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Information on data protection in accordance with Articles 13 and 14 of the General Data Protection Regulation (GDPR) for the application and selection procedure at the Freiburg Institute for Advanced Studies (FRIAS)

The University of Freiburg takes the protection of your personal data very seriously and we want you to be as well informed as possible about the processing of your personal data.

We process your personal data (subsequently referred to as “data”) in accordance with statutory provisions and do so in a transparent manner. We would therefore like to use the following data protection information in accordance with Art. 13/14 GDPR to explain what data we process as part of the application and selection procedure at the Freiburg Institute for Advanced Studies (FRIAS), for what purposes and on what legal basis. You will also receive information about contact persons and your rights.

 

1    Contact details for data protection matters

1.1  Controller within the meaning of data protection law:

Albert Ludwig University of Freiburg

legally represented by the Rector,

Prof. Dr. Dr. h.c. Hans-Jochen Schiewer,

Friedrichsstraße 39,

79098 Freiburg.

Tel.: [+49] 0761 / 203 - 0

Email: datenschutz@uni-freiburg.de

 

1.2  Internal Data Controller

Freiburg Institute for Advanced Studies (FRIAS)

Dr. Annette Doll,

Management,

Albertstraße 19,

79104 Freiburg.

Tel.: [+49] 0761 / 203 – 97350.

Email: annette.doll@frias.uni-freiburg.de

 

1.3  Data Protection Officer’s contact details

Data Protection Officer,

Albert Ludwig University of Freiburg,

Friedrichsstraße 39,

79098 Freiburg.

datenschutzbeauftragter@uni-freiburg.de

 

 

2 Purposes of processing (Art. 4(2) GDPR) of your personal data

If you decide to send us an application, we will process your application data in order to contact you or to be able to assess whether you have the suitability, aptitude and professional capability for the advertised fellowship for which you are applying. We collect your personal data through the application form and any attachments.

In addition to your contact details, information about your education, scientific qualifications, professional experience and skills are of particular relevance to us. You yourself are responsible for the accuracy of the data you provide.

Your personal data will not be passed on or otherwise transmitted to others, except to the recipients mentioned in “ 5 Recipients of personal data.

You cannot participate in the FRIAS selection process at the University of Freiburg or be selected for a fellowship without providing your data.

 

3 Legal bases for the processing of your personal data

The legal bases for the processing of your personal data in the context of the selection procedure to establish an employment relationship/fellowship are

  • Art. 6(1)(b) or (e), Art. 6(3) GDPR, Art. 88(1) GDPR in connection with §15 of the State Data Protection Act in conjunction with §§ 83 to 85 of the State Civil Service Act.
  • Art. 6(1)(e), Art. 6(3) GDPR in conjunction with §§ 1 and 2 of the Act on Statistics for Higher Education (Higher Education Statistics Act).

In addition, statutory requirements for the selection procedure emerge in particular from Article 33 (2) of the Constitution, the General Equal Treatment Act, budgetary requirements and, where applicable, the State Higher Education Act.

The processing of special categories of personal data is based on your express consent pursuant to Art. 9(2)(a) GDPR, unless permitted by relevant statutory provisions, in particular under Art. 9(2) GDPR.

 

4 Processing and storage of your personal data

The evaluation and, where applicable, selection of your application for a FRIAS Fellowship will be conducted using electronic data processing. Incoming applications are collected and processed electronically. For this purpose we use a customer relationship management system (CRM)/“Mobility Online” applicant portal, which is hosted on the university's own server at the University of Freiburg computer centre. In this connection, technical and organizational security measures are used to protect your personal data against accidental or unlawful destruction, loss or alteration and against unauthorized disclosure or access.

The following personal data is processed:

  • Personal data (surname, first name, title, date of birth, nationality, gender etc.)
  • Contact details (address, telephone number, email address, etc.)
  • Application documents (e.g. cover letter, curriculum vitae, training, current professional position, certificates, quality certificates, references, if applicable photographs)
  • System and registration data for the “Mobility Online” applicant portal
  • any other data and documents you submit

After submitting the application form, you register on the Mobility Online applicant portal and then have access (with user name, password) to your data. You can view and edit it and upload application documents. You will receive a confirmation of receipt by email after submitting your application. You can still view your data in your profile. Please inform us if data has been stored incorrectly (see “ 7 Rights (Right to rectification).

Your personal data will not be used for profiling. There is no automated decision-making within the meaning of Art. 22 GDPR.

 

5 Recipients of personal data (Forwarding/Transmission)

5.1 Internal recipients

Your data collected during the application process will be forwarded within the FRIAS provided this is permitted by law. Internal recipients are in particular the FRIAS board of directors and the responsible employees at FRIAS who are involved in the application or selection process. Other employees of the university, e.g. in personnel administration, will only obtain access to your data collected during the application process if and to the extent necessary for the performance of the official duties assigned to them by the university.

