Data protection

Heinrich Heine University Düsseldorf (hereinafter HHU) provides these data protection notes in order to fulfil its duty to supply information on the processing of personal data stated above pursuant to Arts. 13 and 14 of the General Data Protection Regulation (GDPR).  You can find further information in the HHU privacy statement (https://www.hhu.de/datenschutzerklaerung).
Please refer to the definitions in Art. 4 GDPR with regard to the terms “personal data”, “processing”, “controller”, “third party”, etc. used here.

1. Contact details

The controller for the processing is HHU, a corporate body under public law (Körperschaft des Öffentlichen Rechts) supported by the State of North Rhine-Westphalia (NRW). It is represented by the President, Professor Dr Anja Steinbeck. 
1.1. Contact details of the controller
Heinrich Heine University Düsseldorf
Universitätsstraße 1
40225 Düsseldorf, Germany
Tel.: +49 211 81-10000
https://www.hhu.de

1.2. Contact for the processing of personal data within Graduate School TUTOR
Dr. Martina Holz
Manchot-Graduiertenschule TUTOR
Heinrich-Heine-Universität Düsseldorf
Universitätsstr. 1, Building 26.21.U1 Room 21
D - 40225 Düsseldorf
Phone: +49 (0)211-81-15592
E-Mail: martina.holz (at) hhu.de

1.3.Contact details of the Data Protection Officer
You can contact the official HHU Data Protection Officer by post at the address of the controller stated above or via the following means:
Email: datenschutz@hhu.de
Tel.: +49 211 81-13060
https://www.hhu.de/datenschutz 

2. Information on the personal data processed and the purposes of the processing

Within in the framework of graduate school TUTOR at HHU, the following personal data from you are processed. 
1. When you apply for one of the advertised positions, we collect your personal data for the purpose of organizing the application process and selecting suitable candidates. When you use the application form, we collect your first name, last name, email address, postal address, telephone number, and information about your career to date (bachelor's/master's degree with grade, title, and location/institution of your thesis) as well as your IP address and the time of registration. In addition, we store the documents you submit (resume, cover letter, references) for the duration of the application process.
2. We use the video conferencing system of the company Cisco (Webex) or alternatively of the company Zoom for the realisation of the virtual interviews. When using these systems, your personal data (language, image and your name, which you provided during registration) are processed by this software. In addition, further data will be stored which is technically necessary for the implementation of the videoconference. You can find more details in the Webex data protection declaration from Cisco.(https://www.cisco.com/c/de_de/about/legal/privacy-full.html or Zoom https://zoom.us/de-de/privacy.html)
3. We evaluate your data anonymously for statistical purposes.

3. Legal basis for the processing

The collection of personal data for the stated purposes is based on the explicit or implied consent of the data subjects pursuant to Art. 6 para. 1 lit. a. GDPR.  
In virtual events, by switching on the camera or your microphone, you implicitly consent to your speech and images being processed by you during the event. You can voluntarily provide information in the chat. Participation in the event and switching on the camera and microphone are voluntary. You will not suffer any disadvantages if you do not choose these forms of participation.
Your personal data are processed on the basis of the provisions of the GDPR, the state Data Protection Act and further applicable laws. The processing shall only be carried out for the purposes stated under Section 2.

4. Transfer of personal data  

We do not pass on your personal data processed by HHU for the above-mentioned purposes to third parties with the exception of the data mentioned under 2.2, which is passed on to the operator of the above-mentioned video platform. f service providers are given access to personal data, this is done on the basis of a contract in accordance with Art. 28 DS-GVO.
We would like to point out that the IT departments or a service provider may have access in the course of care and maintenance work.
The video conference platform is Webex or analogously ZOOM.  These companies have access to your data. As these are American companies, there is no adequate level of protection corresponding to the EU. Additional information can be found in Cisco's data protection policy https://www.cisco.com/c/de_de/about/legal/privacy-full.html or the one of ZOOM https://zoom.us/de-de/privacy.html.

5. Duration of processing/data erasure

HHU shall store your personal data only for as long as is necessary to fulfil the purposes pursuant to Section 2, contractual obligations or statutory obligations. These data shall then be erased.

6. Your rights as the data subject

As the data subject, you may assert the rights granted to you under the GDPR at any time:

• The right to information about whether your personal data are processed and, if so, which data (Art. 15 GDPR). The restrictions set out in § 12 of the Data Protection Act of the State of North Rhine-Westphalia (Datenschutzgesetz NRW) (DSG NRW) shall apply.
• The right to demand rectification or completion of data concerning you (Art. 16 GDPR).
• The right to erasure of the data concerning you pursuant to Art. 17 GDPR. The restrictions set out in § 10 DSG NRW shall apply.
• The right to demand restriction of the data processing pursuant to Art. 18 GDPR.
• The right to receive the personal data concerning you pursuant to Art. 20 GDPR.
• The right to object to any future processing of the data concerning you pursuant to Art. 21 GDPR. The restrictions set out in § 14 DSG NRW shall apply.The right to withdraw consent at any time. This shall not affect the lawfulness of processing based on consent before its withdrawal (Art. 7 (3) GDPR).

In addition to these rights, you also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). The supervisory authority responsible for HHU is the
State Commissioner for Data Protection and Freedom of Information for the State of North Rhine-Westphalia 
Kavalleriestraße 2 – 4
40213 Düsseldorf, Germany
Tel.: +49 211 38424-0
Email: poststelle(at)ldi.nrw.de 
We would however be grateful if you could contact our Data Protection Officer before lodging a complaint with the supervisory authority. We will do our best to solve the issue.

7.Validity of these data protection notes 

We reserve the right to amend these data protection notes where necessary to ensure compliance with amendments to relevant laws or regulations or to better meet your needs. The latest version of these data protection notes as published by HHU shall apply.