Data protection notice for users

We would like to thank you for your interest in doing a doctorate at the University of Erfurt. The protection of your personal data plays a very essential role for the University of Erfurt. Therefore, we would like to inform you, in accordance with the relevant data protection regulations (in particular in accordance with Article 13 of the EU General Data Protection Regulation – GDPR), about the collection and processing of your data during your doctorate.

Please read the following information carefully before submitting your data to the Research and Graduate Services.

Name and contact details of the person in charge responsible for the data processing

University of Erfurt,
represented by the President Prof. Dr. Walter Bauer-Wabnegg
Nordhäuser Straße 63
D-99089 Erfurt
Phone: +49 361 737-5000
Fax: +49 361 737-5009

E-mail: praesident@uni-erfurt.de

Data processor within the university

According to the General Doctoral Degree Regulations (§ 8 Art. 4) and according to the rights and role concept, the following institutions and their staff members are legally data processors:

• The Deaneries and the Director’s Office of the Max-Weber-Kolleg and persons that are responsible for the administration,
• committees responsible for the doctoral procedure (e.g. the doctoral committee),
• coordinators of the structured doctorate programmes,
• the Research and Graduate Services,
• and all persons entrusted with tasks according to the Higher Education Statistics Act.

Order Processing

Divinus Soft GmbH
Leutragraben 1
07743 Jena
Phone: +49 3641 559011
E-Mail: info@divinus-soft.de

Contact details of the data protection officer of the University of Erfurt

Nordhäuser Straße 63, D-99089 Erfurt
Phone: +49 361 737-5651
E-mail: datenschutz@uni-erfurt.de

Purpose of the data processing

Your personal data will be processed in "Docata" for the purpose of doing a doctorate at the University of Erfurt. Mandatory data that is relevant for the doctorate is marked with (¹) in the assistants for the doctorate procedure.
The German federal act on statistics in higher education (Hochschulstatistikgesetz, HStatG), which came into force on 1 March 2016, further requires all universities in Germany to collect data about their doctoral candidates and share them with the federal statistical offices. These data are also collected for statistical purposes and therefor obligatory; they are marked with (²)
Fields that are neither marked with (¹) nor with (²) are optional. If you choose to provide those information, the data you enter will be used to improve the early-career support services available to doctoral candidates at the University of Erfurt (in particular, graduate services and quality assurance).

Once a year it should be checked if the data are still up to date. Therefore every user will get an e-mail reminder in time.

You can find a list with all mandatory data and optional data here (only available in German).
In addition, all doctoral candidates who are deposited in Docata as accepted are included in the electoral register for the election of the doctoral representation in accordance with the regulations of the doctoral representation of the University of Erfurt (PromV-O).
The electoral register contains the following information:

• Sequence number
• Surname
• First name
• If applicable, matriculation number
• Note on the issue of ballot papers and the casting of votes
• Note on the issue and receipt of absentee ballot papers
• Remarks on the ballot

For the creation of the access link for the online election, the e-mail address deposited in Docata as the correspondence address is sent to the election office in addition to the data mentioned above.
All persons listed in Docata as accepted doctoral candidates will be contacted by e-mail by the Research and Graduate Services or by the responsible dean's office prior to an upcoming election of the doctoral representation. The election committee also contacts the doctoral candidates to inform them about the election process and to invite them to the election.
Details on the election of the doctoral representation can be found in the regulations of the doctoral representation of the University of Erfurt (Ordnung der Promovierendenvertretung, PromV-O) and the Election Regulations of the University of Erfurt (WO UE).

Legal basis of the data processing

Legal basis for the mandatory data (marked with ¹ or ² is Article 6, section 1, sentence 1, lit. e of the GDPR and Article 6, section 1, sentence 1, lit. c of the GDPR in connection with relevant regulations of Thuringian and other higher education law:

• § 5, section 6, sentence 4 of the ThürHG (Support of early stage researchers)
• General Doctoral Degree Regulations § 8
• § 10 ThürHG (Reporting), §§ 2 – 5 ThürHDatVO, §§ 3 – 5 HStatG
• § 5 Abs. 1 ThürHG (University research)

Legal basis for the optional data is Article 6, sentence 1, lit. a of the GDPR: consent.
The legal basis for inclusion in the electoral register is § 5 PromV-O.

Erasure/ Duration of personal data storage

Five years after finishing the doctorate, data of doctoral candidates will be electronically stored in an archive. This means that data processing staff members won’t have any access to those data anymore.
The data will be erased 75 years after finishing the doctorate.
Data of doctoral candidates that have not successfully completed their doctorate will be erased five years after discontinuation of the doctoral proceeding.
If the application for acceptance as doctoral candidate is rejected all data will be erased five years after rejection.
If the application for acceptance as doctoral candidate is not complete, your data will be erased after six months.
User accounts will be erased three months after finishing (disputatio/ thesis defense/ colloquium/ oral exam)/ after discontinuation/ after rejection.

Transfer of data to third parties

Within the University of Erfurt, the data will be processed exclusively by the data processors. In addition, the electoral register including the e-mail address is handed over to the electoral office.
Transfer of data to third parties only takes place within the legal framework. Data will always be transferred in anonymised form.

Notes on Data Security

The processing of the data takes place on secured servers.
We have adopted technical and organizational measures that ensure the security of personal data of users.
For technical support, the Divinus Soft GmbH has access to the data in Docata.