Privacy Notice on the Processing of Participant Data for the 2025 Semmelweis University Freshmans’ Camp Organized by the Semmelweis University Unprompted Group of Instructors
I. Purpose of the Notice
The Unprompted Group of Instructors of the Semmelweis University is committed to ensuring that the processing of personal data necessary for organizing the 2025 Semmelweis University Freshmans’ Camp is conducted in compliance with applicable laws, with particular regard to the EU Regulation 2016/679 (GDPR), and with full respect for the rights and freedoms of data subjects.
This notice aims to present the principles applied by the Unprompted Group of Instructors (hereinafter “IÖCS”) in processing and storing personal data in connection with the organization of the 2025 Freshmans’ Camp. It provides a comprehensive overview of the data processing workflows.
This notice is available at the IÖCS office (1089 Budapest, Nagyvárad tér 4 – Student Centre, Office 1) and on the following websites: www.iocs.hu and https://semmelweis.hu/golyatabor.
II. Key Definitions
Personal data
Any information relating to an identified or identifiable natural person.
Data processing
Any operation or set of operations performed on personal data, regardless of the procedure used, and by any means. Data processing applies only to data contained in a registry or intended to be included in one, regardless of its format.
Data controller
The person or organization that determines the purposes and means of the processing of personal data.
Data processor
A person or organization acting on behalf of the Data Controller, providing technical services related to data processing. The Data Controller remains responsible for their activities.
Data subject
The natural person whose personal data is being processed.
Third party
Any person or organization other than the Data Subject, the Data Controller (including Semmelweis University, the IÖCS Association, and the IÖCS Instruktorok Öntevékeny Csoport Ltd., wholly owned by the IÖCS Association).
GDPR
Regulation (EU) 2016/679 of the European Parliament and Council.
III. Data Controllers
The data controllers for the purposes of this notice are:
- Semmelweis University Unprompted Group of Instructors (1089 Budapest, Nagyvárad tér 4.)
- Unprompted Group of Instructors Association (1089 Budapest, Nagyvárad tér 4.; Registration No.: 01‑02‑10008, Budapest Metropolitan Court)
- Unprompted Group of Instructors Ltd. (1085 Budapest, József körút 69. ground floor 1.; Company Reg. No.: 01‑09‑925589)
- Semmelweis University (1085 Budapest Üllői út 26.)
IV. Data Processing – Purpose, Legal Basis, and Retention
a. Scope of Processed Data
Following data is collected from users who register on https://semmelweis.hu/golyatabor‑on (incoming first‑year students admitted to Semmelweis University):
- Last name, first name
- Place and date of birth
- Permanent address, mother’s name
- Mailing address
- Student card number, OM identifier
- Identity document number (national ID or passport/driving license if no national ID)
- Mobile phone number
- Email address
- Faculty of admission
- Assigned fresher group
b. Purpose of Processing
Data is processed for user identification, camp participant registration, and future communications regarding university programs and events via https://semmelweis.hu/golyatabor.
c. Legal Basis
Processing is based on the voluntary consent of users registering via https://semmelweis.hu/golyatabor‑on, in accordance with Act CXII of 2011 on information self‑determination and freedom of information, Section 5 (1) a). Consent is given during the registration process on https://semmelweis.hu/golyatabor
Data is used solely for organizing the Freshmans’ Camp, integrating students into university life, notifying them of initiatives, and statistical purposes. Only data essential for camp registration and group assignment is stored. The IÖCS does not store any other lists or data.
d. Retention Period
Data is retained until the end of the 6th calendar year following the 2025 Freshmans’ Camp, or longer if required by law, but never less than six years post-event.
Data subjects may request correction or deletion at any time; deletion will occur within 15 working days. Mandatory data (e.g., for legal/accounting purposes or consents) is retained as required, but at minimum until six years post-event.
V. Rights of the Data Subject
- Right to Information
Data subjects are informed via this notice and may request further details in person or by email to the IÖCS office.
- Right of Access
IÖCS will grant reasonable access to personal data upon prior appointment.
- Right to Rectification
IÖCS will promptly correct any inaccurate data upon request.
- Right to Erasure
Data subjects may request deletion, except where retention is required by law or for necessary consents; IÖCS retains such mandatory data for as long as required, but at least six years post-event.
- Right to Object
Data subjects may object to processing. IÖCS will suspend processing and store data separately. Data subjects who participated in the event must remain identifiable.
- Right to Data Portability
Data subjects may request their personal data in a portable format for transfer to another controller.
- No Automated Decision-Making
IÖCS does not perform any fully automated decision-making; this right is therefore not applicable.
- Right to Remedies
Data subjects may seek legal redress if disagreements arise. IÖCS will inform them accordingly.
VI. Legal Remedies
Data subjects with questions or requests may contact IÖCS via email at: adatkezeles@iocs.hu.
If dissatisfied with IÖCS’s handling of a data request, they may contact:
- Semmelweis University Data Protection and Patients’ Rights Center
(1085 Budapest, Üllői út 26.; adatvedelem@semmelweis‑univ.hu)
- Hungarian National Authority for Data Protection and Freedom of Information (NAIH)
(1125 Budapest, Szilágyi Erzsébet fasor 22/c; +36-1-391-1400; ugyfelszolgalat@naih.hu)
- Judicial remedies
Claims may be brought to court in the data subject’s place of residence or the location of the event.
Budapest, 2025