Privacy Statement for staff of the University of Koblenz

We, the University of Koblenz, hereby inform our staff in employment or work relationships, as well as all honorary staff, freelancers and lecturers, about the processing of personal data and the rights to which they are entitled.

I. Name and address of the controller

University of Koblenz
Universitätsstraße 1
D-56070 Koblenz
Germany

Phone: +49 261 287 - 0
E-Mail: service@uni-koblenz.de

II. Name and address of data protection officer

Konstantin Wagner
Universitätsstraße 1
D-56070 Koblenz
Germany

Phone: +49 261 287 2860
E-Mail: datenschutz@uni-koblenz.de

In the following, you will find an overview of the different purposes and legal bases of data processing.

  1. We process personal data of our staff for the purpose of carrying out or terminating the employment or work relationship and for the purpose of carrying out and terminating service relationships and contracts for work and fees as well as teaching assignments. This includes, in particular, the processing of personal data for the purposes of personnel administration and planning as well as for the implementation of internal, personnel, social, budgetary and cost-accounting measures. The data processing is carried out on the basis of Article 6 (1) (b) and (c) of the General Data Protection Regulation (GDPR) and Section 20 of the Data Protection Act of the federal state of Rhineland-Palatinate (LDSG-RLP). In this context, we may process special categories of personal data on the basis of Section 20 (3) LDSG-RLP or Article 9 (2) (b) GDPR. The management and use of the personal files of civil servants is governed by Sections 87 et seq. of the Rhineland-Palatinate Civil Service Act (LBG) in conjunction with Section 50 of the Civil Service Status Act (BeamtStG). In addition, the University of Koblenz processes the personal data of its employees on the basis of Section 3 (6) of the Collective Agreement for Public Service of the federal states (TV-L), Section 20 LDSG in conjunction with Article 88 GDPR, and of its lecturers on the basis of Section 6 (1) sentence 1 letter e) in conjunction with Section 63 of the Higher Education Act of Rhineland-Palatinate (HochSchG).
  2. We also process personal data in order to comply with legal obligations to which we are subject. The purposes of the processing arise in this respect from the respective legal obligation. The data processing is carried out on the basis of Article 6(1)(c) GDPR.
  3. We also process personal data for the establishment, exercise or defence of legal claims. The data processing is carried out on the basis of Article 6(1)(b) and (e) GDPR in conjunction with Section 3 LDSG-RLP. We process special categories of personal data in this context, if necessary, on the basis of Article 9(2)(f) GDPR.
  4. We also process personal data for the protection and security of our IT resources. The data processing is carried out on the basis of Article 6(1)(c) GDPR in conjunction with Article 32 GDPR. The legal obligation is to protect our IT resources from possible attacks and security incidents.

IV. Categories of data

In the context of processing the personal data of the data subjects, the following data categories might be affected: personal master data (e.g. first name, last name, title, date of birth, marital status, religious denomination) together with photos (personnel file), contact data (e.g. private address, private email address, private phone number), data on social insurance and finances (e.g. social insurance and tax identification features as well as bank details), health insurance data, qualification features (e.g. references, admission, certificates, etc.) as well as health data in the context of company integration management.

V. Obligation to provide personal data

There are contractual and legal obligations to provide us with personal data for the purposes mentioned under section III. nos. 1 and 2. If you do not provide us with this data, we will be unable to fulfil our obligations under the contractual relationship with you and due to legal obligations, or to exercise our rights under them to their full extent, and you may suffer legal disadvantages.

VI. Source and recipients of personal data

As a general rule, only personal data that has been collected directly from the data subjects themselves is processed. In individual cases, the University of Koblenz also receives data from third parties, in particular the State Office for Finance (LfF).

Within the university, employees can access personal data in order to fulfil their tasks. In addition, processors who are entrusted with providing services in the human resources or IT area or with maintaining IT systems for the University of Koblenz may also access data to the extent necessary. Personal data may be passed on to third parties within the scope of legal obligations, e.g. within the scope of obligations under civil service, social security and tax law. In particular, the University of Koblenz transmits personal data to the LfF for the purpose of making payments, remunerations, subsidies and, if applicable, child benefits payable and for anonymised forwarding to the Rhineland-Palatinate State Office for Statistics (personnel statistics). Furthermore, personal data may be transmitted to authorities and public bodies such as public prosecutors, courts or tax authorities if and to the extent that there is a legal basis for doing so, in particular an official obligation. In addition, the University of Koblenz reserves the right to transmit personal data of the persons concerned to third parties, in particular in the context of cooperation and third-party funded projects, insofar as this is necessary in the context of providing evidence of use. Data exchange for payment and fee purposes with the LfF, the Landeshochschulkasse (state university fund) and with banks and credit institutions is mandatory, as payment and fee transactions are carried out exclusively by bank transfer using the SEPA procedure.

VII. Storage periods or criteria for their determination

We store your data for as long as is necessary for the storage purpose pursued by us, insofar as this is provided for in laws or regulations to which the University of Koblenz is subject.

If the purpose of storage no longer applies or if a storage period prescribed by law to which the controller is subject expires, the personal data will be deleted or their processing restricted in accordance with the statutory provisions.

After the termination of a service, employment or fee-based or work contract relationship or teaching assignment, the University of Koblenz deletes personal data of the persons concerned if this data is no longer needed, unless legal provisions prevent the deletion. Section 96 of the Civil Service Act (LBG) applies to the personal files of civil servants.

VIII. Location of data processing

In principle, we process your personal data only in Germany and they are not transmitted to third countries,

IX. Automated decision-making

There is no automated decision-making, including profiling, within the meaning of Article 22 of the GDPR.

X. Data subject rights

As a data subject, you have the following rights under the GDPR:

Right of access: You have the right to receive information about the personal data pertaining to you that we process.

Right to rectification: You may demand that inaccurate personal data will be rectified. Furthermore, you may demand that incomplete data will be completed.

Right to erasure: In certain cases, you are entitled to demand the erasure of your personal data.

Right to restriction of processing: In certain cases, you are entitled to demand that we restrict the processing of your data.

Right to data portability: If you have made the data available to us based on a contract or consent, you are entitled to demand to receive the data which you provided to us in a structured, commonly used and machine-readable format or to have them transmitted by us to another controller.

Withdrawal of consent: If you have given us your consent as to the processing of your data, you may withdraw the consent at any time with effect for the future. This does not affect the legitimacy of the processing of your personal data before the withdrawal of the consent.

Right to object: You have the right to object at any time to the processing of your personal data on the basis of Art. 6(1)(e) or (f) GDPR for reasons arising from your particular situation.
Your personal data will then no longer be processed unless we can provide compelling protected reasons for such processing that outweigh your interests, rights and freedoms, or the processing is necessary for the assertion of, exercise of, or defence against any legal claims.

Asserting your rights: To assert any of your abovementioned rights, please contact us by email at datenschutz@uni-koblenz.deor in writing at the above address. Please ensure that we are able to clearly identify you.

Right to complain to a supervisory authority: You have the right to complain to a data protection supervisory authority if you believe that the processing of your personal data is unlawful. The supervisory authority responsible for us is:

The Rhineland-Palatinate DPA (Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz)
Hintere Bleiche 34
55116 Mainz
Germany

E-Mail: poststelle@datenschutz.rlp.de