Information on data protection
We take data protection and confidentiality very seriously and adhere to the provisions of the EU General Data Protection Regulation (GDPR) as well as current national data protection regulations. Please read this data protection information carefully before submitting a report.
Purpose of the whistleblowing system
The purpose of the whistleblower reporting system (BKMS® System) is to receive, process and manage reports of unlawful behavior in a secure and confidential manner.
Responsible parties
The partie responsible for data protection in the whistleblowing system is the University Hospital Carl Gustav Carus Dresden (University Hospital Dresden)
The whistleblowing system is operated by a specialised company, EQS Group GmbH, Karlstraße 47, 80333 Munich in Germany, on behalf of the University Hospital Dresden.
Personal data and information entered into the whistleblowing system are stored in a database of a high security data centre operated by EQS Group GmbH. Only the University Hospital Dresden has access to the data. EQS Group GmbH and other third parties do not have access to the data. This is ensured in the certified procedure through extensive technical and organisational measures.
All data are stored in an encrypted manner with multiple levels of password protection according to a system of permissions so that access is restricted to a very small selection of expressly authorised persons at the University Hospital Dresden.
The University Hospital Dresden has appointed data protection officers. Inquiries regarding data protection can be sent to dsv@ukdd.de.
Type of personal data collected
Use of the whistleblowing system takes place on a voluntary basis. If you submit a report via the whistleblowing system, we collect the following personal data and information:
- Your name, if you choose to reveal your identity,
- Whether you are employed at the University Hospital Dresden, and
- The names and other personal data of persons whom you list in your report, if applicable.
Legal basis
The University Hospital Dresden processes the personal data (of the person reporting the information and the person affected by the report) to the extent that this is necessary to fulfill a legal obligation (e.g. Whistleblower Protection Act, Supply Chain Due Diligence Act). The legal basis for this is Article 6 Paragraph 1 Letter c GDPR and Article 9 Paragraph 4 GDPR in conjunction with Section 10 HinSchG and Section 8 LKSG.
With regard to reports that do not fall under the above-mentioned laws, the processing of personal data is based on our company's legitimate interest in detecting and preventing abuses In these cases, legality arises from Article 6 Paragraph 1 Letter f GDPR.
Confidential handling of reports
Incoming reports are received by a small selection of expressly authorised and specially trained members of the Legal Department - Compliance division of the University Hospital Dresden and are always handled confidentially. Only employees of the Legal Department - Compliance division of the University Hospital Dresden evaluate the matter and perform any further investigation required by the specific case.
While processing a report or conducting a special investigation, it may be necessary to share reports with additional employees of the University Hospital Dresden or employees of other subsidiaries, e.g. if the reports refer to incidents in subsidiaries.
All persons who receive access to the data are obligated to maintain confidentiality.
Rights of data subjects
Pursuant to European data protection legislation, you and the persons named in the report have a right of access, rectification, erasure and restriction of processing and a right to object the processing of your personal data.
These rights can be asserted in writing or by e-mail to the person in charge.
The right to information may be restricted in individual cases if the information would reveal information that must be kept secret according to a legal regulation or by its nature.
You also have the right to lodge a complaint with the responsible supervisory authority.
Retention period of personal data
Personal data are retained for as long as necessary to clarify the situation and perform a final assessment or for as long as a legitimate interest exists on the part of the company or retention is required by law. After the report processing is concluded, the data will be deleted in accordance with statutory requirements.
Use of the whistleblowing system
Communication between your computer and the whistleblowing system takes place over an encrypted connection (SSL). Your IP address will not be stored during your use of the whistleblowing system. In order to maintain the connection between your computer and the BKMS® System, a cookie is stored on your computer that merely contains the session ID (a so-called session cookie). This cookie is only valid until the end of your session and expires when you close your browser.
It is possible to set up a secured postbox within the whistleblowing system with an individually chosen pseudonym/ user name and password. This allows you to send reports either by name or in an anonymous, safe way to the responsible contact person at the University Hospital Dresden. This system only stores data inside the whistleblowing system, which makes it particularly secure. It is not a form of regular e-mail communication.
Note on sending attachments
When submitting a report or an addition, you can simultaneously send attachments to the responsible contact person at the University Hospital Dresden. If you wish to submit an anonymous report, please take note of the following security advice: Files may contain hidden personal data that could jeopardise your anonymity. Please remove all such information before sending a file. If you are unable to remove this data or are uncertain about how to do so, copy the text of your attachment into your report text or send the printed document anonymously to the address listed in the footer, citing the reference number received at the end of the reporting process.
Version: April 2024