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Data protection information for the participants of the DFG Review Board Election

We, the Deutsche Forschungsgemeinschaft (DFG, German Research Foundation), take the protection of your personal data and its confidential treatment extremely seriously. Therefore, we wish to inform you about the processing of your personal data in connection with the DFG Review Board Election and the rights to which you are entitled. The processing of your personal data takes place exclusively within the framework of the applicable statutory provisions of data protection laws, in particular the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).

I. Who is responsible for the data processing and who is the data protection officer?

1. The controller for the processing of your personal data is:

2. You can contact our data protection officer as follows:

II. What is the subject matter of data protection?

The subject matter of data protection is personal data. This is all information which relates to an identified or identifiable natural person (so-called data subject). For example, this includes information such as name, postal address, email address or telephone number.

III. What personal data relating to me will be processed?

In the course of preparing and conducting the DFG Review Board election, we only process your personal data that is related to the election process and necessary for the proper conduct of the election.

1. If you participate in the election as a voter of a research institution with a voting centre, this may include the following personal data:

  • Vote number
  • Contact details, including your name, address, e-mail address and telephone number (business)
  • Details of academic degree
  • Details of the academic institution at which you are conducting research

2. If you participate in the election as an individual voter, this may include the following personal data:

  • Contact details, including your name, address, e-mail address and telephone number (business)
  • Details of academic degree
  • Details of the academic institution at which you are conducting research
  • Details of the personal requirements for the right to vote according to § 2 No. 2 Election Regulations for the Election of Members of DFG Review Boards

3. If you participate in the election as a candidate, this may include the following personal data:

  • Contact details, including your name, address, e-mail address and telephone number (business)
  • Date of birth
  • Details of academic degree
  • Details of the academic institution at which you are conducting research
  • Details of the requirements for passive voter eligibility according to § 4 Election Regulations for the Election of Members of DFG Review Boards
  • Details of committee memberships and offices held in the DFG

4. If you participate in the election as a voting centre coordinator, this may include the following personal data:

  • Contact details, including your name, address, e-mail address and telephone number (business)
  • Position
  • Details of the research institution and organisation unit at which you are employed

5. If you are contacted by us in connection with the election as the manager of the research institution:

  • Contact details, including your name, address, e-mail address and telephone number (business)
  • Details of the academic institution at which you are conducting research

IV. What are the purposes of the processing of my personal data and on what legal basis does this take place?

Below, we wish to provide you with an overview of the purposes and legal basis for processing your personal data in connection with the preparation and implementation of the DFG Review Board election:

1. Voters who are not individual voters

If you participate in the DFG Review Board election as a voter – without being an individual voter – we process your personal data as necessary to safeguard our legitimate interests. We only process your personal data if, following a balancing of our interests in carrying out the processing against your potentially conflicting interests, basic rights and basic freedoms on your part, we come to the conclusion that our interests take priority.

This may apply in the following cases and serve the following purposes:

  • Consultation and monitoring of the election for given cause

Here, our legitimate interests consist in pursuing the above mentioned purpose.

Data processing takes place in accordance with point (f) of Article 6 Paragraph 1 GDPR.

We erase the data once it is no longer necessary for the purposes pursued by us and provided that no other legal requirements apply.

2. Individual voters at the DFG Head Office voting centre

If you are nominated as an individual voter and/or are granted the right to vote ad personam by the President of the DFG, we process your personal data to safeguard our legitimate interests. This is done to achieve the following purposes:

  • Assessment and conferral of the right to vote ad personam
  • Sending of election documents
  • Preparation of the electoral roll
  • Consultation and communication
  • Preparation of the election protocol
  • If necessary, monitoring of the election

Here, our legitimate interests consist in pursuing the above mentioned purpose.

Data processing takes place in accordance with point (f) of Article 6 Paragraph 1 GDPR.

We erase the data once it is no longer necessary for the purposes pursued by us and provided that no other legal requirements apply.

3. Candidates

If you participate in the election as a candidate, we process your personal data based on a declaration of consent submitted by you. The purpose pursued in processing results from the content of the declaration of consent and includes in particular:

  • Organisation and implementation of the Review Board election
  • Statistical purposes
  • (in case of candidacy and, if applicable, election:) Publication of the details of the candidates in the list of candidates and the list of election results on the DFG website
  • Notification of the election result

Data processing takes place in accordance with point (a) of Article 6 Paragraph 1 GDPR (consent based on the declaration of consent signed by you). A declaration of consent can be withdrawn at any time. Please also note that this withdrawal shall only apply with future effect, meaning the lawfulness of the data processing which took place with your consent prior to withdrawing remains unaffected.

