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Personal data protection

 

The following section provides information on personal data that are collected, used, and stored by the Research Council of Lithuania, with such data being necessary in order to achieve the objectives that are specified below.

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Personal data that are processed by the Research Council of Lithuania

For the purpose of fulfilling contracts with suppliers regarding goods, work, and services

Legal basis: Article 6(1)(e) of Regulation No 2016/679;

Processed data (information): first name(s), surname(s), personal identification number, address, phone number, email address, bank account number for the supplier (a private individual, sometimes referred to in legal texts as a ‘natural person’), and other personal information that is provided by the individual in question;

Data are obtained from: the data subject;

Data are stored: for no longer than is necessary for the purposes of data processing. Specific deadlines for the storage of personal data are set out in the Council’s documentation plan and other legal acts. At the end of the storage period, documents and data will be destroyed in accordance with the procedure that has been established by legal acts, except for documents and data which, in those cases that are prescribed by legal acts, must be transferred to the State Archives;

Data are provided: only in those instances which are prescribed by legal acts and in accordance with the procedures that are laid down by those legal acts.

For the purpose of organising and conducting procurement procedures

Legal basis: Article 6(1)(e) of Regulation No 2016/679;

Processed data (information): first name(s), surname(s), personal identification number, education, workplace, job role, address, phone number, email address for suppliers (a private individual, sometimes referred to in legal texts as a ‘natural person’), and other personal information that has been provided by the individual in question;

Data are obtained from: the data subject;

Data are stored: for no longer than is necessary for the purposes of data processing. Specific deadlines for the storage of personal data are set out in the Council’s documentation plan and other legal acts. At the end of the storage period, documents and data will be destroyed in accordance with the procedure that has been established by legal acts, except for documents and data which, in those cases that are prescribed by legal acts, must be transferred to the State Archives;

Data are provided: only in those instances which are prescribed by legal acts and in accordance with the procedures that are laid down by those legal acts.

For the purpose of providing notification of the intention to mount a thesis defence

Legal basis: Article 6(1)(e) of Regulation No 2016/679;

Processed data (information): first name, surname, thesis topic, PhD graduation date;

Data are obtained from: legal entities: educational and higher education institutions;

Data are stored: for no longer than is necessary for the purposes of data processing. Specific deadlines for the storage of personal data are set out in the Council’s documentation plan and other legal acts. At the end of the storage period, documents and data will be destroyed in accordance with the procedure that has been established by legal acts, except for documents and data which, in those cases that are prescribed by legal acts, must be transferred to the State Archives;

Data are provided: the institutions are responsible for the accuracy of any data that are placed on the Council's website and for their submission to third parties.

For the purpose of involving internal administration (personnel management, document management, and the use of financial and material resources)

Legal basis: Article 6(1)(e) of Regulation No 2016/679. In regards to data that are related to the health of an individual, the legal basis can be found in Articles 9(2)(b)(h).

Processed data: first name(s), surname(s), personal identification number, date of birth, signature, social security number, citizenship, address, payment account number, phone numbers, email address, curriculum vitae (CV), marital status, job role; data on recruitment (transfer), dismissals, seniority of service to the Lithuanian state, role to which the person wishes to be appointed or transferred; data covering education and qualifications; data covering holidays; data of the individual’s work schedule; data covering salary, severance compensation, other compensation, or benefits; information on covering working hours; information on promotion and penalties, violations of official duties, job duties; data covering the evaluation of the activities of Council officials and staff; data covering declarations of public and private interests; special personal data which are related to the health of an individual, participation in a banned organisation, or conviction(s); the number of a passport or identity card of a citizen of the republic of Lithuania, the date of issue, date of expiry, issuing authority, date and number for document registration; and other personal information that has been provided by the individual in question;

Data are obtained from: the data subjects (officers and employees); legal entities: the State Enterprise Centre of Registers, the State Social Insurance Fund Board under the Ministry of Social Security and Labour, and the State Tax Inspectorate;

Data are stored: for no longer than is necessary for the purposes of data processing. Specific deadlines for the storage of personal data are set out in the Council’s documentation plan and other legal acts. At the end of the storage period, documents and data will be destroyed in accordance with the procedure that has been established by legal acts, except for documents and data which, in those cases that are prescribed by legal acts, must be transferred to the state archives;

Data are provided: only in those instances which are prescribed by legal acts and in accordance with the procedures that are laid down by those legal acts.

