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1 -= Getting Access – Onboarding to the VRE =
2 -
3 -This page explains how to obtain access to the Virtual Research Environment (VRE).
4 -Please note that detailed information on **GDPR-compliant onboarding is documented in the following PDF presentation**:
5 -
6 -**→ Download the VRE Onboarding Guide (PDF)**
7 -
8 -The steps below provide a short and practical overview.
9 -
10 -== Overview of the Onboarding Process ==
11 -
12 -Access to the VRE is granted after completion of four steps:
13 -
14 -1. **Accept the Use Terms (mandatory)**
15 -1. **Clarify data protection obligations (Use Case & DPIA)**
16 -1. **Request VPN / network access**
17 -1. **Submit documents**
18 -
19 -Each step is required to ensure compliance with GDPR, Charité policies, and the security requirements of the infrastructure.
20 -
21 -== Step 1 – Accept the Use Terms ==
22 -
23 -All users must acknowledge, sign, and return the official Use Terms.
24 -
25 -**Document:**
26 -→ **VRE-Bestaetigung-Nutzungsbedingungen-GDPR-Compliance-v1.4_EN**
27 -
28 -This document confirms that you understand and accept the obligations related to:
29 -
30 -* Processing of personal and health data
31 -* Secure handling of research data
32 -* Compliance with GDPR and institutional policies
33 -
34 -Without a signed Use Terms document, access cannot be granted.
35 -
36 -== Step 2 – Define Your Use Case & Data Protection Obligations ==
37 -
38 -Your **Use Case** determines the legal and technical requirements that apply to your work in the VRE.
39 -
40 -In particular, **data controllers** are responsible for fulfilling GDPR and Charité obligations, including, where applicable:
41 -
42 -* Performing a **Data Protection Impact Assessment (DPIA)**
43 -* Ensuring lawful processing of personal / sensitive data
44 -* Implementing appropriate technical and organisational measures
45 -
46 -=== Access to DPIA Templates (for externals) ===
47 -
48 -If you are **not part of Charité** and require access to the DPIA template and annexes:
49 -
50 -1. Sign and return the **Non-Disclosure Agreement (NDA)**
51 -→ **[NDA document link]**
52 -1. (((
53 -After receipt, you will be granted a**ccess** to:
54 -
55 -* DPIA template
56 -* DPIA annexes and guidance material
57 -)))
58 -
59 -== Step 3 – Request VPN / Network Access ==
60 -
61 -To technically access the VRE, you must apply for VPN access to the protected network.
62 -
63 -Please complete and return the following forms:
64 -
65 -* **[VPN Access Request Form]**
66 -* **[Additional Network Access Form, if applicable]**
67 -
68 -After approval, you will receive instructions for setting up the VPN connection.
69 -
70 -== Step 4 – Submit All Documents ==
71 -
72 -After completing all required forms and agreements, please send **all signed and filled-out documents in one email** to the VRE support team:
73 -
74 -**→ vre-support@charite.de**
75 -
76 -Only complete submissions can be processed. You will be contacted in case any document is missing or requires clarification.
77 -
78 -== What Happens Next? ==
79 -
80 -Once all documents are received and approved:
81 -
82 -* Your user account will be created.
83 -* VPN access will be enabled.
84 -* You will receive an email with your personal access instructions.
85 -
86 -If any document or link is unclear or missing, or once you have completed the required forms, please contact the VRE support team and send all filled-out documents to **vre-support@charite.de**.
VRE-Bestaetigung-Nutzungsbedingungen-GDPR-Compliance-v1.4_EN.docx
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VRE-Onboarding-Data-Usage.pdf
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