Privacy notice – Alumni Network

It is the declared aim of the MHP Group to ensure responsible handling of personal data in all its activities. With this privacy notice, we inform you about the processing of your personal data and about your data protection rights.

This privacy notice describes MHP’s privacy practices in relation to the Alumni Network website. The Alumni Network is a website where current and former employees of MHP have access to member benefits, such as alumni news, events, programs and other information about the MHP global community.

 

  1. Data controller and data protection officer

The responsible party within the meaning of the General Data Protection Regulation is:

MHP Management- und IT-Beratung GmbH
Königsallee 49
71638 Ludwigsburg
+49 (0)7141 7856-0
info@mhp.com

If you have any questions regarding data protection, please contact our data protection officer at dataprivacy@mhp.com.

 

  1. Subject of data protection

The subject of data protection is personal data. This includes all information relating to an identified or identifiable natural person (so-called data subject). We comply with the requirements of the EU General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG) and other data protection regulations, such as the Telemedia Telecommunications Data Protection Act (TTDSG).

 

  1. Purpose and legal basis of data processing,

We process personal data for the technical provision of the website, for the security of user accounts and, of course, for the provision of the functions of the Alumni Network.

The technical provision of the website is based on our legitimate interests under Art. 6 (1) f) GDPR to promote an active exchange between employees and former employees. During each visit of this website, our system will automatically collect data and information from the retrieving computer system. The following information will be collected:

Information on the browser type and the version used, User’s operating system, User’s internet service provider (ISP), IP address of use, date and time of access, Websites from which user’s system is referred to our website, Websites that the user’s system calls up through our website. This information will also be stored in the logfiles of our system. This information will not be stored together with other personal data of the user. The IP address needs to be temporarily stored by the system in order to allow the delivery of the website to the user’s computer. To this end, the IP address of the user needs to be stored during the entire session. This information will be stored in logfiles in order to ensure the operability of the website. In addition, this data helps us to ensure the security of our IT systems; This information will not be analyzed for marketing purposes. The temporary storing of data and logfiles is governed by Art. 6 (1) c) GDPR in conjunction with Art. 32 GDPR.

Data will be deleted as soon as it is no longer needed for attaining the purpose for which it was collected. In the event data is stored in logfiles, data will be deleted no later than within seven (7) days. It is possible to store data for a longer period. In this case, the IP addresses of the users will be deleted or pseudonymized so that the retrieving software client may no longer be assigned to an individual.

We use cookies to identify users during registration and to assign the correct rights and access. All cookies are necessary for the technical provision and the security of user accounts. Cookies are small text files that are stored on your device. These are necessary to store your settings and log-in credentials. Cookies are deleted as soon as you close your browser.

To provide the functions of the Alumni Network, we process the personal data below. The legal basis for the use of the service is Art. 6 para. 1 lit. b) GDPR in the context of your acceptance of the terms of use, which you agree to when registering.

  • Basic information about you, such as your name (including name prefix or title), the company you work for, and your title or position
  • Contact information, such as your postal address, email address and phone number
  • Career and biographical information, such as your start and (if applicable) end dates at MHP, position held at MHP, including your department and office at MHP, other employment and education information, as well as information about your outside interests and activities
  • Technical information to the extent that it constitutes personal information, including your IP address and other online identifiers, and information about your access to and use of the Alumni Network (such as your access dates/times, what areas of the website you have visited and the materials that you have viewed or downloaded)
  • Information you provide to us for the purposes of attending meetings and events, including access and dietary requirements
  • Information you provide to us to participate in our programmes (such as if you participate in the MHP Mentoring Programme) and information you provide to us to publish in our materials (such as if you provide a photo for the Alumni Yearbook)
  • Any other information relating to you (or other individuals) which you may provide to us, or which is otherwise provided to us or generated by us while providing the Alumni Network website
  • Employment and education information, such as education/academic history, CV, place of study, subject of study, years of study, records of qualifications and/or training, results, extracurricular and club activities, language skills, personal statements, answers to questions relevant for the role you have applied for, and referees
  • We collect information from you or about you as part of your registration or activation of an account on the Alumni Network website
  • We collect information from you in the course of your use of the Alumni Network website
  • We collect information from you when you participate in the Alumni Network member benefits
  • We collect information about you while monitoring the Alumni Network website and email communications sent to and from MHP
  • We collect information from you when you apply to a career opportunity with us
  • We collect information about you when you provide information to us, or interact with us directly, for instance engaging with our staff or registering to attend one of our events

This personal data is processed to fulfill the following purposes:

  • To create, verify and administer your account
  • To audit and monitor the use of the Alumni Network website and member benefits
  • To provide you with Alumni Network communications, such as alumni news, information and news about MHP, and invitations to events
  • To notify you about changes to the Alumni Network website and member benefits
  • To improve the Alumni Network website and member benefits
  • To provide information about our users and related usage information to third parties providing support for the Alumni Network website and member benefits
  • To manage and administer our relationship with you and our clients
  • To fulfil our legal, regulatory and risk management obligations, including establishing, exercising, or defending legal claims

 

  1. Categories of recipients

Within the Alumni Network for the purposes of the access to member benefits, such as alumni news, events, programs and other information about the MHP global community, employees within MHP will have access to your personal data. Access is limited to those persons who need it for the above-mentioned purposes.

