PRIVACY POLICY AND PROTECTION OF PERSONAL DATA

At the Olos Institute, we want to ensure that you feel  secure, and we strive for the highest level of protection of your personal information. We are aware of our responsibility regarding the handling of your personal data and we process all personal data in accordance with the applicable Personal Data Protection Act, the Electronic Communications Act and the General Data Protection Act (GDPR).

The purpose of the Privacy Policy (Policy) is to let you know for which purposes we obtain your personal information, what their use will be, what your rights are  in relation to the information we keep about you, and how to enforce them.

1.The personal data controller and contact details

This policy applies to the processing (use) of any personal data carried out by the Olos Institute (data controller) or performed on behalf of the data controller.

Information about the data controller:

Institute Olos

Podturn pri Dolenjskih Toplicah 17

8350 Dolenjske Toplice

Company registration number: 6357598000

E-mail: info@olosinstitute.si

2. What kind of personal information are processed?

  • Basic contact details (name, surname, gender – for personal address, telephone number, address, e-mail address);
  • Information about the use of our web pages (clicks on links, time spent) and response data to our emails (we only track anonymized cumulative percentage of open messages and clicks on the links);
  • The information we need to complete the contract and the performance of the service (object of the service, price, payment method, date of payment, data on complaints, data on the issued invoices, etc.).

3. The purpose of the processing of personal data

All personal information you provide to us will be treated confidentially and used only for the purposes you have provided them. We may use your personal information for one or more of the following purposes:

  • communicating with you regarding the provision of our services and answering your inquiries;
  • the conclusion of the contract and the fulfillment of the obligations arising from the concluded contract;
  • market communication (sending e-mails, regular mails and SMS messages);
  • to enforce any legal claims and to settle disputes;
  • for statistical analysis of the sale of our services and the use of our web pages.

4. Legal bases for the processing of personal data

We may process your personal information on the following legal bases:

  • where this is necessary to fulfil our legal obligations (e.g. issuing invoices for the service provided);
  • when the processing of your personal data is necessary for the conclusion and fulfillment of a contract that you have concluded with us or because you wanted an offer from us;
  • when you have given your consent for processing your personal data for a specific purpose (for example, for personalized notification of our service), considering that you are always entitled to revoke the consent;
  • when we have a legitimate interest in processing your personal information.

5. Data Retention Period

We store basic personal information over time as long as you subscribe to our newsletter or until you have not given us a request to delete the data.

We keep your personal data processed on the basis of your consent permanently or until you revoke this consent from your side.

We keep data on invoices issued for 10 years from the date of issue.

We will keep the data necessary for concluding and fulfilling the contract between you and us, for 5 years from the completion of the contract (delivery of service).

After the expiry date, your personal information is effectively erased or anonymised, which means that we process them in such a way that they can no longer be associated with you or attributed to you.

6. Voluntary data provision and the consequences of non-provision

The provision of personal data is voluntary. You do not have to provide personal information to us, however in case you do not provide them, you cannot receive certain services from us or conclude a contract with us.  Which data is such that non-provision of them results in the stated consequences, will be indicated each time we receive personal information from you.

7. Contract data processors

We do not provide your personal information or provide information to third parties (outside the Olos Institute), except for those who have a written contract with us, on the basis of which they perform certain tasks for us related to the processing of data.  They are obliged to comply with the legislation regarding the processing and protection of personal data (the so-called contracted processors).

Within the scope of legal jurisdiction, your personal data may be disclosed to the following processors:

  • providers of postal services, dispatch service providers, providers of files destruction services and data carriers, providers of accounting services, providers of trainings;
  • IT service providers in the framework of software service and maintenance;
  • providers of marketing and e-mail services;
  • administrator and webmaster.

Contractors may process personal data only in the framework of our instructions and may not process personal data for their own purposes. They are obliged, together with their employees, to protect the confidentiality of your personal information.

Contracted processors of personal data do not transfer your personal data to third countries (outside the European Economic Area Member States – the EU Member States and Iceland, Norway and Liechtenstein) with the exception of the International Coaching Federation (ICF, USA) and our partner  Change Advantage Ltd (UK) in connection with ICF Accredited programmes. 

8. Your rights

We assure you that your rights in connection with the processing of your personal information will be exercised.

At any time you can request from us:

  • verification whether the data is processed or not;
  • access to personal data (inspection and copying thereof);
  • information concerning the processing of such data, such as information on the purpose of the processing, the type of personal data, the users to whom the personal data were / will be disclosed, the estimated period of data retention, the existence of any automated decision-making, including profiling, and the existence of a possible transfer of information to a third country or an international organization;
  • correction of inaccurate personal data and the updating of incomplete personal data;
  • one (free) copy of your personal data in the format you specify yourself (if the request is provided by electronic means of communication and if not requested otherwise, the copy will be provided in electronic form); for additional copies you request, we can charge a reasonable fee, taking into account the costs;
  • the right to erase all personal data (“right to forget”) if the assumptions under Article 17 of the GDPR are fulfilled, and in particular in case of cancellation of consent;
  • the right to limit the processing, if you challenge the accuracy of the data, for a period allowing the controller to verify the accuracy of personal data, the processing is illegal and instead of deleting, you require a restriction on the use of data, the data controller does not need it anymore for processing purposes, but you need them to enforce, or defend legal claims, file an objection against the processing of your personal data on the basis of the legitimate interests of the controller until the legality of processing is verified;
  • the right to transfer data or the reception of data in a commonly used and machine-readable form, or the transmission of data to another controller;
  • the right to revoke consent when personal data are processed on the basis of your consent, whereby the withdrawal of consent does not affect the legality of their processing that was carried out prior to its cancellation;

If you believe that the processing of your personal data violates the laws on the protection of personal data, you have the right to file a complaint against us with the Slovenian Supervisory authority.

9. Procedure for exercising rights

You may address your requests regarding the exercise of rights in connection with personal data in writing to the contact, listed at the top of this document under the personal data controller and contact details.

For the purposes of reliable identification in the case of exercising the rights in connection with personal data, we may require additional information from you, and we can only deny action if we can prove that we cannot reliably identify you.

At your request, with which you exercise your rights in connection with personal data, we must respond without undue delay and no later than one month after receiving your request.

We will respond to your written request with which you exercise your rights in relation to personal data without undue delay, and at the latest within the legally required deadline.

10. Use of “cookies”

The website www.olosinstitute.si uses “cookies” to provide a better user experience, multimedia and interactive content, to optimize the display of customizable content and monitor visitor statistics.

Cookies are small files that are stored on your disk when you visit the site and can make it easier for you to continue visiting the site. With the settings in your browser, you can decide whether to accept or reject cookies.  If you do not accept cookies, some websites may not be displayed correctly or you may not be able to access all the information or functionalities of the websites.

11. Changes

We reserve the right to periodically adapt this Policy to the actual circumstances and legislation in the field of personal data protection. Therefore, we kindly ask you to check the current version before transmitting any personal information so that you are well informed about possible changes or updates.