Mandatory information pursuant to Article 13 of the General Data Protection Regulation (GDPR)

1. Name and contact details of the data controller and the data protection officer

1.1 Data controller

1.2 Data protection officer

2. Purpose of the processing of personal data and data collected

The data is processed for the purpose of establishing contact and providing the services of the Gutenberg Graduate School of the Humanities and Social Sciences, for the administration of membership and the services offered, such as advisory and continuing education and qualification services and the allocation of funding, as well as for the collection of membership statistics. For this purpose, in addition to the data provided by the user when submitting online forms, the IP address is also collected.

The GSHS may publish members’ data (e.g. data on the doctoral project, contact details, project reports, photos and videos of events) on its homepage for information and advertising purposes. The consent of the member concerned is obtained separately for this purpose.

3. Legal basis for the processing

The lawfulness of the data processing results from the performance of tasks in the public interest in accordance with Art. 6 para. 1 lit. e) GDPR in conjunction with § 2 HochSchG. (law on higher education)

With regard to the data published on the GSHS homepage, the member’s consent constitutes the legal basis in accordance with Art. 6 para. 1 lit. f GDPR. Art. 6 para. 1 lit. a) GDPR.

4. Necessity of the provision of personal data

Users are neither legally nor contractually obliged to provide their personal data. However, the data is required for admission and participation in the Gutenberg Graduate School of the Humanities and Social Sciences, so that participation is not possible if the data has not been provided.

5. Recipients of personal data

5.1 Recipients within the Johannes Gutenberg University Mainz

Data collected during registration for events, may be forwarded to recipients within Johannes Gutenberg University entrusted with the preparation, administration and any follow-up work on the event.

Data collected from funding applications or from any project reports following the granting of funding will be forwarded to the selection committee and to those offices within Johannes Gutenberg University entrusted with the authorisation and management of funding. The latter also applies to data from funding applications sent to several university-internal funding bodies for one and the same project.

5.2 Recipients outside the Johannes Gutenberg University Mainz: Transmission to third parties

Data collected during registrations for events may be forwarded to the external partner organisations, speakers or trainers entrusted with the organization of the events in question. The organisations or persons concerned may store and use this data only in connection with the event and must delete it when the event is over.

6. Duration of storage

The mandatory data collected is required for the entire duration of the membership for administration purposes relating to membership and the organisation of events (including certificates of participation), funding applications and for the maintenance of current membership statistics.

The data collected in the course of admission as a junior, full or guest member (online form, application documents) will be deleted no later than one year after the end of membership, unless the member requests immediate deletion.

This does not apply to participant lists for events. These will be deleted no later than six years after the event, unless the member requests immediate deletion. After deletion, it is no longer possible to issue confirmation of participation or other certification.

The data collected as part of the process of application, approval and disbursement of funding will be deleted at the end of the applicable retention periods.

The data marked as voluntary in forms is used for needs assessment surveys and membership statistics and can be deleted at any time upon request.

When their membership ends, members can voluntarily agree to the further storage of the data for the purpose of alumni work and retention surveys. This data will be deleted no later than six years after the end of membership.

Data published on the GSHS homepage with the consent of the member (e.g. data on the doctoral project, contact details, project reports, photos or videos of events) can be removed from the homepage at any time at the request of the member or former member.

7. Rights of data subjects

Every person affected by data processing has the following rights:

• Right to information about the personal data stored about you and its processing in accordance with Art. 15 GDPR
• Right to rectification if data concerning you is incorrect or incomplete, in accordance with Art. 16 GDPR
• Right to erasure if one of the requirements of Art. 17 GDPR applies
• Right to restriction of processing if one of the conditions under Art. 18 GDPR applies
• Right to appeal against future processing of data concerning you in accordance with Art. 21 GDPR
• Right to lodge a complaint with the supervisory authority pursuant to Art. 13 para. 2 lit. d) GDPR if the data subject is of the opinion that their personal data is being processed unlawfully: