Data protection notice

This translation is for informational purposes only and is not legally binding.

I. Name and Address of the Responsible Office (separate responsibility)

The responsible office for the processing of your personal data for university committee elections is:

Bauhaus-Universität Weimar
Represented by the President
Geschwister-Scholl-Straße 8
99423 Weimar
Germany
Tel.: +49 (0) 36 43 / 58 11 10
Website: www.uni-weimar.de 

Internal Responsible Office:
Bauhaus-Universität Weimar Election Office
E-mail: wahlamt[at]uni-weimar.de 

The responsible office for the processing of your personal data for student government elections is:
Student Body
Represented by the Bauhaus-Universität Weimar StuKo (Student Government)
Marienstraße 8
99423 Weimar
Germany
Tel.: +49 (0) 36 43 / 58 30 19
Website: www.m18.uni-weimar.de

II. Data Protection Officer / Coordinator Contact Information

Chancellor's Office
Belvederer Allee 6
99423 Weimar
Germany
Tel.: +49 (0) 3643 / 58 12 22
E-mail: datenschutz[at]uni-weimar.de
Website: www.uni-weimar.de/dsb

For student government elections
Bauhaus-Universität Weimar StuKo (Student Government)
Marienstraße 8
99423 Weimar
Germany
Tel.: +49 (0) 36 43 / 58 30 19
E-mail: wahl@m18.uni-weimar.de
Website: www.m18.uni-weimar.de

III. Purpose and Legal Framework of the Data Processing

Your personal data will be processed for the purpose of the Bauhaus-Universität Weimar and student governmentelections in compliance with the EU General Data Protection Regulation (GDPR), the »Thüringer Datenschutzgesetzes« (ThürDSG) and all other relevant laws, in particular the Thuringian Higher Education Act (ThürHG), the Basic Regulations of the Bauhaus-Universität Weimar (GO), the Bauhaus-Universität Weimar Election Regulations (WahlO), the Doctoral Council Regulations, Election the Student Employees Council Election Regulations (WahlO AssR) and the »Wahlordnung der Studierendenschaft« (WahlOStud) (Student Council Election Regulations).

1. Ballot and Candidate Profiles

The personal data of candidates running for election must be processed in preparation for elections. Candidates must be eligible to stand for election in order to be admitted to the election. Election ballots are based on candidate nominations. In the case of online elections, ballots are uploaded to the online election portal and used by eligible voters to select candidates. Once the election is over, the votes are tallied or electronically recorded to determine the election result.

Data collected for university committee elections and DFG Review Board elections:

1. Title/Academic Qualification
2. First Name
3. Last Name
4. Date of Birth (if there is a risk of confusion)
5. Constituency / Member Group
6. Constituency: Faculty/Department/Institute/Degree Programme
7. If applicable, student or doctoral candidate matriculation number
8. If applicable, dates and duration of leave of absence
9. Voting eligibility status (passive voting right check)
10. E-Mail Address/Postal Address

Legal framework for processing ballot data for student government elections:

Art. 6 Para. 1 S. 1 lit. e) GDPR in accordance with §§ 79, 80 Abs. 2, 3, 4 ThürHG, in accordance with § 23 ThürHG, § 11 Para. 1 No. 5 ThürHG in accordance with § 80 Para. 2 ThürHG in accordance with § 5 Para. 2 WahlO Stud; Art. 6 Para. 1 lit. c) GDPR in accordance with § 16 ThürDSG

Data collected for student government elections:

1. First Name
2. Last Name
3. Faculty/Degree Programme
4. Matriculation Number
5. Voting eligibility status (active voting right check)
6. IP-Address: For online elections, IP addresses of eligible voters may be evaluated for the analysis and correction of technical errors or if there is a suspicion of unauthorised influence on the election result, for example by altering data or unauthorised use of access authorisations.
7. E-Mail Address/Postal Address

Legal framework for processing ballot data for university committee elections, DFG Review Board elections:

Art. 6 Para. 1 lit. e) GDPR in accordance with § 11 Para. 1 No. 5 ThürHG in accordance with § 26 GO, § 2, § 22 and § 24 WahlO of the Bauhaus-Universität Weimar, § 5 Doctoral Council Regulations, § 95 ThürHG in accordance with § 2 Student Employees Council Election Regulations; Art. 6 Para. 1 lit. c)  GDPR  in accordance with § 16 ThürDSG;

Art. 6 Para. 1 S. 1 lit. b) GDPR based on contractual obligations of DFG membership

IV. Storing Your Data

The personal data of candidates and eligible voters will be stored by the responsible office until the election is legally concluded (in accordance with § 32 of the Bauhaus-Universität Weimar Election Regulations, § 11 of the Student Council Election Regulations) and the final result of the election has been declared. The collected data of the elected individuals and the eligible voters for legally valid elections is erased in the 52nd week of the respective election year, provided that the deletion does not conflict with any legitimate interests. As part of the university committee elections, the data of eligible voters is processed by the Personnel Department, the Office of Student and Academic Affairs, and the Bauhaus Research School. The data is made available to the Election Office. In the case of student government elections, the data of eligible voters is available to the StuKo (Student Government) and the appointed committees and the Bauhaus-Universität Weimar administration through the Office of Student and Academic Affairs.  

