Data Privacy

2. Processed Personal Data and Purposes

As part of the funding format “Research in Groups” or “Workshops” your personal data is collected and processed for the
following purposes:

2.1 Application Process

• Personal master data e.g. first name, last name, title, citizenship
• Contact date, e.g. postal address (business), email address (business email address)
• Personal data submitted in CV
• Personal data submitted in the research project description and project budget planning

2.2 Stay at ZiF

• Personal master data, e.g. first name, last name, title, citizenship
• Contact date, e.g. private postal address, email address
• Banking data
• Personal data of spouse/accompanying person and children, if they stay at ZiF

2.3 Participation in ZiF Workshops and Events

• First name, last name
• Email address (business email address)

2.4 For Quality Management and Evaluation

• Personal master data, e.g. first name, last name, home university, citizenship
• Personal data in context of the research project

2.5 For Photo, Audio and Video Documentation

• Publication on the ZiF website
• Publication in ZiF online and print media
• Publication via ZiF social media channels
• Forwarding to the local press for press coverage

3. Legal Basis for Data Processing

Where the collection of personal data for the purpose listed above is based on the consent of the data subject, the legal basis is Article 6(1)(a) GDPR.

4. Data Transfers

Bielefeld University’s Center for Interdisciplinary Research is legally required to transfer certain personal data to external bodies. This may include, for example:

• Personal data as part of the application to external reviewers for the purpose of preparing assessments
• Personal data in context of your stay (purpose 2.2) to local immigration office and other local authorities like local office for Education based on § 87 German residence law (AufenthG); if necessary, personal data will be shared with local hotels to arrange accommodation for the stay at ZiF.

In individual cases, however, data may be transferred to third parties on the basis of a legal provision, e.g. to law enforcement authorities for the investigation of criminal offenses in accordance with the provisions of the German Code of Criminal Procedure (StPO).

Your photos, audio and video recordings will be posted on the website of the Center for Interdisciplinary Research, on the website of Bielefeld University, and in the online and print media published by ZiF. The material may be shared with service providers involved in the production of print products for publication. This includes agencies and printing companies involved in the creation process.

Selected images and videos will be shared with interested media for reporting on the aforementioned purposes. Additionally, your personal data will be published on the following social media platforms:

Instagram: Meta Platforms Ireland Limited, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland;
Website: https://instagram.com Privacy information: https://instagram.com/about/legal/privacy.
LinkedIn: LinkedIn Ireland Unlimited Company, Wilton Plaza Wilton Place, Dublin 2, Ireland; Website:
https://www.linkedin.com; Privacy information: https://www.linkedin.com/legal/privacy-policy;
YouTube: YouTube LLC , 901 Cherry Avenue, San Bruno, CA 94066, USA, legally represented by Google Inc.,
1600 Amphitheatre Parkway, Mountain View, CA 94043, USA; Website: https://www.youtube.com/ Privacy
information: www.google.de/intl/de/policies/privacy/
Bluesky (Bsky): Bluesky Social, 600 1st Ave., Suite 330, Seattle, Washington 98104, USA; Website:
https://blueskyweb.org/ Privacy information: https://bsky.social/about/support/privacy-policy
ZiF Blog Interdisciplinarity hosted by Hypothèses: The French National Centre for Scientific Research – CNRS,
3 rue Michel-Ange, 75794 Paris, France; Website: https://hypotheses.org/ Privacy information:
https://www.openedition.org/19362?lang=en

Please note that when photos, audio or video documents are published on the internet and in print media, they may become accessible to a wide audience.

We use external service providers (data processors) who process personal data on our behalf. We have concluded data processing agreements with these providers in accordance with Article 28 of the GDPR to ensure the protection of your data.

• Formcycle XIMA Media GmbH, Sudhausweg 9, 01099 Dresden, Germany is engaged to provide web based digital forms. In this context, user data as well as meta data and logging data are processed.
• RR Software GmbH, Am Bahnhof 1, 38899 Hasselfelde, Germany is engaged to provide event and stay management. In this context, registration data consisting of first name, last name and email address are processed.

