In accordance with Article 13 of the General Data Protection Regulation (GDPR), we would like to inform you in the following about the processing of personal data in the context of the continuing education programs organized by the University of Music Wuerzburg (in particular, the certificate course in music geragogy).

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 Wuerzburg
Hofstallstr. 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
Felix Eisenmenger
Hofstallstr. 6–8
97070 Würzburg
Email: datenschutz@hfm-wuerzburg.de

Your personal data will be processed exclusively for the following purposes:

Administration of participants in continuing education programs offered by the university and processing of payment transactions.

The legal basis for the processing of personal data in connection with the application and admission procedures is article 6 (1) point e), and article 6 (3) of the GDPR in combination with article 78 (1) 2 of the Bavarian Higher Education Innovation Act (BayHIG) in conjunction with the regulations of the university in their current versions as well as the Higher Education Statistics Act (Hochschulstatistikgesetz – HStatG).

For the application procedure, the following personal data is collected:

• Personal data (first name, last name, date of birth, place of birth, title)
• Contact details (such as home address, (mobile) phone number, email address, district)
• Information about education (such as subjects studied, degrees)
• Information about current job and employer
• Additional data from the application documents such as references, certificates (resume, cover letter)

Participants in continuing education programs pursuant to Art. 78 (1) and (2) of the BayHIG are required under Art. 13 (8) of the BayHIG to provide the necessary personal data and submit the required documents.

Within the university, authorized employees of the Registrar's Office and the International Office have access to your data.

The Association of Bavarian Singing and Music Schools (VBSM) acts as a processor and provides administrative support for the music geragogy certificate programme. The location of study is the Bavarian Music Academy Hammelburg e.V.

For this reason, both associations receive the following contact details: name, address, email address, telephone number, district, federal state and date of birth.

No transfer is planned.

Your personal data will generally be deleted within one year of completion of the training program. Exceptions to this are:

• Certificates (60 years)
• Invoices (10 years, see Section 257 of the German Commercial Code (HGB))
• Examination documents (at least 3 years)

The data from your application will only be used for the purpose of processing your application. If your application is denied, this data will be stored until it is no longer necessary for the processing of the application process (article 17 (1) point a) of the GDPR).

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. 

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 the legal requirements are met, we will then not further process your personal data.

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

If the deletion of the application data is requested during the application process, this will be considered as a withdrawal of the application.

The University of Music Wuerzburg 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).