The collected data is only available to those at the Bauhaus-Universität Weimar who require it for properly implementing elections.

Candidate profile data is available to the Election Office, the StuKo (Student Government) and University Communications. The data collected in candidate profiles is deleted if consent is revoked by the candidate. In the case of legally binding elections, data is erased in the 52nd week of the respective election year, provided that the deletion does not conflict with any legitimate interests.

V. Sharing Your Data

1. Internal Data Sharing

1.1 Candidate Data

Candidate nominations for university committee and the DFG Review Board elections are only available on the Election Office website by university members via VPN and university login. Valid candidate nominations for student government elections are publicly available on the Student Council website. 

1.2 Eligible Voter Data

The voting registries (title, last name, full name, constituency and faculty/department/institute/degree programme) are only available on the Election Office website by university members via VPN or university login during the time of announcement in order to review entries for correctness and to prepare election proposals.

1.3 Election Results

The Election Office announces the university committee election results, the number of votes cast and the names of the elected candidates, as well as and the deputies through a primary official announcement on the Election Office website. This is only available to university members via VPN or university login. The results of the student government elections are forwarded to the StuKo (Student Government) and the appointed committees and administration offices of the Bauhaus-Universität Weimar. 

2. External Data Sharing

2.1 Eligible Voter Data

2.1.1 Data of eligible voters is not shared with third parties.

2.1.2 For the DFG Review Board election, the candidate's data (title, surname, first name, faculty/department/institute/degree programme) is forwarded to the DFG for use in the online election for which the DFG is responsible. 

2.2 Candidate Profile Data

If the candidate has consented, their profile data will be publicly published online on the Election Office website for the university committees, on the Doctoral Council website for Doctoral Council elections and on the Student Council website for student government elections.

2.3 Online Election Data

2.3.1  In the case of online elections, the candidate data on the ballots (title, last name, first name, constituency and faculty/department/degree programme) is passed on to the online voting system provider (Polyas). The Election Office and the Election Board receive the election results (votes per candidate) from the online voting system provider (Polyas). 

Polyas address, contact and data protection policy:

Polyas GmbH (www.polyas.de), Marie-Calm Str. 1-5, 34131 KasselNiederlassung Berlin, Boxhagener Straße 18, 10245 BerlinE-mail: support[at]polyas.de; www.polyas.de/datenschutz The aforementioned data is processed by Polyas. Polyas and the Bauhaus-Universität Weimar take all necessary technical and organizational security measures to protect your personal data from loss and misuse. The Bauhaus-Universität Weimar has entered into an outsourcing contract with Polyas in accordance with Art. 28 GDPR.

2.3.2  The election results for the DFG Review Board election can be viewed on the DFG website if the candidate has given their consent. 

VI. Rights of the Data Subjects

Your rights regarding the protection of your personal data are as follows:

You have the right to receive information on data concerning you (Art.15 of the GDPR), to have incorrect data corrected (Art. 16 of the GDPR), to request that your data be erased or the processing restricted under certain conditions (Art. 17, 18 of the GDPR), to object to the processing of your data (Art. 21 of the GDPR), to have your data shared with specified parties (Art. 20 of the GDPR). Additional consent is required for this. 

You also have the right to contact the supervisory authority responsible for data protection if you believe that the processing of your data is unlawful. The responsible supervisory authority for the Bauhaus-Universität Weimar and its student body is the »Thüringer Landesbeauftragte für den Datenschutz und die Informationsfreiheit«.

Revocation Policy

You have the right to revoke your consent in accordance with Art. 6 Para. 1 lit. a) i.V.m. Art. 7 GDPR at any time in writing and without having to provide justification. Revoking consent does not affect the legality of processing carried out based on consent prior to the revocation. Consent is provided on a voluntary basis. Refusing or revoking consent shall not result in penalisation.

Please submit any revocation to:
For university committee elections: wahlamt@uni-weimar.de
For student government elections: wahl@m18.uni-weimar.de