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Contact Directory

The Ruhr-Universität Bochum is reorganising its contact maintenance with people and institutions outside the RUB: with the help of the “Contact Directory” database, the RUB can coordinate dialogue with its external stakeholders better in terms of both time and content, avoid double data sets and communicate as the RUB “with one voice”.

The CRM software used for this is hosted on RUB servers and is supported by IT.SERVICES.

Contact

Moved? New email address? New job? Questions about the Contact Directory?
Send us an email with your information; we’ll take care of it and inform you as soon as it’s done.

Please send your mail to:

Ruhr-Universität Bochum
Contact Management, on behalf of the Chancellor of the RUB, Dr Christina Reinhardt
Universitätsstraße 150
D-44801 Bochum

Data Protection Declaration and Terms and Conditions of Use of the RUB Contact Directory

Aim and legal basis

The RUB Contact Directory collects, stores and manages contact details, communicates with persons entered in it and documents contact maintenance for the Ruhr University. Users decide for themselves whether their data are stored permanently in the RUB Contact Directory.
One part of the Contact Directory is the RUB Alumni Directory: the Alumni Directory is an online portal that those registered can log in to and research. It maintains contact both among RUB Alumni and between them and the university itself.

The legal basis is Article 6, Paragraphs 1 (a), (b) and (e) of the EU GDPR, and Section 8, Paragraph 5 of the North Rhine-Westphalia Higher Education Act (for the Alumni Directory).

Scope of processing

You decide for yourself what information you wish to be stored in the Contact Directory. These may include name, contact details, employer, type of connection to the RUB, faculty membership, CV and account details, among others.

A contact history is stored in the system to document contact maintenance. The RUB will inform you as to what data have been stored in your contact history on request.

The RUB may write to you once a year to inform you what data you have stored in the database and ask you to confirm or update your data.

The data stored can be used in anonymised form to create statistics and/or evaluations. The knowledge gained from this can be used by the RUB to present their offers in a targeted way.

Recipients of your data

The information stated by you will be stored in the RUB Contact Directory. The data you have stored will be saved on a RUB server and transmitted to the internet in encrypted form. The currently valid conditions of the data protection laws (especially EU GDPR, North Rhine-Westphalia Data Protection Act) will be adhered to by the RUB. The data you have submitted will be treated confidentially and used exclusively at the RUB. Any passing on of the data will only take place within the framework of legal requirements: in any situation where the RUB works with external service providers, such as for sending mails, this will be secured with a contract data processing contract in accordance with Article 28 of the EU GDPR.

RUB employees who are responsible for contact maintenance have access to the RUB Contact Directory that is password protected and controlled by rights management. These authorised employees are obliged to comply with the conditions set out by data protection law.

For the Alumni Directory:

Alumni managers at the RUB faculties also have password-protected access to their group within the Alumni Directory should it be required. These authorised Alumni managers at the faculties are obliged to comply with the conditions set out by data protection law.

Alumni listed in the directory have password-protected access to their own data and can view the data of other registered Alumni as long as the latter have agreed to make themselves visible to other registered Alumni.

By agreeing to the terms and conditions of use you declare that you will not use the contact opportunities provided to you by the RUB Alumni Network and the RUB Alumni Directory for any commercial purposes. This applies especially to the use of contact details for the purposes of advertising for goods and services.

Your rights

You have the right to information on the processing of your data. You can have data corrected and deleted and you can restrict processing. You have the right to receive your data in a regular format (right to data portability).

If you have questions or are not certain about anything regarding the processing of your data, please contact the RUB Contact Management (email: alumni@rub.de, worldfactory@rub.de, spenderservice@uv.rub.de) or the RUB Data Protection Officer (email: dsb@rub.de, Tel. +49 (0)234 32-28720, www.dsb.rub.de). Furthermore, you also have the right to file a complaint with the Data Protection Commissioner responsible (www.ldi.nrw.de).

Duration of storage, retraction/deletion

You can retract your consent to the processing of your data at any time in accordance with Article 7, Paragraph 3 of the EU GDPR and Section 8, Paragraph 5 of the North Rhine-Westphalia Higher Education Act (for the Alumni Directory).

Your details will be stored as long as you wish them to be: you can have your data deleted from the RUB Contact Directory at any time – unless this is contrary to legal stipulations such as the retention obligation for donors’ details in accordance with the RUB’s retention guidelines. To delete your data from the Contact Directory, please contact the RUB Contact Management (email: alumni@rub.de, worldfactory@rub.de, spenderservice@rub.de).

You can delete your details from the Alumni Directory yourself at any time. There is a function available in the Alumni Directory that enables you to do this.

Bochum, 21/01/2022

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