If service providers gain access to personal data, this access will occur exclusively on the basis of a data processing agreement in accordance with Article 28 GDPR. These providers are contractually obligated to treat your data as confidential and to process it solely in accordance with our instructions.
Your personal data is not transferred to countries outside the European Union (so-called “third countries”).

5. Deletion Periods

Data processed for the purposes listed in section 2 will be stored as Part of the ZiF institute’s history for an indefinite period. Subject to the revocation of consent by the data subject, the data processed will be used solely for the specified purposes.
Please note that when personal data is published on the internet, it may be accessed worldwide by anyone—including through search engines (e.g. Google). This can enable the creation of personal profiles by linking the published data with other information available about you online. The data may also be used for purposes other than those originally intended. Search engine archiving services (e.g. www.archive.org) may allow access to your data even after it has been removed or modified on the University’s websites.

6. Your Rights as Data Subject

As a data subject, you have the following rights under the EU General Data Protection Regulation (GDPR) which you may exercise at any time:

• The right to obtain information about whether and which of your personal data is being processed (Article 15 GDPR),
• the right to request the correction or completion of inaccurate or incomplete personal data concerning you (Article 16 GDPR),
• the right to request the deletion of your personal data in accordance with Article 17 GDPR,
• the right to request the restriction of processing under the conditions set out in Article 18 GDPR
• the right to withdraw your consent at any time. The withdrawal of consent does not affect the lawfulness of processing carried out prior to the withdrawal (Article 7(3) GDPR).

In addition to the rights listed above, you also have the right to lodge a complaint with a data protection supervisory authority (Article 77 GDPR), for example with the authority responsible for the University:

State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia
Kavalleriestraße 2-4
40213 Düsseldorf
Germany

2. Processed Personal Data and Purposes

As part of your stay and participation in a research group or a workshop, your personal data is collected and processed for the following purposes:

2.1 Organization of Your Stay at ZiF and Your Active Participation in a Research Group or Workshop

• Personal master data e.g. first name, last name, gender, title, date of birth
• Contact date, e.g. private postal address, postal address of institution, email address (business or private), phone number (business or private)
• Job-related data: academic field/discipline, current position
• Expected period of stay
• Family data: Personal data of spouse/accompanying person and children, if they stay with you during your visit to ZiF
• Health data: Details regarding allergies and dietary intolerances or physical limitations (processed only to ensure proper accommodation and catering)

2.1.1 Banking and Tax Data if payments are to be made:

• IBAN/account number, Tax-ID

2.2 Permanent Archive Documentation

Retention of core professional data for the permanent documentation of the ZiF institute’s history:

• First name, last name, discipline
• duration of active participation in workshops/research projects in groups

2.3 Quality Management and Evaluation

Conducting institutional evaluations and quality assurance measures:

• Personal master data, e.g. first name, last name, home university
• Personal data in context of the research project

2.4 Photo, Audio and Video Documentation

• Publication on the ZiF website to communicate participating fellows:
  • First name, last name, link to your institution, key points of your area of research
• Publication in ZiF online and print media
• Publication via ZiF social media channels
• Forwarding to the local press for press coverage

3. Legal Basis for Data Processing

Participation (purpose 2.1): The legal basis is Art. 6 (1) lit. e GDPR. This processing is necessary for the performance of public tasks vested in Bielefeld University in conjunction with the Center for Interdisciplinary Research’s Administrative and Usage Regulations (Section 2, Paragraph 4, dated February 15, 2022).

Sensitive Data (health data under purpose 2.1): Processing of health-related data (e.g. allergies or physical limitations) is based on your explicit consent pursuant to Art. 9 (2) lit. a GDPR.

Fee Payment and Travel Expense Reimbursement (financial data under purpose 2.1.1): The legal basis for processing banking data is Art. 6 (1) lit. b GDPR (performance of a contract/pre-contractual measures).

Quality Management and Evaluation (purpose 2.3): The legal basis is Art. 6 (1) lit. e GDPR. This processing is necessary for the performance of public tasks vested in Bielefeld University pursuant to Section 3 and Section 29 of the Higher Education Act of North Rhine-Westphalia (HG NRW) in conjunction with the Center for Interdisciplinary Research’s Administrative and Usage Regulations (dated February 15, 2022).

