Information on the processing of personal data

1. Personal Data Controller

The controller of your personal data is POLJE HARMONIJE družba za kakovost življenja d.o.o., with its registered office at Štefan pri Trebnjem 40, 8210 Trebnje, Slovenia. The company also provides healthcare services at its clinics located at Ljubljanska cesta 3, Novo Mesto, and Vilharjev podhod 19, Ljubljana (hereinafter referred to as “Polje harmonije”).

2. What Personal Data Do We Process?

For the provision of healthcare services, we primarily process the following categories of personal data:

  • Identification data (such as your first and last name, date of birth, residential address, Health Insurance Institute of Slovenia (ZZZS) insurance number, etc.);
  • Contact information (such as your telephone number and email address);
  • Data concerning your health and medical records;
  • Data generated during medical examinations, diagnostic procedures, and specialist consultations;
  • Data related to the billing and payment of healthcare services.

3. How Do We Obtain Your Personal Data?

We obtain your personal data:

  • Directly from you;
  • During the course of your medical treatment or the provision of healthcare services;
  • From your employer, where the employer has commissioned a preventive medical examination;
  • From other healthcare providers or competent public authorities, where permitted or required by law;
  • From contracted service providers (such as laboratories or medical specialists) involved in providing healthcare services or conducting medical examinations on our behalf.
  • Within the scope of our statutory authority, we may also obtain certain personal data from other official records.

4. Why Do We Process Your Personal Data?

We process your personal data for the following purposes:

  • Providing preventive medical examinations and other healthcare services;
  • Ensuring high-quality, safe, and effective healthcare;
  • Maintaining and managing medical records;
  • Complying with our legal obligations;
  • Communicating with you regarding your healthcare and medical treatment;
  • Billing and processing payments for healthcare services;
  • Sending you information about new services, health-related advice, or promotional offers, where you have provided your consent to receive such communications.

5. Legal Bases for Processing

We process your personal data on the following legal bases:

  • To comply with our legal obligations;
  • For the provision of healthcare services;
  • For the performance of a contractual relationship;
  • On the basis of your consent, where such consent is required.

Our processing of personal data is primarily based on the provisions of the General Data Protection Regulation (GDPR), the Patients’ Rights Act, the Healthcare Databases Act, and other applicable legislation governing healthcare and occupational medicine.

6. Who May We Disclose Your Personal Data To?

We disclose your personal data only where necessary for the provision of healthcare services or where required by law.

Recipients of your personal data may include, in particular:

  • The Health Insurance Institute of Slovenia (ZZZS);
  • The National Institute of Public Health (NIJZ);
  • Other healthcare providers;
  • Contracted laboratories and medical specialists;
  • Contracted providers of information technology services;
  • Other public authorities or institutions, where disclosure is required by law or where you have given your consent.

We do not transfer your personal data to third countries, nor do we carry out automated decision-making or profiling.

7. Retention of Personal Data

Your personal data is stored in both electronic and paper-based medical records.

The retention periods for medical records are determined by the applicable healthcare legislation.

Where we process your personal data based on your consent (for example, to send you information about new services or updates), we retain such data until you withdraw your consent or until the purpose for which the data was collected has been fulfilled, whichever occurs first.

8. Your Rights

In relation to the processing of your personal data, you have the right to:

  • Access your personal data;
  • Rectify inaccurate personal data;
  • Request the erasure of your personal data, where the legal conditions for erasure are met;
  • Request the restriction of processing of your personal data;
  • Object to the processing of your personal data;
  • Receive your personal data in a portable format, where applicable;
  • Withdraw your consent at any time, where processing is based on your consent.

If you believe that your personal data is being processed in breach of the applicable data protection laws, you have the right to lodge a complaint with the Information Commissioner of the Republic of Slovenia.

9. Data Protection Officer

Polje harmonije has appointed a Data Protection Officer (DPO).

If you have any questions regarding the processing of your personal data or wish to exercise your data protection rights, you may contact the Data Protection Officer at:

Email: info@poljeharmonije.si

10. Changes to This Privacy Notice

Polje harmonije may update this Privacy Notice from time to time to reflect changes in applicable legislation or in the way personal data is processed.

The current version of this Privacy Notice will always be available on our website.

We also kindly ask you to inform us of any changes to your personal data so that the information we hold about you remains accurate and up to date.