1. Description of our processing activity
My GSN portal – student selection and doctoral selection procedure and administration
2. Name and contact details of the Controller
Ludwig-Maximilians-Universität München
Geschwister-Scholl-Platz 1
80539 München
Responsible organizational area for the data processing
Graduate School of Systemic Neurosciences (GSN) der Ludwig-Maximilians-Universität München
BioCenter
Großhaderner Str. 2
82152 Planegg-Martinsried
Phone: +49 (0)89 2180 74178
Email: gsn@lmu.de
3. Data Protection Officer’s contact details
Behördlicher Datenschutzbeauftragter der Ludwig-Maximilians-Universität München
Geschwister-Scholl-Platz 1
80539 München
Contact form: www.lmu.de/datenschutz
4. Purposes and legal bases of processing
4.1. Application and selection procedure
The purpose of the data collection is to fulfil the legal responsibilities of the University of Munich, to be able to carry out a lawful examination of your application and to be able to carry out the respective procedure in accordance with the relevant legal regulations. For this purpose, we store the data that you provide to us, insofar as it is relevant for your admission. On the basis of the data you provide, we check whether you can be admitted to our degree or doctoral programme. This involves admission to a Master’s or Ph.D. programme within the Graduate School of Systemic Neurosciences (GSN) or to the Master’s programme in Neuro-Cognitive Psychology (NCP). This procedure precedes enrolment at the Student Record Office or at the Office for International Affairs (for which a separate enrolment application must be submitted).
Your data will be processed on the basis of the following legal grounds:
- Art. 6 (1) lit. a GDPR
- Art. 6 (1) lit. e, (2), (3) lit. b GDPR in conjunction with Art. 4 (1) BayDSG in conjunction with the Examination and Study Regulations of the Ludwig Maximilian University of Munich for the Master’s programme in Neurosciences (2018) dated 29 November 2019 or the Examination and Study Regulations of the Ludwig Maximilian University of Munich for the Master’s programme in Neuro-Cognitive Psychology (2019) dated 27 January 2020 or the Examination and Study Regulations of the Ludwig Maximilian University of Munich for the Doctoral programme in Systemic Neurosciences dated 15 March 2010, corrected on 6 June 2011, including amendment statutes, or as amended from time to time
- Art. 6 (1) lit. c GDPR in conjunction with Art. 97 in conjunction with Art. 87 (2) BayHIG
If you do not provide the required information, your application cannot be processed.
4.2. Implementation and administration of the study programme or doctoral programme within the framework of the GSN
Your data will be processed
- for the implementation and administration of the study or doctoral programme
- for statistical and reporting purposes
- to conduct university elections
- if applicable, with separate consent for publication on the GSN website
Your data will be processed on the basis of the following legal grounds:
- Art. 6 (1) lit. c GDPR in conjunction with Art. 97 in conjunction with Art. 87 (2) BayHIG
- Art. 6 (1) lit. c and e GDPR in conjunction with. Art. 4 (1) BayDSG, Art. 87 (2) BayHIG or Art. 97 (4) in conjunction with Art. 87 (2) sentence 1 nos. 1 to 4, 6 and 12 BayHIG as well as, if applicable, Art. 5 (1) sentence 1 no. 1 BayDSG and s. 5 HStatG in the respective applicable version; if applicable, the usage guidelines “Conditions for Funding Agreements with the Deutsche Forschungsgemeinschaft e.V. (DFG) (German Research Foundation) on Clusters of Excellence within the Framework of the Excellence Strategy of the Federal Government and the Länder”, as amended from time to time
- Art. 6 (1) lit. e, (2), (3) lit. b GDPR in conjunction with the Examination and Study Regulations of the Ludwig Maximilian University of Munich for the Master's programme in Neurosciences (2018) dated 29 November 2019 or the Examination and Study Regulations of the Ludwig Maximilian University of Munich for the Doctoral programme in Systemic Neurosciences dated 15 March 2010, corrected on 6 June 2011, including amendment statutes; s. 4 (2) sentence 1 no. 5 of the enrolment, re-enrolment and de-registration statutes of the Ludwig Maximilian University of Munich dated 11 February 2019, as amended from time to time; Art. 26 (1) BayDSG, Art. 4, 10 BayArchivG
- Art. 19 (2) sentence 1 no. 2 BayHIG
- If applicable Art. 6 (1) lit. a GDPR
You are obliged to provide your data. This obligation arises in particular from Art. 97 (4) BayHIG or s. 5 HStatG or the Examination and Study Regulations of the Ludwig Maximilian University of Munich for the Master’s programme in Neurosciences (2018) dated 29 November 2019 or the Examination and Study Regulations of the Ludwig Maximilian University of Munich for the Doctoral programme in Systemic Neurosciences dated 15 March 2010, corrected on 6 June 2011, including amendment statutes as well as – as far as relevant – s. 4 (2) sentence 1 no. 5 of the enrolment, re-enrolment and de-registration statutes of the Ludwig Maximilian University of Munich and – as far as relevant – the usage guidelines “Conditions for Funding Agreements with the Deutsche Forschungsgemeinschaft e.V. (DFG) (German Research Foundation) on Clusters of Excellence within the Framework of the Excellence Strategy of the Federal Government and the Länder”. The Graduate School of Systemic Neurosciences requires your information to administer your graduate or doctoral studies and, if applicable, to meet statistical and reporting requirements.
