The following data protection information applies to users of the e-workflow in accordance with Art. 13 and Art. 14 GDPR for the processing of personal data when reporting or applying for approval to accept donations/gifts and (scientific) prizes (prize money)

1. name and contact details of the person responsible

Responsible according to Art. 4 para. 7 GDPR is
Eberhard Karls Universität Tübingen
Geschwister-Scholl-Platz
72074 Tübingen
The University of Tübingen is a public corporation and at the same time a state institution (§ 8 LHG).
It is legally represented by the President Prof. Dr. Dr. h.c. (Dōshisha) Karl Pollmann

E-mail: rektorinspam prevention@uni-tuebingen.de

2. Contact details of the Data Protection Officer

You can contact our data protection officer (Datenschutzbeauftragter, art. 37 GDPR) at:
Eberhard Karls University of Tübingen
Geschwister-Scholl-Platz
72074 Tübingen
Mr Siegmar Ruff
Tel.: (07071) 29-74680
E-mail: datenschutzspam prevention@uni-tuebingen.de

3. Purposes and legal basis of the processing

Purpose of processing

Under § 42 Abs. 1 S. 1, 2 Beamtenstatusgesetz (BeamtStG), civil servants may not accept any rewards, gifts or other benefits (gratuities) for themselves or for a third person in relation to their office; exceptions require the consent of their employer. The same applies to employees under the collective agreement for the public sector (§ 3 TV-L). These regulations also apply, for example, to the acceptance of scientific prizes, which are endowed with prize money for own use. Depending on the type and value of a benefits, grants must be reported (notification) or an approval procedure is required. The university’s proprietary ‘EWorkflow’ software is used by employees to report or approve gifts, prizes or other donations. The University must report to the Ministry (MWK) on gratuities accepted in the previous cal-endar year by March 15th of each year and whose acceptance was approved by the Univer-sity. A form provided by the Ministry with an anonymized breakdown (number of gratuities per calendar year, by type of recipient, by type of giver, by type of gratuity) must be used for this purpose.

All processes recorded via the workflows are documented and stored for a maximum retention period of three years and two months in order to be able to identify potential undesirable developments in good time and respond to them. The data records of a calendar year are deleted in a bundle after 3 years and two months from the end of that calendar year.
 

Legal bases

The processing of personal data is carried out in accordance with Article 6(1)(e) DSGVO (General Data Protection Regulation GDPR) and is based on the legal requirements binding on the University of Tübingen and its employees, in particular with regard to the fight against corruption. Gratuities to University employees are determined in particular by the following regulations:
• § 42 BeamtStG
• no. 32 BeamtVwV
• § 3 (TV-L)
• Ministry of Finance and Economics guidelines on labor and collective bargaining law, social security law, supplementary pension law
• State government administrative law and the Ministries for the prevention of unlawful and unfair influence on administrative action and for the prosecution of related crimi-nal and official offences (VwV Korruptionsverhütung und  bekämpfung) §§ 331 ff. of the Criminal Code (StGB)
• Baden-Württemberg Ministry of Science, Research and the Arts (MKW) decrees and instructions
 

4. Recipients of personal data

The processing of incoming notifications/applications via the EWorkflow is carried out by a position in Department I of the Central Administration or, for notifications/applications from the field of the Faculty of Medicine, by a position in the Faculty of Medicine, which has been commissioned by the President and the Executive Vize-President as the respective supervisor with the uniform performance of these tasks. Only totals by category, not names of applicants, will be communicated to MWK.

5. Storage period

Your personal data / documents will be deleted / destroyed after expiry of the retention periods. The maximum retention period in the EWorkflow is 3 years and 2 months. The data of a calendar year will be deleted after 3 years and 2 months from the end of this calendar year.

6. Rights of data subjects

You have a right to information (Art. 15 GDPR) as well as a right to correction, completion (Art. 16 GDPR) and / or deletion (Art. 17 GDPR) or to restriction of processing (Art. 18 GDPR) or a right to object to processing (Art. 21 GDPR).
You also have the right to lodge a complaint with the data protection supervisory authority, the State Commissioner for Data Protection and Freedom of Information Baden-Württemberg.

7. Obligation to provide data

The provision of personal data is necessary for the legality of the acceptance of gifts, prizes or other donations. The lack of relevant personal data may mean that it is not possible to accept donations.