• Czech-Ukrainian Scientific Society

Privacy Policy

Last updated: 18/06/2025

This Privacy Policy (“Policy”) describes the processing and protection of your personal data and related information (“Personal Data”) by us where related to your browse or use of our Site or services. You should check this Policy periodically to ensure you are aware of any changes, as we reserve the right to modify or replace this Policy at any time at our discretion – the latest version will be effective as of the last updated date listed above. Using or browsing the Site, you accept and agree to this Policy entirely and consent to the collection, use, disclosure, transfer, storage, and protection of Personal Data as described in this Policy. If you do not agree with any terms in this Policy, please leave our Site immediately.

The controller is Czech-Ukrainian Scientific Society, an Association, located at 2539/8 Kodymova Street, 158 00 Prague, Czech Republic (“we”, “us”, or “our”), which operates this website czuss.cz (“Site”).

1. Definitions and interpretations

“GDPR” – means the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).
“Data Privacy Law(s)” – means GDPR or any other applicable data privacy law(s) in the case.

2. Lawful Basis for Personal Data Processing

Our lawful basis for processing Personal Data is “contract”, meaning for the purposes of performing a contract to provide our Site or services to you or for making you interact with us by using our Site or services, or for taking steps prior to entering into a contract. Where this is not appropriate, we obtain the relevant consents from you and consent is the lawful basis. Where neither contract nor consent is appropriate, legitimate interests are the lawful basis.

3. Collecting data

Please note that our Site is not intended for persons under 18 years of age. We do not knowingly collect any information relating to children under 18 years of age. If we discover that a child under 18 has provided us with his/her personal data, or we have otherwise come into possession of the personal information of a child, we will promptly delete such information related to such person. Please note that we do not collect, store, or process sensitive personal data or data falling into special categories of personal data.

We collect information about you directly from you when you provide it to us under your voluntary consent, and automatically through your use of our Site. When you are asked to provide information, you can refuse. If you refuse to provide Personal Data or any parts of them, and/or disable cookies on the Site, you may face a significant reduction of your usage experience, including your inability to obtain some or all of our Site features. However, you acknowledge and agree that either our inability to provide the Site or any further deterioration of the qualities that result from your actions should not be the basis for any claims of infringement, damage or otherwise responsibility.

For example, we may provide through our Site with link(s) to google-form(s) where you may, but not obligate, to provide us with any information we request in the case (for the mere of example, but not limited the following: your full name and email address, place of residence, telephone number, name of the company/institution and your title within it, and any other contact information if you provide us with it). By sending such a form to us you explicitly acknowledge and agree to transferring and processing of your Personal Data outside the EEA.

We collect data when you communicate with us:

  • If you contact us in any manner, we will keep any information you provide to us including records of correspondence, and you should be aware that we monitor and may record telephone calls and written correspondence for training and security purposes.
  • If you provide feedback or testimonials to us, or take part in any survey, or participate in events, promotions, product, feature or service launches, or competitions, we will collect any information you provide.

We collect data when you use our Site

If you are browsing our Site, we will collect different data on your devices, some of which may be considered Personal Data:

  • Any information you upload to the Site at any time;
  • Your IP address assigned to your computer/device by your Internet Service Provider;
  • Anonymized data (analytics) about how you use our Site, which we collect using cookies and related technologies.

Information we collect automatically through our Site

We automatically collect information about you through your use of our Site, including but not limited to listed below:

  • Log information which may include your IP address, the type of browser you are using, information about the device you are using, domain name, the website that led you to our Site, the website to which you go after leaving our Site, your location (such as city or country), and the dates and times you access our Site.
  • Usage information, such as the number of pages viewed, search histories or any communication logs if applicable.

Please see our Cookies section below for more information. We may combine information we collect automatically with information we collect directly from you or from third parties.

Information we collect from third parties

We may collect information about you from third parties:
Payment Service Provider(s). When you make any payment to us through the payment service provider we use, we may store some part of the information they send us regarding the transaction you did. For the purposes of accepting online giving we collaborate with Darujme.cz which provides us with your contact and identification information, as well as information about the donation you made and its payment. We store such information in secure formats until necessary to resolve any possible past, current or future issues or other business, tax or legal purposes. Please note that we do not have access to or store your credit card number/information.

