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
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:
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)
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.
Rights of data subjects
As data subject of the data processing, you have the following rights:
Right of information (in accordance with Article 15 of the GDPR)
Right to rectification or completion (in accordance with Article 16 of the GDPR)
Right to erasure (in accordance with Article 17 of the GDPR)
Right to restriction of the processing (in accordance with Article 18 of the GDPR)
Regarding the aforementioned rights, the restrictions of the Thuringian Data Protection Law shall be taken into account.
Right to data portability and transfer (in accordance with Article 20 of the GDPR)
Right to logde a complaint with a supervisory authority (in accordance with Article 77 of the GDPR)
In case of doubt, the German law version always applies.