This privacy policy applies to all activities of EMLE and provides the most relevant information by target group. EMLE handles personal data with care and acts within the limits of the General Data Protection Regulation (GDPR). EMLE processes personal data and uses cookies for its website. In this privacy policy, we provide information about the purposes for which personal data are processed, how you can exercise your privacy rights and other information that could be important to you.
Processor of your personal data
University of Hamburg represented by the president
Mittelweg 177
20148 Hamburg
The University of Hamburg is a corporation under German public law, represented by Univ.-Prof. Dr. Hauke Heekeren, president of the University of Hamburg, Mittelweg 177, 20148 Hamburg.
Data Protection Officer Contact Details
University of Hamburg Data Protection Officer
Mittelweg 177, 20148 Hamburg
dsb@uni-hamburg.de
Purposes and legal basis of processing of your personal data
We value your privacy. Information relating to individuals is collected and used in accordance with the GDPR. As a rule, all data submitted to EMLE is only used for the purposes of the EMLE programme, namely the admission to and teaching and improvement of EMLE courses. Data collected in this way is only made available to the partner universities and their technical staff. In addition, the personal data of students admitted to the programme (i.e. proposed for a scholarship, put on the reserve list, or enrolled on a self-paying basis) may be used for the purposes of evaluating the Erasmus Mundus Programme and will be made available to the Agency, the EM National Structures, the EU Delegations and the Erasmus Mundus Student and Alumni Association, acting as stakeholders of the programme. Please note that this website also provides links to third party sites. We encourage you to review their respective privacy policies since the EMLE has no influence on those third parties. Some data are also processed to ensure the functionality of our website even without registration.
The European Education and Culture Executive Agency (EACEA), in the context of managing the Erasmus Mundus Joint Masters, collects and processes the personal data of some of the candidates. In particular, certain data of the scholarship holders and non-scholarship holders is shared with the Agency and treated according to this privacy statement.
The application data are processed by the director of the EMLE Programme, currently based at the University of Hamburg, with support from the staff of the EMLE Coordinating Centre, who act under his authority.
Legal Basis: Art. 6 Lit. e) GDPR and § 111 (1) Hamburgisches Hochschulgesetz – „Hamburg Higher Education Act” (Processing in exercise of public authority vested in the controller: Managing of Student Applications).
The Joint Selection Committee (JSC), composed of one representative from each partner, oversees the EMLE application process and determines applicant eligibility. It meets annually in February or March to approve the ranking based on reviewer recommendations and to decide on admission and appeals.
Legal Basis: Art. 6 Lit. e) GDPR and § 111 (1) Hamburgisches Hochschulgesetz – „Hamburg Higher Education Act” (Processing in exercise of public authority vested in the controller: Managing of formal appeals).
Your personal data may also be processed to answer your request addressed to the Data Protection Office within the University of Hamburg.
Legal Basis: Art. 6 Lit. c) and e) GDPR, Art. 12-21 GDPR, Art. 5 (2) GPDR (Processing to comply with a legal obligation and in the exercise of public authority vested in the controller).
A more detailed description is also available within in the EMLE Consortium Agreement (p. 27): https://emle.org/wp-content/uploads/2022/10/EMLE-CA-2022-_web.pdf
Categories of personal data
- Personal information necessary for submitting application(s) to the Controller:
- contact information,
- information about prior education and employment experiences on the field, identification information, other relevant activities
- profile picture
- copies of relevant certificates
- citizenship-information, copy of passport and/or other relevant identification
- Motivation Letter
- information about language skills
- study location preferences
- feedback on the application process
- application scores and rank (Each application is independently assessed by two members of the Joint Selection Committee (JSC), or by two other independent reviewers with expertise in EAL and a sound understanding of the EMLE Programme. Applicants are scored based on the selection criteria by entering scores from 0 to 10 for each category directly into DreamApply)
- Application decision (admitted, waiting list, rejected)
- where relevant: Health data (e.g. disabilities, special needs)
- messages received and send by the University of Hamburg during the application or complaint process via DreamApply and via e-Mail
- other information provided by the data subject during the application/formal appeal/ data protection request
Sources of Personal Data
For the purposes of processing as listed above, most of the data are directly provided by the data subject during the application, formal appeal and data protection request procedures. The references are provided directly by the referees (designated by the data subject) via the DreamApply platform and are submitted, through this platform, to the EMLE Programme (Coordinating Centre at the University of Hamburg).
Third parties
On EMLE’s instructions, third parties may provide certain parts of the services for the implementation of an agreement. We reach agreements with these organizations to ensure that personal data are treated with care and in confidence. These agreements are contractually recorded in data processing and other agreements. If parties are based outside the European Economic Area (EEA), additional and appropriate safeguards will be put in place. Your personal data are not hired or sold to third parties. EMLE provides personal data to enforcement authorities or fraud control organizations if this is necessary to comply with statutory obligation.
The application platform is hosted by DreamApply OÜ (with Estonian registration code 11417364, registered address at Harju County, Tallinn, Tatari 64, 10134, Estonia). DreamApply is a processor for the controller (University of Hamburg) and the processing of data is carried out only on behalf of University of Hamburg. DreamApply uses non-personalized data about the applicants for research purposes (including for non-personalized statistics) to improve efficiency and quality of the system, predict information and data flows in order to better respond to Controller’s (including the applicants) needs and improve awareness of services offered to potential partners
Data retention
EMLE does not keep your data longer than is strictly necessary to realise the purposes for which the data were gathered. The usual retention period for student files at the University of Hamburg is 4 Years, starting with the end of appeal procedures. If you choose to exercise any of your rights, this may affect the retention period observed for your personal data.
For the Data processed to fulfill your requests regarding the protection of your personal data the storage period is 3 years after the closure of you request in accordance with the UHH responsibility to demonstrate compliance with the GDPR (Art. 5 (2) GDPR).
Your rights as a data subject
- the right to information regarding personal data pertaining to you that is stored by us (Article 15 GDPR)
- the right to correction of any incorrect or incomplete personal information (Article 16 GDPR)
- the “right to be forgotten”: erasure of stored personal data insofar as the relevant data are not necessary for the exercise of the right of freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or the purposes of establishing, exercising, or defending a legal claim (Article 17 GDPR)
- the right to limited processing of personal data (Article 18 GDPR)
- the right to object to the processing of your data conducted in our legitimate interest, public interest, or for profiling purposes unless we can demonstrate compelling grounds for processing said data that outweighs your interests, rights, and freedoms or where the processing of said data is required for the establishment, exercise, or defense of a legal claim (Article 21, GDPR), the right to withdraw your consent to the collection, processing, and use of your personal data at any time with future effect (Article 7 paragraph 3 GDPR)—this means that the data processing related to that consent will no longer be carried out;
- the right to lodge a complaint with a supervisory authority where you believe the processing of personal data related to you is in breach of the GDPR (Article 77 GDPR)
Google Analytics Disclaimer
“This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.”
Disclaimer
The EMLE strives to keep this website as up to date as possible and to make sure all information is true and accurate. Despite this, the EMLE cannot guarantee that all information is always accurate and complete. In case of doubt, please do not hesitate to contact us at info@emle.org. The EMLE is not responsible or liable for any damage or loss arising from the use of this website. The EMLE is also not responsible for the content of websites of third parties, linked to from this website.
You may exercise your rights as a data subject, such as obtaining information on data being stored, by contacting datenschutz@uni-hamburg.de.