Commissioner).
In extracurricular activities, your personal data (a screen image of names and surnames of participants in the case of online practical classes) will be submitted to the Institute for Sports of the Republic of Slovenia Planica, and stored until 31 December 2028, based on our legitimate interest to meet the requirements of the Youth for Youth project co-financed by the Republic of Slovenia and the European Union from the European Social Fund.
Information and Communication Technology
The providers we work with operate in line with the requirements of the GDPR and participate in the Privacy Shield (USA). We use the Zoom app to hold most events, as well as tools developed by Arnes and the UL Faculty of Electrical Engineering. We have no influence on the operation of these tools, but we monitor them and will respond accordingly in the event of changes.
INFORMATION ON THE RIGHTS FOR INDIVIDUALS TO WHOM PERSONAL DATA RELATE
1. The purposes for which personal data are processed, the legal basis for their processing and the personal data of individuals participating in operations co-financed from ESF funds
The fundamental purpose of gathering data on participants/attendees in the framework of European Cohesion Fund operations is to monitor, evaluate, verify and ensure compliance of operations with the objectives of the Europe 2020 Strategy for smart, sustainable and inclusive growth. In this way everyone involved in implementing European Cohesion Policy ensures the efficient, transparent and target-oriented use of public (EU and national) funds.
In relation to the use of EU funds, in Articles 27, 54, 96 and 125 of Regulation (EU) No 1303/2013 EU law assigns Slovenia the obligation to monitor, evaluate and perform administrative checks on operations, for which it needs to obtain adequate evidence of the eligible use of funds in achieving the objectives and indicators of the operation (including personal data on participants/attendees). To this end, in operations co-financed from European Cohesion Policy funds (ECP) in the 2014–2020 programming period, based on the Attendance Sheet it collects data on participants/attendees stated in point I of the Attendance Sheet, since the Attendance Sheet represents evidence of eligible costs and expenditure. To be involved in operations co-financed from ECP funds, participants/attendees must complete point I of the Attendance Sheet.
2. Personal data administrators
Name and contact details of the personal data administrator (hereinafter: beneficiary): UNIVERSITY OF LJUBLJANA.
Contact details of the data protection officer (where one exists): Klemen Kraigher Mišič
The collection of data from participants/attendees, in accordance with the contract on co-financing concluded between the Ministry of Education, Science and Sport (hereinafter: the Ministry) and the beneficiary, is the responsibility of the beneficiary of the operation co-financed from ECP funds that collects and processes data and communicates the data to the Ministry for processing. The beneficiary keeps the personal data of participants/attendees in physical form and enters it into the IT system of the Government Office for Development and European Cohesion Policy (management authority). The beneficiary is bound to ensure appropriate procedures and to take steps to protect the personal data of participants/attendees in the manner laid down by the valid legislation in the field of personal data.
The Ministry processes and communicates data on participants/attendees as part of monitoring implementation and administrative checks of operations pursuant to Article 125 of Regulation (EU) No 1303/2013. The management authority processes data on participants/attendees as part of administrative checks pursuant to Article 125 of Regulation (EU) No 1303/2013, particularly in situ checks.
The implementation of operations is subject to technical, administrative and financial control, whereby at any time it is possible to conduct checks on an operation and view documentation (including the personal data of participants/attendees) at each point of the operation, with due regard to Article 140 of Regulation (EU) No 1303/2013, Articles 9 and 10 of the Decree on the Use of European Cohesion Policy Funds in the Republic of Slovenia in the 2014–2020 Programming Period for the goal of investment for growth and jobs (Official Gazette of the Republic of Slovenia, No 29/15 as amended) and of national regulations governing public finances. Control is carried out by the Ministry, the management authority, the certifying authority, audit authority, other supervisory bodies of the Republic of Slovenia involved in implementing, managing, controlling and auditing operations of the Operational Programme for the Implementation of the EU Cohesion Policy 2014–2020, representatives of the European Commission, the European Court of Auditors and the Court of Audit of the Republic of Slovenia and their authorised officers.
3. Rights of the individual regarding personal data provided
Individuals have the right to the deletion of personal data (for instance if there is no longer any legal basis in EU or Slovenian law for their processing and storage), the right to demand access to personal data or its correction, the right to demand limits on the processing of personal data and the right to lodge a complaint against administrators at the supervisory authority. The supervisory authority in Slovenia is the Information Commissioner.
4. Period for which personal data is stored, or, if this is not possible, the criteria used to determine that period
In accordance with the co-financing agreement, the beneficiary is bound pursuant to Article 140 of Regulation (EU) No 1303/2013 to ensure the accessibility of all documents on expenditure of the operation (including the personal data of participants/attendees) in a period of at least two years from 31 December after the submission of accounts by Slovenia to the European Commission containing the final expenditure of the concluded operation. Upon the conclusion of the operation, the Ministry will inform the beneficiary in writing of the exact date for the storage of documentation.
Personal data is to be stored in the territory of the Republic of Slovenia.
 Where needed the beneficiary supplements the attendance sheet with information that must be provided pursuant to Article 13 of the General Data Protection Regulation. The beneficiary may also provide information on the rights for individuals to whom personal data relate in a different form (for instance on a separate sheet for each participant/attendee, where this must include all the information pursuant to Article 13 of the General Data Protection Regulation).
 Within the framework of the European Cohesion Policy, in accordance with Article 8 of the Decree on the use of European Cohesion Policy funds in the Republic of Slovenia in the 2014–2020 Programming Period for the goal of investment for growth and jobs (Official Gazette of the Republic of Slovenia, No. 29/15 as amended), there are several participants in the European Cohesion Policy, and as a result personal data is processed at several levels, i.e. at the level of the beneficiary, the Ministry as the intermediary body and the management authority. In accordance with the GDPR, the administrators of personal data obtained by the beneficiary from individuals as part of the operation are, in addition to the beneficiary, the Ministry as the intermediary body, and the management authority, whereby each acts as a personal data administrator for their own purpose: the beneficiary for the purpose of carrying out and co-financing the operation, the Ministry for the purpose of monitoring, evaluating and performing administrative checks on the operation, and the management authority for the purpose of performing administrative checks, especially in situ checks. The purposes for which personal data are processed according to this attendance sheet are defined in detail under point 2 of this document.