Data Protection Notice for application for grant programmes of the Claas-Stiftung

Information regarding article 13 und article 14 of the General Data Protection Regulation (GDPR) for the Claas-Stiftung

The Claas-Stiftung is using personal data under the terms of the European General Data Protection Regulation (GDPR) and of the German Data Protection Act (BDSG). Hereinafter the Claas-Stiftung informs of its manner of processing of personal data of the applicant regarding the participation in programmes to promote talent of the Claas-Stiftung (e.g. International Student Prize, Bonus Prize, Helmut Claas Scholarship, Agricultural Technology Excellence Doctoral Thesis Prize) (hereinafter called “promotional programme”) and of the rights of the applicant. 

1. Responsible entity for data processing operations

Claas-Stiftung

Muehlenwinkel 1, 33428 Harsewinkel, Germany

Telefon +49 (0) 5247-12 1960

E-Mail: stiftung@claas.com

2. Which sources and data does the Claas-Stiftung make use of?

The Claas-Stiftung processes only that personal data, which the Claas-Stiftung is receiving from you or your supervising university/school/institute regarding the application for participation in one of the promotional programmes. Relevant personal data are: 

1. Your application data: particulars (name, address and other contact details such as phone number, mobile phone number, E-Mail), your application photo, title of your thesis, with which you apply, content of submission (working title and content hereinafter called „submission“), your university/school/institute, name of supervisor, your educational level, information about your CV, as far as necessary according to the terms and conditions of the promotional programme
2. Your bank details: If you are chosen for a monetary prize or if you receive a financial support within the scope of the promotional programme, the data connected with your bank details will be processed
3. Photos, which we will take from you or you as part of a group in connection with the award ceremony
4. Your names, country, in which you live, the working title of your submission, your university/school/institute and your educational level on a list of participants

3. Processing and use of personal data

Your personal data – referred to under point 2a and b - will be processed solely for the specific purpose of treating your application in the frame of promotional programmes including the organisation of the award ceremony. The main legal basis for processing is the initial phase of the contract or the fulfilment of the contract regarding the promotional programme according to the objectives and the funding guidelines of the Claas-Stiftung is Article 6 (1b) of the EU General Data Protection Regulation (GDPR) and sect. 26 para 1 s. 1 BDSG for employees.

The objective of the Foundation is to promote education and research in the field of agricultural engineering and related areas of engineering and economic science. More information can be found here.

Furthermore, we publish your name and the title of your submission on the website of the Claas-Stiftung based on our legitimate interest in the coverage of the activities of the foundation and of promotional programmes. Legal basis is art. 6 para 1 s. 1 lit. f GDPR.

According to art. 21 GDPR, you have the right at any time, for reasons arising from your particular situation, against the processing of your personal data in accordance with art. 6 para. 1 lit. f GDPR to file an objection. The controller will no longer process your personal data unless he can prove compelling reasons for the processing that outweigh your interests, rights and freedoms, or the processing is for the purpose of asserting, exercising or defending legal claims.

In case you take part at the award ceremony, we may publish your name, the country, in which you live, the working title of your submission, your university/school/institute and your educational level on the list of participants, which will be available to the other participants in the event as well as the host and the moderator. This is based on our legitimate interest in conducting and moderating the award ceremony and in facilitating an exchange of information and experience between the participants. In addition, we publish the above-mentioned data on the website of the Claas-Stiftung, the Facebook fan page of the Claas-Stiftung, the website of the CLAAS Group as well as on the intranet of the CLAAS Group. This is based on our legitimate interest in reporting on the activities of the Foundation and the support programmes. The legal basis is art. 6 para. 1 s. 1 lit. f GDPR.

According to art. 21 GDPR, you have the right at any time, for reasons arising from your particular situation, against the processing of your personal in accordance with art. 6 para. 1 lit. f GDPR to file an objection. The controller will no longer process your personal data unless he can prove compelling reasons for the processing that outweigh your interests, rights and freedoms, or the processing is for the purpose of asserting, exercising or defending legal claims.

Photos are taken at our award ceremony. Photos that show you or you as part of a group and metadata such as time and place, which are stored on the digital camera are only taken with your consent. The legal basis is art. 88 GDPR in connection with sect. 26 para. 2 BDSG or art. 6 para. 1 s. 1 lit. a GDPR. We publish these photos within the CLAAS group, in the CLAAS Intern, the CLAAS internal magazine, on the CLAAS intranet, in the Claas-Stiftung’s newsletter, in social media portals for the purpose of internal reporting. Some of the photos are also published on the CLAAS Intranet, in CLAAS internal magazines such as CLAAS Intern, in the newsletter of the Claas-Stiftung, in our social media portals (e.g. Facebook) and in local print media for the purpose public reporting on the work of the foundation and the promotional programmes. A publication takes place only with your consent. The legal basis is art. 88 GDPR in connection with sect. 26 para. 2 BDSG or art. 6 para. 1 s. 1 lit. a GDPR.

We would like to inform you about the fact that external reporters (press) may be present at the award ceremony, who will take photos and videos. We have no control over the external reporters and the use of photos and / or videos taken by them, and therefore cannot give more accurate information about their processing.

