Data protection information for selection procedures for professorships, tenure-track professorships and junior professorships
When you apply for a job, Universität Hamburg processes the personal data you provide. The General Data Protection Regulation (GDPR) is the European Union’s standard legislation governing the processing of personal data. Processing means any operation the University performs on your personal data in the context of your application, e.g., collection, storage, use, transmission, making available for retrieval, or erasure.
The following provides information on what personal data are collected, from whom, and what happens to these data. You will also find out who to contact on this matter.
1. Who should you contact for questions or in case of problems?
2. For what purpose do we process your data?
Appointing staff involves conducting a selection procedure to ensure non-discriminatory selection of the very best candidate based on qualifications, performance, and capabilities.
Personal data need to be collected from the candidates and processed within the selection procedure for legitimate decision-making pursuant to Section 10 subsections 1–3 of the Hamburg data protection act (Hamburgisches Datenschutzgesetz, HmbDSG) in conjunction with Section 85 subsection 1 of the Hamburg civil service act (Hamburgisches Beamtengesetz, HmbBG).
The selection committee assembled for the process comprises external members pursuant to Section 14 subsection 2 sentence 5 of the Hamburg higher education act (Hamburgisches Hochschulgesetz, HmbHG), and controls the decision-making process. This includes communicating in written or electronic form with candidates, evaluating application documents, coordinating the participation of departments and representatives (equal opportunity representatives, representatives of severely disabled members of staff, Staff Council), and, if applicable, other decision-making entities (e.g., Human Resources Department, regional regulatory authorities), planning and applying aptitude assessment tools (e.g., interviews, assessment center), evaluating aptitude assessment results, preparing final statements, and sending letters of refusal or acceptance and creating the required personnel file. Pursuant to Section 13 of the academic search regulations of Universität Hamburg (Berufungsordnung der Universität Hamburg) in conjunction with Section 14 subsection 5 sentence 1 HmbHG, application documents are forwarded to external reviewers as part of the decision-making process.
In special circumstances, additional data may be collected as part of occupational medical examinations and/or security checks (see Section 5).
3. What personal data do we process?
- Personal identification and contact details
- Application documents
- Cover letter
- Curriculum vitae
- Proof of qualifications
- Other certificates
- If applicable, further details from your application form
- If applicable, further data or documents you provided
- Emails or letters concerning your application
- Information gained from selection tools
Furthermore, with your consent, personal data may be collected from third parties.
For example, the University may request your personnel file from your current human resources department if you are applying for a position in another department, a secondment, or a transfer from another public employer or another federal state.
4. How do we process these data?
The application documents you provide are stored electronically or, in the case of paper documents, kept by the Professorial Appointments Unit Your personal identification and contact details as well as data relevant to the position (professional experience, qualifications, and special information you provide) are entered into an applicant-management system, i.e., as electronic documents. These data are then supplemented by evaluations of your application documents.
If an interview is conducted or other aptitude assessment tools are used, parts of your answers and the evaluations thereof are documented electronically and/or on paper, saved, entered into the applicant-management system or in electronic documents, and assigned to your data.
As part of the decision-making process, your identification data are recorded and stored in a selection note together with the results from the aptitude assessment tools.
Your data will be kept confidential and will only be stored and processed in conjunction with this application procedure. Access to the data collected within the selection procedure is exclusively reserved to the Professorial Appointment Unit or the Department of Human Resources and participants in the selection process, including the respective representatives.
If you are appointed, the Department of Human Resources will include the personal data collected during the application process in your personnel file.
5. Under which conditions may we transfer your data?
Personal data may only be transmitted to other individuals, authorities, public, or non-public offices if you have given your consent or the transmission is authorized by law.
- Staff Council
Within the scope of the Staff Council’s participation rights pursuant to the Hamburg employee representation act (Hamburgisches Personalvertretungsgesetz, HmbPersVG), personal data may be transmitted to the Staff Council for it to carry out its duties. The nature and extent of the participation are based on the HmbPersVG. The act also stipulates, among other things, that documents containing personal data are to be returned or destroyed after conclusion of the co-decision procedure (Section 78 subsection 5 HmbPersVG).
- Equal opportunity representatives
Personal data may be disclosed or transmitted to the equal opportunity representatives of the respective departments for them to carry out their duties pursuant to the Hamburg equal opportunity act (Hamburgisches Gleichstellungsgesetz, HmbGleiG). The equal opportunity representatives are to be informed of any staffing, social, or organizational measures relating to equal opportunities for women and men and compatibility of work and family life.
