Medical Faculty/University Hospital Magdeburg

Privacy Police

1. General Information

Universitätsklinikum Magdeburg A.ö.R. and the Medical Faculty of Otto von Guericke University Magdeburg are pleased that you are visiting our website and are interested in our hospital.

We take the protection of your private data very seriously and want you to feel comfortable when visiting our websites. Ensuring data protection and data security is an important fundamental principle for Universitätsklinikum Magdeburg and the Medical Faculty of Magdeburg. We treat your data confidentially in strict compliance with the applicable data protection regulations. With this statement we inform you about the data protection aspects of our websites.

2. Definitions

This Privacy Policy is based on the terminology used by the European legislator when adopting the General Data Protection Regulation (GDPR). Our Privacy Policy is intended to be easy to read and understand for the public as well as for our patients and business partners. To ensure this, we would like to explain the terminology used in advance.

In this Privacy Policy, we use, among others, the following terms:

a) Personal data

Personal data means any information relating to an identified or identifiable natural person (hereinafter the “data subject”). A natural person is considered identifiable if they can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

b) Data subject

A data subject is any identified or identifiable natural person whose personal data are processed by the controller.

c) Processing

Processing means any operation or set of operations performed on personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.

d) Restriction of processing

Restriction of processing means the marking of stored personal data with the aim of limiting their processing in the future.

e) Profiling

Profiling means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location, or movements.

f) Pseudonymisation

Pseudonymisation means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures ensuring that the personal data are not attributed to an identified or identifiable natural person.

g) Controller

Controller means the natural or legal person, public authority, agency, or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data. Where the purposes and means of such processing are determined by Union law or Member State law, the controller or the specific criteria for its nomination may be provided for by Union law or Member State law.

h) Processor

Processor means a natural or legal person, public authority, agency, or other body which processes personal data on behalf of the controller.

i) Recipient

Recipient means a natural or legal person, public authority, agency, or another body to which personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients.

j) Third party

Third party means a natural or legal person, public authority, agency, or body other than the data subject, the controller, the processor, and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

k) Consent

Consent means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which the data subject, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to them.

3. Controller for Data Processing

The controller within the meaning of Art. 4(7) of the EU General Data Protection Regulation (GDPR) is Universitätsklinikum Magdeburg A.ö.R. and the Medical Faculty of Otto von Guericke University Magdeburg (see Legal Notice/Imprint).

4. Contact Details of the Data Protection Officer

You can reach our Data Protection Officer at datenschutz@med.ovgu.de or at Universitätsklinikum Magdeburg, Data Protection Officer, Leipziger Straße 44, 39120 Magdeburg, Germany.

5. Data Collection

Each visit to our websites is logged by us. This logging takes place automatically on every web server for the purposes of system security and system administration. The following access data are temporarily stored in a log file on our web server:

the domain name or the IP address of the requesting computer
a description of the type of web browser you use
the name of the website from which you visit us
date and time of the request
the file name and the URL you access on our site
the HTTP response code
as well as the volume of data transmitted during the connection, search queries, the transmission protocol, your interaction with the website or source, and the access status (file transmitted, file not found, etc.)

The log file is necessary to ensure proper technical operation.

6. Use of Data by Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg

Your device-related data are stored by us only to identify and track unauthorised access attempts. Profile information on the use of our websites is created exclusively in anonymised form and solely for system and website administration, improvement and support of user guidance, and optimisation of the services offered to users. No personal user profiles or similar are created or processed from device-related data. Data are not passed on to third parties for commercial or non-commercial purposes.

If personal data can be entered on our website, the purpose of use is explained there. By providing information, you consent to its use for the stated purpose. Your data will not be processed or used beyond this. We store your data only as long as necessary to achieve the stated purposes or to comply with statutory retention periods. Once the purpose no longer applies or the retention period expires, the relevant data are routinely blocked or deleted in accordance with legal requirements. You may revoke your consent at any time and request deletion or blocking of the data. You will not suffer any disadvantages as a result. The revocation can be declared at datenschutz@med.ovgu.de.

