Information on data protection for alumni of Gottfried Wilhelm Leibniz Universität Hannover

Information on data protection for alumni of Gottfried Wilhelm Leibniz Universität Hannover

Privacy statement Alumni Office

Information on data protection for alumni of Gottfried Wilhelm Leibniz Universität Hannover

The security of your data is of the utmost importance to the Alumni Office of Leibniz University Hannover (LUH). Therefore, we wish to inform you about data protection with respect to the use of your data in the context of your registration for the AlumniCampus network and at the same time assure compliance with all relevant legal provisions, in particular the EU General Data Protection Regulation (GDPR) and the Lower Saxony Data Protection Act (NDSG).

Data protection and data collection

The subject of data protection is your personal data, i.e. details of your personal and material circumstances (Article 4 (1) GDPR)

1. provided in the context of the termination of your enrolment via data transfer from the student administration system of Leibniz University Hannover or
2. provided by yourself in the context of registering online or
3. via the registration form (printed version)
4. as well as personal data which has subsequently been amended or adjusted through additional information provided via email or the online form.

Right to object and withdrawal of consent

Right to object according to Article 21 GDPR

You have the right, for reasons resulting from your particular situation, to object to the processing of relevant personal data at any time, according to Article 6 (1) (e) or (f) GDPR. We will then stop processing your personal data, unless legitimate grounds exist to continue, outweighing your interests, rights and liberties, or where processing serves to assert, exercise or defend legal claims.

You have the right to object to the transfer of data from the student administration system in the context of the termination of your enrolment (item 1). An email pointing out this option will be sent shortly after the data has been transferred, offering alumni the possibility to opt out. In this case, all data will be erased. Data subjects will be asked for their consent five years after the data transfer at the latest. If consent is not given, all data will be erased irrevocably.

Withdrawal of consent

With regard to data provided to the Alumni Office via online registration or the registration form (items 2 and 3), data initially transferred from the student administration system (item 1), where consent has been given within the following five years, as well as updated data (item 4), consent to the processing may be revoked at any time, with future effect. Withdrawal of consent will not affect the lawfulness of processing of data carried out on the basis of consent until its revocation. Withdrawal of consent should be addressed to the relevant department processing the data.

Purpose limitation

The Alumni Office observes the principle that data should only be used for specific, defined purposes and ensures that your data will only be used for the purpose of maintaining contact between alumni and the university. Your data will not be used for any other purpose. In addition to invitations and information regarding the university (e.g. newsletters, alumni magazine, invitations to events), maintaining contact also includes opportunities for getting involved as an alumnus, such as supporting students as a mentor, expert or scholarship provider, as well as fundraising campaigns. Your personal data will only be accessed and used by members of staff of the Alumni Office, as well as by service providers performing specific duties, such as distributing print products. In this case, service providers must not copy or disclose data and will be obliged to promptly delete this data after the task has been completed. A data processing agreement has been concluded with these service providers. Moreover, the data is used by selected members of faculty staff in charge of alumni management within the respective faculty, by Communications and Marketing in the context of invitations to university events, by the fundraising department in the context of fundraising campaigns, as well as by members of staff at LUIS in the context of newsletters (email addresses only).

Data security

Your data is securely stored on the servers of Leibniz University Hannover and will not be disclosed to third parties, except for the abovementioned purposes. Leibniz University Hannover takes appropriate technical and organisational measures for the security of your data and protects it, in particular against access by third parties or unauthorised persons, in accordance with the state of the art. Members of staff of the Alumni Office as well as faculty representatives are obliged to maintain confidentiality and compliance with data protection.

Duty to provide information according to Article 13 and 14 GDPR

Data controller and contact details:

Leibniz Universität Hannover
Alumnibüro
Welfengarten 1
30167 Hannover
Tel.: +49 511 762 2516

Email: alumni@zuv.uni-hannover.de 

Data Protection Officer

Contact details of the Data Protection Officer

Purpose for data processing

The Alumni Office observes the principle that data should only be used for specific, defined purposes and ensures that your data will only be used for the purpose of maintaining contact between alumni and the university. Your data will not be used for any other purpose. In addition to invitations and information regarding the university (e.g. newsletters, alumni magazine, invitations to events), maintaining contact also includes opportunities for getting involved as an alumnus, such as supporting students as a mentor, expert or scholarship provider, as well as fundraising campaigns.

Legal grounds for data processing

1.            For data transfer from the student administration system

As per Article 6 (1) (e) and Article 6 (3) GDPR in conjunction with section 17 (1) of the Lower Saxony Higher Education Act (NHG) and LUH regulations on processing personal data, LUH may process personal data of former university members in order to maintain contact.

2.            For collecting data via online registration or the registration form

If you have provided data in the context of registering for AlumniCampus via the online registration form or the printed version of the registration form, the legal basis for data processing is subject to your consent according to Article 6 (1) (a) GDPR.

Duration of storage

Unless alumni object, (in the context of data transfer from the student administration system) or withdraw their consent (in the context of data provided through online registration or the printed registration form), personal data will be stored permanently. If consent has not been given, data provided in the context of data transfer from the student administration system will be erased after five years. 

Rights of data subjects (Articles 15 to 21 GDPR)

According to Articles 15 to 21 GDPR, you have the following rights regarding your personal data:

•     Right of access
•     Right to rectification
•     Right to erasure
•     Right to restriction of processing
•     Right to data portability / right to receive a copy

Recipients of personal data

Members of staff of the Alumni Office of Leibniz University Hannover, selected faculty staff members in charge of alumni management within the respective faculty, members of staff at LUIS in the context of newsletters (email addresses only), Communications and Marketing in the context of invitations to university events, the fundraising department in the context of fundraising campaigns, as well as service providers (printer’s) for specific tasks (e.g. printing, distribution).

Obligation to provide personal data

You are not obliged to provide personal data. Provision of personal data is voluntary. However, personal data must be provided in order to join the AlumniCampus network.

Categories of personal data that are processed

•     Title/first name/surname
•     Date of birth
•     Gender
•     Name at birth
•     Nationality
•     Postal address and email
•     Company name
•     Department
•     Position/job title
•     Official postal address/official email address
•     Degree
•     Academic fields
•     Period of study
•     Funding providers
•     Periods abroad
•     Enrolment number

Right to complain

Data processing is subject to the supervision of the Commissioner for Data Protection of Lower Saxony, with whom complaints may be filed. More information and contact details can be found at https://www.lfd.niedersachsen.de/startseite/ 

Der Landesbeauftragte für den Datenschutz in Niedersachsen
Prinzenstraße 5
30159 Hannover
Tel.: +49 511 120-4500
Fax: +49 511 120-4599

Email: poststelle@lfd.niedersachsen.de