Consent-Based Processing (purposes 2.2 and 2.4): The collection of data for historical archiving, and public relations is based strictly on your explicit consent. The legal basis is Art. 6 (1) lit. a GDPR.

4. Data Transfers

Bielefeld University’s Center for Interdisciplinary Research is legally required to transfer certain personal data to external bodies. This may include, for example:

• Personal data in context of your und your spouse’s/accompanying person’s and/or children’s stay (purpose 2.1) to local immigration office and other local authorities like local office for Education, based on § 87 German residence law (AufenthG)
• Logistics and accommodation: If necessary, personal data will be shared with local hotels to arrange accommodation for the stay at ZiF. If necessary, your personal data will be shared with public transport operators to organize travel.
• Tax authorities: Bielefeld University is under a legal obligation to transmit your personal data (purpose 2.2) to the competent tax authority in accordance with the relevant regulations. The legal basis for this is Art. 6 (1) lit. c GDPR (processing for compliance with a legal obligation) in conjunction with the German Fiscal Code (AO) or the German Notification Regulation (MV).

In individual cases, however, data may be transferred to third parties on the basis of a legal provision, for example, to law enforcement authorities for the investigation of criminal offenses in accordance with the provisions of the German Code of Criminal Procedure (StPO).

Your photos, audio and video recordings could be posted on the homepage of the Center for Interdisciplinary Research, on the homepage of Bielefeld University, and in the online and print media published by Center for Interdisciplinary Research. The material may be shared with service providers involved in the production of print products for publication. This includes agencies and printing companies involved in the creation process. Selected images and videos will be shared with interested media for reporting on the aforementioned purposes.

Additionally, your personal data could be published on the following social media platforms.

Instagram: Meta Platforms Ireland Limited, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland;
Website: https://instagram.com Privacy information: https://instagram.com/about/legal/privacy.
LinkedIn: LinkedIn Ireland Unlimited Company, Wilton Plaza Wilton Place, Dublin 2, Ireland; Website:
https://www.linkedin.com; Privacy information: https://www.linkedin.com/legal/privacy-policy;
YouTube: YouTube LLC , 901 Cherry Avenue, San Bruno, CA 94066, USA, legally represented by Google Inc.,
1600 Amphitheatre Parkway, Mountain View, CA 94043, USA; Website: https://www.youtube.com/ Privacy
information: www.google.de/intl/de/policies/privacy/
Bluesky (Bsky): Bluesky Social, 600 1st Ave., Suite 330, Seattle, Washington 98104, USA; Website:
https://blueskyweb.org/ Privacy information: https://bsky.social/about/support/privacy-policy
ZiF Blog Interdisciplinarity hosted by Hypothèses: The French National Centre for Scientific Research – CNRS,
3 rue Michel-Ange, 75794 Paris, France; Website: https://hypotheses.org/ Privacy information:
https://www.openedition.org/19362?lang=en

Please note that when photos, audio or video documents are published on the internet and in print media, they may become accessible to a wide audience.

We use external service providers (data processors) who process personal data on our behalf. We have concluded data processing agreements with these providers in accordance with Article 28 of the GDPR to ensure the protection of your data.

• RR Software GmbH, Am Bahnhof 1, 38899 Hasselfelde, Germany is engaged to provide event and stay management. In this context, registration data consisting of first name, last name and email address are processed

• Sendinblue GmbH, Köpenicker Straße 126, 10179 Berlin, Germany is engaged for the creation and distribution of the ZiF newsletter. A (business) email address is processed.

• Evasys GmbH, Konrad-Zuse-Allee 13, 21337 Lüneburg, Germany is used as survey software. In the process, the data listed in section 2.3 as well as the response data from the survey are processed.

Your personal data is not transferred to countries outside the European Union (so-called “third countries”).