We will erase your data once the storage period specified in the consent has expired or should you have withdrawn your consent and no other legal basis is present. Should the latter situation apply, we erase the data once the other legal basis is no longer applicable.

4. Voting centre coordinators

If you are involved in the election as the voting centre coordinator, we process your personal data for the preparation and implementation of the DFG Review Board election. The purposes include the following in particular:

  • Communication with you
  • Publication of the data on the DFG’s website for third parties to contact, especially potential voters and other persons responsible for electoral positions

Data processing is carried out based on point (b) of Article 6 Paragraph 1 GDPR (contract/quasi-contractual relationship) in conjunction with point (h) of § 4 Section( 1)(h), § 15 of the DFG statutes and the Election Regulations for the Election of Members of the DFG Review Boards in the currently valid version (for DFG member institutions), if applicable in conjunction with the Agreement on the Establishment of a Voting Centre (for non-member institutions of the DFG) for the preparation and implementation of the election in accordance with the DFG statutes and the applicable election regulations. The necessary processing of your data for the purposes outlined is based on the statutory / contractual rights and obligations existing between the DFG and your employer. For the purpose of fulfilling these duties, your employer has entrusted you, within the framework of your existing contractual / employment relationship, with the performance of the tasks arising from the statutes and the electoral regulations.

Data processing for the purpose of publication on the DFG homepage is based on point (f) of Article 6 Paragraph 1 GDPR (legitimate interests), based on your contract with the electoral office for which you work. Our legitimate interests arise from the requirements for the orderly and smooth conduct of the Review Board election in accordance with the DFG statutes and the election regulations. To this end, it is also necessary to provide eligible voters with easy access to information about the relevant contact persons for their voting centre via the DFG website and to enable those responsible for voting centres to network with each other.

We erase the data once it is no longer necessary for the purposes pursued by us for the preparation and implementation of the DFG Review Board elections and provided that no other legal requirements apply, in particular statutory or contractual retention periods.

5. Managers of a research institution

If you are contacted by us as a manager of a research institution, in connection with the election, we process your personal data to achieve the following purposes:

  • Communication with you

Data processing is carried out based on point (b) of Article 6 Paragraph 1 GDPR (contract/quasi-contractual relationship) in conjunction with point (h) of § 4 Section (1), § 15 of the DFG statutes and the Election Regulations for the Election of Members of the DFG Review Boards in the currently valid version (for DFG member institutions), if applicable in conjunction with the Agreement on the Establishment of a Voting Centre (for non-member institutions of the DFG) for the preparation and implementation of the election in accordance with the DFG statutes and the applicable election regulations. The necessary processing of your data for the purposes outlined is based on the statutory / contractual rights and obligations existing between the DFG and your employer. For the purpose of fulfilling these duties, your employer has entrusted you, within the framework of your existing employment relationship, with the performance of the tasks arising from the statutes and the electoral regulations.

We erase the data once it is no longer necessary for the purposes pursued by us and provided that no other legal requirements apply.

6. Fulfilment of other legal obligations

Under certain circumstances, we also process your personal data in order to comply with legal obligations, for example under commercial, tax, financial or criminal law. In such a case, the purposes of the processing are determined by the legal obligation. As a rule, the processing takes place in order to comply with state monitoring and information obligations.

To this extent, the data is processed in accordance with point (c) of Article 6 Paragraph 1 GDPR.

We will erase the data once the legal obligation no longer applies and provided that no other legal requirements, in particular statutory or contractual retention periods, apply.

7. Statistical documentation

The DFG carries out statistical evaluations of Review Board elections, in particular to evaluate developments with regard to electoral eligibility and participation, subject structure, right of nomination, candidates, elected, participation of HAWs (universities of applied sciences) including their academics (e.g. according to success rates, gender, average age, etc.). The statistical analyses are exclusively for internal use by the DFG and may also contain a small amount of personal data of candidates (e.g. name and subject discipline). Apart from this, the statistics are anonymised. The data processing takes place in accordance with point (f) of Article 6 Paragraph 1 GDPR (legitimate interests). Our legitimate interests arise from the processing purpose stated. Data processing is necessary to record and evaluate developments in the staffing of DFG Review Boards and to make the necessary adjustments where required.

We erase the data once it is no longer necessary for the purposes pursued by us and provided that no other legal requirements apply.

