In accordance with Article 13 of the General Data Protection Regulation (DSGVO), we would like to inform you in the following which data we collect during the personnel selection process and how this data is further processed. For further information on the storage of data when visiting our websites, in particular with regard to technical usage data, please refer to our general data protection declaration.

The controller, i.e. the organisation responsible for data processing as defined in data protection legislation, especially the General Data Protection Regulation (GDPR), is the:

University of Music Würzburg

Hofstallstraße 6-8
97070 Würzburg

Telephone: +49 (0)931–32187-0
Telefax: +49 (0)931–32187-2800

E-Mail: hochschule@hfm-wuerzburg.de

The University of Music Würzburg is an organisation under public law and a state institution (article 4 (1) of the Bavarian Higher Education Innovation Act (BayHIG)). It is represented by the president, Professor Dr. Christoph Wünsch.

You can contact our official Data Protection Officer at:

Data Protection Officer of the University of Music Wuerzburg

Daniel Bachmeier
Hofstallstr. 6–8
97070 Würzburg

E-Mail: datenschutz@hfm-wuerzburg.de

The processing of your application data serves the purpose of deciding on the establishment of an employment relationship, or the decision on appointment as teaching personnel.

Applicant management software is used to support this, but decisions are not based exclusively on automated principles. First of all, we save the data provided to us. On the basis of this information, we check whether an invitation to a preliminary interview can be considered as part of the selection process. If you are basically suitable, we will collect further personal data that is important for the selection decision. If you are considered for employment, we will inform you about this additional information to be collected.

Legal basis:

Your personal data is processed on the following legal bases:

• The legal basis for the processing of personal data in the context of pre-contractual measures for an employment contract sought with the application is article 6 (1) point b of the GDPR.
• The legal basis for the processing of personal data in the context of the recruitment to the preparatory service sought with the application is article 6 (1) point e, (2), (3) of the GDPR in conjunction with article 103 of the Bayerisches Beamtengesetz (Bavarian Civil Service Act - BayBG) in combination with article 103 of the BayBG in combination with. Art. 26 Leistungslaufbahngesetz (Performance Career Act - LlbG).
• The legal basis for the processing of personal data in the context of the appointment as professor sought with the application is article 6 (1) point e, (2), (3) GDPR in combination with article 103 BayBG in combination with article 26 LlbG in combination with article 18 Bayerisches Hochschulpersonalgesetz (Bavarian Higher Education Personnel Act - BayHSchPG).

If you provide us with special categories of personal data in the application process, we process them on the legal basis of article 103 (1) 1 no. 2 BayBG and article 9 (2) point b and h GDPR in combination with article 88 (1) GDPR in combination with article 8 (1) sentence 1 no. 2 and 3 Bayerisches Datenschutzgesetz (Bavarian Data Protection Act - BayDSG).

There is no legal obligation to provide the data. However, if certain data marked accordingly are not provided, the corresponding application cannot be considered.

For the personnel selection process, the following personal data is collected:

• First name and surname
• Name, date and place of birth
• Nationality
• Contact details (home address, telephone number, e-mail address – if provided voluntarily
• Information on family situation (marital status, spouse, children)
• Photo
• Education and work experience including qualifications and references, off-the-job training and further education, university studies
• Other information to be collected in the course of the selection process (see point 3)

Your data will be shared with the following departments to the extent necessary to carry out the personnel selection procedure

• Internal administrative departments or persons, insofar as they are to be involved in the recruitment process
• Staff representatives (Staff Council), insofar as corresponding participation rights exist
• Company involved in the application of the application management software:  BITE GmbH, Magirus-Deutz-Str. 16, 89077 Ulm, Telephone: 0731/14 11 50-0, email: info@b-ite.de
• State Office for the Protection of the Constitution (Landesamt für Verfassungsschutz), insofar as required within the framework of the examination of loyalty to the Constitution in the public service

In connection with the appointment as teaching personnel, your personal data will be passed on to the following further external bodies, insofar as the passing on of the data is necessary in each case:

• Bavarian State Higher Education Fund (Staatsoberkasse Bayern) as the body responsible for the payment of remuneration.
• Bavarian State Ministry of Science and the Arts and the Bavarian State Ministry of Finance, Regional Development and Home Affairs in the context of technical and legal supervision
• Auditing offices and the Bavarian Supreme Audit Office in accordance with the requirements of the auditing authorities within the framework of statutory auditing
• Financial authorities for notification in accordance with the Ordinance on Notifications to the Financial Authorities by Other Authorities and Public Broadcasters
• Artists' Social Insurance Fund

If necessary, your data will be transmitted to the relevant supervisory and auditing authorities for the exercise of the respective control rights.

In the event of electronic transmission, data may be forwarded to the State Office for Information Security in order to prevent threats to information technology security and processed there on the basis of article 12 et seq. of the Bayerisches E-Government-Gesetz (Bavarian E-Government Act - BayEGovG).

We do not plan to transfer your personal data to a non-EU country.

We store your personal data obtained in the course of the personnel selection process for at least six months.

In the event of an unsuccessful application or its withdrawal, we will also destroy or delete the data you have submitted after three months following rejection. The retention or storage of the data within the aforementioned periods is necessary in the event of any legal action (e.g. claims in accordance with the Allgemeinen Gleichbehandlungsgesetz (General Equal Treatment Act - AGG)).

If you are hired, you will be informed separately about the regulations that apply to the handling of your personal data. Personal data from your application will be included in the personnel file if they have a direct internal connection with the employment relationship after it has been established. The legal basis for this processing is paragraph 3 (6) of the Tarifvertrag für den Öffentlichen Dienst der Länder (Collective Agreement for the Public Service of the Länder - TV-L) or § 50 Beamtenstatusgesetz (Civil Servant Status Act – BeamtStG).

Pursuant to articles 15 et seq. of the GDPR, you, the data subject, are entitled to the following rights concerning the processing of your data: 

• You can ask for information about whether data concerning you is being processed. If this is the case, you are entitled to information about which data is processed and other information relating to the processing (article 15 of the GDPR). Please note that this right to information can be restricted or excluded in certain cases (see in particular article 10 of the BayDSG).
• If the personal data concerning you is/has become inaccurate or incomplete, you can request that this data is rectified and/or completed (article 16 of the GDPR).
• If the legal requirements are met, you can request that your personal data be deleted (article 17 of the GDPR) or processing of your data be restricted (article 18 of the GDPR). The right to deletion pursuant to article 17 (1) and (2) of the GDPR does not apply in certain cases, however, such as if the processing of personal data is vital for the performance of a task that is in the public interest or is performed in the exercise of official authority (article 17 (3) point b) of the GDPR).
• If you have consented to data processing or there is a contract concerning data processing and data is processed automatically, you may be entitled to data portability (article 20 of the GDPR).
• You are entitled to file a complaint concerning the processing of your personal data with a supervisory authority as defined in article 51 of the GDPR. The pertinent supervisory authority for the Bavarian public service is the Bavarian Data Protection Commissioner, Wagmüllerstraße 18, 80538 München. In addition to the right of appeal, you can also seek a judicial remedy.
• You may object to the processing of your personal data at any time due to reasons based on your personal circumstances (pursuant to article 21 of the GDPR).

If you choose to exercise the rights stated above, the university will check whether the legal requirements for doing so have been met.

If you demand erasure of your personal data, this will be considered as a withdrawal of the application.

The university reserves the right to change this data protection declaration to accommodate changes to legislation or changes in the services we provide (e.g., if we introduce new services).

If you have any further questions, please feel free to contact the Data Protection Officer.