Information on Processing Your Personal Data Within the Scope of the TRR 142-Travel Grant Scheme, pursuant to Art. 13 of General Data Protection Regulation (GDPR)
V1, January 24th, 2023
1. Name and Contact Data
The responsible entity (“controller”) for processing your personal data within the scope of […] is Paderborn University, a legal corporation under public law funded by the German state of North Rhine-Westphalia. It is represented by the President.
1.1 Name and contact data of controller
Universität Paderborn (Paderborn University)
Warburger Str. 100
33098 Paderborn, Germany
Tel.: +49 (0)5251 60-0
1.2 Contact Partner
Name: Dirk Waldhoff
Phone: +49 (0)5251 60-27 01
1.3 Contact details of data protection officer
The Data Protection Officer of Paderborn University can be reached by postal mail at the address of the controller listed above or as follows:
Tel.: +49 (0)5251 60-4444
2. Categories, Purposes and Legal Bases of the Processing of Your Personal Data
Within the scope of the TRR 142 Travel Grant Scheme, Paderborn University will process your personal data as follows for the following purposes and in line with the legal bases listed below
Data piece 1: Collection of personal data. First name, Name, status, contact details (email and mobile number)
Data piece 2: Collection of information about the future event of attendance and expected expenses
Data piece 3: Collection of motivation letter and supporting letter
Purpose: The purpose for storing the data is to make a considered funding decision funding.
Legal basis: The relevant legal bases for processing personal data are primarily specified in Art. 6 GDPR, with more precise and substantiated provisions for specific data processing often provided by Art. 6 (2) and (3) GDPR (e.g. the Higher Education Act of North Rhine-Westphalia (HG NRW) and/or university regulations (such as examination regulations, evaluation regulations, etc.).
The relevant provisions for processing employee data are set forth in Art. 88 GDPR in conjunction with Section 18 (1) of the North-Rhine Westphalia Data Protection Act (DSG NRW) and/or other more precisely specified regulations. For the specific processing of personal data, the relevant section and subsection in the regulations must be selected (note: Art. 6 (1) (f) of the GDPR only applies in exceptional cases.)
3. Recipients of Your Personal Data
In principle, Paderborn University do not transfer your personal data that is processed by Paderborn University within the scope of TRR 142-Travel Grant Scheme to third parties, subject to the data processing described below. In individual cases, data may be transferred to third parties in compliance with a legal requirement, for example to law enforcement authorities for the purpose of investigating criminal offences within the extent of the provisions of the German Code of Criminal Procedure (Strafprozessordnung/StPO) or for the purpose of asserting claims for damages in the event of copyright violations. If (technical) service providers have access to personal data, in case of need the data is processed on the basis of an arrangement in accordance with Art. 28 GDPR. In the event data is processed with other controllers, in case of need the data is processed on the basis of an arrangement in accordance with Art. 26 GDPR. Within Paderborn University, your personal data will only be provided to only those departments and employees that are authorised and that require the data in order to fulfil the aforementioned purpose(s).
4. Transferring Your Personal Data Outside of the EU
In principle, no personal data is transferred to countries outside the European Economic Area and associated countries (no “third country transfer”). If such a transfer becomes necessary, Paderborn University will inform you of this separately.
Social Plugins and/or social media
With the application to the TRR 142-Travel Grant Scheme, the use of the name and status /function of the applicant is allowed for the purpose of public outreach. The TRR 142 can publish an article including name and a photograph of the grantee. This includes the UPB and TRR 142-website(s) as well as social media applications (e.g. facebook, Instagram, LinkedIn).
Those data privacy policies can be found here:
Important note if your data or publications are made available on the Internet:
Please note that whenever personal data is published on the Internet, the personal data can be accessed by anyone in the world – including with the help of “search engines” (e.g. Google). As a result, personality profiles can be created by linking this data with other data about you that is available on the Internet including social media services. The data can also be used by third parties for other purposes, without our having full control over it. Archive functions of search engines (e.g. www.archive.org) allow access to the data even if it has already been changed or removed from the university’s Internet presences mentioned above. With the use of your personal data within the Internet, data can also be transferred to other countries outside the EU and may be stored and used there for unknown purposes. You might not be able to assert your rights, as the level of data protection may be lower than in the EU.
5. Duration of Storage of Your Personal Data
Your personal data that process within the scope of TRR 142-Travel Grant Scheme from Paderborn University as described above will generally be deleted as soon as it is no longer required for the purposes for which it was collected. If necessary, the documents are taken over from the University Archives, where they are usually kept indefinitely.
If and to the extent that the processing of your personal data is based on your consent, your data will only be stored until the time you withdraw your consent, unless there is also another legal ground for the processing (Art. 17 (1) (b) GDPR).
8. Right to Lodge a Complaint
In addition to the aforementioned rights, you also have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR) if you believe that the processing of personal data relating to you infringes the requirements of data protection law for example, the complaint can be submitted to the state commissioner responsible for overseeing the university: Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (State Commissioner for Data Protection and Freedom of Information in North Rhine-Westphalia), Kavalleriestr. 2-4, 40213 Düsseldorf, Germany; phone: +49 (0)211 38424-0, e-mail: email@example.com
9. Automated Decision-making / Profiling
Paderborn University does not use automated decision making or profiling according to Art. 22 GDPR.
More details you will find on the data protection declaration for the central website of the University of Paderborn, which you can find here: https://www.uni-paderborn.de/datenschutzerklaerung/