4. Retaining and storing your data

We will only keep your Personal Data for as long as it is necessary for the purposes set out in this Policy, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). When we have no ongoing legitimate business need to process your Personal Data, we will either delete or anonymize it, or if this is not possible (for example, because your Personal Data has been stored in backup archives), then we will securely store your Personal Data and isolate it from any further processing until deletion is possible. Notwithstanding anything to the contrary, we shall have the right to retain some of the data to the extent such retention is necessary to enforce our policies, and comply with technical and legal requirements and constraints related to the security, integrity and operation of our Site and international law enforcement, regulatory requests, or matters of dispute.

Upon your request we will deactivate or delete your information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our terms or policies, or comply with applicable legal requirements. If you have been identified as a potential or otherwise threat to us or our Site, your email address may be retained on our internal email stop-list, as well as your IP address, for as long as we deem necessary to protect our Site.

We will strive storing your data on servers in the Czech Republic, but the storage country may differ depending on how it reaches us. For example, when you send us a google-form your Personal Data will be processed and stored in USA until we remove it. If you are a resident of the European Economic Area (“EEA”) please be informed that we may transfer your data outside of the EEA to other countries. By submitting your Personal Data to us as a resident of EEA, you agree to any such transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy.

5. Using your data

We use the information we collect about you:

  • to provide and maintain our Site and to fulfil your requests to us;
  • to improve our Site;
  • to develop new features and to offer these to you from us or other institutions in the field that we may consider interesting to you;
  • to perform technical operations, such as updating our systems;
  • to authenticate and/or validate you;
  • to respond to your enquiries;
  • to provide you with news and newsletters, special offers, promotions, and other information from us or other institutions in the field that we may consider interesting to you;
  • for other informational or promotional purposes;
  • to notify you when we make changes to our policies if necessary;
  • to otherwise enforce or exercise any rights in our policies;
  • to analyse how you interact with our Site;
  • to monitor and analyse usage and activity trends;
  • for other research, analytical, and statistical purposes;
  • to protect our safety, rights, property, or security, or any third party;
  • to detect, prevent, or otherwise address fraud, security, or technical issues;
  • to prevent or stop an activity which we, in our sole discretion, may consider to be illegal, unethical, or unlawful (or which we are informed about from any other source including law enforcement, or third parties);
  • to use as evidence in litigation or any other civil dispute or criminal matter;
  • to enforce this Policy or other policies which apply to your use of the Site which you have agreed to comply with; and
  • to comply with applicable legal or regulatory obligations, including as part of a judicial proceeding; to respond to a subpoena, warrant, court order, or other legal process; or as part of an investigation or request, whether formal or informal, from law enforcement or a governmental authority.

We use non-personal (aggregate) information we collect about you:

  • to improve the design, functionality, and content of our Site;
  • to provide, maintain, personalize, protect, improve, and develop our products, programs, and to operate our business; and
  • to analyse usage and performance of our Site and for other research, analytical, and statistical purposes.

6. Sharing your data

We may disclose your information as described in this Policy or where it is required or permitted by applicable Data Laws.

Sharing to third party service providers
We may share your personal information with our vendors, service providers, agents, or others who perform functions on our behalf in order to provide the Site to you, including third parties who assist us with information processing, payment processing, managing and hosting data.

We may share information about you with: (a) our professional advisers, such as our lawyers, where it is necessary for them to advice; (b) other bodies, authorities, or persons if we are under a duty to disclose or share your information to comply with any legal obligation.

Sharing for protection of rights and interests
We may disclose your information to protect the safety, rights, property, or security of our business, the Site, any third party, or the general public; to detect, prevent, or otherwise address fraud, security, or technical issues, or loss or risk to life or threat of serious harm; to prevent or stop activity which we, in our sole discretion, may consider to be, or to pose a risk of being, an illegal, unlawful, unethical, or legally actionable activity; to use as evidence in litigation; and to enforce this Policy.

Sharing for legal or regulatory compliance
We may be required by law, e g. through potential or actual litigation, court order, public or governmental authorities, or rules and regulations within or outside your country of residence to disclose all or part of your information to third parties. We may also determine it necessary to make such a disclosure in the event of an issue of national security, law enforcement or other such similar situations as we deem necessary including, for example, allegations of alleged infringement of copyright, trademarks or other third-party rights, or investigating any fraudulent or other activity which is in potential violation of any laws or regulations.

