Information pursuant to Art. 13 and Art. 14 GDPR f (Datenschutzgrundverordnung DS-GVO) Information pursuant to Art. 13 GDPR regarding personal data when shipping goods from the University to third countries.

1. Name and contact details of the responsible persons

Responsible according to Art. 4 Abs.7 DS-GVO is the
Eberhard Karls University of Tübingen
Siblings' Scholl Square
72074 Tübingen
The University of Tübingen is a corporation under public law and at the same time a state institution (§ 8 LHG).
It is legally represented by the Rector Prof. Dr. Dr. h.c. (Dōshisha) Karla Pollmann.
rektorinspam prevention@uni-tuebingen.de

2. Contact details of the data protection officer

You can contact our data protection officer (Art. 37 GDPR) at: 
Eberhard Karls University of Tübingen
Siblings' Scholl Square
72074 Tübingen
Mr Siegmar Ruff
Tel.: (07071) 29-76480
E-mail: datenschutzspam prevention@uni-tuebingen.de

3. Purposes and legal basis of the processing

The dispatch of materials and goods requires the indication of your name, business address, telephone number and e-mail address as well as your personal signature. The purpose of sending material is your personal responsibility. The management of the university assumes and presupposes that, within the framework of academic freedom, the dispatch or exchange of material initiated by science and research itself takes into account the legal (especially customs and foreign trade) framework conditions. For this purpose, please refer to the instructions for creating a pro forma invoice. 
When sending or exchanging material with institutions or persons in countries for which there is no adequacy decision pursuant to Article 45(3) of the GDPR or other suitable safeguards pursuant to Article 46 of the GDPR, your consent as the sender for the processing of personal data (name and official address) pursuant to Article 49 of the GDPR is explicitly revoked. Abs. a GDPR is required. Article 49a (Exceptions in certain cases) presupposes explicit consent by the data subject that certain personal data are also passed on and processed by sending material to third countries, including third countries and organisations in third countries without adequate data protection. With your signature, you confirm your consent to the sending of your name and official address to possible third countries through the self-initiated transit process. By signing a customs-eligible invoice or pro forma invoice, you also confirm your consent to the lawful processing of your data within the scope of the GDPR.

4. Processed data categories

As part of the use of the software, the following personal data is processed:

• Employees:
• Surname and first name
• Business communication data (e.g. business e-mail address, telephone number)
• Contractual partners:
• Surname and first name
• Communication data (e.g. e-mail address, telephone number)

5. Storage of data on the servers of the Central Administration

The data is stored on the password-secured servers of the Central Administration for the processing and creation of the pro forma invoice. After the sequential number with a pro forma invoice has been created and sent, the pro forma invoice is sent to the file storage of the university administration by Department I.4. On the workstation computers of the administrative staff of Department I.4, the data will be deleted at the end of the processing operation.

6. Recipients of personal data

Recipients of your personal data in the context of the transit and customs procedure may be: 
- the Department of University Development and Compliance (Dec. I.4) and Division I
- Finance Department (VII)
- the Department of Internal Services (Dec. VI.1)
- the advisory office Zollfuchs GmbH (Tübingen) commissioned by the university, especially if this is contacted by the sending person
- the German customs authorities and the customs authorities of the receiving States
- Tax authorities
- contracted transport companies.

7. Storage period

Within the university, your personal data / documents will be deleted / destroyed after expiry of the retention periods. The retention period is 10 years, in accordance with the retention obligation in customs matters.

8. 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). 
In accordance with Article 77 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.

9. Security of data processing, documentation of the processing operation

We use technical and organizational measures to protect your personal data from loss, misuse or unauthorized access. The data is secured in accordance with the technical and organizational measures of the university data center. A record of processing operations (VVT) has been created in the University's Data Protection Manager. In doing so, the processing body fulfils its documentation obligations pursuant to Article 30 of the GDPR. An order data processing contract in accordance with 28 GDPR was concluded with the external consulting firm (Zollfuchs) in accordance with data protection requirements.

10. Changes to this Privacy Policy

We reserve the right to adapt this privacy policy if necessary in order to adapt it to changed legal, technical or organizational requirements. The current version can always be viewed on the university's website or accessed via the software. 

If you have any questions about the processing of your data or the exercise of your rights, please contact us using the contact details provided above.