If you do not provide the required data, your studies or doctoral studies cannot be carried out.
4.3. Management of the persons involved in the selection procedure and/or in the implementation and management of the study programme or doctoral study programme
Your data will be processed
- for the application and selection procedure and/or the implementation and administration of the study or doctoral programme
- for reporting purposes
- in case of separate consent for publication on the GSN website
Your data will be processed on the basis of the following legal grounds:
- Art. 6 (1) lit. a GDPR, Art. 6 (1) lit. e, (2), (3) lit. b GDPR in conjunction with Art. 4 (1) BayDSG
5. Recipients or categories of recipients of your personal data
Your personal data will be transmitted or made available, as far as necessary, to
- the Graduate School of Systemic Neurosciences (GSN) (scientific staff, administrative staff, standing committee of the GSN) or the Master’s programme in Neuro-Cognitive Psychology (NCP)
- within the framework of the selection procedure, academics from other universities and research institutions in Germany who are entitled to take examinations in accordance with Art. 85 (1) sentence 2 BayHIG in conjunction with the HSchPrüferV
- if applicable, within the framework of examinations, the respective participating academics of other universities and research institutions in Germany and abroad who are entitled to take examinations in accordance with Art. 85 (1) sentence 2 BayHIG in conjunction with the HSchPrüferV
- the Central University Administration of the Ludwig Maximilian University of Munich (for IT administration, to create statistics and to conduct university elections)
- if applicable, the Bavarian State Office for Statistics (data transfer in pseudonymised form)
- if applicable, the German Research Foundation in the context of its reporting obligation for the Cluster of Excellence “Munich Cluster for Systems Neurology (SyNergy)”
- if applicable, to the university archives for the fulfilment of its archiving obligation
There will be no unauthorised disclosure to third parties or to a third country.
6. Information on data processing
6.1. Data security
In order to protect the security of your data appropriately and comprehensively during processing and in particular during transmission, we use appropriate encryption procedures (e.g. SSL/TLS) and secure technical systems where necessary and based on the current state of the art.
6.2. Use of active components and cookies
JavaScript applications are used in the LMU’s information offering, mainly for navigational elements, e.g. field-dependent visibilities in contact forms. No personal data is stored in the process. The use of these functionalities can be switched off via your browser program’s settings. As a result, the display of some elements may be affected.
This website uses so-called “cookies”, which are used to customise and optimise the user’s online experience and online time. A cookie is a text file that is either temporarily stored in your computer’s memory (“session cookie”) or on its hard disk (“permanent cookie”). Cookies contain, for example, information about the previous accesses of the user to the corresponding server or information about which offers have been called up so far.
This website uses both session cookies and permanent cookies.
Session cookies:
Session cookies are used for login authentication and load balancing. They are not stored on the user’s hard disk. They are deleted when the browser is closed.
Permanent cookies:
Persistent cookies are used to store the personal usage preferences that a user enters when using the Services so that personalization and improvement of the Services can be made. The permanent cookies ensure that the user will find their personal settings again when they visit this website again. These services store the data transmitted by the cookie exclusively anonymously. An allocation to the IP address of the user is not kept.
Cookies in this website:
- Collapsiblock (to store the last state of the expandable/collapsible blocks used by the user)
- ctools-collapsible-state (to store the column sorting options selected by the user)
- Drupal_l10n_client (to store the language settings made by the user)
- Drupal.tableDrag.showWeight (to store user interface preferences)
- Drupal.toolbar.collapsed (to store user interface preferences)
- has_js (to determine whether or not JavaScript is enabled in the user’s browser)
Avoiding cookies:
The user has the option of refusing the setting of cookies at any time. This is usually done by selecting the appropriate option in the browser settings or by using additional programs. For more details, please refer to the help function of the browser used by the user. If the user decides to disable cookies, this may reduce the performance of the service and may have a negative effect on the use of the services of this website.
