Data protection advisories regarding job vacancy ads

I. Contact details for the Data Controller

1. Name and address of the Data Controller

University of Bonn
Regina-Pacis-Weg 3
53113 Bonn, Germany
Phone: +49 228 73-0
Email: kommunikation@uni-bonn.de
Website: https://www.uni-bonn.de/en 

2. Name and address of the Data Protection Officer

The Data Protection Officer of the Controller is:
TBA

Deputies:
Eckhard Wesemann and Thomas Rütten
Poppelsdorfer Allee 31–33
53115 Bonn, Germany
Email: datenschutz@uni-bonn.de
Phone: +49 228 73-7278 or ‑2078

When you contact us via e-mail or contact form, we store the data you provide in order to respond to the matters of your inquiry. We erase data thus collected when storage is no longer necessary, or restrict such from processing if statutory storage requirements apply.

II. Data processed, processing purposes and legal basis of data processing

1.     Data processing for technical security purposes

When you use our website solely for informational purposes, i.e. you do not register or otherwise provide us with information, the only personal data we collect are the personal data your browser transmits to our server. The University of Bonn has a legitimate interest (Art. 6, para. 1, sentence 1, letter f) GDPR) in processing the following data in order to display our website, ensure system stability and operational reliability and defend against unauthorized attacks:

•  Information about browser type and version
• User’s operating system
• User’s internet service provider
• User’s IP address (pseudonymized, truncated IP address)
• Date and time of access
• Referrer website
• Websites accessed by the user’s system via our website (within *.uni-bonn.de, details of referrers will not be communicated to third parties)

The log files contain IP addresses and other data that allows for identification of a user. This can for example be the case where a link from a referring website or from our pages to another website contains personal data.

The data is also stored in log files on our system. This data is not stored together with other personal data from the user.

2.     Data processing for the purpose of online job application filing

An online application must be filed as part of applying for a position at the University of Bonn.

a)     Data storage, use and erasure

The University of Bonn processes your personal data as part of and in connection with your filed application for purposes of conducting an organized application process. Specifically, we use your personal data to

• process your application;
• assess your suitability for the open position; and
• perform administrative tasks connected with your potential employment, such as appointment scheduling.

The following data is processed in online application filing:

Required data

• Ms./Mr./Mx.
• First name
• Last name
• Street address
• Postal code, city/town of residence
• Country of residence
• Citizenship
• Email address
• How did you hear about the open position?
• Attachments: cover letter, CV, certificates

Optional

• Title
• Date of birth
• Phone number
• Cell/mobile number
• Severe disability or gender equality-relevant information
• Information on affiliation with the University of Bonn
• Attachments: other documents

If you apply for a job vacancy but are not hired, the University of Bonn retains your application data for three (3) months from the date of conclusion of the application process to enable the answering of questions concerning the application and selection processes. Stored data and files are erased upon elapse of this period. A filed application may be withdrawn at any time. When you withdraw an application, your data and files are immediately erased from the application database, subject to the limiting conditions outlined below. The University of Bonn reserves the right, however, to store a limited amount of your data until the application process concludes to ensure compliance with applicable laws, including particularly documentation requirements under the General Act on Equal Treatment (AGG).

b)     Transmission of data to third parties

Data and files you submit as part of the application process are utilized internally by the University of Bonn for candidate selection. The following entities typically use such data and files: the department or section advertising the position, Human Resources, the Office of Disability Resources, the University Gender Equality Commissioner and the relevant staff council. No transmission of data to third parties takes place.

c)     Underlying legislation

Art. 6, para. 1, letter a) GDPR forms the legal basis for such data processing in conformity with the General Data Protection Regulation

III. Processor

We cooperate with service provider Combit Software GmbH with registered office at Bücklestraße 3–5, 78467 Konstanz, Germany. The company provides us support regarding IT system operation and maintenance. Your data are processed exclusively in accordance with our instructions on the basis of a processing contract concluded with us in accordance with Art. 28 GDPR. The provider is contractually bound to process the data exclusively for the purposes of system operation and maintenance and to have technical and organizational measures implemented to appropriately protect your data.

Use of cookies

In addition to the above data, cookies are stored on your computer when you use our job application portal. Cookies are small text files that are stored locally in the temporary memory of your web browser as visitor to our website. The placement of cookies enables greater website functionality and more convenient website use by you. We utilize this technology on the basis of granted consent per Art. 6, para. 1, letter a) GDPR.

The scope and functional specifics as well as the duration of such storage, as applicable, are outlined here: https://www.uni-bonn.de/en/data-protection-policy?set_language=en, “V. Use of cookies.”

IV. Your rights

You have the following rights vis-a-vis the University of Bonn regarding your personal data:

• Right to information
• Right to rectification or erasure
• Right to restriction of processing
• Right to object to processing
• Right to data portability

(2) You furthermore have the right to file complaint with a data protection supervisory authority regarding the processing of your personal data.

North Rhine-Westphalia State Commissioner for Data Protection and Freedom of Information
Kavalleriestr. 2–4
40213 Düsseldorf
Phone: +49 211 38424-0
Fax: +49 211 38424-10
Email: poststelle@ldi.nrw.de