User Agreement & Privacy Policy

PLI (Perutz Labs Internship) is the official lab internship management system of Max Perutz Labs, a joint venture of the University of Vienna and the Medical University of Vienna. The system manages the registration, approval, supervision, reporting and grading workflow for lab internships (“Scientific Practice”) in the Master programs MMB (Molecular Biology), MNEU (Molecular Neuroscience) and BCE (Biochemistry) at the University of Vienna.

PLI is operated by the IT department of Max Perutz Labs and is intended exclusively for use by registered students, supervisors and coordinators in connection with their lab internship activities.

The following personal data is collected and processed within PLI:

Student Data

• Full name and matriculation number
• University email address (a########@unet.univie.ac.at)
• Study program enrollment (MMB, MNEU, BCE)
• Internship registration details (project title, description, dates)
• Co-registration and Erasmus status where applicable
• Uploaded documents (internship reports, transcripts, CVs)
• Assessment grades and final grade

Supervisor Data

• Full name and email address
• Institution, department and lab webpage
• Assessment grades, comments and feedback

Technical Data

• IP addresses in connection with login attempts and form submissions (for security and audit purposes)
• Timestamps of all actions (audit log)
• Session data necessary for authentication

All data is processed solely for the purpose of managing lab internships at Max Perutz Labs. Data is not shared with third parties and is stored exclusively on servers operated by Max Perutz Labs.

PLI implements comprehensive security measures to protect against unauthorized access:

• All connections are encrypted via TLS/SSL (HTTPS)
• Authentication is required for all administrative and coordinator functions
• Administrative access is restricted to authorized personnel only
• Time-limited, single-use tokens are used for student and supervisor actions
• Rate limiting on login and status lookup to prevent brute-force attacks
• IP-based lockout after repeated failed login attempts
• Complete audit trail of all system actions

By using PLI, all users agree to the following conditions:

• Token confidentiality: Access links (tokens) sent via email are personal and confidential. The forwarding, sharing or publication of these links is strictly prohibited. Each token grants access to sensitive personal and academic data and must be treated with the same care as a password.
• Status codes: The status lookup code provided during registration is personal and must not be shared with others.
• Login credentials: Coordinator and administrator login credentials must not be shared or disclosed to unauthorized persons.
• Data confidentiality: All personal data, assessment results, grades and documents accessible through PLI are confidential. Unauthorized disclosure, copying or distribution of this data is strictly prohibited and may result in disciplinary action.
• Intended use only: PLI may only be used for its intended purpose of managing lab internships. Any attempt to access, modify or delete data without authorization is prohibited and will be logged.

Internship records, including grades and uploaded documents, are retained for the duration required by university regulations. Expired access tokens are automatically removed. Sent email records in the queue are automatically deleted after 30 days. Login attempt logs are retained for security monitoring purposes.

Students may request information about their stored data or request deletion of non-essential data by contacting the coordinator.