7. Transfer of Data to Third Parties

Your device-related data will be disclosed to third parties only on the basis of a legal permission, your consent, a legal obligation, or the safeguarding of our legitimate interests.

Your device-related data are not transferred to a third country, i.e. outside the European Union (EU) or the European Economic Area (EEA).

8. Retention Period

The logged data are stored by us for a period of one month. After that period, they are automatically deleted unless a detected web attack results in civil or criminal prosecution of the attacker.

9. Applications

You may apply to us in writing or electronically, in particular via email. We will of course use your information exclusively to process your application. Please note that emails sent unencrypted are not transmitted in a protected manner.

As part of the recruitment process, the responsible managers, the competent staff council and, where applicable, the equal opportunities officer and the representative body for severely disabled persons also have access to your application documents. Your data will not be passed on to third parties.

If you have applied for a specific position and it has already been filled, or if we consider you equally or even better suited for another position, we would like to forward your application within UKMD. Please let us know if you do not agree to such forwarding.

Your personal data will be deleted or the documents destroyed no later than 6 months after completion of the application process, unless you have expressly given us your consent for longer storage of your data or a contract has been concluded. The legal basis is Art. 6(1)(a), (b) and (f) GDPR.

9a. Applicant Portal (Valucon GmbH)

To manage appointment procedures, we use a cloud portal provided by Valucon GmbH, Karl-Gutenberg-Str. 15, 68167 Mannheim, Germany. Personal data that you enter in the course of your application are stored on the servers of our processor. Processing is carried out to conduct the selection procedure (§ 26 BDSG, Art. 6(1)(e) in conjunction with Art. 88 GDPR). No transfer to third countries takes place. Your data will be deleted six months after completion of the procedure unless statutory retention obligations prevent deletion. Further information is available at [link to the portal privacy text].

10. Rights of the Data Subject

a) Right to confirmation

Each data subject has the right granted by the European legislator to obtain from the controller confirmation as to whether personal data concerning them are being processed. If a data subject wishes to exercise this right, they may contact an employee of the controller at any time.

b) Right of access

Each data subject has the right granted by the European legislator to obtain from the controller, free of charge, information about the personal data stored about them and a copy of such information at any time. Furthermore, the European legislator has granted the data subject access to the following information:

the purposes of the processing
the categories of personal data concerned
the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations
where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period
the existence of the right to request rectification or erasure of personal data, or restriction of processing by the controller, or to object to such processing
the existence of the right to lodge a complaint with a supervisory authority
where the personal data are not collected from the data subject: any available information as to their source
the existence of automated decision-making, including profiling, pursuant to Art. 22(1) and (4) GDPR and—at least in those cases—meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject

The data subject also has the right to be informed whether personal data have been transferred to a third country or to an international organisation. Where that is the case, the data subject also has the right to be informed of the appropriate safeguards relating to the transfer.

If a data subject wishes to exercise this right of access, they may contact an employee of the controller at any time.

c) Right to rectification

Each data subject has the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning them. Taking into account the purposes of processing, the data subject shall also have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

If a data subject wishes to exercise this right, they may contact an employee of the controller at any time.

d) Right to erasure (“right to be forgotten”)

Each data subject has the right to obtain from the controller the erasure of personal data concerning them without undue delay where one of the following grounds applies and insofar as processing is not necessary:

The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed.
The data subject withdraws consent on which the processing is based pursuant to Art. 6(1)(a) GDPR or Art. 9(2)(a) GDPR and there is no other legal ground for the processing.
The data subject objects to the processing pursuant to Art. 21(1) GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects pursuant to Art. 21(2) GDPR.
The personal data have been processed unlawfully.
The personal data must be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.
The personal data have been collected in relation to the offer of information society services pursuant to Art. 8(1) GDPR.

If one of the above grounds applies and a data subject wishes to request erasure of personal data stored by Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg, they may contact an employee of the controller at any time. The employee will ensure that the request for erasure is complied with without undue delay.

