In the following, we inform you in accordance with article 13 of the General Data Protection Regulation (GDPR) for what purpose and on what basis we process your personal data in connection with your participation in the application and selection procedure for the German scholarship.

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: 0931-32187-0
Telefax: 0931-32187-2800
Email: hochschule@hfm-wuerzburg.de

The University of Music Würzburg (HfM 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, Prof. Dr. Christoph Wünsch.

You can contact our official Data Protection Officer at:
Daniel Bachmeier
Hofstallstr. 6-8
97070 Würzburg
E-Mail: datenschutz@hfm-wuerzburg.de

In the context of scholarship matters, the university records scholarship applications to be processed via the university and uses the available data for targeted information on scholarship programmes, talent promotion and the awarding of prizes to students and graduates. In some external funding programmes, the university has the right to nominate suitable students according to the respective criteria.

When you apply for a scholarship, personal data will be transmitted to the university. The university uses this data as described below:

• General activities in connection with the payment of the scholarship
• Obligation to provide proof and data collection for the sponsor
• For scholarship applications via the scholarship administration tool "StipSys" - communication and data hosting via the operator of the tool (University of Passau)

Data subjects:
Candidates in the application process for the scholarship applied for.

Legal basis:
Your data will be processed in order to manage the application and selection process, awarding and administration for the promotion of particularly high-performing students and young academics and artists.

• Information for the Deutschlandstipendium: Data processing necessary for the fulfilment of a task pursuant to article 6 (1) point (e) in conjunction with article 6 (3) of the GDPR. Article 6 (3) of the GDPR in conjunction with §§ 2, 3, 13 German Scholarship Programme Act (Stipendienprogramm-Gesetz - StpG) and § 2 German Scholarship Programme Ordinance (Stipendienprogramm-Verordnung - StipVO), § 93a of the German Fiscal Code (Abgabenordnung – AO) in conjunction with the Notification Ordinance (Mitteilungsverordnung – MV) as well as article 4 and article 27 of the Bavarian Data Protection Act (BayDSG)
• Voluntary information and disclosure of data to the respective sponsor: Consent pursuant to article 6 (1) point (a) GDPR or article 9 (2) point (a) of the GDPR (for information on illness and disability)

The following personal data is collected and processed by the university in connection with the application and selection process:

• Account data Mandatory information for the provision of a user account and the verification of the account to an e-mail address (name, e-mail, password)
• Traffic data (last login, date of acceptance of the data protection form)
• Cookies (only technically necessary)
• Application data
  • Salutation
  • Surname, first name
  • Contact information: Address, e-mail address, telephone number
  • Date of birth, place of birth and nationality
  • Bank details: IBAN, BIC
  • Previous degrees
  • Information on degree program: Degree programme, core subject, main subject teacher, expected date of intended graduation, transcript of records, overview of achievements, university semester, subject semester, certificate of university entrance qualification, certificates
  • Study grants: Deutschlandstipendium scholarship, other scholarships, scholarship provider
  • BAföG
  • Letter of motivation
  • Curriculum vitae in tabular form: university or school education, professional experience or internships, community or social commitment
  • If applicable, credible description of special personal or family circumstances such as illnesses and disabilities, care of own children or close relatives in need of care, family background, migration background or experience of flight
  • Letter of recommendation from main subject teacher
  • Tax identification number

The electronic scholarship system "StipSys" is used for the processing and archiving of application and application data for university scholarships. StipSys is hosted at the University of Passau. The Chair of Distributed Information Systems at the University of Passau, which is responsible for hosting, necessarily obtains knowledge of the processed data insofar as this is necessary or intended within the framework of the order processing contract or any contractual relationships with subcontractors.

Data is transferred within the university (selection committee) for the purpose of selecting candidates.

Other recipients:

• Forwarding of data to the respective sponsor: In the event of a successful application, the sponsor will receive the following data: Surname, first name, degree programme, intended degree and - with the relevant consent and request from the sponsor - email address, telephone number(s) and postal address.
• As part of public relations work, data on successful applicants may be published on the university's website and sent to the media for publication.
• Forwarding of data to other scholarship holders: To promote the exchange of information between scholarship holders, the student e-mail address, degree programme and telephone number are shared within the group of successful applicants.
• The Bavarian State Statistical Office collects the following data from scholarship holders in accordance with § 13 (2) StipG: gender, nationality, type of degree sought, educational institution by type and legal status, field of study, number of semesters, number of semesters of study, number of months of funding, receipt of benefits under BAföG.
• The Federal Ministry of Education and Research carries out random checks in order to avoid double funding. In the case of a random sample in accordance with § 4 (2) StipG, the universities are obliged to submit the following data: Surname, first name, date of birth, address and university location of the scholarship holder.
• In addition, documents must be offered to the University archive before they are deleted in accordance with archiving regulations. The archives will decide on the acceptance of documents.

We do not store your personal data for longer than is necessary for the specified purpose of processing. The account can be deleted by the user themselves.
The university is subject to a reporting obligation towards the sponsors as part of the scholarship administration. For this purpose, personal data is stored (retained) and the selection procedure is documented.
If a German scholarship is granted, the data is usually stored for 10 years and then offered to the university archive. Archive-worthy data such as surname, first name, date of birth, subject of study with core subject of the scholarship holders are taken over by the archive and generally stored there indefinitely.

If your application for a German scholarship is unsuccessful, your data will be deleted at the end of the funding period.

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).
• If there is an international transfer of personal data without the basis of an adequacy decision of the EU Commission, you have the right to obtain a copy of the contractual safeguards from us upon request.
• 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.

Insofar as processing is based on consent, you have the right to revoke your consent at any time. The revocation is only effective for the future; this means that the revocation does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation.

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.

We reserve 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).