Catalogue of personal data filing systems

Under Article 3 of the Rules on Personal Data Protection of 24 November 2011

1. Register of employees
2. Register of business partners
3. Register of personal data kept for the needs of subsidised residence of students
4. Register of students residing in the Residence Halls
5. Register of students who concluded a three-partite contract with subsidised private providers
6. Register of private providers who concluded a three-partite contract for the residence of students with private providers

I. Register of employees

Title of personal data collection:
Register of employees and their family members

Manager of personal data collection and its headquarters:
Ljubljana Halls of Residence, Svetčeva 9, 1000 Ljubljana
Personnel Service
Registration number: 5051142

Categories of individuals referred to by personal data saved in personal data collection:
employees, family members of employees

Types of personal data saved in the personal data collection:

• name and surname
• gender
• date and place of birth (town, municipality and country of birth)
• nationality
• personal registration number
• tax ID number and tax office branch
• permanent and temporary residence (town, municipality and country)
• marital status
• dependants (health insurance)
• profession
• education attainment level
• professional education
• professional competence
• permanent or fixed-term employment
• date of conclusion of employment contract
• date of termination of employment contract
• reason for termination of employment contract
• data for pension insurance
• years of service
• insurance period
• voluntary health insurance
• number of current account and name of bank
• data on working hours (weekly) and their use by an employer
• work assignment and salary grade
• determination and records on annual leave
• absences from work
• medical examinations (date and type of examination)
• data on beneficiaries of rights under pension and invalidity insurance and on other rights and obligations of workers under employment relationship

The intention of collection, processing, keeping and use of personal data and legal basis of the intention:
Personal data of employees from this register are collected, processed, kept and communicated for the needs of Ljubljana Halls of Residence, for the needs of the Health Insurance Institute, for the needs of the Pension and Disability Insurance Institute, for the needs of Vzajemna z.v.d insurance company, for the needs of Adriatic d.d. insurance company, for the needs of Triglav, d.d. insurance company, for the needs of the Tax Office of the Republic of Slovenia and for the needs of the Capital Fund Management.
In the elaboration of statistical analyses, the personal data is used and published so as to not disclose the identity of an employer.

Users of personal data protected in the personal data collection:
Ljubljana Halls of Residence, Pension and Disability Insurance Institute, Employment Service of the Republic of Slovenia, Health Insurance Institute of Slovenia, Vzajemna z.v.d insurance company, Adriatic d.d. insurance company, Triglav, d.d. insurance company, Tax Office of the Republic of Slovenia, Capital Fund Management and, on the basis of an explicit request, also other users who may acquire personal data on a legal basis, by personal consent of an employee or from contractual relationship.

The fact whether personal data are exported to a third country, where and to whom, and the legal basis:
Only on the basis of a written request or consent of an employee to whom the data refer.

General description of personal data protection:
The room for keeping the personal data collection and other documentation referring to the personal data collection is locked outside the working hours, as well as at times of absence of employees from the room. The personal data collection kept in personal folders is locked in a metal fireproof locker outside the working hours. In addition, the entrance to the building is constantly supervised by a security guard. Papers containing personal data serving for the entry of personal data in computerised data collection, extracts of data from the computerised data collection and floppy and compact discs referring to the data collection are locked in metal fireproof lockers outside the working hours. The access to personal data shall be granted only to authorised workers.
Procedures and measures for personal data protection are determined by the Rules on Personal Data Protection issued by the Manager of Ljubljana Halls of Residence.

Data on combined personal data collections from official records and public registers:
Personal data shall not be combined with official records and public registers.

Data on a representative under Paragraph 3 of Article 5 of the Personal Data Protection Act:
There shall be no representative under Paragraph 3 of Article 5 of the Personal Data Protection Act:

II. Register of business partners

Title of personal data collection:
Register of business partners

Manager of personal data collection and its headquarters:
Ljubljana Halls of Residence, Svetčeva 9, 1000 Ljubljana
Financial and Accounting Sector
Registration number: 5051142

Categories of individuals referred to by personal data saved in personal data collection:
Business partners: suppliers and purchasers

Types of personal data saved in the personal data collection:

• title or surname and forename
• address
• country
• current account (suppliers)
• VAT ID or tax ID number
• standard classification of activities
• Standard Classification of Industrial Sectors
• registration number

The intention of collection, processing, keeping and use of personal data and legal basis of the intention:
Personal data of employees from this register are collected, processed, kept and communicated for the needs of Ljubljana Halls of Residence and for the needs of the Tax Office of the Republic of Slovenia, the Agency of the Republic of Slovenia for Public Legal Records and Related Services and the competent ministry.
In the elaboration of statistical analyses, the personal data is used and published so as to not disclose the identity of a supplier or a purchaser.

