International Office

Data and data management stored at the International Office

Our obligation to inform according to Art. 13 EU-DSGVO

Responsible person at the International Office: Ms. Verena Gründler, Head of the International Office, aaa@htwg-konstanz.de

The HTWG Konstanz is responsible in the sense of data protection.

Represented by the Vice-President Prof. Dr. Oliver Haase

Alfred-Wachtel-Straße 8

78462 Konstanz

Germany

Tel.: 07531 206 0

E-Mail: kontakt@htwg-konstanz.de

Contact of the data protection officer:

The data protection officer of the HTWG Konstanz is Prof. Dr. Marc Strittmatter. Please forward your inquiries to: dsb@htwg-konstanz.de

As a public corporation of the State of Baden-Württemberg, the HTWG Konstanz is subject to the State Data Protection Act BW (LDSG-BW) as well as a number of other legal regulations such as the State University Act BW (LHG-BW), the University Data Protection Ordinance BW, the State Archives Act - LArchG.

1. Students who leave the HTWG Konstanz for the purpose of a stay abroad (outgoings)

a) Data:

The data of these students is manually transferred from the application form completed by the students ("personal details, contact details, planned international project").

Transmission of data to partner universities: Last name, first name, date of birth, contact data, gender, nationality, studies (Bachelor, Master), study programme, planned period at the host university, e-mail address and passport copy.

b) Legal basis:

The legal basis is Article 6(1) lit. (e) in conjunction with Article 6(3) of the DSGVO in conjunction with section 12 of the Landeshochschulgesetz (LHG) of 1 January 2005, amended by Article 1 of the law dated 13 March 2018 and decree of the Ministry of Science Research and the Arts Baden-Württemberg on the collection and processing of personal data of applicants, students and examination candidates for administrative purposes at universities as amended on 28 August 1992, last amended by Article 2 of the Ordinance of 3 May 2012.

c) Delition period:

The application documents will be kept for five years. The remaining data will be deleted after ten years at the latest. Other deadlines may apply in the event of successful enrolment.

d) Data transfer:

Transfer of data to third parties

For administrative purposes and to prepare the stay at the partner university, personal data of future exchange students will be forwarded to the International Office of the partner university:

Last name, First name
Date of birth
Country of citizenship
Gender
Permanent Address
E-Mail-Address
Copy of Passport
Home University
Course of Studies

2. International students coming to the HTWG Konstanz (Incomings)

a) Data:

The data of these students is manually transferred from the registration form filled in by the students ("personal data, contact data, nationality, German language skills, planned stay, financing, faculty, supervising professor, home university").

b) Legal basis:

c) Delition period:

The application documents are kept for five years. The remaining data will be deleted after a maximum of ten years. In case of successful enrollment other periods may apply

d) Data transfer:

Transfer of data within HTWG Konstanz

For administrative purposes and preparation of the stay at HTWG Konstanz, personal data of prospective inbound exchange students are passed to the Department of Student Affairs, Data Center, Library and Payment Office:

Enrollment at HTWG Konstanz
Matriculation numberr
Last name, First name
Date of birth
Place and country of birth
Country of Citizenship
Gender
Permanent Address
E-Mail-Adress
Home University

Transfer of data to third parties

If appropriate, the following data will be forwarded to Seezeit Studierendenwerk Bodensee AöR for the purpose of reserving a room in student housing as well as to Deutsche Bank AG to open up an account, to register with AOK Baden Württemberg for the health insurance and with the Konstanz Immigration Office:

Last name, First name
Date of birth
Country of citizenship
Gender
Permanent Adress
Copy of Passport
E-Mail-Address
Home University
Course of Studies

3. Scholarships - Transfer of data to scholarship providers

The International Office processes the data provided by the applicants in their application documents only for the purpose of fulfilling their official duties and processing the scholarships. In accordance with the accountability towards the scholarship providers, some data will be passed on to them:

Stibet I and Stibet III: Last name, first name, e-mail, address, date of birth, country of origin, place of birth, new request, studies (Bachelor, Master), study programme, gender, type of scholarship, duration and total funding, funding amount, date of payment with voucher number. The data will be deleted after 5 years.