5. Deletion Periods

Permanent Archive Documentation (section 2.2)

To preserve the institutional history of the institute, ZiF stores a minimal, permanent dataset indefinitely. This dataset is restricted exclusively to your first name, last name, discipline and the years of your active participation in workshops or research in groups. The legal basis for this long-term archiving is Art. 6 (1) lit. e GDPR in conjunction with Art. 89 GDPR.

Participation Documents (section 2.1): For fellows, general participation data, contractual documents, application files, and related correspondence are retained for ten years after the end of participation in workshops or research in groups, in accordance with statutory retention obligations, and will be deleted thereafter. Data of rejected applicants will be deleted five years after the completion of the application and selection process.

Quality Management and Evaluation (section 2.3): As part of the "Research in Groups" funding format, both convenors and fellows are surveyed. Within the workshop programme, the survey is conducted exclusively with the convenors. The data processed for the purpose stated in section 2.3 will be deleted 12 months after the completion of the survey or — if stored in physical form — destroyed accordingly. For quality management purposes, the data will thereafter only be available in aggregated form or as evaluations, and will be retained in this form for 10 years for quality assurance purposes.

Photo, Audio and Video Documentation (section 2.4): Photos, audio, and video recordings, along with related profile data, are processed for institutional public relations until you withdraw your consent.
Please note: Once personal data is published on the internet, it becomes universally accessible and searchable worldwide (e.g. via search engines like Google). This visibility allows external parties to copy, link, or repurpose your data to create personal profiles or use it for unintended purposes. Furthermore, automated web-archiving services (e.g. www.archive.org) may index and retain these pages, meaning your data might remain accessible online even after it has been deleted or modified on the official university websites.

6. Your Rights as Data Subject

As a data subject, you have the following rights under the EU General Data Protection Regulation (GDPR) which you may exercise at any time:

• The right to obtain information about whether and which of your personal data is being processed (Article 15 GDPR),
• the right to request the correction or completion of inaccurate or incomplete personal data concerning you (Article 16 GDPR),
• the right to request the deletion of your personal data in accordance with Article 17 GDPR,
• the right to request the restriction of processing under the conditions set out in Article 18 GDPR
• the right to withdraw your consent at any time. The withdrawal of consent does not affect the lawfulness of processing carried out prior to the withdrawal (Article 7(3) GDPR).

In addition to the rights listed above, you also have the right to lodge a complaint with a data protection supervisory authority (Article 77 GDPR), for example with the authority responsible for the University:

State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia
Kavalleriestraße 2-4
40213 Düsseldorf
Germany

2. Processed Personal Data and Purposes

As part of quality management, your personal data is collected and processed for the following purposes:

Workshop evaluation:

• Your name
• Title of the workshop
• Survey content

3. Legal Basis for Data Processing

The legal basis for the processing of personal data for the purpose of quality management is Art. 6 para. 1 lit. e GDPR in conjunction with §§ 3 and 29 HG NRW i. in conjunction with the ZiF administration and user regulations.

4. Data Transfers

Your personal data processed by Bielefeld University for the purposes mentioned under point 2 will not be transferred to third parties.

5. Deletion Periods

Your name and the title of your workshop will be stored for 12 months after the survey in order to be able to contact you in case of queries.

The remaining data processed for the purpose of quality assurance will be deleted 10 years after collection.

6. Your Rights as Data Subject

As a data subject, you can assert the rights granted to you by the EU GDPR at any time:

• the right to information as to whether and which of your data is being processed (Art. 15 EU GDPR),
• the right to request the rectification or completion of data concerning you (Art. 16 EU GDPR),
• the right to erasure of the data concerning you in accordance with Art. 17 EU GDPR,
• the right to request the restriction of the processing of data in accordance with Art. 18 EU GDPR.