 

5.2 Recipients outside the university

With the exception of legal or statutory obligations, we only pass on all personal data collected during the application process to persons outside the university if this is necessary for the assessment of your suitability, qualification and professional accomplishments as part of the selection process.

  • On the basis of the data you have submitted, external institutions and scientists will prepare expert opinions in a peer review process to verify your suitability, qualification and professional accomplishments for the advertised fellowship. They are subject to the usual duties of care and confidentiality in their expert activities. These persons are the following scientists who review the applications or act in an advisory capacity for FRIAS:

- Experts in the peer review process. These persons are selected according to subject background and research focus.

- Members of the FRIAS Scientific Advisory Board. The current members of the board can be found on the FRIAS website at https://www.frias.uni-freiburg.de/en/the-institute/committees/scientific-advisory-board

  • Our service provider, SOP Hilmbauer & Maubarger GmbH & Co KG, Siemensstraße 5, 3300 Amstetten, Germany, can also be considered as an external recipient as a data processor if they need to access the “Mobility Online” application portal within the scope of necessary support services.

 

6 How long your data is stored

In the event of a successful application, your application documents will be stored and processed for the purpose of carrying out the fellowship as an employment relationship. The duration of the processing of your personal data processed by the FRIAS depends on the statutory provisions or on the necessity of the data processing for the fulfilment of the tasks of the University of Freiburg.

In the event of an unsuccessful application, your personal data / application documents will be deleted 12 months after completion of the current application round. The retention period of your data results from the need for quality control or in the event of an appeal against the decision in the selection procedure.

This does not apply if, contrary to this, a longer storage or retention period is required by law or is necessary for legal enforcement within the statutory limitation periods. Data access is limited to the necessary extent if data is only stored for the above-mentioned purposes.  

 

7 Rights (right of access, right to object etc.)

Under the GDPR, you are entitled to various rights as an applicant. These are:

  • Right of access (Art. 15 GDPR);

You have the right to obtain information from FRIAS about the data stored about you.

  • Right to rectification (Art. 16 GDPR)

You have the right to have incorrectly stored data rectified by FRIAS employees until the end of the relevant application period.

  • Right to erasure (Art. 17 GDPR)/Right to restriction of processing (Art. 18 GDPR)

You have the right to have your data deleted or to have the dissemination of your data restricted.

However, the processing of the data collected in the FRIAS selection procedure is mandatory if you participate in it (see also “ 8 Obligation to provide data)

  • If you have given your consent to the processing of your personal data in special cases, e.g. image, video and sound recordings, you can withdraw this consent at any time prospectively, whereby the legality of the processing carried out on the basis of the consent is not affected. Withdrawal of consent shall not result in any detriment to you. Please contact datenschutz@frias.uni-freiburg.de if you wish to withdraw your consent.

If you wish to assert your rights as a data subject, please contact the data protection officer of the University of Freiburg: datenschutzbeauftragter@uni-freiburg.de

  • Right to lodge a complaint with a supervisory authority (Art. 77 GDPR)

You have the right to lodge a complaint with a supervisory authority if you believe that the processing of personal data concerning you is in contravention of the law.

The Baden-Württemberg State Commissioner for Data Protection and Freedom of Information is such a supervisory authority, for example

https://www.badenwuerttemberg.datenschutz.de

Postfach 1029 32,

70173 Stuttgart.

.

 

 

8 Obligation to provide data

The provision of personal data is necessary for the lawfulness of the application and selection procedure to be conducted. We can only assess your suitability for a fellowship if we receive your information or personal data on your qualifications. The absence of relevant personal data in the application documents may result in the application not being considered for the award of a fellowship (Art. 13(2)(e) GDPR).

 

9 Data security

The Customer Relationship Management System (CRM) / Mobility Online applicant portal is carried out via a technically secure transmission method supported by most browsers. All information transmitted with this method is encrypted before it is sent. Your personal data will be processed exclusively on the university's own server in the university's computer centre, which corresponds to the state of the art according to Art. 32(1) GDPR (including firewalls, password protection, access controls as technical and organisational measures).

 

10 Changes to and updates of this information according to Art. 13, 14 GDPR

We will adapt this privacy policy once this is rendered necessary by changes to the data processing we conduct. We will notify you once changes render necessary your cooperation (e.g. consent) or another individual notification.

 

11 Information on the objection under Art. 21(1) GDPR

You have the right to object at any time and on grounds arising from your particular situation to the processing of personal data concerning you on the basis of Art. 6(1)( e) or (f) GDPR (data processing in the public interest).