The Johannes Kepler University Linz (hereinafter referred to as the "JKU") would like to provide information about automatically processing your personal information (more precisely: personal information that can identify you) in accordance with Art. 4, para. 1 of the General Data Protection Regulations (hereinafter referred to as "GDPR") in which protection is governed by valid data protection law [1] .  Under Art. 4 para. 2 of the GDPR, automated processing means collecting, recording and storing personal information by automated means.

[1] Regulation (EU) 2016/679 by the European Parliament and of the Council on April 27, 2016 to protect individuals with regard to processing personal data, the free movement of this kind of data and repealing Directive 95/46/EC (GDPR); Federal Act to protect individuals with regard to processing Personal Data (DSG), BGBl. I No. 165/1999, as last amended by BGBl. I No. 14/2019; Directive (EU) 2016/680 by the European Parliament and the Council on June 27, 2016 to protect individuals with regard to processing personal data and the free movement of this kind of data (Directive). Directive (EU) 2016/680 by the European Parliament and the Council on April 27, 2016 to protect individuals with regard to processing personal data by the responsible authorities for the purposes of preventing, conveying, detecting or prosecution of criminal offences or enforcing sentences, on the free movement of this kind of data and repealing Council Framework Decision 2008/977/JHA (Directive on data protection in the field of justice and domestic affairs), implemented in Articles 36-61 DSG.

I. Contact Information:

The Johannes Kepler University Linz (JKU), Altenberger Straße 69, 4040 Linz, datenschutz@jku.at, is responsible for processing the information described below under Art. 4 para. 7 of the GDPR.

As stated in Art 37 of the GDPR, the designated Data Protection Officer can be reached at Johannes Kepler University Linz (JKU), Office of Data Protection, Altenberger Straße 69, A-4040 Linz, Austria, datenschutz@jku.at.

II. Background for Processing / Indicating the Purpose for Collecting Personal Information / Legal Basis for Processing / Recipient for the Personal Information:

1. The JKU processes personal information when setting up a JKU Partner Account; this is information you have either provided or an individual you have authorized (i.e. an employer) has provided, namely contact and main information, such as a form of address, academic title (optional), first and last name (optional), first and last name, date of birth (optional), address, e-mail address, for the purpose of creating a user in the IT system for requested authorization(s), or to extend and/or expand on the same as well as to exert, exercise or defend any potential legal claims.

2. The legal basis to process personal information is to prepare to draft or conclude a contract, fulfill, and/or execute a contractual relationship in accordance with Art. 6 Abs. 1 lit. b GDPR as well as in the JKU’s legitimate interests in accordance with Art. 6 Abs. 1 lit. f GDPR in properly (lawfully) processing the required information and/or creating an account for the individual who has requested a JKU Partner Account.

Disclosing personal information is not required however, failure to provide the requested information for the purpose as stated above will result in being unable to fulfill the purpose as stated above and the requested JKU Partner Account cannot be opened

3. Your personal information will be received for processing only by organizational departments at the JKU and their support units - Information Management, Human Resource Management, and the processing institute/department at the JKU in particular, as well as any contract processing service(s) used in conjunction with technical support, hosting, maintenance and administration, to the extent that access to personal information by these individuals/departments cannot be excluded in lieu of technical and organizational measures. In order to pursue any potential legal claims, personal information may be passed on to legal courts, authorities and legal representatives.

III. Retaining Personal Information:

The data subject’s personal information will be stored and processed according to criteria such as the timeliness and relevance with regard to the aforementioned purpose(s) as well as proof, if any, required that may be required in the event of any disagreements or disputes; the retention period is determined according to criteria as any proof required to show that any all procedures were implemented correctly. This can be up to three years after verification has been submitted/processed. If the requested JKU Partner Account is not approved or is deleted, the procedure to process your personal information will be suspended immediately.

IV. Data Subject Rights in accordance with Art. 15 - 21 GDPR:

1. Right to access information
2. Right to rectification and erasure
3. Right to restrict processing
4. Right to data portability
5. Right to object

V. Information about the Data Protection Authority and the Data Subject's Right of  Appeal:

In addition, the data subject may lodge a complaint to the Austrian Data Protection Authority, Barichgasse 40-42, 1030 Vienna, Ph.: + 43 1 52 152-0, E-mail: dsb@dsb.gv.at, if the data subject believes the procedure to process personal information relating to him or her infringes the regulations.

Last update: June 2021