In addition to the aforementioned rights, you have the right to lodge a complaint with the data protection supervisory authority (Art. 77 EU GDPR), for example with the

State Commissioner for Data Protection and
Freedom of Information North Rhine-Westphalia
Kavalleriestraße 2-4
40213 Düsseldorf
Germany

2. Processed Personal Data and Purposes

As part of our quality management process, we survey our convenors/fellows via an online questionnaire about their research stays at the Center for Interdisciplinary Research (ZiF). The collected data do not contain any directly identifying attributes and are structured so that they cannot be linked to a specific individual. Consequently, a personal reference is virtually non-existent. In rare exceptional cases—such as highly unusual combinations of answers—an inference to an individual cannot be ruled out with absolute certainty. To ensure the highest level of participant protection, the data collected during this project are therefore treated as personal data as a precautionary measure.

During the survey, personal data will be collected and processed for the following purpose:
Workshop evaluation within the framework of quality management.

The following personal data will be collected:

• details about the period of the stay at ZiF
• survey data: your specific multiple-choice responses in the questionnaire, as well as any personal data entered in free-text fields

The survey is conducted using the evaluation and survey software evasys. The survey results are recorded on the servers of the Bielefeld IT Service Center (BITS). Further information and the data protection notice for evasys can be found here:
(https://www.uni-bielefeld.de/themen/campus-support/evasys/downloads/Datenschutzerklarung-fur-evasys-an-der-Uni-Bielefeld-(PDF).pdf).

The personal data are stored securely. Access to the personal data is restricted to the staff of the Quality Management and Science Management colleagues at ZiF. The personal data is collected solely for the purpose of the processing described herein and are stored and analyzed exclusively within the framework of quality management at ZiF.

3. Legal Basis for Data Processing

The collection of personal data for the purpose stated in section 2. is based on the consent of the data subject. The legal basis is Article 6(1)(a) of the General Data Protection Regulation (GDPR).

4. Data Transfers

Your personal data which is processed by ZiF for the purposes listed under section 2 are generally not transferred to third parties. Your personal data are not transferred to countries outside the European Union (so-called “third countries”).

5. Data Retention and Deletion Periods

Data processed for purpose stated in section 2 will be deleted 12 months after the completion of the survey or—if stored in physical form—destroyed accordingly. For quality management purposes, the data will thereafter only be available in aggregated form or as evaluations, and will be retained in this form for 10 years for quality assurance purposes.

6. Data Publication

The presentation of the results to third parties, whether in the form of a publication or a lecture/presentation, will only occur in the form of statistical analyses or—if individual cases are referenced—in a manner that does not allow any inferences to be drawn about specific individuals.

7. Your Rights as Data Subject

As a data subject, you have the following rights under the EU General Data Protection Regulation (GDPR), which you may exercise at any time:

• The right to obtain information about whether and which of your personal data is being processed (Article 15 GDPR),
• the right to request the correction or completion of inaccurate or incomplete personal data concerning you (Article 16 GDPR),
• the right to request the deletion of your personal data in accordance with Article 17 GDPR,
• the right to request the restriction of processing under the conditions set out in Article 18 GDPR,
• the right to withdraw your consent at any time. The withdrawal of consent does not affect the lawfulness of processing carried out prior to the withdrawal (Article 7(3) GDPR).

In addition to the rights listed above, you also have the right to lodge a complaint with a data protection supervisory authority (Article 77 GDPR), for example with the authority responsible for the University:

State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia
Kavalleriestraße 2-4
40213 Düsseldorf
Germany

2. Processed Personal Data and Purposes

2.1 Management of the Application Process and your Active Participation in “Das Junge ZiF”

• Personal master data e.g. first name, last name, gender, title, date of birth
• Contact data, e.g. private postal address, institutional postal address, email address (business or private), telephone number (business or private)
• Job-related data: academic field/ discipline, current position
• Application documents: Personal data contained in your letter of motivation, CV, and references
• Health data: Details regarding allergies and dietary intolerances, or physical limitations (processed only to ensure proper accommodation and catering)
• Family data: Personal data of spouse/accompanying person and children, if they stay with you during your visit at ZiF

2.1.1 Permanent Archive Documentation

• Retention of core professional data for the permanent documentation of the ZiF institute’s history
• First name, last name, discipline
• Years of active participation in “Das Junge ZiF”

2.2 Quality Management and Evaluation

• Conducting institutional evaluations and quality assurance measures.
• Personal master data e.g. first name, last name, gender, home university