Sharing of aggregate and anonymized information
We may disclose aggregate, anonymous, or de-identified information about you for marketing, advertising, research, compliance, or other purposes.

7. Marketing and Communications

We may use your information to develop and deliver advertising to you of our news, events and offers (and news, events and offers of any other institutions in the field that we may consider interesting to you) by contacting you through your email address that you have provided. Any communication received from us, as consented to by you, will clearly state that it is being sent by us. You have the option to opt-out of our marketing communications at any time.

If you have changed your mind about the marketing consent you have granted to us, you can follow the opt out procedures contained in any marketing email, or you can opt out by emailing us at ukrainianscientists.incz@gmail.com. Please be aware that it may take up to ten (10) business days for us to process opt-out requests.

If you request to opt out of our marketing or communication emails, please be aware that opting out of marketing emails will not impact upon email communications you may continue to receive which are required in order to communicate with you regarding any support, response, regulatory, legal or other permitted use as described in this Policy.

8. Safeguarding and security

Although we will do our best to protect your Personal Data, we cannot guarantee the security of your data transmitted to the Site and any transmission is at your own risk. We take reasonable administrative, physical, and electronic measures designed to safeguard and protect your information from unauthorized access or disclosure. Although we use commercially reasonable efforts to safeguard the privacy of your information, transmissions on the Internet cannot be made absolutely secure. We assume no responsibility or liability for disclosure of any of your information due to errors in transmission, unauthorized third-party access, or other causes beyond our reasonable control.

Our Site may contain links to third-party websites and applications. Any access to and use of such linked websites and applications is not governed by this Policy but instead is governed by the privacy policies of those third parties. We are not responsible for the information practices of such third-party websites or applications, and you should use caution and closely review any privacy policies applicable to any third-party websites or applications that may be linked to through our Site.

9. Your rights

Data Laws give you a number of rights that you are free to exercise at any time regarding any Personal Data you have provided to us, and we generally apply the rights afforded by the GDPR, even if you are not resident in Europe. We will respond to requests to access or delete your Personal Data promptly and in any case within any time limits set by applicable Data Laws (if applicable to us in your case).

We may require you to provide identification that you are truly the person to whom the Personal Data relates, as we need to be certain before making any changes to someone’s Personal Data that it is your information. If identification documents are requested as part of the process, that document will only be collected, stored and processed by us for the sole purpose of confirming your identity in response to your request, and upon completing your request we will delete it.

Where any rights exercised by you result in you seeking to object to us processing your Personal Data or otherwise deleting your Personal Data, then in order to ensure we do not process any personal information of yours in the future, we may retain your email address in our opt-out list and delete or anonymize all other information held.

Sometimes we need to keep a record of some data for security purposes (for example to assist law enforcement agencies with any criminal investigations or other regulatory authorities or dispute matters) or for payment processing (to prove to banks that we were authorized to take payments from you), even if you have requested removal of your data. Any such data retained will only be used for these limited purposes.

Right to access Personal Data:
You have the right to request a copy of the Personal Data that we hold about you. To obtain a copy of your Personal Data, please email ukrainianscientists.incz@gmail.com. You have to include in such a request your name, email address and any relevant information to help us locate your information. Upon receipt of your request and following verification of your identity if required by us to process your request, we will endeavour to provide the information that we are permitted to share (which may be redacted if it includes personal data of another person) to you within 30 days (or sooner if required by Data Laws). If you seek to make multiple requests within a short time period, we shall have the right to charge an appropriate fee to cover the cost of our response to such multiple access requests.

Right to amend/correct Personal Data:
You have the right to make sure our records are up to date and accurate, and in some countries Data Laws require us to allow you to correct or amend your Personal Data. To request a correction or amendment to your Personal Data, please email ukrainianscientists.incz@gmail.com. You have to include in such a request your name, email address and any relevant information to help us locate your information. Upon receipt of your request and following verification of your identity if required by us to process your request, we will review the changes you wish to make, and within a reasonable and practical time period (or earlier if required by Data Laws) we will ensure that your personal information held is corrected/updated/amended in line with your request, and then may inform you of this upon completion.

