Disclaimer: This document has been translated for the purpose of convenience only. In all legal matters, the original, German language document is binding („Informationen zum Datenschutz für Bewerber – Berufungsportal der Universitätsmedizin Greifswald (UMG)“)
Information on Applicant Data Protection
Berufungsportal of University Medicine Greifswald
At University Medicine Greifswald (UMG), appeals procedures are carried out with the aid of a partly automated, web-based Berufungsportal (Berufungsportal). During the entire process, great care is taken in protecting our applicants' personal data. UMG ensures compliance with relevant legal provisions, particularly with Datenschutzgrundverordnung (DSGVO)/General Data Protection Regulation (EU-GDPR), Landesdatenschutzgesetz Mecklenburg-Vorpommern (DSG M-V), Bundesdatenschutzgesetz (BDSG), and Telemedizingesetz (TMG). The purpose of this document is to provide detailed information on the measures taken by UMG to ensure the security of your personal data.
1 Application via Berufungsportal
At UMG, appeals procedures are carried out by means of a web-based Berufungsportal. In this way, we ensure that your application with all related documents and data is recorded comprehensively and completely, and made available to the Appointment Committee in an optimally prepared form. This allows for your qualifications, proficiencies and abilities to be assessed and evaluated in the best possible way. As well, procedures are carried out with improved time efficiency while observing strict quality standards and guaranteeing the highest degree of transparency and security.
2 Subject of Data Protection and Data Acquisition
The subject of data protection is your personal data, i.e. individual information about your personal or material circumstances (§ 3 BDSG, § 4 DSG M-V) which you submit with your application in the appeals procedure. Personal data is collected only to the extent necessary for the execution of this procedure.
In the course of your application, obligatory data is requested by UMG insofar as it is of key importance and therefore indispensable to the appointment process and to the assessment of your personal and professional qualification in relation to the professorship in question. Regardless of this, you are granted the option of voluntarily providing further or supplementary information.
Please note that you are responsible for the accuracy of your details and personal information. You have the right to access your data at any time. Changes or corrections are no longer possible after you have submitted your application excepting your address and your academic title. The function “subsequent deliveries” enables you to communicate important changes at all times.
You are also responsible for making sure that the files you upload do not contain malware, such as viruses and Trojans.
3 Data Usage for Permissible Purpose
UMG observes the principle of data use for a specific purpose and guarantees that your data will be used exclusively for the execution of the appeals procedure. Your personal data and application documents are accessible only to those involved in the appeal proceedings and to persons authorized in this respect. Your data will only be passed on to reviewers and thus to third parties in the case of an appraisal. The reviewers are demonstrably committed to secrecy and to the observance of data protection.
Some of the data you submit will be used and stored in anonymous form for statistical evaluation of the appointment process. None of the collected information can be traced back to you personally. Your personal data and records will be stored for a maximum of six months from the termination of the appeals process and will then automatically be deleted.
4 Data Protection
UMG takes all technical and organisational measures to ensure the security of your data and to protect them against access by third parties or unauthorised persons.
Your personal data and documents will be used exclusively in the context of the appeals procedure and will be made available exclusively to the members of the Appeals Committee for this purpose. Your data is transferred to third parties only in the case of an appraisal (see above). All parties involved in the appeals procedure are demonstrably committed to secrecy and to the observance of data protection. For technical support and maintenance of the system, an external service provider has been commissioned and a permissible purpose access has been agreed on for the processing of data.
A server back-up is carried out regularly and carefully. For the purpose of technical support and maintenance of the system, the servers are integrated in “Band-Sicherungsprozesse”, monitoring and update management of UMG-IT. All maintenance measures are briefly recorded in order to ensure authenticity of the existing data and to eliminate any discrepancies. UMG thus ensures that all data protection regulations are adhered to in the context of system maintenance.
5 Agreement, Right of Access, Right of Withdrawal
The collection of your data requires your informed consent. By clicking on the relevant field and by submitting your application („Submit“ button), you confirm that you have taken notice of the above information on data protection and that you agree to the collection, storage and use of your data by UMG for the above named purposes.
You have the right to withdraw your consent at any time without giving any reason.
Furthermore, you are entitled to view upon request all information stored about you.
Please address your withdrawal of consent or your request for the disclosure of information to:
Universitätsmedizin Greifswald KöR
Fleischmannstraße 8 E-Mail: email@example.com
17475 Greifswald Tel.: 03834/86-0
Furthermore, we would like to inform you about your rights under EU-GDPR:
* The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her are being processed, and, where that is the case, access to the personal data (Art. 15 EU-GDPR).
* The data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement (Art. 16 EU-GDPR).
* The data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay, the right to obtain from the controller restriction of processing, and the right to object at any time to processing of personal data. (Art. 17, 18 and 21 EU-GDPR).
* In addition, you have the right to appeal to the authority responsible for data protection, which can be reached under the following contact details:
Der Landesbeauftragte für Datenschutz und Informationsfreiheit Mecklenburg-Vorpommern
If you make use of the above-mentioned rights, UMG will check whether the legal requirements for this have been met.
If you have any further questions regarding the protection of your data, please contact UMG’s Data Protection Officer.
Prof. Ulf Glende
Walther-Rathenau-Straße 49 E-Mail: firstname.lastname@example.org
17475 Greifswald Tel.: 03834/86-22319