Information regarding the processing of your personal data as part of the application procedure in accordance with Article 13 and the subsequent relevant sections of the General Data Protection Regulation (GDPR).

The General Data Protection Regulation (GDPR) of the European Union entered into force on May 25, 2018. In compliance with its provisions, this information is intended to help you understand how we process your personal data and your rights as a data subject (the person whose data are being processed). The information is reviewed, updated, and published on a regular basis as required.

1. Who is responsible for data processing at Freie Universität Berlin? Who can I contact if I have any questions?

The data controller with overall responsibility for data processing is

Freie Universität Berlin
Kaiserswerther Straße 16‒18
14195 Berlin

Tel.: +49 (0) 30 838 1
Website: www.fu-berlin.de

Data Protection Officer (contact information):

Dr. Karsten Kinast, LL.M., Attorney at Law
KINAST Rechtsanwaltsgesellschaft mbH
Hohenzollernring 54
D-50672 Cologne

E-mail: datenschutz@fu-berlin.de

2. To whom does the data protection policy apply?

This data protection policy applies to all those undergoing the application procedure at Freie Universität Berlin.

3. Why do you need to process my data (purpose of data processing) and what is the underlying legal basis?

We will only process the personal data you provide in the context of the application procedure to the extent that they are relevant for the purpose of determining the grounds on which to establish an employment relationship with you. If we enter into an employment relationship with you, we may process the personal data we have already received from you for the purposes of the employment relationship if this is necessary in order to implement the employment contract or required for the execution or fulfillment of the rights and obligations of the representative body or employee as stipulated by law or a collective agreement.

3.1 Decision Concerning the Establishment/Fulfillment of an Employment Contract

The legal basis for processing your personal data in order to conduct application procedures is Section 18 of the Berlin Data Protection Act (BlnDSG) in combination with Sections 26.1.1 and 26.3.1 of Germany’s Federal Data Protection Act (BDSG).

The same legal basis applies to the fulfillment of any employment contract that has been established.

3.2. On the Basis of Your Consent

You will need to grant us your consent in cases in which your personal data is processed for purposes that go beyond the scope of the application procedure (for example, if you wish to be notified of new job advertisements). This means that if you have given us your consent to process your personal data in an individual context, then this will serve as the legal basis for the aforementioned processing.

If you have given us consent to process your data, this shall apply beyond the six-month period after the application procedure has been completed (for example, if you are not offered an employment contract).

4. What personal data do you use and from where do you receive that data?

For the purposes of carrying out the application procedure we regularly process the following personal data, as well as data belonging to special categories of personal data as defined by Article 9.1 GDPR in certain cases.

 Personal information (name, address, other contact information)

 Information regarding professional qualifications and schooling

 Other qualifications and certificates/reference letters

 Information regarding a disability and/or requirement for accommodations in the workplace

 Other data provided by the applicant in connection with their application

Using the Online Application Portal:

The online application portal uses session cookies that are set for the server-side management of the session. No login cookies are used and closing the browser ends the user session.

Additional information on data processing on Freie Universität Berlin’s websites can be found here:
https://www.fu-berlin.de/en/redaktion/impressum/datenschutzhinweise/index.html

Registering on the Application Portal:

You will need to register in order to use our application portal, which is not accessible to the general public. This process requires the following personal data:

• First and last name
• Country/state/region of residence
• Postal address
• Telephone number
• E-mail address

Any personal data that you upload to the portal may also be processed.

5. Who has access to my data?

Your personal data will only be disclosed to others under the condition of confidentiality and where there is a legal basis for doing so.

Within Freie Universität Berlin, only persons or offices responsible for carrying out the application procedure will receive your data.

In addition, we also use a tool created by the company SAP to operate the online application portal. A service provider processes data on our behalf in order to render services necessary for hosting and operating the application portal for us.

Data processing of this nature is carried out on the basis of a processing contract pursuant to Art. 28 GDPR.

All data that is collected while using the application portal will be processed on the service provider’s servers. This service provider is based in a country within the European Union or the European Economic Area or Switzerland (as a third country with a sufficient level of protection of personal data based on the “adequacy decision” made by the European Commission).

6. For how long will my data be stored?

Your personal data will be deleted as soon as they are no longer needed in order to conduct the application procedure, provided that the legally stipulated storage periods no longer apply. Rejected applications will be deleted after six months at the latest. Where your consent constitutes the legal basis for the processing of your data, your personal data will be erased immediately upon receiving notification of the withdrawal of your consent.

Your account in the application portal will be deleted after six months of inactivity. You will receive an email twenty-one days before your account is deleted. Your account will not be deleted if application processes are still ongoing, even if this period exceeds six months.

7. What are my other data protection rights?

Under the relevant legal provisions, you have the right to obtain information as to the processing of personal data concerning you (Art. 15 GDPR, Section 34 BDSG), the right to rectification of inaccurate or incomplete personal data (Art. 16 GDPR), the right to erasure (Art. 17 GDPR, Section 35 BDSG), the right to restriction of processing (Art. 18 GDPR), the right to data portability (Art. 20 GDPR), and the right to withdraw any consent that you have previously granted for the processing of your personal data (Art. 7.3 GDPR).

If you wish to avail of any of the aforementioned rights, then the responsible authority will examine whether the legal requirements have been met.

You also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR, Section 19 BDSG). The Berlin Commissioner for Data Protection and Freedom of Information can be reached at:

Friedrichstr. 219
10969 Berlin

Tel.: +49 (0) 30 13889 0
Fax: +49 (0) 30 2155050

E-mail: mailbox@datenschutz-berlin.de
Website: www.datenschutz-berlin.de

8. Am I legally obliged to provide data?

In the course of the application procedure we will need to process certain data in order to examine any given applicant’s professional and personal suitability for the position and to ensure a fair application procedure for all other applicants. If you do not disclose this data, it is highly unlikely that we will be able to conduct the application procedure.

This does not apply to data that we require your consent to process.