Getting Access – Onboarding to the VRE

This page explains how to obtain access to the Virtual Research Environment (VRE).
Please note that detailed information on GDPR-compliant onboarding is documented in the following PDF presentation:

→ Download the VRE GDPR Onboarding Guide (PDF)

The steps below provide a short and practical overview.

Overview of the Onboarding Process

Access to the VRE is granted after completion of four steps:

1. Accept the Use Terms 
2. Clarify data protection obligations (Use Case & DPIA)
3. Request VPN / network access 
4. Submit documents

Each step is required to ensure compliance with GDPR, Charité policies, and the security requirements of the infrastructure.

Step 1 – Accept the Use Terms

All users must acknowledge, sign, and return the official Use Terms.

Document:
→ VRE-Bestaetigung-Nutzungsbedingungen-GDPR-Compliance-v1.5_EN

This document confirms that you understand and accept the obligations related to:

• Processing of personal and health data
• Secure handling of research data
• Compliance with GDPR and institutional policies

Without a signed Use Terms document, access cannot be granted.

Step 2 – Define Your Use Case & Data Protection Obligations

Your Use Case determines the legal and technical requirements that apply to your work in the VRE.

In particular, data controllers are responsible for fulfilling GDPR and Charité obligations, including, where applicable:

• Performing a Data Protection Impact Assessment (DPIA)
• Ensuring lawful processing of personal / sensitive data
• Implementing appropriate technical and organisational measures

Access to DPIA Templates (for externals)

If you are not part of Charité and require access to the DPIA template and annexes:

1. Sign and return the → Non-Disclosure Agreement (NDA)

2. After receipt, you will be granted access to:

   • DPIA template
   • DPIA annexes and guidance material

Step 3 – Request Charité User Account and Network Access

To technically access the VRE, you need:

• a Charité Active Directory user account (Nutzerkonto), and
• VPN / network access to the protected Charité infrastructure.

Please complete and return the following forms:

• Cooperation Agreement (referencing the official Charité cooperation contract under which the project is conducted)
  • Please note: If confidentiality obligations are already covered by an existing agreement for the same collaboration or work purpose (e.g., a collaboration agreement), no additional NDA is required.
• Charité Nutzerkonto / Active Directory (AD) Account Request Form
• VPN Basic Access Request Form
• VPN-M (required if health or other special category data are processed)
• VPN-O (required if no health or special category data are processed)

Please find here English auto-translations of the documents linked above for reference.

Both the user account and the VPN access are mandatory.

Step 4 – Submit All Documents

After completing all required forms and agreements, please send all signed and filled-out documents in one email to the VRE support team:

→ vre-support@charite.de

Only complete submissions can be processed. You will be contacted in case any document is missing or requires clarification.

What Happens Next?

Once all documents are received and approved:

• Your user account will be created.
• VPN access will be enabled.
• You will receive an email with your personal access instructions.

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.