2.3 Network Membership “ZiF Postdoc Network”

• Administration of your ongoing membership within the Postdoc Network
• Personal master data e.g., first name, last name, gender, title, date of birth
• Contact data, e.g. private postal address, institutional postal address, email address (business or private), telephone number (business or private)
• Job-related data: academic field/ discipline, current position

2.4 Public Relations and Media Documentation

• For photo, audio and video documentation and public relations
• Publication on the homepage of ZiF to communicate participating fellows of each year
• First name, last name, link to your institution, key points of your area of research
• Publication in ZiF online and print media
• Publication via ZiF social media channels
• Forwarding to the local press for press coverage

2.5 Alumni Network

• Maintenance of connections with former fellows through the ZiF Alumni Network (e.g. for newsletter distribution)
• Contact details: first name, last name, title, email address (business/private)
• Career tracking: Current professional position and career status

3. Legal Basis for Data Processing

Participation in the Postdoc Network “Das Junge ZiF” is entirely voluntary.

Application and Participation (Purpose 2.1): Should you wish to participate in the Postdoc Network, you will need to provide the required information and documents to check if you meet the conditions for participation. The legal basis is the Center for Interdisciplinary Research’s Administrative and Usage Regulations (Section 2, Paragraph 4, dated February 15, 2022) in conjunction with the specific requirements outlined in the respective call for applications.

Sensitive Data (Health Data under Purpose 2.1): Processing of health-related data (e.g., allergies or physical limitations) is based on your explicit consent pursuant to Art. 9 (2) lit. a GDPR.

Quality Management and Evaluation (Purpose 2.2): The legal basis is Art. 6 (1) lit. e GDPR. This processing is necessary for the performance of public tasks vested in Bielefeld University pursuant to Section 3 (1) of the Higher Education Act of North Rhine-Westphalia (HG NRW).

Consent-Based Processing (Purposes 2.3, 2.4, and 2.5): The collection of data for historical archiving, network membership, public relations, and alumni work is based strictly on your explicit consent. The legal basis is Art. 6 (1) lit. a GDPR.

4. Data Transfers

Bielefeld University’s Center for Interdisciplinary Research will transfer certain personal data to external bodies for support and service. This may include, for example:

• Logistics and Accommodation: If necessary, personal data will be shared with local hotels to arrange accommodation for the stay at ZiF. If necessary, your personal data will be shared with public transport operators to organize travel.

In individual cases, however, data may be transferred to third parties on the basis of a legal provision, for example, to law enforcement authorities for the investigation of criminal offenses in accordance with the provisions of the German Code of Criminal Procedure (StPO).

Media and Public Relations: Your photos, audio and video recordings could be posted on the website of the Center for Interdisciplinary Research, on the website of Bielefeld University, and in the online and print media published by the Center for Interdisciplinary Research. The material may be shared with service providers involved in the production of print products for publication. This includes agencies and printing companies involved in the creation process. Selected images and videos will be shared with interested media for reporting on the aforementioned purposes.

Additionally, your personal data could be published on the following social media platforms.

Instagram: Meta Platforms Ireland Limited, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland; Website: https://instagram.com; Privacy information: https://instagram.com/about/legal/privacy.

LinkedIn: LinkedIn Ireland Unlimited Company, Wilton Plaza Wilton Place, Dublin 2, Ireland; Website: https://www.linkedin.com; Privacy information: https://www.linkedin.com/legal/privacy-policy;

YouTube: YouTube LLC , 901 Cherry Avenue, San Bruno, CA 94066, USA, legally represented by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA; Website: https://www.youtube.com/ Privacy information: www.google.de/intl/de/policies/privacy/

Bluesky (Bsky): Bluesky Social, 600 1st Ave., Suite 330, Seattle, Washington 98104, USA; Website: https://blueskyweb.org/  Privacy information: https://bsky.social/about/support/privacy-policy

ZiF Blog Interdisciplinarity hosted by Hypothèses: The French National Centre for Scientific Research – CNRS, 3 rue Michel-Ange, 75794 Paris, France;  Website: https://hypotheses.org/  Privacy information: https://www.openedition.org/19362?lang=en

Please note: when photos, audio or video documents are published on the internet and in print media, they may become accessible to a wide audience and can be copied or indexed by search engines beyond our control.

