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Data Protection Regulation

Privacy Policy for the Processing of Personal Data in the Context of Erasmus+

By participating in the Erasmus+ program and submitting your Learning Agreement /Mobility Agreement and mobility data, you are transmitting personal data to the Erasmus+ database (BM database) and the International Office of the University of Würzburg. This data will be handled in accordance with the data protection regulations of the European Commission and the General Data Protection Regulation (GDPR).

1. Data Controller

The data controller responsible for processing your data is:

Julius-Maximilians-Universität Würzburg
Address: Sanderring 2, 97070 Würzburg
Email: datenschutz@uni-wuerzburg.de
Phone: +49 931 31-88757

2. Purpose of Data Collection

The personal data collected will be used exclusively for the purposes of participating in the Erasmus+ program, creating Learning Agreements/ Mobility Agreements, managing mobility data, and transmitting this data to the Erasmus+ database. This also includes communication with partner universities and the National Agency (NA DAAD).

3. Legal Basis for Data Processing

The legal basis for processing your personal data is your consent in accordance with Art. 6 (1) (a) and Art. 7 GDPR. You may withdraw your consent at any time, provided your application has not yet been accepted. Withdrawal can be made by emailing the International Office of the University of Würzburg.

4. Data Transfer to Third Parties

Your personal data will be shared with the European Commission, the National Agency (DAAD), and the partner institutions where you will be studying abroad, solely to the extent necessary for the implementation of mobility and to achieve the goals of the Erasmus+ program.

Use of Third-Party Providers:
The University of Würzburg utilizes the "MoveON" database from QS UniSolution GmbH, Meitnerstr. 10, 70563 Stuttgart, as a data processor in accordance with Art. 28 GDPR. Any further transfer of personal data to third parties will only occur after prior approval by the European Commission, as outlined in the Erasmus+ program guidelines. You can view these at the following link: Data Privacy Policy of the European Commission.

5. Data Retention Period

Personal data collected as part of the Erasmus+ program will be stored for a period of ten years after the completion of your stay abroad and will then be deleted. This follows the European Commission’s requirements for retaining Erasmus+ participant data and Bavarian budgetary law.

6. Your Rights as a Data Subject

Under the GDPR, you have the following rights:

  • The right to access your stored personal data (Art. 15 GDPR).
  • The right to correct incorrect data (Art. 16 GDPR).
  • The right to erasure or restriction of your data processing, provided the legal requirements are met (Art. 17, 18 GDPR).
  • The right to object to the processing of your data (Art. 21 GDPR).
  • The right to data portability, if data processing is based on your consent or a contract and is carried out by automated means (Art. 20 GDPR).

If you wish to exercise your rights, you may do so using the contact information provided above.

7. Reporting Data Breaches

In the event of a data breach involving your personal data, the European Commission will be notified promptly, in accordance with the Erasmus+ program guidelines. You also have the right to file a complaint with a supervisory authority in case of a data breach.

8. Supervisory Authority

The supervisory authority responsible for the University of Würzburg is:

The Bavarian State Commissioner for Data Protection (BayLfD)
Address: Wagmüllerstraße 18, 80538 Munich
Phone: +49 89 2126720
Email: poststelle@datenschutz-bayern.de

9. Withdrawal of Consent

You can withdraw your consent to the processing of your data at any time, as long as your application for the Erasmus+ program has not yet been accepted. Please send your withdrawal request via email to the International Office of the University of Würzburg at SINT@uni-wuerzburg.de.

10. Additional Information

For more information on how personal data is processed within the Erasmus+ program and your rights as a data subject, please consult the official data privacy statement of the DAAD.

By using the "MoveON" online portal, you agree to the processing of your personal data as described here.

Please also refer to the data privacy statement of the University of Würzburg.