Data Protection Statement for Applicants

Data protection statement for applicants of Training Programme for executives of the Ukrainian Government (“the Programme”) initiated by the German Federal Ministry for Economic Affairs and Energy (“BMWE”) (“We”, “Us”, “Our”) and implemented with use of personal data by the Deutsche Gesellschaft für Internationale Zusammenarbeit (“GIZ”) GmbH.

As the protection of personal data is very important to Us, We will explain to you in this data protection statement what personal data is collected and what it is used for.

The responsible body for your data processing is the:

Federal Ministry for Economic Affairs and Energy
Scharnhorststr. 34-37, 10115 Berlin
Email: info@bmwe.bund.de
Website: www.bundeswirtschaftsministerium.de
Phone: +49 (0)30 18615 0

The responsible body for data protection is:

The Data Protection Officer at the BMWE
Scharnhorststr. 34-37, 10115 Berlin
Email: datenschutzbeauftragte@bmwe.bund.de

What personal data do We collect?

The personal data that you enter in the application form and which will be stored includes:

• Your email address
• Your name and function
• Your country of origin
• Your address and phone number
• Name of your institution/ministry
• Information about yourself, interests, and expertise

For what purposes is your personal data processed?

As long as there has been no final decision on your application, your personal data will be processed solely for the purpose of deciding on your application.

Should your application for the Programme be successful, We will then process your personal data for coordinating and carrying out the Programme. Specifically, your personal data will be processed for:

• Preparing and conducting the Programme (organising visits to German ministries/institutions and training courses, as well as overnight stay in a hotel)
• Providing for insurance coverage during Programme in Germany
• Evaluations of the Programme results
• Organising and conducting follow-ups and subsequent debriefings
• Optional (in case you give your consent): Organising and conducting events for Alumni

What is the legal basis for processing?

The legal basis for processing your personal data in the course of deciding on your application, the coordination of the Programme and processing your personal data after your participation is Art. 6 (1) lit (e) of the General Data Protection Regulation EU 2016/679 („GDPR“). Thereafter, processing personal data is lawful if it is necessary for the performance of a task carried out in the public interest. The legal basis for processing your data in order to organise and conduct events for Alumni is Art. 6 (1) (a) GDPR where after consent to the processing of your personal data for one or more specific purposes can be given.

Who are the recipients of your personal data?

Access to your personal data is restricted to those of Our employees and those of the GIZ, who are required to process your personal data to fulfil the abovementioned purposes. The respective employees will handle your personal data properly and confidentially.

Should your application for the Programme be successful, the following data will be passed on if necessary for the coordination and implementation of the Programme:

family name, given name, date of birth, address, email and phone numbers, training, information on your ministry/institution and role within the ministry/institution, and training goals, for further processing

by the following organisations/agencies:

• Deutsche Gesellschaft für Internationale Zusammenarbeit (“GIZ”) GmbH (implementation of the Programme)
• Ministries, institutions, companies, chambers of commerce and industry and business associations in Germany or your country of origin (brokering of contacts)
• Trainers and experts (seminars and courses)
• External evaluators (for evaluation purposes).

Participant data such as family name, passport data, given name and date of birth will be passed on to the following organisations as necessary for the coordination and implementation of the Programme:

• EUROPA health insurance, AXA accident and liability insurance to take out the necessary insurance for participants during the study tour to Germany
• The chosen hotel to reserve the overnight stay for participants during the study tour to Germany

We transfer your data to external service providers who support us in the following activities: storage and management of data, IT support, implementation of events. In doing so, We ensure that these service providers are carefully selected, contractually bound in accordance with data protection and regularly checked.

Third Country Data Transfer:

• Participant data such as family name, passport data, given name and date of birth will be passed on to the German embassy in the partner country Ukraine to facilitate the coordination of the Programme with partner institutions in Ukraine.
• Your family name, given name, and information on your ministry/institution and role within the ministry/institution is transferred to the Ukrainian Ministry of Economy in Ukraine to facilitate the coordination of the Programme.

This third country data transfer is carried out on the legal basis of Art. 49 (1) lit (d) GDPR. Thereafter, transferring personal data is lawful if it is necessary for the performance of a task carried out in the public interest.

How do We store your personal data?

All data is hosted at BMWE servers, located in Germany, in accordance with the GDPR. We secure the data by means of suitable technical and organisational measures against unintentional or intended falsification, destruction, loss or access by unauthorised persons.

How long is your personal data retained?

Should your application for the Programme not be successful, your personal data will be deleted 12 months after your application has been declined.

If your application is successful, the following applies:

• Your name, date of birth and country of origin will be retained for 10 years after Your participation in the Programme or until the Programme is discontinued, whichever is earlier (to prevent fraudulent double participation)
• Your other personal data (such as contact information as well as information about your ministry/institution and your achieved results within the Programme) will be retained for five years after your participation in the Programme (for evaluation purposes)
• Any personal data that is no longer needed for the performance of the project will be deleted regularly
• After your participation in the Programme your contact information will be stored for Alumni events up to three years, after which you have to renew your consent to remain part of the Alumni network

What are your data protection rights?

You have the right to enquire about your personal data or to have it corrected if necessary. You may request that We erase your data or cease processing it, subject to certain exceptions.

Please assert your rights by email to: ua.gov.executives@bmwe.bund.de

If you have any questions or complaints about this data processing statement or the processing, you can contact Our data protection officer at the following email address: datenschutzbeauftragte@bmwe.bund.de

You have the right to contact the data protection supervisory authority with complaints. The competent authority is the Federal Commissioner for Data Protection and Freedom of Information (BfDI).