Users of personal data protected in the personal data collection:
Ljubljana Halls of Residence, tax Office of the Republic of Slovenia and, on the basis of an explicit request, also other users who may acquire personal data on a legal basis, by personal consent of a business partner or from contractual relationship.
The fact whether personal data are exported to a third country, where and to whom, and the legal basis: Only on the basis of a written request or consent of a business partner to whom the data refer.

General description of personal data protection:
The room for keeping the personal data collection and other documentation referring to the personal data collection is locked outside the working hours, as well as at times of absence of employees from the room. In addition, the entrance to the building is constantly supervised by a security guard. The access to personal data shall be granted only to authorised workers.
Procedures and measures for personal data protection are determined by the Rules on Personal Data Protection issued by the Manager of Ljubljana Halls of Residence.

Data on combined personal data collections from official records and public registers:
Personal data shall not be combined with official records and public registers.

Data on a representative under Paragraph 3 of Article 5 of the Personal Data Protection Act:
There shall be no representative under Paragraph 3 of Article 5 of the Personal Data Protection Act.

III.  Register of personal data kept for the needs of subsidised residence of students

Title of personal data collection:
Register of students who applied for the residence in a student residence hall, secondary student residence hall or with subsidised private providers, and of their family members.

Manager of personal data collection and its headquarters:
Ljubljana Halls of Residence, Svetčeva 9, 1000 Ljubljana
Office for Halls of Residence
Registration number: 5051142

Categories of individuals referred to by personal data saved in personal data collection:
Students who applied for the residence in a student residence hall, secondary student residence hall or with subsidised private providers

Types of personal data saved in the personal data collection:

• personal name,
• personal registration number,
• type and number of personal document,
• sex,
• date, town, municipality and country of birth,
• nationality,
• employment status,
• permanent residence and address for personal service of mail (street, number, place, postal code, municipality, country),
• telephone number and e-mail address,
• number and date of decision issued in the procedure of exercising the right to subsidised residence,
• number and date of signature of an agreement for subsidised residence or an annex to an agreement for subsidised residence, and the period of validity,
• place of exercising the right to residence,
• name of higher education institution in which the student is enrolled,
• name of course of study in which the student is enrolled,
• place of studies,
• level and type of the course of study,
• year of studies,
• type of enrolment (first enrolment in a year, repeated year, change of course of study, continuation of studies under transition criteria and parallel enrolment),
• manner of studies,
• academic year of first enrolment in the present study course,
• academic year of first enrolment in any study course,
• number of years of subsidised residence and studies by academic years of studies,
• date of moving in and date of moving out,
• temporary suspensions of studies,
• whether a student meets the criteria for exceptional extension of subsidised residence,
• exercise of parental rights and data about the other parent living with him/her in a residence hall (personal name, personal registration number),
• status of disabled student with an assistant,
• status of assistant to disabled student and data of student whom he or she assists (personal name, personal registration number).
• In case of foreign students on the international exchange in the Republic of Slovenia who stay in residence halls, the register shall contain data from points 1 to 6, 8, 9, 11 and 23 of the preceding paragraph and the information about the type of international exchange, i.e. the information about the international programme or agreement under which the exchange is carried out.

The intention of collection, processing, keeping and use of personal data and legal basis of the intention:
Personal data of students from this register are collected, processed, kept and communicated for the needs of meeting the criteria for the residence in a student residence hall, secondary student residence hall or with subsidised private providers.
In the elaboration of statistical analyses, the personal data is used and published so as to not disclose the identity of a student.

Users of personal data protected in the personal data collection:
Ljubljana Halls of Residence, Ministry of Higher Education, Science and Technology, and, on the basis of an explicit request, also other users who may acquire personal data on a legal basis, by personal consent of a student or from contractual relationship.

The fact whether personal data are exported to a third country, where and to whom, and the legal basis:
Only on the basis of a written request or consent of a student to whom the data refer, or on request of the Ministry of Higher Education, Science and Technology.

General description of personal data protection:
The rooms for keeping personal data referring to the personal data collection and computer equipment for the processing of personal data are locked outside the working hours, as well as at times of absence of employees from the rooms. In addition, the entrance to the building is supervised by a security guard. The access to personal data shall be granted only to authorised workers of the office for residence halls.
Procedures and measures for personal data protection are determined by the Rules on Personal Data Protection issued by the Manager of Ljubljana Halls of Residence.