For the purpose of being able to exercise expert functions, both when discussing national educational issues and when carrying out the expert assessment of funded projects

Legal basis: Article 6(1)(e) of Regulation No 2016/679;

Processed data (information): first name(s), surname(s), title, date of birth, citizenship, address, internet website, academic degree, year in which academic degree was awarded, institution that awarded the academic degree, expertise, language(s) used in an expert assessment, publications (works of art), workplace, job role, phone numbers, email address, and curriculum vitae (CV). In order to pay for the work of an expert, the following information is collected: personal identification number, bank account number, bank name, certificate number as issued by the State Social Insurance Fund Board, information covering supplementary pension contributions (paid / not paid), personal status (permanent resident of Lithuania / not a permanent resident of Lithuania), and the location from which income is acquired;

Data are obtained from: the data subjects;

Data are stored: for no longer than is necessary for the purposes of data processing. Specific deadlines for the storage of personal data are set out in the Council’s documentation plan and other legal acts. At the end of the storage period, documents and data will be destroyed in accordance with the procedure that has been established by legal acts, except for documents and data which, in those cases that are prescribed by legal acts, must be transferred to the state archives;

Data are provided: Data are used in the activities of the Research Council of Lithuania and may be submitted under the conditions stipulated in paragraph 40 of the general rules for the experts of the Research Council of Lithuania and their activities.

For the purpose of assessing research and experimental development (R&D) activities and PhD studies that are carried out in Lithuania

Legal basis: Article 6(1)(e) of Regulation No 2016/679;

Processed data (information): first name, surname, phone number, email address. In cases which involve information being entered about the expert, data will include: the expert’s field of expertise, its direction (the expert is provided with the technical opportunity to be able to hide their data); specify personal data in paragraphs 13-16 of the form, approved by Order No V-929 of the Minister of Education and Science of the Republic of Lithuania on 23 November 2017, when the information is collected for the purposes of the Comparative Expert Assessment for research and experimental development;

Data are obtained from: data subjects; legal entities: educational and higher education institutions, other individuals, when the data subject in question submits data on their own initiative in accordance with the requirements of legal acts, at the request of the Council or under data supply agreements that have already been concluded;

Data are stored: for no longer than is necessary for the purposes of data processing. Specific deadlines for the storage of personal data are set out in the Council’s documentation plan and other legal acts. At the end of the storage period, documents and data will be destroyed in accordance with the procedure that has been established by legal acts, except for documents and data which, in those cases that are prescribed by legal acts, must be transferred to the state archives;

Data are provided: to the Research and Higher Education Monitoring and Analysis Centre under the terms of the agreement on the provision of data No VS-3 which was issued on 21/05/2018, and in accordance with the procedure that has been specified by the Minister of Education and Science of the Republic of Lithuania in sub-paragraph 9.3.2 of: ‘On the evaluation of the research and experimental development and artistic activities of universities and research institutes in 2018’, issued on 7 December 2017 in other cases and according to the procedure that has been established by legal acts.

For the purpose of preparing and implementing European Union Structural Assistance and other support programmes

Legal basis: Article 6(1)(e) of Regulation No 2016/679;

Processed data (information): first name(s), surname(s), date of birth, age, gender, workplace, employment status, belonging to social risk groups, education, participation in educational programmes, phone number, and email address;

Data are obtained from: data subjects; legal entities: educational and higher education institutions, other individuals, when the data subject in question submits data on their own initiative in accordance with the requirements of legal acts, at the request of the Council or under data supply agreements that have already been concluded;

Data are stored: for no longer than is necessary for the purposes of data processing. Specific deadlines for the storage of personal data are set out in the Council’s documentation plan and other legal acts. At the end of the storage period, documents and data will be destroyed in accordance with the procedure that has been established by legal acts, except for documents and data which, in those cases that are prescribed by legal acts, must be transferred to the state archives;

Data are provided: to the data exchange site for those projects which are co-financed by the European Union Structural Funds in accordance with the Rules for Project Administration and Financing, approved by the Minister of Finance of the Republic of Lithuania on 8 October 2014 with Order No 1K-316: ‘On the approval of project administration and funding rules’ (the Council is the data processor) and in other cases and procedures which have been prescribed by legal acts.

For the purpose of organising and conducting programme-related competitive funding for research and experimental development (R&D)

Legal basis: Article 6(1)(e) of Regulation No 2016/679;

Processed data (information): first name(s), surname(s), date of birth, gender, academic degree, year in which they were awarded with an academic degree, workplace, job role, phone number, and email address. For the purposes of conducting and implementing individual programmes, an individual can additionally be asked for their account number, the name of their bank, the address of their permanent place of residence, and their curriculum vitae (CV);

Data are obtained from: data subjects; legal entities: education and higher education institutions, other individuals, when the data subject in question submits data on their own initiative in accordance with the requirements of legal acts, at the request of the Council or under data supply agreements that have already been concluded;

Data are stored: for no longer than is necessary for the purposes of data processing. Specific deadlines for the storage of personal data are set out in the Council’s documentation plan and other legal acts. At the end of the storage period, documents and data will be destroyed in accordance with the procedure that has been established by legal acts, except for documents and data which, in those cases that are prescribed by legal acts, must be transferred to the state archives;

Data are provided: only in those instances which are prescribed by legal acts and in accordance with the procedures that are laid down by those legal acts.

Marius Dijokas, Lawyer, Legal, Procurement and Personnel Unit, Lithuanian Research Council, phone +370 676 16167, e-mail: [email protected], Gedimino pr. 3, 01103 Vilnius.

Last updated: 13-02-2024