UNIVERSITY OF KOBLENZ
Universitätsstraße 1
56070 Koblenz
Privacy statement for the brokerage of discarded items and equipment
In the following, you will find information about the processing of your personal data in the context of the brokerage of items and equipment (e.g. furniture, IT hardware, office supplies) by Koblenz University, as well as about the rights you are entitled to.
1. 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
2. Name and address of data protection officer
Konstantin Wagner
Universitätsstraße 1
D-56070 Koblenz
Phone: +49 261 287 2860
Contact via E-Mail: datenschutz@uni-koblenz.de
3. Processing purposes, categories of personal data and legal bases
We process personal data in order to use resources more sustainably, avoid waste and return used furniture and technical equipment belonging to the university to the cycle of use. This includes in particular:
- Brokerage and coordination: Bringing together people who are giving away items and people who are looking for them.
- Handling the handover: Organising collection dates, locations and transport routes.
- Inventory management: documenting changes in the location of inventory and equipment
- Communication: clarifying queries about the condition, technical functionality or availability of items.
We only process data that is necessary for the brokerage and inventorying process. This includes personal master data (surname, first name, department/division if applicable), contact details (e-mail address or telephone number), location data if applicable (current location and destination of the item) and other relevant information about the items to be brokered. The legal basis for the above data processing is Article 6(1)(b) (initiation or fulfillment of a contract, e.g. when taking over equipment for private use) and Article 6(1)(e) (performance of a public task), paragraphs 2 and 3 of the General Data Protection Regulation (GDPR), Section 3 of the Rhineland-Palatinate State Data Protection Act (LDSG) in conjunction with Section 2 (7) of the Rhineland-Palatinate Higher Education Act (HochSchG).
If your data was collected in connection with your interest in specific available inventory items or equipment, we offer you the option of remaining in the pool of interested parties shared by Green Office and Department 52 even after a successful placement. This pool enables us to inform you about the current availability of discarded items and equipment and to contact you specifically for future placements or placement attempts as soon as an item that matches your search criteria becomes available. The processing and long-term storage of contact details and search criteria for this purpose is based on your voluntary consent in accordance with Article 6(1)(a) of the GDPR. You can withdraw your consent at any time. Please note, however, that this withdrawal only has effect for the future, i.e. the withdrawal does not affect the lawfulness of the processing of data that has already been carried out on the basis of your consent up to the time of withdrawal. After withdrawal, your contact details will be deleted from the pool of interested parties and you will no longer receive any further offers. Further details on the processing of data can be found in the content of the consent form. Please address any withdrawal of your consent to the Green Office at the University of Koblenz, Universitätsstraße 1, 56070 Koblenz, post office box 314; E-Mail: greenoffice@uni-koblenz.de; Phone: 0261 287 2071.
4. Obligation to provide personal data
In principle, you are not obliged to provide us with personal data. However, depending on the specific case, the provision of your data may be necessary for participation in the brokerage of discarded items and equipment.
5. Source and recipients of personal data
We may process not only personal data that we have received directly from you, but also data that we have received from third parties, such as your employer. This could be contact details that your employer has provided to us, or similar information.
Your data will be treated confidentially by the University of Koblenz and will therefore only be disclosed to the parties involved in the process. For the organisation of the process and the brokerage, these are primarily the responsible employees of the Green Office and Department 52. When brokering IT hardware, the operating unit responsible for IT may be involved. In addition, the University uses service providers who are commissioned to provide services, for example in the areas of technical infrastructure and IT maintenance. This may also involve access to personal data. These processors have been carefully selected by us and may only use the data for the purposes specified by us. Furthermore, the personal data processed by the University of Koblenz is not transferred to third parties unless you have expressly consented to such transfer in advance or there is a legal obligation to do so. With your consent, the contact details (name, email address, telephone number) required for this purpose may also be exchanged between the provider and the recipient in order to arrange a handover date.
6. Retention period and data deletion
We store your personal data for as long as is necessary to fulfil the respective purposes and until any limitation periods and retention obligations expire. The data relating to the brokerage process will be deleted after completion of the handover, provided that there are no retention obligations. If the purpose for storage no longer applies or if a statutory retention period to which the University of Koblenz is subject expires, the personal data will be routinely deleted or its processing restricted in accordance with the statutory provisions.
If you consent to the voluntary storage of your data in our pool of interested parties for the purpose of brokering discarded items and equipment, we will store this data until you withdraw your consent or until your interest in brokering no longer exists. Once a year, we will check whether such interest still exists. If you do not express a wish to extend this and your data is no longer required for a specific brokerage transaction, it will be deleted.
7. Location of data processing
In principle, we process your personal data only in Germany and they are not transmitted to third countries.
8. Automated decision-making
There is no automated decision-making, including profiling, within the meaning of Article 22 of the GDPR.
9. 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) and (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 greenoffice@uni-koblenz.de or datenschutz@uni-koblenz.de or 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
© Universität Koblenz