Where personal data have been made public and our institution is obliged pursuant to Art. 17(1) GDPR to erase the personal data, Universitätsklinikum Magdeburg or the Medical Faculty of Otto von Guericke University Magdeburg shall, taking account of available technology and the cost of implementation, take reasonable steps, including technical measures, to inform other controllers processing the published personal data that the data subject has requested the erasure of any links to, or copies or replications of, those personal data, insofar as processing is not required. The employee will arrange the necessary measures in individual cases.

e) Right to restriction of processing

Each data subject has the right to obtain from the controller restriction of processing where one of the following applies:

The accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data.
The processing is unlawful and the data subject opposes the erasure of the personal data and requests restriction of their use instead.
The controller no longer needs the personal data for the purposes of processing, but they are required by the data subject for the establishment, exercise or defence of legal claims.
The data subject has objected to processing pursuant to Art. 21(1) GDPR and it is not yet clear whether the legitimate grounds of the controller override those of the data subject.

If one of the above conditions is met and a data subject wishes to request restriction of personal data stored by Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg, they may contact an employee of the controller at any time. The employee will arrange for the restriction of processing.

f) Right to data portability

Each data subject has the right to receive the personal data concerning them, which they have provided to a controller, in a structured, commonly used and machine-readable format. They also have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, where the processing is based on consent pursuant to Art. 6(1)(a) GDPR or Art. 9(2)(a) GDPR or on a contract pursuant to Art. 6(1)(b) GDPR and the processing is carried out by automated means, provided that the processing is not necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Furthermore, in exercising their right to data portability pursuant to Art. 20(1) GDPR, the data subject has the right to have the personal data transmitted directly from one controller to another, where technically feasible and where this does not adversely affect the rights and freedoms of others.

To exercise the right to data portability, the data subject may contact an employee of Universitätsklinikum Magdeburg or the Medical Faculty of Otto von Guericke University Magdeburg at any time.

g) Right to object

Each data subject has the right to object, on grounds relating to their particular situation, at any time to processing of personal data concerning them which is based on Art. 6(1)(e) or (f) GDPR. This also applies to profiling based on these provisions.

Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg shall no longer process the personal data in the event of an objection unless we can demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject, or the processing serves the establishment, exercise or defence of legal claims.

Where Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg process personal data for direct marketing purposes, the data subject has the right to object at any time to processing of personal data concerning them for such marketing. This also applies to profiling to the extent that it is related to such direct marketing. If the data subject objects to processing for direct marketing purposes, Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg will no longer process the personal data for these purposes.

In addition, the data subject has the right, on grounds relating to their particular situation, to object to processing of personal data concerning them carried out by Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg for scientific or historical research purposes, or for statistical purposes pursuant to Art. 89(1) GDPR, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

To exercise the right to object, the data subject may directly contact any employee of Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg or another employee. The data subject is also free to exercise their right to object by automated means when using information society services, notwithstanding Directive 2002/58/EC, where technical specifications are used.

h) Automated individual decision-making, including profiling

Each data subject has the right not to be subject to a decision based solely on automated processing—including profiling—which produces legal effects concerning them or similarly significantly affects them, provided that the decision (1) is not necessary for entering into, or performance of, a contract between the data subject and the controller, or (2) is authorised by Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard the rights and freedoms and legitimate interests of the data subject, or (3) is based on the data subject’s explicit consent.

Where the decision (1) is necessary for entering into or performance of a contract between the data subject and the controller or (2) is made with the data subject’s explicit consent, Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg shall implement suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests, at least including the right to obtain human intervention on the part of the controller, to express their point of view and to contest the decision.

If the data subject wishes to assert rights with regard to automated decisions, they may contact an employee of the controller at any time.

i) Right to withdraw consent under data protection law

Each data subject has the right to withdraw consent to the processing of personal data at any time.

If the data subject wishes to exercise this right, they may contact an employee of the controller at any time.

11. Cookies

To optimise our websites according to your needs and to collect certain information, we use so-called “cookies”, among other things. These serve to simplify the use of our websites and communication.