DAAD Prize: Last name, first name, e-mail, address, date of birth, country of origin, place of birth, study (Bachelor, Master), study programme, gender, funding amount, date of payment with voucher number, faculty nomination documents. The data will be deleted after 5 years.

PROMOS: Last name, first name, date of birth, address, e-mail, country of origin, country of destination, studies (Bachelor or Master), allocation to subject group (e.g. engineering sciences, social sciences, etc.), gender, type of project abroad (theory semester, practical semester, final thesis), funding period, funding period in months, amount of funding, type of funding (flat-rate travel allowance); retention period 5 years after submission of proof of use (28.02.). The data will be deleted after 5 years.

Baden-Württemberg-Stipendium: For applicants/scholarship holders of the Baden-Württemberg-Stipendium all personal data ( last name, first name, address, e-mail, date of birth, bank account data, information on studies and projects abroad) and application documents (letter of motivation, curriculum vitae, proof of grades, letter of recommendation, language certificate, certificate of enrolment) as well as the later experience report will be extracted from the BWS-World portal. These data are entered by the students themselves in the above-mentioned portal. The data will be deleted after 10 years.

4. Students: Erasmus data exchange in the Mobility Tool

Last name, first name, e-mail, address, date of birth, gender, nationality, course of studies, studies (Bachelor, Master), previous participation in Erasmus, host university, country of destination, period of stay, amount of scholarships, number of ECTS recognised, disability, single parent abroad.

The data will be deleted after 3 or after 5 years, depending on the level of approval for the university (< 60,000 € / > 60,000 €).

5. Students: Data exchange Erasmus Online Linguistic Support

The data is deleted by the portal three years after the last participant login.

6. Employees/Professors: Erasmus data exchange in the Mobility Tool

For employees, the data is entered manually. ( Last name, first name, faculty, educational institution or host university, travel data) STA/STT data exchange in the Mobility Tool: Last name, first name, e-mail, address, gender, nationality, area of education, level of teaching activity (Bachelor's and Master's students are taught), work experience, host university or educational institution, country of destination, period of stay, amount of subsidy, disability.

The data will be deleted after 3 or after 5 years, depending on the level of approval for the university (< 60,000 € / > 60,000 €).

Legal basis: Article 6(1) lit. (e) in conjunction with Article 6(1) lit. (b) of the EC Treaty Paragraph 3 DSGVO in connection with Article 15 (1)

7. Photos and Videos at International Office Events

Photos and/or videos (including sound) may be taken during our events. We notify you of this feature of our events as part of our duty to inform.

Data: Photos and videos will be taken at these events. We may collect names and majors in individual cases, which we collect on the basis of voluntary information provided by the attendees.

Legal Basis: We collect and publish the data on the basis of consent pursuant to Art. 6 para. 1 lit. a) GDPR, as well as § 4 LDSG in conjunction with § 2 para. 1, para. 2 and para. 9 LHG.

Purpose: The photos and videos may be made public in the intranet, on online portals, or the institution’s social media channels, as well as on the radio, television or in print media.

Duration of Processing: The photos and videos are stored for a duration of three years by the International Office and then deleted.

Access to Data: Only the staff of the International Office has access to this data.

8. Access to your data records

Only the staff of the International Office and the members of the respective study selection commissions as well as the student secretariats, the data processing centre, the library and the paying office have access to the data records mentioned here. We undertake to treat the data with due care.

9. Your data protection rights

You have the right to obtain information from the International Office at HTWG Konstanz about the personal data stored about you in accordance with Article 15 DSGVO and/or to have incorrectly stored personal data reported to you in accordance with Article 16 DSGVO.

You also have the right to delete data according Article 17 DSGVO, to restrict processing according to Article 18 DSGVO and to object to processing according to Article 21 DSGVO.

In addition, you have the right to revoke your consent, also individually, at any time for the future. The legality of the data processing remains unaffected until revoked.

To exercise your rights, please send an e-mail to Verena Gründler, aaa@htwg-konstanz.de

You also have the right to complain to the supervisory authority if you are of the opinion that the processing of your personal data violates the data protection regulations in accordance with Article 77 DSGVO. The responsible supervisory authority is the State Commissioner for Data Protection and Freedom of Information for Baden-Württemberg.

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