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Data Protection Declaration for international mobility

This website provides information regarding the collection, processing and use of your personal data by the University of Potsdam in the context of offers and services given by the International Office, as well as the rights accorded to you under data protection law.

Person responsible for data processing and Data Protection Officer

Person responsible for data processing:

The University of Potsdam
represented by the President, Professor Oliver Günther, Ph.D.
Am Neuen Palais 10
14469 Potsdam
Tel: +49 331 977-0
Fax: +49 331-97 21 63
www.uni-potsdam.de

Data Protection Officer:

Dr. Marek Kneis
Am Neuen Palais 10
14469 Potsdam
Tel: +49 331 977-124409
Email: datenschutzuni-potsdamde

Types of data processed:

  • Master data (such as first name, last name, suffixes, date of birth),
  • Residence / work permit, if applicable,
  • Contact data (such as a private address, (mobile) telephone number, email address),
  • Bank information (such as IBAN, BIC/Swift, bank name),
  • Information regarding mobility (such as degree program, home and host institution, length of stay, earlier stays abroad),
  • Skills data (e.g., special knowledge and abilities),
  • Additional data from application materials such as certificates, final records, letters of recommendation, references.

Personal data is fundamentally collected directly from you for the purpose of the application and selection procedure for movements to and/or from locations outside of Germany. In addition, personal data, insofar as this is permitted and applicable, shall be gathered from partner institutions.

Purpose and legal foundation for data processing

Personal data will be processed under the auspices of the agreements of the EU Global Data Protection Regulations (GDPR) and the Brandenburg State Data Protection Law (BbgDSG). Data processing primarily serves the realization of your international mobility, from the application to its conclusion, whether you are headed abroad (outgoing) or coming to the University of Potsdam from abroad (incoming). In the event that monetary payments are associated with your mobility, data processing provides the foundation of this legal relationship. The primary legal foundation here is Article 6 subsection 1 letters a and e of the GDPR.

Duration of data storage

In the event that mobility is granted, along with monetary support if applicable, then the collected data is saved. After the conclusion of the mobility or financial payments, the personal data that the University of Potsdam is legally obligated to preserve will continue to be stored. It may occur that personal data will be retained for the amount of time in which the University of Potsdam may have to defend itself against the assertion of claims (legal retention period from three to thirty years). In the event that the data subject declines the offer of employment or internship, the application materials, including the email address, shall be erased after the purpose of data processing no longer exists, insofar as no legal obligation exists for longer-term retention.

Recipients

Only those persons and offices at the University of Potsdam that are responsible for the execution and processing of your mobility or your financial payments shall receive your personal information (e.g., the Division of Student Affairs, the Division of Budget and Finances).  In the event that financial support is offered, personal data shall be given to our bank. Furthermore, third parties such as scholarship providers (e.g., DAAD or Fulbright) shall receive personal data insofar as this is relevant to the processing of the scholarship.

In order to process outgoing international mobility, personal data will be shared with partner institutions abroad.

Rights of affected persons

Affected persons have the rights enumerated in Articles 15 – 22 of the GDPR, specifically:

  • Right of access by the data subject (Article 15 of GDPR)
  • Right of rectification (Article 16 of GDPR)
  • Right to erasure (‘right to be forgotten’) (Article 17 of GDPR)
  • Right to restriction of processing (Article 18 of GDPR)
  • Right to object (Article 21 of GDPR)
  • Right to data portability (Article 20 of GDPR)

Right of appeal

Affected persons can lodge a complaint with the supervisory authority for data protection affairs responsible for the University of Potsdam if they have reason to question the legality of data processing.

The responsible data protection authority is:

The Brandenburg State Commissioner for Data Protection and the Right of Access to Files
Stahnsdorfer Damm 77
14532 Kleinmachnow
Tel: + 49 33203-356-0

Data transfer to a third country

Insofar as international mobility is completed outside of the jurisdiction of the GDPR, data relevant to mobility will be shared with partner institutions in third countries.

 

Last updated: June 30, 2020