Data on combined personal data collections from official records and public registers:
Personal data shall not be combined with official records and public registers.
 
Data on a representative under Paragraph 3 of Article 5 of the Personal Data Protection Act:
There shall be no representative under Paragraph 3 of Article 5 of the Personal Data Protection Act.

IV. Register of students residing in the Residence Halls

Title of personal data collection:
Register of students residing in the Residence Halls and of their guarantors.

Manager of personal data collection and its headquarters:
Ljubljana Halls of Residence, Svetčeva 9, 1000 Ljubljana
Reception office
Registration number: 5051142

Categories of individuals referred to by personal data saved in personal data collection:
Students residing in the residence halls, guarantors of these students

Types of personal data saved in the personal data collection:

• code
• surname and forename
• gender
• personal registration number
• nationality
• place of birth
• number of personal document
• permanent residence
• temporary residence
• telephone number
• faculty
• year of studies
• authority which referred a student to move in
• date of granting the right to subsidised residence
• date of signature of a residence agreement or date of moving in and the date of signature of annex
• date of expiration of the right of residence
• date of moving out
• illness
• surname and forename of guarantor
• date of birth of guarantor
• place of birth of guarantor
• personal registration number of guarantor
• permanent residence of guarantor
• temporary residence of guarantor
• name of organisation where guarantor is employed
• Types of personal data kept in the personal data collection of foreign students on the international exchange in the Republic of Slovenia who stay in residence halls:
• personal name
• nationality
• permanent residence and address for personal service of mail (street, number, place, postal code, municipality, country)
• telephone number and e-mail address
• number and date of signature of an agreement for subsidised residence or an annex to an agreement for subsidised residence, and the period of validity
• date of moving in and date of moving out
• information about the type of international exchange, i.e. the information about the international programme or agreement under which the exchange is carried out.

The intention of collection, processing, keeping and use of personal data and legal basis of the intention:
Personal data of students from this register are collected, processed, kept and communicated for the needs of moving in residence halls, for the needs of the University of Ljubljana, for the needs of the Ministry of Higher Education, Science and Technology, and for the needs of Vič police station.
In the elaboration of statistical analyses, the personal data is used and published so as to not disclose the identity of a student.

Users of personal data protected in the personal data collection:
Ljubljana Halls of Residence, Ministry of Higher Education, Science and Technology, University of Ljubljana, Vič Police Station and, on the basis of an explicit request, also other users who may acquire personal data on a legal basis, by personal consent of a student or from contractual relationship.
The fact whether personal data are exported to a third country, where and to whom, and the legal basis: Only on the basis of a written request or consent of a student to whom the data refer, or on request of the Ministry of Higher Education, Science and Technology.

General description of personal data protection:
The rooms for keeping personal data referring to the personal data collection and computer equipment for the processing of personal data are locked outside the working hours, as well as at times of absence of employees from the rooms. In addition, the entrance to the building is constantly supervised by a security guard. The personal data collection kept in computers is protected with the system of passwords for authorisation and identification of programme and data users. Papers containing personal data serving for the entry of personal data in computerised data collection, extracts of data from the computerised data collection and floppy and compact discs referring to the data collection are locked in metal fireproof lockers outside the working hours. The access to personal data shall be granted only to authorised workers of the reception office.
Procedures and measures for personal data protection are determined by the Rules on Personal Data Protection issued by the Manager of Ljubljana Halls of Residence.

Data on combined personal data collections from official records and public registers:
Personal data shall not be combined with official records and public registers.

Data on a representative under Paragraph 3 of Article 5 of the Personal Data Protection Act:
There shall be no representative under Paragraph 3 of Article 5 of the Personal Data Protection Act.

