Controller within the meaning of data protection law

Albert-Ludwigs-Universität Freiburg

Friedrichstraße 39, 79098 Freiburg

datenschutz@uni-freiburg.de

Data protection officer

Albert-Ludwigs-Universität Freiburg

Der Datenschutzbeauftragte

Friedrichstraße 39, 79098 Freiburg

datenschutzbeauftragter@uni-freiburg.de

Data controller and contact details

Dr. Verena Kremling

Project Lead EPICUR Research

Gesamtplanung Strategie- und Universitätsentwicklung (GS-UE)

Albert-Ludwigs-Universität Freiburg

Friedrichstr. 39, 79098 Freiburg i.Br.

Telephone: +49 761 203 8521

Email: verena.kremling@zv.uni-freiburg.de

Purpose of the processing

The EPICUR Research project is a European pilot project for initiating international research collaborations and, in the medium term, for recruiting talented international researchers for the University of Freiburg in the early career stages (Early Career Researchers). Within this project, ECRs are offered the opportunity to apply for stipends in the context of EPICradles. Groups of researchers from within the university alliance can apply for stipends, although admission to the EPICradles does not lead to an employment relationship. For this purpose, the EPICUR Research project is receiving funding from the Horizon 2020 funding line of the European Commission until 31 December 2023.

To be selected, international ECRs can apply over the application platform of the University of Freiburg. The selection of scholars is conducted by a selection committee, that consists of 8 established researchers (1 from each partner university), 2 Early Career Researchers from the ECR board and 2 non-Academic members.

It is necessary to collect and process personalized data of applicants for the application, the selection of scholars and candidates for the EPICradles, as well as the granting of stipends and project conduction and duration.

Successful candidates’ personalized data will be processed accordingly and additional data will be collected for grant/stipend distribution.

The data collected in the context of the project are processed only for these purposes and are held in strict confidence.

Legal basis for the processing:

·       Art. 6 Abs. 1 Unterabs. 1 lit. e i.V.m. Abs. 3 i.V.m. § 12 LHG

·       Art. 6 Abs. 1 Unterabs. 1 lit. b DSGVO (process and pre-contract tasks)

·       Art. 6 Abs. 1 Unterabs. 1 lit. a, Art. 7 DSGVO (voluntary permission & data)

Duration of data retention or criteria for determining the duration

If your application is not successful, your personal data will be promptly destroyed or deleted no later than six months after the conclusion of the application process, insofar as you have not consented separately to having your data processed for subsequent application processes or for the initiation of research collaborations. (31. October 2022)

If your application is successful, your data will be destroyed or deleted six months after the end of the project term (30. June 2024), unless a cost-neutral extension of the term is applied for and granted.

For purposes of financial accounting and in the area of the university’s Financial Transactions Office, your personal data will be deleted at the end of the legal retention periods, which arise in particular from the Baden-Württemberg State Budgetary Regulations (Landeshaushaltsordnung – LHO), the German Commercial Code (Handelsgesetzbuch – HGB), and the German Tax Code (Abgabenordnung – AO). The retention periods are up to 10 years according to these regulations, generally 6 years for records and 10 years for accounting, cash book, and organizational documents according to the LHO.

Personal data may also be stored if this is provided for by European or national legislators in EU regulations, laws, or other provisions to which the controller is subject.

Categories of recipient

·       Internal recipients: staff of the respective departments at the University, who will be in contact during the process of application, processing, and granting of stipends, as well as the members of the selection committee.

·       External recipients: members of the selection committee, people responsible within the project organization and processing.

Your rights as a data subject

1.    You have the right to access your personal data stored by the University of Freiburg and/or to obtain the rectification of inaccurate data.

2.    You also have the right to obtain the erasure of your personal data or the restriction of their processing or a right to object to their processing.

3.    If you have given us your consent, you also have the right to withdraw your consent at any time, although the lawfulness of any processing carried out on the basis of the consent prior to its withdrawal is thereby not affected. You may also withdraw your consent for the processing of individual data. In this case, please contact epicur-research@mail.uni-freiburg.de. In the event that you do not give us your consent or withdraw it, you will not suffer any disadvantages.

4.    You have the right to lodge a complaint with a regulatory authority if you are of the opinion that the processing of your personal data is in violation of law. An example of such a regulatory authority is Baden-Württemberg’s state commissioner for data protection and freedom of information: Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg, Königstraße 10a, 70173 Stuttgart, Email poststelle@lfdi.bwl.de (https://www.baden-wuerttemberg.datenschutz.de/).

5.    If you wish to assert your rights as a data subject against the University of Freiburg, please contact datenschutz@uni-freiburg.de.

Information on the right to object in accordance with Art. 21(1) EU-GDPR

You have the right, on grounds relating to your particular situation, to object at any time to the processing of your personal data carried out on the basis of Art. 6(1)(e) EU-GDPR (processing of data in the public interest).