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For any other matters related to data protection, please contact the WU data protection team at datenschutz@wu.ac.at.

We process the personal data that is imported from SAP with your first sign up or provided to us from you when registering to our offers and services of the Personnel Development and Planning office (workshop, event or program).

We process the following data of you: last name, first name, title, gender, WU contact data, personal contact data, email address, registration data, UID identifier, organizational unit, personnel category, supervisor, payment of deductible and cancellation fee, billing address, native language, preferred working language, teaching evaluation.

The data are processed based on a legitimate interest of WU, namely providing in-house information about the personnel development and in-house training services provided by the Personnel Development and Planning Office and carrying out the organizational steps and the communications necessary to implement these services (WU in-house training program, career program for women in research, career development for tenure-track and non-tenure track post-doc researchers, WU Pre-Doc Placement Program, WU Onboarding Program).

The data is required for the administration of continuing education activities and events, and the administration of event evaluation activities. Given the large numbers of workshop and event sign-ups to be managed, we would not be able to carry out the organizational steps and the communications necessary for the above-mentioned personnel development and continuing education activities without access to the required data.

• Sign-up on the booking platform with WU username and password

• Management and administration of continuing education activities and events:

  • Attendance management with above mentioned categories

  • Compiling lists of participants

  • Sending lists of participants to trainers, instructors and coaches (first and last name, title, organizational unit, email address)

  • Sending emails, some of them generated automatically, with information about the sign-up process, participation in the workshop or event and follow-up reporting (confirmation of registration, notification of rejection of registration or a spot on the waiting list, dropping registrations, information on no-show rules, reminders, materials and information on the workshop or event provided by trainers, instructors or coaches, cancellation notifications, etc.)

  • Preparing participation statistics based on the following categories of data: participation data – workshop or event sign-ups and sign-up cancellations, no-shows

• Course evaluation management

  • Sending emails, some of them generated automatically, for course evaluation (invitations to participate in course evaluation and reminder emails)

  • Carrying out course evaluation and storing evaluation data

• Art. 6 (1) item b of the GDPR – performance of a contract or taking steps prior to entering into a contract

• Art. 6 (1) item e of the GDPR – performance of a task carried out in the public interest (public relations work pursuant to § 3 [11] of the Universities Act 2002 [Universitätsgesetz, UG])

• Art. 6 (1) item f of the GDPR – legitimate interests pursued by WU (information about future events and documentation of WU’s activities and developments at WU)

As a general rule, we do not transmit your data to any third parties. In order to meet the purposes specified above, however, it is necessary for us to transmit on the data to service providers commissioned by WU. We select our service providers carefully and partially conclude data processing agreements that obligate them to process your data in accordance with the applicable legislation.

This includes the following recipients:

• Trainers, instructors and coaches for the purpose of preparing and conducting their workshops

• WU uses the services of the following processor: Knowledge Markets Consulting GmbH, Siebensterngasse 31/12, 1070 Vienna (learning management platform "KM LMS")

We process your data only as long as it is necessary for the purposes of registration, implementation and documentation of the offers and services as well as for the purposes of processing and information. Beyond that, we retain your data only as long as required by any applicable statutory data retention periods and until any potential legal disputes are settled where the data may be required as evidence.

As a data subject in the context of these data processing operations, you have the following rights vis-a-vis WU as the controller:

• Right to information and access to the data

• Right to rectification of data

• Right to deletion of the data

• Right to restrict the data processing

• Right to data portability

• Right to objection

As a data subject, you also have the right to file a complaint with the Austrian Data Protection Authority. Further information on your rights as a data subject is available on our website at https://www.wu.ac.at/en/datenschutz/betroffenenrechte.

To exercise any of these rights, please contact the WU data protection team at datenschutz@wu.ac.at.