4. Use and transmission of personal data of the applicant

Inside the Claas-Stiftung, applicant data will only be processed by employees, who need these data to process the application for a promotional programme. For the provision of services by the Claas-Stiftung in accordance with the purposes of point 3, we use external service providers. This includes a submission of your application documents to a jury or the examination committee, which is used for the respective promotional programme as well as service providers from the areas of event and guest management, media and communication service providers, service providers for the maintenance of the website of the Claas-Stiftung as well as catering companies. A transmission to third does not take place.

The above-mentioned service providers will only act in accordance with our instructions for the above-mentioned purposes. Through technical and organizational measures, we ensure compliance with data protection requirements and also commit our service providers to this. As far as we use service providers in connection with the provision of services, they have access to your personal data, solely for the purpose of providing the service. We ensure this through contractual agreements with our service providers. Through technical and organizational measures, we ensure that the requirements for data protection and data security are observed. For this we also commit our service providers.

5. Storage and deletion of your personal data

If you apply for a registered promotional programme, your personal data will be deleted not later than six months after completion of the procedure for decision about the awarding of promotion, unless the legitimate interests of the Claas-Stiftung are opposed to deletion.

For example, there is a legitimate interest in burden of proof incumbent on us with regard to an action under the General Equal Treatment act (AGG).

In case of an application without reference to an advertised vacancy (unsolicited application), the application will be stored for as long as the Claas-Stiftung has legitimate interests in retention. This is the case, for instance, if it is possible to consider your application for future promotional programmes. The legal basis is art. 6 para. 1 s. 1 lit. f GDPR.

In case of successful application for a promotional programme, your personal data will be stored for the purpose of processing the promotional programme in compliance with legal requirements. Legal basis is art. 6 para. 1 s. 1 lit b GDPR.

The Claas-Stiftung processes and stores your personal data for the period required to achieve the purpose of the contract (participation in the promotional programme) or, if so required by the European directives and regulations or any other legislator in laws or regulations responsible, was provided. These include, for example, storage and documentation obligations under the Commercial Code and the Tax Code. The storage periods provided there are up to 10 years. If the purpose of the storage is omitted or if a storage period prescribed by the European Directives and Regulations or any other relevant Legislature expires, the personal data will be routinely and in accordance with the statutory provisions blocked or deleted.

At any time you have the option of requesting that your application be deleted before expiry of the scheduled retention periods.

Photos taken by you during the award ceremony will be stored until you revoke your consent.

We store your name, your contact details and your submission, which we have awarded or have received an award, until you have legitimately objected to the storage pursuant to art. 21 para. 1 GDPR, unless there are legitimate reasons for doing so for processing within the meaning of art. 21 para. 1 s. 2 GDPR.

6. Transfer of data to third countries or International Organisations

We do not intend to transfer your data to a third country (states outside of the EU or the European Economic Area – EEA) or to an International Organisation. There are exceptions if you or the training center (for example, university, college) that supports you while working on the promotional programme is based in a third country. Please note that not all third countries have a level of data protection recognized as adequate by the European Commission. For data transfers to such third countries, we have taken appropriate measures, e.g. by agreeing on EU standard contractual clauses to ensure adequate protection of your data.

7. Rights of data subjects

You have the right to receive information about personal data stored with us according to art. 15 GDPR. Furthermore, according to art. 16 GDPR, you may request that your personal data stored by us be corrected. According to art. 17 GDPR or art. 18 GDPR you also have the right to demand the deletion or restriction of the processing of your personal data stored by us or to demand the transfer of your personal data provided to us in a machine-readable format (right to data portability according to art. 20 GDPR).

According to art. 21 GDPR, you have the right at any time, for reasons arising from your particular situation, against the processing of your personal data in accordance with art. 6 para 1 lit. f GDPR opposition to be filed. The controller will no longer process the personal data concerning you unless he can prove compelling reasons for the processing that overweigh your interests, rights and freedoms, or the processing is for the purpose of asserting, exercising or defending legal claims.

If your personal data are processed in order to operate direct mail, you have the right to object at any time to the processing of your personal data. These are then no longer processed for these purposes.

In addition, you have the right of appeal to the responsible data protection supervisory authority (art. 77 GDPR in conjunction with sect. 19 BDSG). The responsible supervisory authority is the State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia, Kavalleriestr. 2-4, 40213 Düsseldorf, Phone: +49 211-38424-0, E-Mail: poststelle@ldi.nrw.de. If you have any questions about the topic of data protection, you can contact us at any time under point 1 contact information.

8. Can I revoke my consent to data processing?

If you have allowed us the processing of your personal data, you can revoke this at any time. The revocation does not affect the legality of the processing carried out on the basis of the consent until the revocation.

You can assert these rights informally, e.g. by contacting the contact person mentioned under point 1.

9. Am I obliged to provide data?

You have no contractual or statutory obligation to provide us with personal data. If you are applying for a promotional programme, we will need your personal information to process your application and to conduct the award as part of the promotional programme and to fulfil the contractual obligations arising from your participation in the programme. Without these data, we cannot usually ensure participation in the promotional programme.

10. Does an automated decision-making exist?

There is no automated decision-making (Art. 22 GDPR) concerning the reason and the procedure of the promotion.

Harsewinkel, February 2025