Procedure for exercising the rights of the data subject

SUBMISSION OF A REQUEST FOR EXERCISING THE RIGHTS OF DATA SUBJECTS

In order to exercise their rights, the data subjects must submit a completed request form to the Ministry of Finance in person, by post or courier or by electronic means.

• Template of the Request for Exercising the Right(s) of the Data Subject
• Notification on the processing of personal data – to persons who applied to the Ministry of Finance with a request for exercising their rights as data subjects

The request must be legible, signed by the data subject and contain the data subject's first name, surname, residential address, data for communication, and information on the reason, what rights and extent the data subject wishes to exercise, as well as information on the manner in which the data subject wishes to receive a reply.

The data subject submitting a request must confirm his or her identity:

• where the request is submitted directly to an employee of the administrative unit of the Ministry of Finance responsible for personal services, he or she must provide an identity document;
• where the request is submitted by post or courier, the request must be accompanied by a notarised copy of the identity document;
• where the request is submitted by electronic means, the request must be signed with a qualified electronic signature or be made by electronic means which ensure the integrity and irreversibility of the text;
• in case of doubts about the identity of the data subject, the Ministry of Finance has the right to request additional information necessary to confirm the identity.

In order to exercise the data subject’s right of access to his or her personal data processed by the Ministry of Finance, the Ministry of Finance has the right to request the data subject to specify the submitted request if the Ministry of Finance processes a large amount of information relating to the data subject.

The data subject has the right to exercise the rights of the data subject under Regulation (EU) 2016/679 himself or herself or through an authorised representative.

If the representative of the data subject applies to the Ministry of Finance on behalf of the represented data subject, he or she must indicate in the request his or her first name, surname, residential address, contact details, first name, surname, residential address of the represented person, information about which right of the data subject and to what extent it is desirable to exercise, and attach a document confirming representation or a copy thereof certified in accordance with the procedure laid down by law. The request submitted by the representative must comply with the aforementioned requirements for the data subject's request.

EXAMINATION OF THE REQUEST FOR EXERCISING THE RIGHTS OF DATA SUBJECTS

The Ministry of Finance shall not examine a request from a data subject that has not been submitted in accordance with the aforementioned requirements, unless the Minister of Finance or the Chancellor of the Ministry of Finance decides otherwise.

The Ministry of Finance shall, no later than one month from the date of receipt of the request, provide the data subject with a reply containing information on the actions taken in response to the request for the exercise of his or her rights. This period may be extended by further two months, where necessary, taking into account the complexity of the data subject’s request and the number of requests. The Ministry of Finance shall, within one month from the date of receipt of the request, inform the data subject of the extension of the examination of the request, together with the reasons therefor. The information shall be provided to the data subject in the official language in the manner chosen by the data subject.

The exercise of the data subject’s right of access to his or her personal data should be without prejudice to the rights of third parties to the protection of personal data and to the inviolability of private life.

In exercising the data subject’s right of access to his or her sound recording, the right to privacy of third parties is guaranteed, i.e. only the part of the sound recording relating to a specific data subject may be made available to the data subject.

In exercising the data subject’s right of access to his or her image data, the right to privacy of third parties is guaranteed, i.e. when the data subject accesses the video, if the video shows other identifiable persons or other information that may infringe the privacy of third parties, these images must be retouched or the identification of third parties must be otherwise excluded.

The rights of data subjects in the Ministry of Finance are exercised free of charge. Where the data subject’s requests are manifestly unfounded or disproportionate, in particular, because of their repetitive content, the Ministry of Finance may charge a reasonable fee taking into account the administrative costs of providing the information or notifications or actions requested, to refuse to act on the data subject’s request.

More information on the exercise of the data subject’s rights in the Ministry of Finance is available in the Description of the Procedure for the Processing of Personal Data and the Exercise of the Rights of Data Subjects in the Ministry of Finance.