6.3. Logging and creation of log files
Due to security-relevant events that have occurred, e.g. attempted hacker attacks, relevant access data is stored each time all centrally hosted websites are accessed.
Depending on the access protocol used, the log record contains information with the following contents:
- IP address of the requesting computer
- date and time of the request
- access method/function requested by the requesting computer
- input values transmitted by the requesting computer (file name, etc.)
- access status of the web server (file transferred, file not found, command not executed etc.)
- name of the requested file
- URL from which the file was requested/the desired function was initiated
- browser type information
- user’s operating system
- internet pages from which the user’s system accesses the LMU website
- internet pages that are accessed via the LMU website
Purpose and legal basis of logging:
The stored data is used for the purpose of identifying and tracking unauthorized access attempts and accesses, for maintaining the functionality of the internet site on the internet server and – in anonymised form – for optimizing the internet offer. Temporary storage of the IP address is also necessary to enable delivery of the LMU website to your computer. For this purpose, the IP address must also remain stored for the duration of the use of the session. Your data will not be stored together with other personal data at the LMU. The processing is carried out on the basis of Art. 6 (1) lit. e, (2), 3 GDPR in conjunction with Art. 4 BayDSG.
Retention period:
The logged data is stored for a maximum of seven days and then deleted. A longer storage period may take place in individual cases, provided that a security-relevant offence was determined. Independently of this, storage beyond this is possible. In this case, your IP address is deleted or alienated, so that an assignment of the calling client is no longer possible.
Evaluation of logging:
Evaluation of the log data is carried out by the responsible IT department (Department VI, Geschwister-Scholl-Platz 1, 80539 Munich, email: it.internet@verwaltung.uni-muenchen.de) on behalf of the LMU in compliance with data protection regulations.
As far as the data for website provision and the storage of data in log files are absolutely necessary for the website’s operation, there is no possibility for you to object.
7. Duration of storage of personal data
7.1. Application and selection procedure
We store your personal data obtained during the application process at least until the end of the legally prescribed periods; the data is deleted as soon as and insofar as it is no longer required for the fulfilment of the task and there is no obligation to archive it. In principle, the data will be deleted six months after the end of the selection procedure.
7.2. Implementation and administration of the study programme or doctoral programme
After your admission to the Graduate School of Systemic Neurosciences, the data collected in the context of the implementation and administration of your studies or doctoral studies will be stored as long as this is necessary for the respective task to be fulfilled (administration of studies or doctoral studies, statistical purposes, documentation obligations, archiving purposes), at least five years after the end of your studies or doctoral studies, without prejudice to longer storage for the purpose of fulfilling the archiving obligation.
7.3. Management of the persons involved in the selection procedure and/or in the implementation and management of the study programme or doctoral study programme
Once you are no longer associated with GSN, your data will be deleted as soon as and insofar as it is no longer required for the fulfillment of tasks and there is no obligation to archive it.
8. Data subject rights
In accordance with the provisions of the General Data Protection Regulation, you are entitled to the following rights if the legal requirements are met:
If your personal data is processed, you have the right to obtain information about the data stored about you (Art. 15 GDPR).
If inaccurate personal data is processed, you have a right to rectification (Art. 16 GDPR). In the case of processing for archiving purposes, however, there is no right of rectification pursuant to Art. 16 GDPR (cf. Art. 26 (4) sentence 1 BayDSG).
A right to data portability according to Art. 20 GDPR does not exist if the respective data processing does not take place on the basis of consent or on the basis of a contract, but on the basis of sovereign activity.
If you have consented to data processing, you may revoke your consent at any time for the future. The legality of the data processing carried out on the basis of your consent up until revocation is not affected by this. If deletion of the data made available to us is requested during the current application process, this will be regarded as a withdrawal of your application.
If the legal requirements are met, you may request the deletion or restriction of processing and object to processing (Art. 17, 18 and 21 GDPR). Art. 18 (1) lit. a, b and d and Art. 21 of the GDPR shall not apply insofar as these rights are likely to render impossible or seriously impair the realisation of archiving purposes in the public interest and such restriction is necessary for the fulfilment of archiving purposes (Art. 26 (5) of the BayDSG).
If you make use of your above-mentioned rights, the public body will check whether the legal requirements for this are met.
Furthermore, there is a right of appeal to a Data Protection Supervisory Authority (Art. 77 GDPR). The supervisory authority responsible for LMU is the Bavarian State Commissioner for Data Protection www.datenschutz-bayern.de.