If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights towards the controller:
1. Right to information
You can request confirmation from us as to whether your personal data is being processed by us.
If such processing has taken place, you can request the following information from us:
- the purposes for which the personal data are processed;
- the categories of personal data that are processed;
- the recipients or categories of recipients to whom your personal data have been or will be disclosed;
- the planned duration of storage of your personal data or, if specific information on this is not possible, criteria for determining the storage period;
- the existence of a right to rectification or erasure of your personal data, a right to restriction of processing by the controller, or a right to object to such processing;
- the existence of a right of appeal to a supervisory authority;
- any available information about the origin of the data if the personal data is not collected from the data subject;
- the existence of automated decision-making, including profiling, as referred to in Article 22 (1) and (4) of the GDPR and – at least in such cases – indicative information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.
You have the right to request information as to whether your personal data is transferred to a third country or to an international organisation. You may request to be informed of the appropriate safeguards in accordance with Article 46 of the GDPR in connection with the transfer in this context.
This right of access may be restricted to the extent that it is likely to render impossible or seriously impair the realisation of the research or statistical purposes and the restriction is necessary for the fulfilment of the research or statistical purposes.
2. Right to rectification
You have a right to rectification and/or completion towards Heidelberg University if the processed your personal data is incorrect or incomplete. Heidelberg University must make the correction without undue delay.
Your right to rectification may be restricted to the extent that it is likely to render impossible or seriously impair the realisation of the research or statistical purposes and the restriction is necessary for the fulfilment of the research or statistical purposes.
3. Right to restriction of processing
Under the following conditions, you may request the restriction of the processing of your personal data:
- if you contest the accuracy of your personal data for a period enabling Heidelberg University to verify the accuracy of the personal data;
- if processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead;
- if Heidelberg University no longer requires your personal data for the purposes of the processing, but they are required by you for the establishment, exercise, or defence of legal claims, or
- if you have objected to processing in accordance with Article 21 (1) of the GDPR pending the verification whether the legitimate grounds of Heidelberg University override your grounds.
If processing of your personal data has been restricted, the data concerned must only be processed with your consent or for establishment, exercise, or defence of legal claims, or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State – except for storage.
If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by Heidelberg University before the restriction is lifted.
Your right to limitation of processing may be restricted to the extent that it is likely to render impossible or seriously impair the realisation of the research or statistical purposes and the restriction is necessary for the fulfilment of the research or statistical purposes.
4. Right to erasure
a. Erasure obligation
You may request that Heidelberg University erase your personal data without undue delay and Heidelberg University is obligated to erase such data without undue delay where one of the following grounds applies:
- Your personal data are no longer necessary for the purposes for which they were collected or otherwise processed.
- You withdraw your consent on which the processing is based in accordance with point (a) of Article 6 (1) (1) of the GDPR or point (a) of Article 9 (2) of the GDPR and there is no other legal basis for the processing.
- You object to the processing in accordance with Article 21 (1) of the GDPR and there are no overriding legitimate grounds for the processing, or if you object to the processing in accordance with Article 21 (2) of the GDPR.
- If your personal data have been processed unlawfully.
- If erasure of your personal data is necessary to meet a legal obligation under Union law or the law of the Member States to which Heidelberg University is subject.
- If your personal data were collected in the context of information society services offered in accordance with Article 8 (1) of the GDPR.
b. Disclosure to third parties
If Heidelberg University has made your personal data public and is obligated to erase them in accordance with Article 17 (1) of the GDPR, it shall take reasonable steps, including technical measures which are processing the personal data that you as the data subject have requested the erasure by such controllers of any links to, or copy or replication of, such personal data, under consideration of the technology available and the cost of implementation, to inform controllers.
c. Exceptions
There shall be no right to erasure if processing is necessary
- to exercise the right to freedom of expression and information;
- for compliance with a legal obligation that requires processing by Union or Member State law to which Heidelberg University is subject or for the performance of a task performed in the public interest or in the exercise of official authority vested in Heidelberg University;
- for reasons of public interest in the area of public health in accordance with points (h) and (i) of Article 9 (2) and Article 9 (3) of the GDPR;
- for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89 (1) of the GDPR, as far as the right referred to in section a) is likely to render impossible or seriously impair the achievement of the objectives of that processing, or
- for assertion, exercise or defence of legal claims.