- Representatives of severely disabled members of staff
The representatives of severely disabled members of staff are to be involved in all issues concerning severely disabled people as a group. For this reason, they are provided with the personal data required to carry out their duties. The nature and extent of participation are based on Section 178 of book IX of the German social code (Sozialgesetzbuch, SGB IX).
- External members of the selection committee
External members of the selection committee also have access to the application documents in order to carry out their duties pursuant to the HmbHG.
- External assessments
Application documents are transmitted to the external reviewers for them to carry out their duties pursuant to the academic search regulations of Universität Hamburg in conjunction with the HmbHG. External reviewers must submit a declaration stating their obligation to erase the data in accordance with Section 6.
- Staff medical service for the civil service (Personalärztlicher Dienst, PÄD) / State occupational medical service (Arbeitsmedizinischer Dienst, AMD)
In some cases, a medical examination by the PÄD or the AMD may be performed with your consent as part of the health check before appointment (Section 10 subsection 2 HmbBG). For this purpose, data is transferred to the PÄD or the AMD. Following the medical examination, the medical report is transmitted to the appointing authorities (Section 44 HmbBG).
- State office of criminal investigations (Landeskriminalamt, LKA) / State office for the protection of the constitution (Landesamt für Verfassungsschutz)
If you are applying for a position giving you access to a security area as defined in Section 1 subsection 2 of the Hamburg security clearance and secrecy protection act (Hamburgisches Sicherheitsüberprüfungs- und Geheimschutzgesetz, HmbSÜGG), a security check will be conducted with your consent. For this purpose, your identification data are transmitted to the responsible LKA (Section 34 HmbSüGG) or the state office for the protection of the constitution (Section 3 subsection 2). The LKA or the state office for the protection of the constitution transmits the results of the pre-appointment security check to the department making the appointment.
- Human resources department of Hamburg / Courts
In the event of litigation, the data will, if necessary, be transferred to the Hamburg human resources department and the courts involved. If you are appointed, any additional data will be processed by your future department. You can obtain more information from the department in question.
6. How long do we store your data?
Any data that is not required for the establishment of an employment relationship, re-assignment, transfer, or the purpose of HR development will be deleted no later than one year after completion of the appointment procedure. This retention period is necessary for documenting the procedure and possible subsequent legal evaluation processes.
This shall not apply if legal provisions prevent deletion or if further storage is necessary for the purpose of presenting evidence.
Written application documents are destroyed at the latest upon expiration of the retention period.
7. What rights do you have (e.g., right of access, right to object, etc.)?
You have various rights pursuant to the GDPR. These are detailed under Articles 15 to 18 and Article 21 of the GDPR.
- The right of access (Article 15 GDPR)
You may request information on your processed personal data or—if you are appointed—access to your personnel file pursuant to Section 88 of the HmbBG and Section 3 subsection 6 of the civil service collective agreement (Tarifvertrag für den öffentlichen Dienst der Länder, TV-L). In your request for information, you should provide sufficient details to allow the necessary data to be compiled.
- The right to rectification (Article 16 GDPR)
You may request rectification of your personal data without undue delay if you find these to be inaccurate or no longer valid. If your data are incomplete, you can request that they be completed.
- The right to erasure / “right to be forgotten” (Article 17 GDPR)
Whether you can request the immediate erasure of your personal data depends on whether the Human Resources Department and the Professorial Appointments Unit still require the data to meet legal obligations.
- The right to restriction of processing (Article 18 GDPR)
Under specific conditions, you have the right to request restriction of processing of your personal data.
- The right to object (Article 21 GDPR)
You have the right to object to the processing of your personal data at any time on grounds relating to your particular situation. Processing will not be discontinued, however, if we, as the controller under Article 24 GDPR, can demonstrate compelling, legitimate grounds for processing which outweigh your interests, rights, and freedoms as the data subject, or if the processing is necessary for the establishment, exercise, or defense of legal claims.
- The right to lodge a complaint (Article 77 GDPR)
If you believe the processing of your personal data is in breach of the GDPR, you have the right to lodge a complaint with the responsible data protection supervisory authority. In our case, this is the Hamburg Commissioner for Data Protection and Freedom of Information (HmbBfDI).
The Hamburg Commissioner for Data protection and Freedom of Information can be contacted under the following address:
General information on these rights:
In some cases, your request cannot or may not be complied with. If there are statutory grounds why your request cannot be complied with, you will be informed of the reason for denial.