U-Multirank - Legal Information

Project led by:

CHE Centre for Higher Education
CHEPS Center for Higher Education Policy Studies

For questions regarding the web content, please contact:
John Roman, Communications Manager

Contact Information:
Mailing address:
c/o CHE Centre for Higher Education
Post Box 105
33311, Guetersloh

Email:    info@umultirank.org
Phone:    +49 (0) 5241 9761 58
Fax:    +49 (0) 5241 9761 40

Web tool by:
Folge 3 GmbH and Push


This project has been funded with support from the European Commission’s Erasmus+ programme. This website reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

Data protection statement

For the purpose of U-Multirank, cases arise where personal data are also collected. This privacy policy tells you which personal information is collected by U-Multirank (the consortium and its partners), for what purpose, and how long it will be stored. In addition, information about the security of the transmitted data is outlined.

1.   Handling of the personal data

The implementation of U-Multirank requires the collection of certain personal data. These data serve to organize the rankings and conduct surveys. On the other hand, certain personal data are needed for analyses within the ranking. The following table provides an overview of which groups of persons we collect data from, which personal data are processed, for what purpose this data is collected, how long this data is stored and who transmits the data to U-Multirank.

Table 1: Origin of the data

The personal data of a person are stored by U-Multirank during the entire publication period of data of the ranking, in the collection of which the respective person was involved. Likewise, the name lists required for the publication analysis are archived for the entire publication period. For all personal data mentioned above, they will be deleted in all databases and storage media of U-Multirank at the specified times listed above.

All personal data mentioned are used exclusively for U-Multirank purposes. In the publicly accessible versions of the ranking (Print, Online) no personal data are published. In addition, all data for U-Multirank are evaluated and presented in such a way that they are not personally identifiable. For example, no results on research indicators (such as research grants, publications, or doctoral degrees) are reported if there are fewer than three professors in the department, and thus conclusions on the research performance of individuals are possible.

U-Multirank operates as a consortium, comprised of various organisations, groups and institutions working together. Personal data will not be passed on to third parties, outside of the consortium. For a list of consortium members, please refer to our website: www.umultirank.org. All employees who have access to the personal data in the context of U-Multirank are obliged to observe the legal provisions on data protection. In this context, the transfer of address data to third parties is strictly prohibited and still applies even if the employees are no longer working on U-Multirank.

1.1 Surveys (for university staff)

The data collection of U-Multirank is based on four questionnaires: the pre-survey, the institutional survey, the subject survey and the student survey. Participation in the pre-, as well as the institutional-survey are required for participating universities, while the subject-based surveys and student questionnaire are voluntary. In these surveys, U-Multirank asks for the personal data of a university staff member, to serve as the university’s contact person for U-Multirank. Also interested parties, that have sent a data request to U-Multirank, will be asked for personal data. To be specific, the following data are collected:

  • Last name
  • First name
  • Gender
  • Name of institution/University
  • Faculty
  • Position/function
  • Country
  • Email address

These data will be used for the communication regarding the data collection, verification and publication process. None of the published U-Multirank data will be associable with these private data. The data listed above will be kept in our database for 50 months (please see Table 1).

1.2 Surveys (for students)

U-Multirank does not collect personal data from students, unless explicitly and independently provided for the purposes of staying informed on U-Multirank results, developments and/or news. The invitations to the student survey are sent out by the participating universities. For this purpose, U-Multirank provides the contact person for the student survey (see above) with all the necessary documents (sample invitation letters, password lists). Participation in the student survey is anonymous. The password for access to the online survey is randomly assigned by the universities and does not allow U-Multirank to draw any conclusions about the participant. In addition, no personal data is recorded in the student questionnaire. The raw data of the student survey will not be passed on to the universities. Thus, the participating university cannot relate the data to its students (for example, no results on the indicators of the student survey will be shown if less than 15 students submitted their questionnaire).

2.   Data security

In its area of responsibility, U-Multirank ensures the implementation and compliance with technical and organizational measures in accordance with § 9 BDSG (Federal Data Protection Act) to adequately safeguard the collected data against misuse and loss. This includes in particular:

  • that unauthorized persons are denied access to our data processing systems with which the personal data are processed and used (access control),
  • that our data processing systems cannot be used by unauthorized persons (access control),
  • that the persons entitled to use our data processing system can access only the data subject to their access authorization, and that personal data cannot be read, copied, changed or removed without authorization during processing, use and after storage (access control),
  • that personal data cannot be illegally read, copied, altered or removed during the electronic transmission or during its transport or storage on data carriers, and that it is possible to check and determine the places where the transmission of personal data by means of data transmission is intended (handoff control).

To comply with these requirements, our data is hosted in a renowned, ISO27001 and PCI DSS (Payment Card Industry Data Security Standard Certification) certified data center in Germany. Access to all systems is only possible for authenticated and authorized persons and only via secure transmission paths (eg VPN or HTTPS). The systems are also protected by state-of-the-art firewalls. Data will be deleted after expiry of the above retention periods.

3.   Google analytics

The U-Multirank website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. In case of activation of the IP anonymisation, Google will truncate/anonymise the last octet of the IP address for Member States of the European Union as well as for other parties to the Agreement on the European Economic Area. Only in exceptional cases, the full IP address is sent to and shortened by Google servers in the USA. On behalf of the website provider Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage to the website provider. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this, you may not be able to use the full functionality of the website. Furthermore you can prevent Google’s collection and use of data (cookies and IP address) by downloading and installing the browser plug-in available under https://tools.google.com/dlpage/gaoptout?hl=en-GB.

If you do not want to allow Google Analytics, please click the following link to opt out. A cookie will be placed on your computer to stop collection of your data when you visit this site in future. Disallow Google Analytics

To find out more about the terms and conditions of use and data privacy, please visit http://www.google.com/analytics/terms/gb.html, or https://www.google.de/intl/en_uk/policies/. For your safety, this website supplements the Google Analytics code with “gat._anonymizeIp();” so that the collection of IP addresses is anonymised (which is commonly referred to as IP-masking).

4.   Constant Contact

For the purpose of U-Multiank’s newsletter, press announcements and mailings, we use the services of Constant Contact. Constant Contact is a US-based global mail service provider, whose current privacy programme has been certified to the obligations and standards of the EU-US and Swiss-US Privacy Shields, which means they lawfully transfer and protect the personal data of EU/EEA residents to the U.S. pursuant to the rules of the Federal Trade Commission and the EU. In particular, how U-Multirank’s content and contacts are handled, as well as how they collect data from the U-Multirank site are outlined in section 7, sub-sections (b) and (d) respectively. These sections are outlined below, and provided in full under Constant Contact‘s legal terms: https://www.constantcontact.com/legal/terms.

(b) Your Content and Contacts. We will also obtain any information that you provide to us in connection with your use of the Site or the Products, such as contact lists (including email addresses and phone numbers of your subscribers) and content (including Business Content). We acknowledge your ownership rights in such contact lists. As more fully described in our Privacy Statement, we will never sell or rent your contact lists to anyone without your permission.

(d) Automated Data Collection. You consent to us collecting data from your website through automated means, such as through harvesting bots, robots, spiders, or scrapers (“Automated Data Collection”) and the use of that data for internal business purposes. We will not use Automated Data Collection to collect data from your website if you have set the /robots.txt file to disallow such collection.

5.   Contacts

For questions pertaining to U-Multirank’s data protection statement, please contact:

Mr. Onur Büyüktezgel, or Mr. John Roman
Telephone: +49 05241 9761-58
Fax: +49 05241 9761-644
E-Mail: info@umultirank.org

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