5. Right to information
If you have asserted the right to rectification, erasure, or restriction of processing against Heidelberg University, Heidelberg University is obligated to inform all recipients to whom your personal data have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves to be impossible or involves a disproportionate effort.
You have the right towards Heidelberg University to be informed about these recipients.
6. Right to data portability
You have the right to receive your personal data that you have provided to Heidelberg University in a structured, commonly used, and machine-readable format. You also have the right to submit these data to another controller without hindrance from Heidelberg University to which the personal data has been provided, where
- processing is based on consent in accordance with point (a) of Article 6 (1) (1) of the GDPR or point (a) of Article 9 (2) of the GDPR or on a contract in accordance with point (b) of Article 6 (1) (1) of the GDPR and
- processing is performed using automated procedures.
In exercising this right, you also have the right to have your personal data transmitted directly from Heidelberg University to another controller, where technically feasible. The freedoms and rights of other persons must not be impaired by this.
The right to data portability shall not apply to the processing of personal data necessary for the performance of a task performed in the public interest or in the exercise of official authority vested in Heidelberg University.
7. Right of objection
You have the right to object, on grounds relating to your particular situation, at any time to processing of your personal data which is based on point (e) of Article 6 (1) (1) of the GDPR; this also applies to profiling based on these provisions.
Heidelberg University shall no longer process your personal data unless it can demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms, or for the establishment, exercise, or defence of legal claims.
If your personal data are processed for the purpose of direct marketing, you have the right to object to the processing of your personal data for such marketing at any time; this shall include profiling as far as this is related to such direct marketing.
If you object to processing for direct marketing purposes, your personal data will no longer be processed for these purposes.
Notwithstanding Directive 2002/58/EC, you have the option of exercising your right to object in connection with the use of information society services by means of automated procedures that use technical specifications.
You also have the right to object to processing of your personal data that is performed for scientific or historical research purposes or statistical purposes in accordance with Article 89 (1) of the GDPR on grounds relating to your particular situation.
This right of objection may be restricted to the extent that it is likely to render impossible or seriously impair the realisation of the research or statistical purposes and the restriction is necessary for the fulfilment of the research or statistical purposes.
8. Right to withdraw consent given under data protection law
You have the right to withdraw your consent given under data protection law at any time. Withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
Please submit your withdrawal to:
Dean of Studies
Medical Faculty Heidelberg
Secretary’s office of the Master of Medical Education degree programme
Im Neuenheimer Feld 346
D-69120 Heidelberg
Phone: +49 - (0)6221 - 56-4592
Fax: +49 - (0)6221 - 56-4365
sekretariat.mme_at_med.uni-heidelberg.de
9. Automated decision-making in individual cases, including profiling
You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. This shall not apply if the decision
- is necessary for the conclusion or performance of a contract between you and Heidelberg University,
- is permitted by Union or Member State law to which Heidelberg University is subject and which also lays down suitable measures to safeguard your rights and freedoms and legitimate interests; or
- with your explicit consent.
However, these decisions may not be based on special categories of personal data in accordance with Article 9 (1) of the GDPR, unless point (a) or (g) of Article 9 (2) apply and appropriate measures have been taken to protect the rights and freedoms as well as your legitimate interests.
Heidelberg University shall take reasonable steps to safeguard your rights and freedoms and legitimate interests in the cases referred to in (1) and (3). This shall include at least the right to obtain human intervention on the part of Heidelberg University, to express your point of view and to contest the decision.
10. Right to lodge a complaint with a supervisory authority
You have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work, or place of the alleged infringement if you consider that the processing of personal data relating to you infringes the GDPR, without prejudice to any other administrative or judicial remedy.
The supervisory authority with which the complaint has been lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy in accordance with Article 78 of the GDPR.
For Heidelberg University, the supervisory authority within the meaning of Article 51 (1) of the GDPR is, in accordance with § 25 (1) LDSG:
The State Commissioner for Data Protection and Freedom of Information Baden-Württemberg
Building address: Königstrasse 10 a, 70173 Stuttgart
Postal address: P.O. Box 10 29 32, 70025 Stuttgart
Phone: +49 (0)711/615541-0
Fax: +49 (0)711/615541-1
Email: poststelle_at_lfdi.bwl.de
