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Version 1.5 by publicadmin on 2026/01/05 12:08
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publicadmin 1.2 1 = Getting Access – Onboarding to the VRE =
2
3 This page explains how to obtain access to the Virtual Research Environment (VRE).
publicadmin 1.3 4 Please note that detailed information on **GDPR-compliant onboarding is documented in the following PDF presentation**:
publicadmin 1.2 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 ==
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12 Access to the VRE is granted after completion of three steps:
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14 1. **Accept the Use Terms (mandatory)**
15 1. **Clarify data protection obligations (Use Case & DPIA)**
16 1. **Request VPN / network access**
17
18 Each step is required to ensure compliance with GDPR, Charité policies, and the security requirements of the infrastructure.
19
20 == Step 1 – Accept the Use Terms ==
21
publicadmin 1.3 22 All users must acknowledge, sign, and return the official Use Terms.
publicadmin 1.2 23
24 **Document:**
25 → **VRE-Bestaetigung-Nutzungsbedingungen-GDPR-Compliance-v1.4_EN**
26
27 This document confirms that you understand and accept the obligations related to:
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29 * Processing of personal and health data
30 * Secure handling of research data
31 * Compliance with GDPR and institutional policies
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33 Without a signed Use Terms document, access cannot be granted.
34
35 == Step 2 – Define Your Use Case & Data Protection Obligations ==
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37 Your **Use Case** determines the legal and technical requirements that apply to your work in the VRE.
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39 In particular, **data controllers** are responsible for fulfilling GDPR and Charité obligations, including, where applicable:
40
41 * Performing a **Data Protection Impact Assessment (DPIA)**
42 * Ensuring lawful processing of personal / sensitive data
43 * Implementing appropriate technical and organisational measures
44
45 === Access to DPIA Templates (for externals) ===
46
47 If you are **not part of Charité** and require access to the DPIA template and annexes:
48
49 1. Sign and return the **Non-Disclosure Agreement (NDA)**
50 → **[NDA document link]**
51 1. (((
publicadmin 1.4 52 After receipt, you will be granted a**ccess** to:
publicadmin 1.2 53
54 * DPIA template
55 * DPIA annexes and guidance material
56 )))
57
58 == Step 3 – Request VPN / Network Access ==
59
60 To technically access the VRE, you must apply for VPN access to the protected network.
61
62 Please complete and return the following forms:
63
64 * **[VPN Access Request Form]**
65 * **[Additional Network Access Form, if applicable]**
66
67 After approval, you will receive instructions for setting up the VPN connection.
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publicadmin 1.5 69
publicadmin 1.2 70 == What Happens Next? ==
71
72 Once all documents are received and approved:
73
74 * Your user account will be created.
75 * VPN access will be enabled.
76 * You will receive an email with your personal access instructions.
77
publicadmin 1.5 78 **Once you have completed the required forms, please contact the VRE support team and send the filled-out documents to**
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80 **vre-support@charite.de.**