Data Protection Declaration Mobility Online
Data protection declaration for the processing of personal data
Information obligations according to GDPR
- For what purpose will personal data be processed?
TUD, represented by the Unit International Affairs (International Office), supports staff and students of TUD (academic and non-academic staff) in the organization and implementation of study-related stays abroad/training measures. Unit International Affairs manages and organizes, among other things, cooperations and student exchanges, as well as staff journeys to partner universities (staff exchanges), with which exchange programs have been contractually agreed. Furthermore, it supports the organization of stays abroad at universities with which TUD has not concluded a cooperation agreement. Unit International Affairs administers, among other things, third-party funding programs such as the “ERASMUS” program of the European Commission as well as the “PROMOS” program from funds of the Federal Ministry of Education and Research (BMBF). The German Academic Exchange Service (DAAD) is responsible for the administration and financing of both programs.
As part of the application process for implementing a semester/stay abroad, personal data is collected exclusively to enable the processing of an application, to evaluate the application and, in the event that the application is approved, for the organizational processing of the corresponding exchange or scholarship program.
As part of the online application, data concerning the person and their planned stay abroad will be transferred. This data will be added to the Mobility Online database used by Unit International Affairs.
This data is required for:
• the preparation of the grant contracts for the scholarship holders
• the payment of the scholarship installments (usually the 1st and 2nd Installments)
• the recognition and crediting of credits earned abroad (ECTS framework)
• the implementation of the exchange and scholarship programs according to the regulations of the funding agencies and for the preparation of the final report (report to the EU Commission / DAAD).
• nominations at the partner university, if applicable
• invitations to informative events, surveys and evaluations
• information directly related to the stay abroad and its implementation
• establishing contact in crisis situations in the host country as well as safety instruction(s)
• notifications regarding the program
• reminders in case of non-fulfillment of contractual obligations
Further information can be found on the website of the Unit International Affairs: https://tu-dresden.de/internationales.
The processing of personal data is necessary not only for this purpose, but also for the purpose of university statistics and for providing evidence of the proper use of funds. - Who is responsible for data processing and to whom can data subjects turn?
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For the "ERASMUS+" Staff and Student Mobility programs
Responsible body:
The Directorate-General for Education, Youth, Sport and Culture of the European Commission
https://ec.europa.eu/erasmus-esc-personal-data
The TU Dresden is the processor. -
For all other programs:
Responsible body:
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- What is the legal basis for the processing of personal data?
The legal basis for the processing of personal data is Art. 6 para. 1 sentence 1 letter b) GDPR. - Which personal data is processed, how is it stored and for how long?
The personal data specified in the application form are processed. If the stay abroad does not take place or if the financing cannot be secured, the personal data will be deleted after the application and selection process of the respective year.
Personal data will also be deleted if the purpose of the processing no longer exists. This means that the personal data of those applying for a semester or stay abroad will be stored by the Unit International Affairs for the duration of the application and selection process, as well as during the stay abroad and the subsequent report. The personal data of students, lecturers or staff who cancel their stay abroad will be deleted following the application procedure of the respective academic year. The personal data of students, lecturers or staff who receive a mobility grant from ERASMUS+ or PROMOS will be stored for a period of ten years, calculated from the confirmation date of the final report, insofar as this is deemed necessary for verification purposes. In particular, for providing proof of the proper use of funds. https://ec.europa.eu/erasmus-esc-personal-data - What personal data will be transferred to third parties / will this data be published?
If necessary, personal data is transferred between TU Dresden and the partner universities. If the partner university is located in a non-European country, it is important to note that data may, in this case, be transferred to a third country that is does not meet the national data protection standards. This means that compliance with the statutory and legal provisions applicable in the European Union may not be guaranteed.
In addition, personal data will be transferred to the funding party for the purpose of providing evidence of the proper use of funds. - What are the general basic rights of data subjects?
To claim your rights, it is sufficient to notify the responsible person in writing (letter, email, or fax). However, the rights can only be exercised if the processed data allow for the identification of a natural person.- 1) Right to information (Art. 15 GDPR)
Data subjects have the right to obtain information on the data processed concerning them, as well as possible recipients of such data, at any time. You are entitled to a reply within one month of the responsible party for the data processing receiving your request for information. - 2) Right to correction, deletion and limitation (Art. 16 - 18 GDPR)
Data subjects may at any time request TU Dresden to correct, delete or limit the processing of their personal data. - 3) Right to data portability (Art. 20 GDPR)
Data subjects can request that the responsible party transfers their personal data in a machine-readable format. Alternatively, you can request the direct transfer of your personal data to a different responsible party, insofar as this is possible. - 4) Right of appeal (Art. 77 GDPR)
Data subjects can contact TU Dresden's Data Protection Officer at any time and, in the case of a complaint pursuant to Art. 77 GDPR, the responsible supervisory authority for data protection. The responsible supervisory authority is:
Saxon Data Protection Officer
Sächsische Datenschutz- und Transparenzbeauftragte
Dr. Juliane Hundert
Maternistraße 17
01067 Dresden
E-Mail: post@sdtb.sachsen.de
Telefon: + 49 (0) 35185471 101
www.datenschutz.sachsen.de
- 1) Right to information (Art. 15 GDPR)