Privacy Policy for the Service Desk — Support Center Digitalization (SCD) — CIDS

Processing of Personal Data at TUD Dresden University of Technology Service Desk

The Service Desk is the contact point for IT related enquiries at TUD Dresden University of Technology. It can be reached by telephone and in-person during the opening hours or at any time by email. Incoming enquiries are answered by the staff members and/or forwarded to the responsible parties at TUD Dresden University of Technology.
TUD Dresden University of Technology members can view their enquiries in the customer portal of the ticket system.

For what purpose will personal data be processed?

All personal data contained in an enquiry (e.g. name, ZIH login, email attachments) is exclusively used for processing the enquiry. The purpose of data processing is to offer the user solutions to specific problems.
The data is treated in strict confidence. Members of TUD Dresden University of Technology should only use the email address provided by TUD Dresden University of Technology for communication purposes (e.g. max.mustermann@tu-dresden.de / maxi.musterfrau@mailbox.tu-dresden.de).

Who is responsible for data processing and to whom can data subjects turn?

Responsible in the sense of Art. 4 No. 7 GDPR is TUD Dresden University of Technology.

Responsible Department

Technische Universität Dresden
CIDS - Center for Interdisciplinary Digital Sciences
01062 Dresden

Tel.: +49 (0)351 463-40000
Email: servicedesk@tu-dresden.de

Data Protection Officer

Data Protection Officer of the TUD Dresden University of Technology
Mr Jens Syckor
01062 Dresden

Tel.: +49 (0)351 463-32839
Email: informationssicherheit@tu-dresden.de

Which personal data will be processed?

Depending on your request, the processing includes the following personal data:

• ZIH login
• Title
• Name
• Enrolment data (enrolment number, degree programme/field of study, academic title)
• Contact details (TU internal and external email addresses, official telephone number, mobile phone number, office building and room, organisational unit)

How is the data processed?

Upon receipt of a request, a ticket will be issued (by telephone, in-person or by email). In addition to the personal data mentioned, the ticket also contains information on the matter to be resolved. Missing information is requested and added to the ticket. Only the information required to solve the problem is requested. The necessary information may vary depending on the type of request and the IT services involved.

What is the legal basis for processing personal data?

Personal data is processed based on § 11 of the Saxon Data Protection Implementation Act (SächsDSDG) for employees and Art. 6 para. 1 lit. a) GDPR for students.

How long is personal data stored?

Telephone calls are not recorded, but counted to track the amount of work involved. Emails to the Service Desk are stored - including personal data - for the time necessary to process them. For quality assurance purposes, the course and processing of individual email enquiries will be analysed.
As a rule, requests will be deleted 2 years after the enquiry has been processed. Exceptions to this rule are requests in connection with the provision, modification or cancellation of services.
If your membership or employment status expires, all personal data will be deleted after 15 months.

Will personal data be transferred to third parties?

The Service Desk processes incoming enquiries directly or forwards them to the responsible contact persons within TUD Dresden University of Technology. Insofar as this is not otherwise stipulated by law, no personal data will be transferred to third parties.

What are the basic rights of data subjects?

• Right to voluntary nature and revocation (Art. 7 (3) GDPR)

  If the use of the services is based on consent, this consent can be revoked at any time in accordance with Art. 7 (3) GDPR with the consequence that the personal data of the person concerned will not be further processed. The lawfulness of the processing carried out on the basis of the consent until revocation remains unaffected.

• Right to information (Art. 15 GDPR)

  Data subjects have the right to obtain at any time information on the data processed concerning them and on the possible recipients of such data. They are entitled to receive a reply within a period of one month after submitting the request.

• Right of correction, deletion and restriction (Art. 16 - 18 GDPR)

  The persons concerned may at any time request TUD Dresden University of Technology to correct or delete their personal data or to restrict the processing of such data.

• Right to data transferability (Art. 20 GDPR)

  The persons concerned can demand that TUD Dresden University of Technology transfers their personal data to them in a machine-readable format. Alternatively, they may request that the personal data provided by you be transferred directly to another responsible party, as far as this is possible.

• Right of objection (Art. 21 GDPR)

  Data subjects may object at any time, on grounds relating to their particular situation, to the processing of personal data concerning them.

• Right of appeal (Art. 77 GDPR)

  Data subjects can contact the Data Protection Officer of TUD Dresden University of Technology at any time and, in the case of a complaint under Art. 77 GDPR, a supervisory authority for data protection. The responsible supervisory authority for TUD Dresden University of Technology is:

  Sächsische Datenschutz- und Transparenzbeauftragte
  Frau Dr. Juliane Hundert
  Maternistraße 17
  01067 Dresden
  Email: post@sdtb.sachsen.de
  Telephone: +49 (0)351 85471-101
  www.datenschutz.sachsen.de

To exercise these rights, notification in text form (letter or email) to the controller is sufficient.