Graduate school on engineering mechanics GDPR privacy notice

This Privacy Notice applies to the Graduate School on Engineering Mechanics (“EM Graduate School“) and is intended to comply with the European Union’s (“EU”) General Data Protection Regulation (“GDPR”). This Privacy Notice applies to personal data that the EM Graduate School collects or processes about an individual member of the graduate school (“Data Subject”). “Personal Data” means any information relating to an identified or identifiable Data Subject.

Collecting and Processing Personal Data
The EM Graduate School collects Personal Data for the purpose of its legitimate tasks (as recorded in the “Gemeenschappelijke Regeling Interuniversitaire Ondezoeksschool EM”), which include the organization of teaching activities and community events, as well as annual reporting and evaluation obligations. Collecting and processing of Personal Data is necessary for the effective execution of these legitimate tasks. The Data Subject has given consent for the processing of his or her Personal Data for one or more specific purposes.

Types of Personal Data Collected/Processed and Purpose
The EM Graduate School collects the following categories of Personal Data in order to execute its tasks:

  • Name
  • Contact information including, without limitation, email address, physical address, phone number, and other location data
  • Unique personal identifiers and biographical information
  • Details of employment

The Personal Data that the EM Graduate School collects may be used for reporting and evaluation purposes. The name and contact information may be shared with local organizing committees operating within the EM Graduate School at participating institutes for the purpose of organizing teaching activities and community events.

If a Data Subject has specific questions regarding the collection and use of his or her Personal Data, he or she may contact the Graduate School via

If a Data Subject refuses to provide Personal Data that the EM Graduate School requires in connection with its legitimate purposes, such refusal may make it impossible for the EM Graduate School to provide the Data Subject with the services that an EM Graduate School member is entitled to.

Where the EM Graduate School gets Personal Data
Most often, the EM Graduate School receives Personal Data directly from the Data Subject. In addition to data collected from the Data Subject, the EM Graduate School may collect data related to scientific output from public repositories.

Individual Rights of the Data Subject under the GDPR
In addition to the right to receive the information provided in this privacy notice, Data Subjects covered by this privacy notice have the right to:

  • Request from the EM Graduate School access to and rectification or erasure of Personal Data or restriction of processing concerning the Data Subject, the right to object to processing and the right to portability of Personal Data.
  • Where processing is based upon consent, to withdraw consent at any time, without affecting the EM Graduate School’s right to process Personal Data based upon consent before its withdrawal.
  • The right to file a complaint with a supervisory authority appointed by an EU member state for the purpose of receiving complaints.
  • If the Personal Data is going to be further processed for a purpose other than that for which it was collected, then notice of the purpose and basis for the further processing is given.
  • Where Personal Data are processed for direct marketing purposes, the right to object at any time to processing Personal Data concerning him or her for such marketing; and
  • Not to be subject to a decision based solely on automated processing, which produces legal effects concerning him or her or similarly significantly affects him or her; provided, however, that this right does not apply if the decision is based upon the Data Subject’s consent.

Note: Exercising these rights guarantees access to a process but does not guarantee any particular outcome. Any Data Subject who wishes to exercise any of the above-mentioned rights may do so by filing a request with the EM Graduate School at

The EM Graduate School’s website uses a third party internet hosting service and is developed and maintained using the content management system provided by that service. The EM Graduate School does not automatically collect personal information through its website. The EM Graduate School publicly distributes information through its website that is essential for the execution of its tasks, including, but not limited to, annual reports, symposium books, course descriptions and board memberships.

Security of Personal Data subject to the EU GDPR
All Personal Data collected or processed by the EM Graduate School under the scope of the GDPR must comply with the security controls and systems and process requirements of the institute hosting the secretariat of the EM Graduated School (Eindhoven University of Technology).

The EM Graduate School will not share your Personal Data with third parties, except:

  • as necessary to execute one of its legitimate tasks, pursuant to consent provided by the Data Subject, or as required by law.
  • as necessary to protect the EM Graduate School’s interests.
  • with service providers acting on EM Graduate School’s behalf who have agreed to protect the confidentiality of the Personal Data. Sharing of Personal Data with such service providers is restricted to the name and contact details of the Data Subject.

Data Retention
The EM Graduate School maintains records of its members until a maximum of two years after termination of the membership. The exception to this is the information kept in the alumni database, which encompasses the following information of the Data Subject: name, (e-mail) address, details of PhD graduation (university, defense date, thesis title). Unless requested otherwise by the Data Subject, this alumni information is stored indefinitely.