Data protection information for applications and project management in the IZKF-Tool

Information on data protection regarding our processing of applications and project management in accordance with Art. 13 of the General Data Protection Regulation (GDPR).

For reasons of better readability, the simultaneous use of masculine and feminine language forms has been omitted. All references to persons apply equally to all genders.

In accordance with the provisions of Art. 13 of the General Data Protection Regulation (GDPR), we hereby inform you about the processing of the personal data provided by you in the context of the application for an IZKF funding procedure and project management, as well as any personal data we may have collected, and your rights in this regard. In order to ensure that you are fully informed about the processing of your personal data within the scope of the application procedures, please take note of the following information.

1. Description of processing activity

The IZKF-Tool is used to process applications and projects in the IZKF funding programme (Junior Projects and Advanced Projects) including application, review process, project controlling and follow-up.

2. Name and contact details of the person responsible

IZKF – Administrative Office

Krankenhausstr. 12

91054 Erlangen

Anne Reichel

Email: anne.reichel@uk-erlangen.de

Telephone: 09131 85-46842

Dr. Katrin Faber

Email: katrin.faber@uk-erlangen.de

Telephone: 09131 85-46841

3. Contact details of the data protection officer

Norbert Gärtner

Schloßplatz 4

91054 Erlangen

Email: norbert.gaertner@fau.de

Telephone: 09131 85-25860

4. Purpose and legal basis of the processing

We process your personal data in accordance with the provisions of the European General Data Protection Regulation (GDPR) and the German Data Protection Act (Bundesdatenschutzgesetz/BDSG).

The Interdisciplinary Center for Clinical Research (IZKF) is the central structure of research development at the Faculty of Medicine of the Friedrich-Alexander University Erlangen-Nuremberg (FAU). The IZKF-Tool is used by the applicants to submit proposals for the Junior- and Advanced Projects. The IZKF Administrative Office considers all applications and prepares the evaluation, which is carried out via the Tool. Reviewers from the IZKF committees have access to the applications in the Tool and can enter their reviews directly. They receive the requests for reviews and reminder e-mails as automated e-mails from the Tool. The approval procedure then runs via the Tool. Automated e-mails are also sent via the Tool at the beginning, end and follow-up of the project as well as during the preceding application submission. Applicants can upload documents during the course of the project as well as documents and data within the follow-up (publications, third-party funding and career development).

IZKF Advisory Board regulations in the version of 14^th June 2004

Rules of procedure of the IZKF Erlangen in the version of 27^th February 2018

Statutes of the IZKF Erlangen in the version of 1^st October 2016

5. Categories of personal data

We only process such data that are related to your application and the project management.

Applicant and reviewer

• Salutation
• Title
• Names
• EMail
• Telephone
• User name
• Date of birth
• Institution
• Address (workplace)
• Completed studies
• Date of PhD thesis
• Proof of parental leave

6. Categories of data subjects

• Scientists and physicians (including post-doctoral students, post-doctoral lecturers, professors) of the Faculty of Medicine at FAU (employees of FAU and UKER, possibly external staff at the time of application, possibly concerning Junior Projects)
• Professors of other universities/ clinics as members of the External Scientific Advisory Board of the IZKF

7. Categories of recipients of personal data

8. Disclosure of personal data to a third country or to an international organisation

It is not intended to transfer your personal data to a third country/ international organisation.

9. Deadlines foreseen for the deletion of the different categories of data

Your personal data will only be kept by us for as long as we reasonably consider it necessary to achieve the purposes set out in section 4. 15 years after the end of the funding period, the data will be compared and users who are no longer active will be deleted from the system. For each project cohort, the respective data is tracked for 5 years (project duration plus 1.5 years follow-up of projects). Since the statistics are always presented for the last three cohorts, a storage period of 15 years is therefore obligatory.

10. Your rights

Every data subject has the right of access under Art. 15 GDPR, the right of rectification under Art. 16 GDPR, the right of deletion under Art. 17 GDPR, the right to restrict processing under Art. 18 GDPR, the right of notification under Art. 19 GDPR and the right to data transferability under Art. 20 GDPR.

In addition, you have the right of appeal to a data protection supervisory authority in accordance with Art. 77 GDPR if you are of the opinion that the processing of your personal data is not lawful. The right of appeal is without prejudice to any other administrative or judicial remedy.

If the processing of data is based on your consent, you are entitled to revoke your consent to the use of your personal data at any time in accordance with Art. 7 GDPR. Please note that the revocation is only effective for the future. This does not apply to processing that took place before the revocation.

To protect your rights, you can contact us using the contact details given in section 2.

11. Obligation to provide personal data

 The provision of your personal data in the context of your application is voluntary. We can only consider, accept and further process your application if you provide personal data as is absolutely necessary to process your application and the project.