We, the Deutsche Forschungsgemeinschaft (DFG, German Research Foundation), take the protection of your personal data and its confidential treatment extremely seriously. Therefore, we wish to inform you about the processing of your personal data in connection with your work as a committee member () at the DFG and the rights to which you are entitled. The processing of your personal data takes place exclusively within the framework of the applicable statutory provisions of data protection laws, in particular the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).
1. The controller for the processing of your personal data is:
2. You can contact our data protection officer as follows:
The subject matter of data protection is personal data. This is all information which relates to an identified or identifiable natural person (so-called data subject). For example, this includes information such as name, postal address, email address or telephone number.
Within the framework of your work as a committee member of the DFG, we only process such personal data relating to you which is connected to your work as a committee member.
Specifically, this may include:
Below, we wish to provide you with an overview of the purposes and legal basis of the processing of your personal data in connection with your work as a committee member at the DFG:
1. Data processing for the purposes of contract fulfilment and compliance with reporting obligations
We process your personal data for the preparation and performance of activities as a committee member of the DFG. The purposes depend on your specific tasks as a member of the committee in question and, should the activities also represent at least part of your work duties, also on the contract with your employer, and include the following in particular:
The data processing takes place in accordance with point (b) of Article 6 Paragraph 1 GDPR. In addition, data processing by the DFG takes place for purposes connected to the reporting obligations vis-à-vis the donors of the DFG, also in accordance with point (c) of Article 6 Paragraph 1 GDPR. Furthermore, data processing is carried out based on consent pursuant to point (a) of Article 9 Paragraph 2 GDPR when processing special categories of personal data.
We erase the data once it is no longer necessary for the purposes pursued by us within the framework of the activities as a DFG committee member and provided that no other legal requirements, in particular statutory or contractual retention periods, apply.
2. Fulfilment of other legal obligations
Under certain circumstances, we will also process your personal data in order to comply with legal obligations, for example under commercial, tax, financial or criminal law. In such a case, the purposes of the processing are determined by the legal obligation. As a rule, the processing takes place in order to comply with state monitoring and information obligations.
To this extent, the data is processed in accordance with point (c) of Article 6 Paragraph 1 GDPR.
We will erase the data once the legal obligation no longer applies and provided that no other legal requirements, in particular statutory or contractual retention periods, apply.
3. Processing in order to safeguard legitimate interests
Where necessary, we also process your personal data in order to safeguard our legitimate interests. We will only process your personal data if this is compatible with your basic rights and freedoms.
This may be applicable in the following cases:
To this extent, data processing takes place in accordance with point (f) of Article 6 Paragraph 1 GDPR. Here, our legitimate interests consist in pursuing these aims.
We will erase the data once it is no longer necessary for the purposes being pursued by us and provided that no other legal requirements apply.
4. Processing based on your consent
In individual cases, we also process your personal data based on a declaration of consent which you have submitted. In such a case, the purpose of the processing is contained in the content of the declaration of consent. Data processing is carried out based on point (a) of Article 6 Paragraph 1 GDPR or based on point (a) of Article 9 Paragraph 2 GDPR in the event of special categories of personal data being processed.
Consent can be withdrawn at any time. Please also note that this withdrawal shall only apply with future effect, meaning the lawfulness of the data processing which took place with your consent prior to withdrawing remains unaffected.
We will erase your data once the storage period specified in the consent has expired or should you have withdrawn your consent and no other legal basis is present. Should the latter situation apply, we erase the data once the other legal basis is no longer applicable.
We primarily process the personal data which we receive from you directly in connection with your work as a committee member at the DFG. In a few cases, we also obtain your personal data from third parties, for example:
If necessary, we will provide you with more precise information about the above in separate form.
We do not use automated decision-making or profiling in accordance with Article 22 GDPR.
In connection with your work as a committee member, you are required to provide the personal data which is necessary for the preparation and performance of the activities as a committee member and to fulfil the associated contractual or legal obligations or which we are legally obliged to process. Without this data, you may not be able to carry out the committee work.
Within the DFG Head Office, only those employees who strictly require your personal data in order to carry out their functions or tasks have access to it.
We only pass your personal data on to external recipients if a legal basis exists for this or if you have given your consent to such. Possible external recipients include:
Within the framework of the work as a committee member, your personal data will, in individual cases, be transferred to bodies whose headquarters or data processing location is not in a Member State of the European Union or another Member State of the European Economic Area. In such a case, prior to the transfer, we ensure that either an adequate level of data protection exists (for example by means of an adequacy decision of the European Commission, suitable guarantees, such as the agreement of so-called EU standard data protection clauses of the European Commission with the recipient) or you have given your express consent, with the exception of exemption cases which are permitted by law.
Please see the relevant section concerning data processing under Number IV. in order to find out for how long your personal data is stored.
You are entitled to the following rights in connection with the processing of your personal data:
1. Right of access
You have the right to receive confirmation from us as to whether we process personal data relating to you or not. Should this be the case, you have the right to receive information concerning your personal data and to receive further details concerning the processing.
2. Right to rectification
You have the right to request the rectification of incorrect personal data relating to you and to have incomplete personal data completed.
3. Right to erasure (“right to be forgotten”)
Under certain circumstances, you have the right to request that we erase your personal data. For example, this right exists if the personal data is no longer necessary for the purposes for which it was collected or otherwise processed or if the personal data was processed unlawfully.
4. Restriction of processing
Under certain circumstances, you have the right to request that the processing of your personal data be restricted. In such a case, we will only store such personal data in relation to which you have given your consent or processing is permitted by the GDPR. For example, you may have a right to restrict processing if you have disputed the correctness of your personal data.
5. Data portability
Should you have provided us with personal data under a contract or with your consent, then provided that the statutory requirements are met, you can request to receive the data which you have provided in a structured, commonly used and machine-readable format or request that we transfer this data to another controller.
6. Withdrawal of consent
Should you have given us your consent to the processing of your personal data, you can withdraw this at any time with effect for the future. The lawfulness of the processing of your personal data prior to the withdrawal remains unaffected by this.
7. Objection against processing on the basis of a “legitimate interest”
8. Right to complain to the supervisory authority
You also have the right to lodge a complaint with the responsible supervisory authority, should you consider that the processing of your data breaches applicable laws. For this purpose, you can contact the data protection authority which is responsible for your place of residence, place of employment or the location of the alleged breach or the data protection authority which has jurisdiction over us. The supervisory authority of the German Federal State in which you reside or work or where an alleged breach which forms the subject of the complaint has taken place holds jurisdiction.
Should you have any questions concerning the processing of your personal data or should you wish to assert your rights as a data subject which are set out in Number XI., 1-7, you can contact us free of charge. Please use the contact details under Number I., 1. To withdraw your consent, you can also use the contact channel which you selected when submitting the declaration of consent.
1 This information applies to all members and (permanent) guests of organs of the DFG and its sub-organisations. It also applies to members and (permanent) guests of other work groups who work for the DFG and provide professional expertise, even if such activities take place outside of the association structure.