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

We primarily process the personal data which we obtain from you directly in connection with the preparation and implementation of the DFG Review Board election. In a few cases, we also obtain your personal data from third parties, for example:

  • From the voting centre/research institution at which you are conducting research
  • From institutions that you have proposed as candidates or as individual voters
  • From publicly accessible sources

If necessary, we will provide you with more precise information about the above in separate form.

VI. Does automated decision-making or profiling take place?

We do not use automated decision-making or profiling in accordance with Article 22 GDPR.

VII. Am I required to provide my personal data?

You are not obliged to provide us with personal data. However, the provision of personal data may be necessary for the preparation and implementation of the DFG Review Board election.

VIII. Who has access to my data and which recipients obtain it?

Within the DFG Head Office, only those employees who strictly require your personal data in order to carry out their functions or tasks have access to it. These are, in particular, the Review Board Election project team and the organisational units in the DFG that are involved in preparing and providing it to the DFG bodies responsible.

We only pass your personal data on to external recipients if a legal basis exists for this or if you have given your consent to such. Possible external recipients include:

  • Processors: Service providers commissioned by us to process personal data in connection with the DFG Review Board election, to provide personnel services or who are involved in the maintenance of our IT systems. These processors are carefully selected by us and are regularly audited in order to ensure that your personal data remains protected. The service providers may only process your personal data for the purposes stated by us.
  • Public bodies: Authorities and state institutions, for example public prosecutor's offices, courts or financial authorities, as well as public donors to the DFG to whom we may be required to provide personal data in individual cases.
  • Publication of the business contact details of those responsible for voting centres on the DFG website: Since your data is published on the DFG website, it can be accessed worldwide from the time of publication and further use by third parties cannot therefore be ruled out.

IX. Will my personal data be transferred to third countries?

Your personal data is not transferred to third countries as part of the preparation and implementation of the DFG Review Board election.

X. For how long will my data be stored?

Please see the relevant section concerning data processing under Number IV. in order to find out for how long your personal data is stored.

XI. What are my rights as a data subject?

You are entitled to the following rights in connection with the processing of your personal data:

1. Right of access

You have the right to receive confirmation from us as to whether we process personal data relating to you or not. Should this be the case, you have the right to receive information concerning your personal data and to receive further details concerning the processing.

2. Right to rectification

You have the right to request the rectification of incorrect personal data relating to you and to have incomplete personal data completed.

3. Right to erasure (“right to be forgotten”)

Under certain circumstances, you have the right to request that we erase your personal data. For example, this right exists if the personal data is no longer necessary for the purposes for which it was collected or otherwise processed or if the personal data was processed unlawfully.

4. Restriction of processing

Under certain circumstances, you have the right to request that the processing of your personal data be restricted. In such a case, we will only store such personal data in relation to which you have given your consent or processing is permitted by the GDPR. For example, you may have a right to restrict processing if you have disputed the correctness of your personal data.

5. Data portability

Should you have provided us with personal data under a contract or with your consent, then provided that the statutory requirements are met, you can request to receive the data which you have provided in a structured, commonly used and machine-readable format or request that we transfer this data to another controller.

6. Withdrawal of consent

Should you have given us your consent to the processing of your personal data, you can withdraw this at any time with effect for the future. The lawfulness of the processing of your personal data prior to the withdrawal remains unaffected by this.

7. Objection against processing on the basis of a “legitimate interest”

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on point (f) of Article 6 Paragraph 1 GDPR (data processing in accordance with a balancing of interests). Should you raise an objection, we will no longer process your personal data, unless we can demonstrate compelling legitimate grounds for the processing which outweigh your interests, rights and freedoms or the processing is for the establishment, exercise or defence of legal claims.

8. Right to complain to the supervisory authority

You also have the right to lodge a complaint with the responsible supervisory authority, should you consider that the processing of your data breaches applicable laws. For this purpose, you can contact the data protection authority which is responsible for your place of residence, place of employment or the location of the alleged breach or the data protection authority which has jurisdiction over us. The supervisory authority of the German Federal State in which you reside or work or where an alleged breach which forms the subject of the complaint has taken place holds jurisdiction.

XII. Who can I contact if I have any questions or wish to assert my rights as a data subject?

Should you have any questions concerning the processing of your personal data or should you wish to assert your rights as a data subject which are set out in Number XI. 1-7, you can contact us free of charge. Please use the contact details under Number I., 1. To withdraw your consent, you can also use the contact channel which you selected when submitting the declaration of consent.