Personal data controller and data protection officer
The personal data controller is the University of Ljubljana, Kongresni trg 12, 1000 Ljubljana, Slovenia, telephone: 01 241 85 00. The University of Ljubljana has appointed a data protection officer whom you can contact by email at: .
What personal data do we process?
We process personal data such as name, surname, enrolment number, user identification code, username, email address, address, telephone number, date of birth, name of the faculty or academy of the University of Ljubljana, name of the study programme of the University of Ljubljana, name of field/track/module, year of study, type of study, date of completion of studies, citizenship; if you are a user of the UL Career Centres Portal, we also process information about whether you are subscribed to daily and weekly notifications about vacancies and events, information about career opportunities and employment areas that interest you, information about extracurricular activities, information about whether you wish to receive group emails, date of your last login to the portal, date of birth, information about counselling sessions and events you registered for and attended or did not attend, and any queries you sent through the portal. Information about which practical training you registered for and attended or did not attend. Information about which extracurricular activities you registered for and attended or did not attend.
If a user submits a document (word, pdf or any other type of document) via the portal for review by a career adviser, the personal data contained in the document is processed on the basis of the user’s explicit request for expert review. The documents shall not be disclosed to third parties.
For what purpose do we use your personal data?
We collect personal data for the purpose of providing services and activities for the personal and professional development of University of Ljubljana students, for the purpose of ensuring the quality of the University of Ljubljana’s operations, and for the purpose of anonymised reporting to funding bodies.
On what legal grounds do we process your personal data?
The legal grounds on which we process personal data depend on the specific purpose of the processing of your data. For the purpose of providing services and activities for personal and professional development of the University of Ljubljana students, the data are processed on the basis of the Higher Education Act. The legal basis for the use of the UL Career Centres Portal is the contract for the provision of the UL Career Centres online services, which you have concluded with us by registering a username in the Portal.
We also process some data on the basis of 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, and to ensure the quality of the University of Ljubljana’s activities. On these legal grounds, data are processed in an anonymised or pseudonymised form where this is possible.
What do we do with personal data and with whom do we share it?
All personal data that we process are managed by the employees of the University of Ljubljana, or where stated by external providers of training, events or services. 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 the personal information of event participants (name and surname, status, UL member faculty, cycle of study, type of study and study programme) to the Ministry of Education, Science and Sport and the Government Office for Development and European Cohesion Policy.
On behalf of the University of Ljubljana, personal data is processed by GTI Media Ltd, The Fountain Building, Howbery Park, Benson Lane, Wallingford, Oxfordshire, OX10 8BA, United Kingdom, which is the provider of the Portal and is responsible for the maintenance of the Portal software.
How long do we store your personal data?
We store your personal data during and for two years after the completion of your studies at the University of Ljubljana, in order to provide services and support for University of Ljubljana students and young graduates. The personal data of registered users of the UL Career Centres Portal are retained for a maximum of 6 years after the termination of the user account, then they are deleted or anonymised.
What are my rights?
You have the right to access your personal data, to have it corrected, to restrict its processing, the right to data portability to a limited extent, and the right to object to its processing. You also have the right to file a complaint with the Information Commissioner. For additional information on the processing of your personal data please write to the UL Data Protection Officer at .