Objecting to processing of Personal Data:
You have the right to object to our processing of your Personal Data. You can freely contact us at any time stating that you request us to stop processing your Personal Data if you have previously consented to Personal Data processing but have now changed your mind and want to revoke any prior consent. Please email ukrainianscientists.incz@gmail.com with your name, email and any information about how your Personal Data is being processed by us and details of your request to object to the processing of that information. Upon receiving a notice from you, we will promptly stop processing your Personal Data, subject to retention explained in this Section 9. In order to ensure we do not process any personal information of yours in the future, we may retain your email address in our opt-out list and delete or anonymize all other information held.

Right to delete your Personal Data:
You can request that we remove and delete your Personal Data. We treat any request to destroy Personal Data as being a request to delete all such Personal Data in full unless you expressly specified otherwise, we will assume that you wish to remove your Personal Data entirely, subject to data retention explained in this Section 9. Please email ukrainianscientists.incz@gmail.com with your name, email and any relevant information to help us locate your information. Upon receipt of your request and following verification of your identity if required by us to process your request, we will take all reasonable and practical steps to remove your Personal Data.

Additional rights (for residents of UK or EU only)
Right to “be forgotten”. This right is for the erasure of your Personal data and is for residents of the UK and EU only. Please email ukrainianscientists.incz@gmail.com with your name, email and any relevant additional information to enable us to process your request.
Right to data portability. This right allows you to receive personal information in a structured, commonly used, and machine-readable format and is for residents of the UK and EU only. Please email ukrainianscientists.incz@gmail.com with your name, email and any relevant additional information to enable us to process your request.

10. Cookies

We, or third-party service providers acting on our behalf, may collect information about your computer or mobile device by using Cookies. Cookies are small text files that are placed on your computer by websites that you visit and provide statistical data to us that does not identify you personally but tell us about your browsing behaviours to tailor your user experience to suit your needs. We use cookies to enhance our security, help us gather information and understand our web traffic trends.

Using cookies enables us to: estimate our audience size and usage pattern; store information about your preferences, and so allow us to customize our Site according to your interests; speed up your user experience on Site; recognize you when you return to our Site; help improve the services we provide to you; provide anonymized statistical information. Non-personal data may be gathered on our behalf using cookies, log file data, and code that is embedded on our Site by specific third-party partners (e.g., Google LLC).

You have the right to choose whether or not to accept cookies. However, if you choose to refuse cookies you may not be able to use the full functionality of our Site. You can amend your cookie settings by following your device instructions and preference settings, or your browser settings. Further information about cookies, including how to see what cookies have been set on your device/browser and how to manage and delete them, you can find visiting www.aboutcookies.org and www.youronlinechoices.eu .

Detailed cookie usage. We may use the following cookies with the functions and purposes explained below:

  • Analytics and research. To improve your experience on our Site, we like to keep track of what pages and links are popular and which ones do not get used so much to help us keep our Site relevant and up to date. This group of cookies, often called “analytics cookies” are used to gather this information. These cookies do not collect information that identifies you. We may use the information collected by Google Analytics to compile reports and to help us improve the Site. The information collected is anonymous and is grouped with the information from everyone else’s cookies (e.g., the number of visitors to the Site, where visitors have come to the Site from and the pages they visited). We use these tools to help us understand use of, and to improve, our Site, performance, and user experiences. You can opt-out of Google Analytics here https://tools.google.com/dlpage/gaoptout.
  • Security and Site integrity. We may use cookies and other devices, such as CAPTCHAs, to help keep the Site and our Users safe and secure by protecting the Site from fraud and spam attacks.
  • Site features and services. These cookies allow our Site to remember choices you make, such as your language or region and they provide improved features. These cookies will help to remember your preferences and settings, remembering if you’ve filled in certain forms, so you’re not asked to do it again, remembering if you’ve been to the Site before etc.
  • Performance. We may use certain cookies and local storage devices to ensure you have the best possible experience, such assisting with your navigation of our Site, ensuring pages load up quickly, and responding faster to your requests.

11. Our contact information

Association name: Czech-Ukrainian Scientific Society
Registered office address: 2539/8 Kodymova Street, 158 00 Prague, Czech Republic
Email: ukrainianscientists.incz@gmail.com

If you are not satisfied with our response or believe that we are processing your data incorrectly or unlawfully, you can file a complaint with the Office for Personal Data Protection. Further information about the Office for Personal Data Protection and its complaints procedure can be found here: www.uoou.cz