This is the Georgia Institute of Technology’s (Georgia Tech) Office of the Vice Provost for Graduate Education and Faculty Development (VPGEFD) privacy and legal notice for compliance with the European Union General Data Protection Regulation (“EU GDPR”). VPGEFD includes Faculty Affairs, the Office of Graduate Studies, the Center for Teaching and Learning, Postdoctoral Services, and Responsible Conduct of Research. For more information regarding the EU GDPR, please review Georgia Tech’s EU General Data Protection Regulation Compliance Policy.
Lawful Basis for Collecting and Processing of Personal Data
Georgia Tech is an institute of higher education involved in education, research, and community development. In order for Georgia Tech to recruit faculty, process faculty employees and related employment transactions, recruit graduate students, process graduate student applications for enrollment, and assist postdoctoral scholars with their federal agency and private/nonprofit agency funding needs, it must collect, use and process this personal data. The lawful basis for the collection and processing of personal data by Georgia Tech’s Office of VPGEFD falls under the following category(ies):
- Processing is necessary for the purposes of the legitimate interests pursued by Georgia Tech or third parties in providing education and employment to recruit faculty and students.
Types of Personal Data Collected and Why
In order for Georgia Tech to recruit and process faculty employees and related employment transactions, recruit graduate students, process graduate student applications for enrollment, and assist postdoctoral scholars with their federal agency and private/nonprofit agency funding needs, it needs to collect the following categories of personal data:
- Contact information including, without limitation, email address, physical address, phone number, and other location data
- Unique personal identifiers and biographical information (e.g. date of birth)
- Details of your education and/or employment qualifications
- Information related to visa requirements, copies of passports and other documents to ensure compliance with U.S. laws
The personal data collected by Georgia Tech’s Office of VPGEFD will be shared as follows:
|Georgia Tech Unit||Purpose|
|Human Resources||Employment processing and general reporting|
|Institutional Research and Planning||General reporting and compliance|
|Individual Graduate Programs in GT Academic Units||Admissions review|
|Office of the Registrar||Application data for accepted graduate students|
|Contracted relocation vendors – Armstrong Relocation & Companies, Compass Relocation Group, Allied Van Lines||Initiation of Institute-funded household moves for newly hired employees as applicable|
|Federal, private, and nonprofit agencies that offer postdoctoral funding||To ensure that these agencies continue to fund postdocs.|
Georgia Tech is a unit of the Board of Regents of the University System of Georgia (the “BOR”), and data is shared with the BOR and its employees.
If you have specific questions regarding the collection and use of your personal data, please contact the Office of Enterprise Data Management at email@example.com.
If a data subject refuses to provide personal data that is required by Georgia Tech in connection with one of Georgia Tech’s lawful bases to collect such personal data, such refusal may make it impossible for Georgia Tech to provide education, employment, research or other requested services.
Where Georgia Tech Gets Personal Data and Special Categories of Sensitive Personal Data
Georgia Tech receives personal data and special categories of sensitive personal data from multiple sources. Most often, Georgia Tech gets this data directly from the data subject or under the direction of the data subject who has provided it to a third party (for example, application for undergraduate admission to Georgia Tech through use of the Common App).
Individual Rights of the Data Subject Under the EU GDPR
Individual data subjects covered by Georgia Tech’s EU General Data Protection Regulation Compliance Policy will be afforded the following rights:
- information about the controller collecting the data
- the data protection officer contact information
- the purposes and legal basis/legitimate interests of the data collection/processing
- recipients of the personal data
- if Georgia Tech intends to transfer personal data to another country or international organization
- the period the personal data will be stored
- the existence of the right to access, rectify incorrect data or erase personal data, restrict or object to processing, and the right to data portability
- the existence of the right to withdraw consent at any time
- the right to lodge a complaint with a supervisory authority (established in the EU)
- why the personal data are required, and possible consequences of the failure to provide the data
- the existence of automated decision-making, including profiling
- if the collected data are going to be further processed for a purpose other than that for which it was collected
Note: Exercising of these rights is a guarantee to be afforded a process and not the guarantee of an outcome.
Any data subject who wishes to exercise any of the above-mentioned rights may do so by filling such request with the Office of Enterprise Data Management at firstname.lastname@example.org.
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Security of Personal Data Subject to the EU GDPR
All personal data and special categories of sensitive personal data collected or processed by Georgia Tech under the scope of the Georgia Tech EU General Data Protection Regulation Compliance Policy must comply with the security controls and systems and process requirements and standards of NIST Special Publication 800-171 as set forth in the Georgia Tech Controlled Unclassified Information Policy.
Georgia Open Records Act
As a state university, Georgia Tech is subject to the provisions of the Georgia Open Records Act (ORA). Except for those records that are exempt from disclosure under the ORA, the ORA provides that all citizens are entitled to view the records of state agencies on request and to make copies for a fee. The ORA requires that Georgia Tech produce public documents within three business days. For more information on Georgia Tech’s ORA compliance, please visit the Open Records Act page on the Legal Affairs website.
Georgia Tech keeps the data it collects for the time periods specified in the University System of Georgia Records Retention Schedules: https://www.usg.edu/records_management/schedules/.
|Record Type||Retention Schedule Link|
|Faculty Human Resources Records||https://www.usg.edu/records_management/schedules/930|