Fundamental Academic Values Award 2024

Data protection notice for the “Fundamental Academic Values Award”

We, the German Academic Exchange Service (Deutscher Akademischer Austauschdienst e.V., DAAD), take protecting personal data and keeping them confidential very seriously. With this notice we would therefore like to inform you of how your data collected through the “Fundamental Academic Values Award” will be processed. Your data will be processed exclusively within the legal framework of the applicable data protection provisions, in particular the General Data Protection Regulation (hereinafter referred to as “GDPR”) and the German Data Protection Act (Bundesdatenschutzgesetz, hereinafter “BDSG”).

1. Who is responsible for processing my data, and who is the commissioner for data protection?

1. The controller responsible for processing your personal data is:

Deutscher Akademischer Austauschdienst e. V. (DAAD)

Kennedyallee 50

53175 Bonn

Germany

Tel.: +49 228 882-0

datenschutz@daad.de

2. You can contact our commissioner for data protection at:

Dr Gregor Scheja

Scheja & Partners GmbH & Co. KG

Adenauerallee 136

53113 Bonn

Germany

Tel.: +49 228 227 226 0

https://www.scheja-partner.de/kontakt/kontakt.html

2. What data are subject to data protection?

Data protection applies to personal data. Personal data refer to any information relating to an identified or identifiable natural person (known as the data subject). This includes information such as the data subject’s name, postal address, e-mail address or telephone number.

3. Which of my personal data will be processed?

We will only process personal data for this survey that you have provided in the course of your participation in the survey. These may include:

• Academic title,
• First name,
• Last name,
• Email,
• Postal Address,
• Current Institution,
• Faculty/Field of work,
• Current Position,
• Data you provide us with in your submitted letter of motivation,
• Data you provide us with in your submitted abstract,
• Data you provide us with in your submitted publication,
• Data you provide us with in your submitted CV,
• Data you provide us with in your submitted list of publication.

In the context of your registration, you can also provide additional information on a voluntary basis. Please note that this information is not required for registration, and it is up to you alone to decide whether to share this information with us.

4. For what purposes and on what legal basis will my personal data be processed?

We will process your personal data on the basis of your submitted Declaration of Consent. The purpose of processing is to register and process your entry to the competition “Fundamental Academic Values Award” by means of this survey.

Your data will be processed based on Art. 6 (1) a) of the GDPR.

You may withdraw your consent at any time. However, please note that any such withdrawal only takes effect from that point forward and thus does not affect the lawfulness of data processing already performed on the basis of your previous consent.

5. Will you conduct any automated decision-making or profiling?

We use neither automated decision-making nor profiling as per Art. 22 of the GDPR.

6. Will my personal data also be collected from third parties?

We only process the personal data that we collect directly from you in the context of this survey/your entry to the competition.

7. Am I required to provide my personal data?

You are neither contractually nor legally obligated to provide us with your personal data in the course of your voluntary participation in this competition. It is up to you what personal information you provide during the registration process. We may however be unable to register or process your entry if you do not provide certain information.

8. Who has access to my personal data and which recipients will receive them?

Your personal data will only be accessible to departments within the DAAD that need such access to fulfil their functions or duties, and to the staff working in these departments.

We will only pass your personal data on to external recipients if there is a legal justification/your explicit consent for doing so. External recipients of the data of all participants may be:

• The Federal Ministry of Education and Research (BMBF)
• The panel appointed by the DAAD to evaluate all entries
• Commissioned data processors: service providers entrusted with maintaining our IT systems. We carefully select such processors and regularly screen them to ensure that your personal data are in good hands. These service providers may moreover only process your personal data for the purposes we specify.
• Public authorities: public authorities and state institutions, such as public prosecutors, courts of law and fiscal authorities, to which we may be required to provide personal data in individual cases.

Within the scope of the competition, we process the personal data of the prize winners and the data you provided in the course of your entry for the following purposes:

• Coverage of our competition
• Dissemination of text/picture material to DAAD sponsors/cooperation partners for their public relations work

If the aforementioned purposes require publication of the provided data, this may take place in the following media if there is a corresponding legal basis:

•             DAAD and/or NA DAAD website

•             DAAD Intranet

•             DAAD and/or NA DAAD pages in social networks (e.g. X, Facebook, Instagram) and video services (e.g. YouTube)

•             DAAD sponsor/cooperation partner pages in social networks (e.g. X, Facebook, Instagram) and video services (e.g. YouTube)

•             DAAD and NA DAAD print media (e.g. DAAD Annual Report, NA EuroLetter, Newsletters)

Further details on the purposes are specified, if any, in the call for participants, the respective contractual documents or in the contents of any declaration of consent given.

9. Do you intend to transfer my data to third countries?

If data is transferred to bodies whose registered place of business or place of data processing is not located in a member state of the European Union or in another contracting state of the European Economic Area, we shall ensure prior to transfer that, apart from in exceptional cases permitted by law, either the recipient offers an adequate level of data protection (e.g. due to an adequacy decision of the European Commission, suitable guarantees such as the agreement of so-called EU standard contractual clauses of the European Union with the recipient) or your sufficient consent has been obtained. You can obtain from us an overview of the recipients in third countries and a copy of the specifically agreed rules for ensuring an adequate level of data protection. Please use the details in clause 1 for this purpose.

10. For how long will my personal data be stored?

You can find the retention period for your personal data in the chapter on data processing under section IV.

11. What are my rights as a data subject?

You have the following rights regarding the processing of your personal data:

1. Right to information

You have the right to obtain confirmation from us as to whether or not we process personal data on you. If we do, you have the right to access your personal data and the right to further information regarding their processing.

2. Right to rectification

You have the right to demand the rectification of any inaccurate personal data we hold on you and the right to demand that incomplete personal data be completed.

3. Right to erasure (“Right to be Forgotten”)

Under certain circumstances, you have the right to demand that we erase your personal data. You have this right, for example, if your personal data are no longer required for the purpose for which they were collected or otherwise processed or if your personal data have been unlawfully processed.

4. Restriction of processing

Under certain circumstances, you have the right to demand that we restrict our processing of your personal data. In this case, we will only store those personal data for which you have given consent or for which the GDPR permits processing. You may, for example, have the right to restrict processing if you have contested the accuracy of your personal data.

5. Data portability

If you have provided us with personal data on the basis of a contract or a Declaration of Consent and the appropriate statutory requirements are met, you can demand that we send you the data you gave us in a structured, commonly used and machine-readable format or that we transfer them to a different controller.

6. Withdrawal of consent

If you have given us your consent to the processing of your personal data, you can withdraw this consent at any time with future effect. This does not however affect the lawfulness of any processing of your data conducted prior to your withdrawal of consent.

7. Right to lodge a complaint with the supervisory authority

You can also lodge a complaint with the competent supervisory authority if you believe the processing of your data to be unlawful. To do so, you can contact the data protection authority responsible for your place of residence, your workplace or the location of the alleged infringement or you can contact the data protection authority responsible for us. The responsible data protection authority is the supervisory authority of the federal state in which you reside, work or in which the alleged infringement that is the subject of your complaint took place.

12. Whom can I contact if I have questions or to assert my rights as a data subject?

Should you have any questions about the processing of your personal data or about asserting your rights as a data subject as set out in section XI. numbers 1 to 7, you may contact us free of charge. To do so, please use the contact details specified under section I. no. 1. Moreover, you can always withdraw your consent by sending an email to bologna@daad.de.

If you have any questions concerning this notice, you may also contact bologna@daad.de.