Privacy Notice for the Personal Data processed via Open Apply
Open Apply is our web-based platform that allows you to submit an application with us.
It represents an important step of the admission process as well as a collection point of personal data pertaining to you and your children. Considering this context, please find below a privacy notice dedicated to the personal data processed via Open Apply.
All personal data processed at the level of GGIS are handled according to the General Data Protection Regulation no. 679 / 2016 applicable in the European Union ("GDPR"). GGIS acts as controller with regard to your personal data and the personal data of students ("Personal Data"), meaning GGIS establishes the purposes and means of processing Personal Data. For the purposes of this Privacy Notice, please note that the term "processing" shall represent any operation performed on Personal Data, whether or not by automated means such as collection, recording, storage, adaptation, alteration, consultation, use, disclosure by any means, erasure or destruction.
The purposes for which GGIS processes your Personal Data
Via Open Apply, GGIS processes your Personal Data for the following purposes:
Granting access to the Open Apply platform;
Reviewing the application and documents uploaded to support the application and taking a decision as regards admission;
Conveying various messages related to your application (e.g., to book a testing);
Drafting the enrollment agreement;
The categories of Personal Data that GGIS processes, include, but are not limited to the following:
GGIS processes all the Personal Data that you fill in the Inquiry Form and the Application for Admission Form, including, but not limited to the identification data, family and household data, health data and data on the educational background of your child.
Additionally, Personal Data are collected and processed from the various documents, reports that you upload on the Open Apply platform.
All the data processed via Open Apply are obtained directly from you, and may be further completed by references that GGIS asks from former schools attended by your children or derived from various tests your child takes as part of the admission procedure.
The lawful basis for the processing operations conducted on the personal data provided via Open Apply
For the performance of the educational agreement, as well as in order to take steps at your request for entering into the educational agreement and to further provide the educational services.
Please note that there are some mandatory categories of personal data necessary to GGIS in order to conclude the educational agreement and provide educational services to students at a high standard and in the best interest of the students. The mandatory categories of personal data are included in the on-line application form that you are filling in as part of the application process.
Please take into consideration that all the mandatory categories of data are necessary for GGIS to be able to evaluate your application and finally to enroll your child. Failure to provide all the information marked as mandatory will lead to impossibility of GGIS to process your application and to enter into a contract with you.
For the performance of a task carried out in the public interest, considering that GGIS provides educational services, regarded as a service of public interest, according to the Hungarian provisions governing the education system;
The legitimate interest pursued by GGIS.
The legitimate interest pursued by GGIS shall be used as a lawful basis for processing, especially after the enrollment process is completed, the moment when you will be provided with additional information on the legitimate interests pursued by GGIS.
With respect to the processing of the special categories of personal data under the GDPR, respectively health data, please take into consideration that GGIS processes health data based on the following legal grounds:
The necessity of the Doctor’s Office to process such data for the purpose of preventive and occupational medicine, medical diagnosis and the provision of health or social care or treatment on the basis of European Union or national law (2011 CXC. law on national public education);
Disclosure of Personal Data
At this stage of our relationship, GGIS discloses your Personal Data only to those members of GGIS staff, who are involved in the admission process and that will further take all the steps to ensure the enrollment of the student. In this respect, please take into account that only the Doctor’s Office has access to the students' medical records.
Third country transfers
GGIS transfers your personal data to the United States of America, respectively to the provider of the Open Apply web-based platform that has obtained EU – US Privacy Shield certification.
Retention of Personal Data
Personal data uploaded in Open Apply are held for as long as you are in a contractual relation with us, and afterwards for a period for which GGIS can justify a need in storing such personal data.
For the situations where you have submitted an application via Open Apply but unfortunately, GGIS was not able to proceed to the enrollment phase, the personal data collected from you will be held for a period of 3 years.
Your rights related to the processing of Personal Data by GGIS
The GDPR provides certain rights related to the processing of personal data, that both you and the students have. In this respect, please be informed that students that have an appropriate level of understanding could exercise the rights listed in this section, individually.
GGIS respects all the rights mentioned under the GDPR and is committed to furnishing the appropriate means by which you can exercise these rights. Please note, that at this stage of interaction, respectively applying to GGIS via Open Apply, not all rights described below may prove useful to you, however we have presented all the rights under the GDPR.
The right of access, which entails your possibility to solicit access to this data, as well as additional information regarding the Personal Data, such as: the purposes of processing, the categories of recipients the Personal Data are being disclosed to and the envisaged retention period.
The right to rectification, that allows you to request GGIS rectification of any inaccurate Personal Data that GGIS may hold, as well as to have your incomplete Personal Data to be completed.
The right to erasure meaning that in the situations expressly regulated by law, you may request erasure of your personal data.
The right to restriction of processing, signifying your right to obtain restriction of processing your Personal Data from GGIS’s part. Please bear in mind that this right can be exercised only in specific situations laid down by the GDPR.
The right to data portability implying your right to receive the personal data in a structured, commonly used and machine-readable format and further to transmit such data to another controller.
The right to object to the processing of your Personal Data by GGIS, on grounds relating to your particular situation.
The right to lodge a complaint designates your right to challenge the manner in which GGIS performs processing of your Personal Data with the competent data protection authority.
The right to withdraw your consent given for various processing operations, in cases where the consent represents the lawful basis for processing.
Open Apply is using cookies in order to provide you with a user friendly and easy to access platform.
A cookie, also known as an HTTP cookie, web cookie, or browser cookie is a small piece of data sent from a website and stored in your web browser while you are browsing this website. Cookies are required to use Open Apply. The absence of such cookies will make the platform unable for your use.
Open Apply uses the following cookies:
Session Cookie: it stores a unique identifier that authenticates you to the service, after passing the authentication page.
Persistent cookie: it stores an authentication token that will enable access to the service when you come back after logging out. The activation of this persistent cookie is optional, you can choose to enable it when you authenticate yourself to Open Apply, by ticking the box "Remember me".
In the situation where you may wish to exercise any of the rights listed above or to obtain additional information or clarifications on the subject of processing your Personal Data please contact GGIS, via its Data Protection Office – responsible for ensuring that GGIS complies with all the requirements of the GDPR.
Contact Details of GGIS’s Data Protection Office
E-mail address: firstname.lastname@example.org
Phone number: +36 1 275 4795
Address: 1125 Budapest, Hungary, Szilágyi Erzsébet Fasor 22/B
I acknowledge that I have read and understood the information presented in this Privacy Notice.