We use external service providers (data processors) who process personal data on our behalf. We have concluded data processing agreements with these providers in accordance with Article 28 of the GDPR to ensure the protection of your data.

• RR Software GmbH, Am Bahnhof 1, 38899 Hasselfelde, Germany is engaged to provide event and stay management. In this context, registration data consisting of first name, last name and e-mail address are processed.
• Sendinblue GmbH, Köpenicker Straße 126, 10179 Berlin, Germany is engaged for the creation and distribution of the ZiF newsletter. A (business) email address is processed.
• Evasys GmbH, Konrad-Zuse-Allee 13, 21337 Lüneburg, Germany is used as survey software. In the process, the data listed in section 2.2 as well as the response data from the survey are processed.
• XIMA Media GmbH, Sudhausweg 9, 01099 Dresden, Germany is engaged to provide web based digital forms. In this context, the data submitted within your application for “Das Junge ZiF”.

Your personal data is not transferred to countries outside the European Union (so-called “third countries”).

5. Data Retention and Deletion Periods

Permanent Archive Documentation (Purpose 2.1.1)

To preserve the institutional history of the institute, ZiF stores a minimal, permanent dataset indefinitely. This dataset is restricted exclusively to your first name, last name, discipline and the years of your active participation in “Das Junge ZiF”. The legal basis for this long-term archiving is Art. 6 (1) lit. e GDPR in conjunction with Art. 89 GDPR.

Application and Participation Documents (Purpose 2.1) 

General participation data, contractual documents, application files, and related correspondence are retained for ten years after the end of your participation in “Das Junge ZiF”, in accordance with statutory retention obligations, and will be deleted thereafter.

Quality Management and Evaluation (Section 2.2)

Data for statistical evaluation will be anonymized so that it is no longer possible to draw conclusions about individual persons.

Network Membership “ZiF Postdoc Network” (Section 2.3)

The data specified in Section 2.3 will be collected, processed, and used for the purposes of implementing and administering your membership in the ZiF Postdoc Network. This includes the organization, preparation, and follow-up of network meetings and activities as well as facilitating your participation and the general administration of your membership. The data will be stored for a maximum period of five years to cover the selection phase, the membership and potential follow-up activities and will be deleted thereafter, unless a longer retention period is required by law.

Public Relations and Media Documentation (Section 2.4)

Photos, audio, and video recordings, along with related profile data, are processed for institutional public relations until you withdraw your consent.

Please note: Once personal data is published on the internet, it becomes universally accessible and searchable worldwide (e.g., via search engines like Google). This visibility allows external parties to copy, link, or repurpose your data to create personal profiles or use it for unintended purposes. Furthermore, automated web-archiving services (e.g., www.archive.org) may index and retain these pages, meaning your data might remain accessible online even after it has been deleted or modified on the official university websites

Alumni Network (Section 2.5)

Your contact and career tracking details will be stored and maintained within the ZiF Alumni Network permanently until you withdraw your consent or request to terminate your network membership.

6. Your Rights as Data Subject

As a data subject, you have the following rights under the EU General Data Protection Regulation (GDPR), which you may exercise at any time:

• The right to obtain information about whether and which of your personal data is being processed (Article 15 GDPR),
• the right to request the correction or completion of inaccurate or incomplete personal data concerning you (Article 16 GDPR),
• the right to request the deletion of your personal data in accordance with Article 17 GDPR,
• the right to request the restriction of processing under the conditions set out in Article 18 GDPR,
• the right to withdraw your consent at any time. The withdrawal of consent does not affect the lawfulness of processing carried out prior to the withdrawal (Article 7(3) GDPR).

In addition to the rights listed above, you also have the right to lodge a complaint with a data protection supervisory authority (Article 77 GDPR), for example with the authority responsible for the University:

State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia
Kavalleriestraße 2-4
40213 Düsseldorf
Germany