In some cases, we commission external service providers to process this personal data. These service providers are carefully selected by us and regularly monitored, in particular with regard to their careful handling and the correct protection of the transmitted data. In addition, all service providers are obligated by us to maintain confidentiality and to comply with legal requirements. Service providers may also be other companies of the MHP Group.

In the present case, personal data is transmitted to:  Currently, an agency supports us in the implementation and maintenance of this platform; likewise, the technical provision is ensured with external support. We have concluded an order processing agreement with all service providers in accordance with Art. 28 GDPR.

 

  1. Third country transfer

If the recipient of the data mentioned under 3. has its registered office outside the European Economic Area (EEA) in so-called third countries, we will ensure that, with the help of appropriate guarantees pursuant to Art. 44 et seq. GDPR, an adequate level of data protection is ensured at the recipient or your consent to the transfer has been obtained.

 

  1. Duration of storage and deletion of data

We store your personal data only as long as it is necessary for the fulfillment of the purposes or – in the case of your consent – as long as you do not revoke the consent (and no other legal basis intervenes).

When you end your participation, your account will be deactivated immediately and your personal data will be anonymized within fourteen days.

Beyond this point in time, your data will only be stored within the scope of legal requirements. These may result from the laws, regulations or other legal provisions of the European Union or a member state of the European Union to which we are subject.

Regarding the purpose of the processing and the legal retention obligations, your personal data will be automatically anonymized within two years in the event of inactivity.

We must be able to prove compliance with the data protection requirements of the GDPR (Art. 5 para. 2 GDPR) and therefore have a legitimate interest in documenting the data processing activities. In some cases, especially if consent is the legal ground to process personal data, the data will generally be deleted until the expiry of the simple statutory limitation periods pursuant to §§ 195 et seq. BGB (3 years), unless a longer retention is required or permitted by law.

 

  1. Automated decision making and profiling

We do not carry out automated decision-making or profiling that has legal effect on you or affects you in a similar way.

 

  1. Data security

We use technical and organizational safeguards (privacy by default and by design) to protect your personal data against coincidental or willful manipulation, loss, destruction or access by unauthorized parties. Our security measures will be continuously improved based on the state of the art.

 

  1. Your rights as a data subject

If your personal data is processed, you are a “data subject” within the meaning of the GDPR and you are entitled to the following claims against the “controller”:

Right of access pursuant to Article 15 of the GDPR
You have the right to obtain from us confirmation as to whether or not personal data concerning you is being processed. If we have processed your personal data, you are entitled to further rights to access set forth in Article 15 of the GDPR.

Right to rectification
If data that we collected on you is inaccurate or incomplete, you may claim the rectification without undue delay pursuant to Article 16 of the GDPR.

Right to restriction of processing
Subject to Article 18 GDPR, you may also have the right to claim the restriction of processing of personal data concerning you. Where processing has been restricted, your personal data shall only be processed with your consent or for the assertion, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State. We will notify you before the restriction is lifted.

Right to erasure
If one or more of the grounds listed in Article 17 par. 1 of the GDPR apply, you may claim the erasure of personal data concerning you without undue delay, unless there is an exception pursuant to Article 17, par. 3 of the GDPR.

Right to notification
If you have asserted the right to rectification, erasure of personal data, or restriction of processing, we are obligated pursuant to Article 19 of the GDPR to notify all recipients to whom personal data has been disclosed, unless this proves impossible or involves disproportionate effort. In addition, you have the right to be informed about who these recipients are. You may exercise your right to be informed of those recipients against the controller.

Right to data portability
Furthermore, pursuant to Article 20 of the GDPR, you have the right to receive the personal data concerning you in machine readable format and to transmit this data to another controller without hindrance, provided, however, that the conditions enumerated in Article 20, par. 1, lit. a of the GDPR exist or to demand to have the personal data transmitted directly from us another controller, where technically feasible and if this does not adversely affect the rights and freedoms of others. This right shall not apply to processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Right to object
You have the right to object at any time to processing of personal data concerning you by written notice to MHP which is based on Article 6, par 1, lit. f of the GDPR. We shall not longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or if the processing serves the assertion, exercise or defense of legal claims.

Right to withdraw the consent under data protection law, rules, and regulations
You may withdraw your data protection consent at any time by notifying MHP. The withdrawal of your consent shall not affect the lawfulness of processing based on this consent prior to its withdrawal.

Right to lodge complaints with the supervisory authority
Furthermore, you have the right to lodge a complaint with the competent supervisory authority, if you consider that the processing of your personal data violates the applicable statutory provisions, rules, and regulations. In this case, you may contact the Data Protection Authority having competence at your place of residence or in your country or the Data Protection Authority having competence at our place of business.

How to contact us or to exercise your rights:
Furthermore, if you should have any questions on the processing of your personal data, your rights as a data subject, or any consent that may have been granted, you may contact us free of charge. If you wish to exercise any or all of your rights, please email us at info@mhp.com or write a letter to the address set forth in section 1 above.

 

  1. Modifications and amendments

This Privacy notice will be modified and/or amended when the internet or our web offering change. We will notify you of any updates on this page in due time. In order to stay informed on the current version of our Privacy notice, please visit this web page at regular intervals.

 

This Privacy notice shall apply as amended. Last revised: 05.09.2022