With these data protection notices, the coordinator of EPOC, Bielefeld University, as the data controller seeks to comply with its duty to inform applicants about the type of data collected and how it will be processed in accordance with Articles 13 and 14 of the EU General Data Protection Regulation (GDPR). Terms such as "personal data", "processing", "data controller", "third party", etc. are used as defined in Article 4 GDPR.
The controller responsible for data processing is Bielefeld University, a legal entity under public law established by the state of North Rhine-Westphalia (NRW). It is represented by its rector, Prof. Dr. Ing. Gerhard Sagerer.
Contact details for the data controller
Contact details for the data protection officer
The data protection officer can be reached by post at the data controller's address (see above).
+49 (0) 521 / 106-5225
As part of your application for a position in EPOC, you will be submitting to the consortium the personal data provided in your application documents. This data will be processed with the purpose of carrying out the application and selection process itself for the positions at the seven EPOC partner universities and to ensure the necessary participation of various committees in the hiring process at the corresponding partner universities.
For the purpose of completing the selection process, your application documents will be reviewed by employees of the corresponding Departments of Human Resources and Organizations as well as the hiring units/faculties. Furthermore, the committees mentioned above will be granted access to your application documents within the scope of the university’s legal obligations.
This processing is based on the following regulations:
When applying for employment:
Article 88 (1) GDPR in conjunction with local state data protection regulations serves as the legal basis where the processing of personal data is necessary for an employer to fulfil its contractual obligations within the employment relationship. This also applies to processing necessary for pre-contractual activities. The selection of suitable candidates for a position takes place before any contract of employment is offered to the best candidate. As a public institution, universities are obligated to hire the most suitable candidate. To ensure this, the data submitted with the application documents will be evaluated.
Article 6 (1) b) GDPR contains the corresponding general regulation for all types of contractual relationships.
For the participation of the internal committees:
Article 88 (1) GDPR in conjunction with local data protection regulations also serves as the legal basis where the universities have a legal obligation to process personal data. Article 6 (1) c) GDPR contains the corresponding general regulation.
In individual cases, data may also be legally transmitted to third parties, for example, to law enforcement authorities for the investigation of criminal offences within the framework of the Code of Criminal Procedure (StPO).
The submitted application documents will be deleted 4 months after completion of the hiring process, as mandated by the internal regulations governing the storage and safekeeping of documents. This specific storage duration is due, among other factors, to the time frame in which applicants can raise claims under the General Equal Treatment Act (AGG). Local data protection regulations provide the legal basis for the storage of personal data for further durations.
As a data subject, you have certain rights under GDPR that you may assert at any time:
Please note: If you choose to withdraw your consent to processing or demand erasure of your personal data, your application cannot longer be considered for the position you originally applied for as the data it contains can no longer be processed.
In addition to the aforementioned rights, you have the right to lodge a complaint with the data protection supervisory authority (Article 77 GDPR); for example, the EPOC network coordinator, Bielefeld University, is under the supervision of the:
North Rhine-Westphalia State Commissioner for Data Protection and Freedom of Information
(Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen)
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