Cookies are text files that our website sends to your browser and that are stored on your computer and saved there as an anonymous identifier. The purpose of these cookies includes better control of the connection during your visit to our websites and more effective support when you visit our website again. Without this temporary storage, some applications would require you to re-enter information you have already provided.

A cookie only contains the data that a server sends and/or that the user enters upon request. They therefore contain purely technical information and no personal data.

If you wish, you can generally prevent the storage of cookies via your web browser or decide individually whether you want to be notified and consent to storage or not. However, we point out that refusing cookies may result in some pages no longer being displayed correctly.

Please enable JavaScript to see the list of all declared cookies and similar technologies.

12. Contact

Your trust is important to us. Therefore, we would like to answer any questions you may have regarding the protection of your data at any time. If you have questions about data protection in connection with your visit to the websites, please send an email to: datenschutz@med.ovgu.de

If you send us an email, your email address will be used exclusively for correspondence with you. UKMD does not guarantee data security for transmissions via the Internet and email. There is a risk that data contained in emails and attachments sent to us may be lost, intercepted, destroyed or transmitted with delay during transmission. UKMD endeavours to reduce this risk.

However, we cannot rule out that emails and attachments sent by UKMD may contain harmful elements such as viruses or worms.

13. Online Surveys with LimeSurvey

We use the open-source software LimeSurvey to conduct online surveys. LimeSurvey is operated by Universitätsmedizin Magdeburg on its own servers in the data centre. Survey data are not transmitted to external service providers or to third countries.

Participation in our surveys is generally voluntary. Which personal data are processed in each individual case depends on the respective survey. Typically, these include, for example, personal details (e.g. age, professional role, affiliation with an organisational unit) and your answers to the questions asked in the survey. Where possible, we design surveys to be anonymous; if an allocation to your person is required (e.g. for follow-up questions or prize draws), we will provide separate notice.

The purpose of processing is the evaluation of feedback and opinions, for example on the quality of our services, on the satisfaction of patients, students, employees or external partners, as well as to improve our services and processes.

The legal basis for processing is generally your consent pursuant to Art. 6(1)(a) GDPR (and, if applicable, Art. 9(2)(a) GDPR if special categories of personal data—e.g. health data—are requested). In individual cases, processing may also be based on our legitimate interest in evaluating and further developing our services (Art. 6(1)(f) GDPR); in such cases we ensure that your legitimate interests are safeguarded.

Data are stored only as long as necessary for the evaluation of the survey and the implementation of measures derived from it. Subsequently, the personal data are deleted or—where possible—processed further in anonymised form. Details on retention periods and evaluation may also be explained additionally in the notes for the respective survey.

Further information on your rights as a data subject (access, rectification, erasure, restriction of processing, objection, withdrawal of consent, right to lodge a complaint with the supervisory authority) can be found in the general information in this Privacy Policy.

14. Scope

This Privacy Policy applies only to the websites and online services for which Universitätsklinikum Magdeburg and the Medical Faculty of Otto von Guericke University Magdeburg are responsible.

15. Disclaimer

Where this website contains links to other websites, we point out that we have no influence on the design and content of the linked pages and do not adopt their content as our own. This applies to all external links provided on this site. At the time of linking, unlawful content was not identifiable on the linked pages. Where this website contains links, the linked companies may use information about your visits to this and other websites in order to display advertisements for products and services that may be of interest to you.

16. Changes to the Privacy Notice

To ensure that our Privacy Notice always complies with current legal requirements, we reserve the right to make changes at any time. This also applies in the event that the Privacy Notice needs to be adapted due to new or revised services or offerings.

17. Website Statistics

To continuously optimise our web presence for your needs, we use web analytics software (AWStats).

A specific person can be inferred from the IP address of a website visitor only on the basis of statutory regulations and with the assistance of the respective Internet service provider.

The anonymised data contain information about the search engines used, the search terms used, the Internet access provider, operating systems, browsers, country of origin, referring page, duration of visit, entry pages and exit pages.

The web analytics software is operated exclusively on our own computer systems, so no data are passed on to external providers. All recorded usage data are deleted after 360 days.