V. Register of students who concluded a three-partite contract with subsidised private providers

Title of personal data collection:
Register of students who concluded a three-partite contract with subsidised private providers and of their guarantors

Manager of personal data collection and its headquarters:
Ljubljana Halls of Residence, Svetčeva 9, 1000 Ljubljana
Office for the conclusion of contracts for the residence of students with private providers
Registration number: 5051142

Categories of individuals referred to by personal data saved in personal data collection:
Students who concluded a three-partite contract with subsidised private providers, guarantors of students

Types of personal data saved in the personal data collection:

• code
• surname and forename
• gender
• personal registration number
• nationality
• place of birth
• number of personal document
• permanent residence
• temporary residence
• telephone number
• faculty
• year of studies
• date of signature of residence agreement
• date of expiration of the right of residence
• rent amount
• surname and forename of guarantor
• date of birth of guarantor
• place of birth of guarantor
• personal registration number of guarantor
• permanent residence of guarantor
• temporary residence of guarantor
• name of organisation where guarantor is employed

The intention of collection, processing, keeping and use of personal data and legal basis of the intention:
Personal data of students from this register are collected, processed, kept and communicated for the needs of signing three-partite contracts for subsidised residence with private providers and managing documentation concerning transfers to private providers.
In the elaboration of statistical analyses, the personal data is used and published so as to not disclose the identity of a student.

Users of personal data protected in the personal data collection:
Ljubljana Halls of Residence, Ministry of Higher Education, Science and Technology, tax Office of the Republic of Slovenia (private providers) and, on the basis of an explicit request, also other users who may acquire personal data on a legal basis, by personal consent of a student or from contractual relationship.
The fact whether personal data are exported to a third country, where and to whom, and the legal basis: Only on the basis of a written request or consent of a student to whom the data refer, or on request of the Ministry of Higher Education, Science and Technology.

General description of personal data protection:
The rooms for keeping personal data referring to the personal data collection and computer equipment for the processing of personal data are locked outside the working hours, as well as at times of absence of employees from the rooms. The personal data collection kept in computers is protected with the system of passwords for authorisation and identification of programme and data users. The access to personal data shall be granted to the authorised employee of the Office for the conclusion of contracts for the residence of students with private providers.
Procedures and measures for personal data protection are determined by the Rules on Personal Data Protection issued by the Manager of Ljubljana Halls of Residence.

Data on combined personal data collections from official records and public registers:
Personal data shall not be combined with official records and public registers.
 

Data on a representative under Paragraph 3 of Article 5 of the Personal Data Protection Act:
There shall be no representative under Paragraph 3 of Article 5 of the Personal Data Protection Act.

VI. Register of private providers who concluded a three-partite contract for the residence of students with private providers

Title of personal data collection:
Register of private providers who concluded a three-partite contract for the residence of students with private providers.

Manager of personal data collection and its headquarters:
Ljubljana Halls of Residence, Svetčeva 9, 1000 Ljubljana
Office for the conclusion of contracts for the residence of students with private providers
Registration number: 5051142

Categories of individuals referred to by personal data saved in personal data collection:
Private providers who concluded a three-partite contract with subsidised private providers.

Types of personal data saved in the personal data collection:

• surname and forename
• permanent residence
• address for mail service
• telephone number
• tax ID number and tax office branch
• account number, bank name and unit
• address of real estate for renting
• data about real estate unit (local court where real estate unit is situated, cadastral municipality, number of plot, number of building, number of flat or private house)

The intention of collection, processing, keeping and use of personal data and legal basis of the intention:
Personal data of private providers from this register are collected, processed, kept and communicated for the needs of signing three-partite contracts for subsidised residence with private providers and managing documentation concerning transfers to private providers.
In the elaboration of statistical analyses, the personal data is used and published so as to not disclose the identity of a private provider.

Users of personal data protected in the personal data collection:
Ljubljana Halls of Residence, Ministry of Higher Education, Science and Technology, tax Office of the Republic of Slovenia (private providers) and, on the basis of an explicit request, also other users who may acquire personal data on a legal basis, by personal consent of a private provider or from contractual relationship.

General description of personal data protection:
The rooms for keeping personal data referring to the personal data collection and computer equipment for the processing of personal data are locked outside the working hours, as well as at times of absence of employees from the rooms. The personal data collection kept in computers is protected with the system of passwords for authorisation and identification of programme and data users. The access to personal data shall be granted to the authorised employee of the Office for the conclusion of contracts for the residence of students with private providers.
Procedures and measures for personal data protection are determined by the Rules on Personal Data Protection issued by the Manager of Ljubljana Halls of Residence.
Data on combined personal data collections from official records and public registers:
Personal data shall not be combined with official records and public registers.

Data on a representative under Paragraph 3 of Article 5 of the Personal Data Protection Act:
There shall be no representative under Paragraph 3 of Article 5 of the Personal Data Protection Act.

The catalogue of personal data collections in Ljubljana Residence Halls is published on the website www.stud-dom-lj.si.

Manager
Ksenija Preželj, Bachelor of Education
In Ljubljana, on 24 November 2011