Information on data protection for students studying abroad

Outgoing students

Information on data protection for students studying abroad

1.      Responsible authority

The responsible institution as per the EU General Data Protection Regulation (GDPR), other national data protection laws of the member states as well as additional data protection regulations is the:

University of Konstanz
represented by its rector Professor Katharina Holzinger
Universitaetsstrasse 10
78464 Konstanz GERMANY

Phone: +49 7531 88-0 or email:

2.      Data protection officer 

Data protection officer



3.      Legal basis:

a)        Your data will be collected as you apply for and participate in a study abroad stay:

in accordance with Art. 6 para. 1 lit. e in connection with  para. 3 of the EU's General Data Protection Regulation (GDPR) in connection with § 12 para. 1 of the Landeshochschulgesetz LHG (state law on higher education) from 1 January 2005, whose Article 1 was last amended on 13 March 2018 (published in GBI. p. 85), in connection with the Ministry of Science, Research and the Arts’s legal regulation "Hochschul-Datenschutzverordnung" on the collection and processing of personal data of university applicants, students and examination candidates for administrative purposes of the institutions of higher education from 28 August 1992 (published in GBI. p. 667).

b)        The university may contact your “emergency contacts”:
in accordance with Art. 6 para. 1 lit. a of the GDPR (consent).

c)        The university may give your contact information to other exchange students:
in accordance with Art. 6 para. 1 lit. a of the GDPR (consent).

4.      Purpose and legal basis for data processing

The personal and mobility-related data you enter into MobilityOnline will only be used for the selection process and administration of the exchange programmes, for reporting purposes (e.g. to the DAAD/EU Commission) and to register you at your host university abroad. We cannot process your application without this information. The information will be shared with internal and external responsible parties via mail or electronically (as stated in number 5 “Recipients”).

You will need to provide an emergency contact, so that in the event of an emergency, the university has your consent to contact the named person.

In order to promote a good flow of information between participants, the International Office strives to establish contact between the participants of each individual exchange programme. If you have provided your consent, the International Office will forward your name, field of study and email address to the other participants in the exchange programme.

The privacy policy is active and current as of 7 November 2018. As our online application services are continually being updated and developed, and new technologies are implemented, it may be necessary to change this privacy policy. We reserve the right, at any time, to change the privacy policy with immediate effect to the status quo. We recommend that you read the current privacy policy from time to time.

Protocol files

When you use MobilityOnline, you use your web browser to send information about yourself to the corresponding online server. The following data are recorded when your web browser is connected to the online server for the purpose of communicating this information:

•        Date and time of the request

•        Name of the file requested

•        Page the file was requested from

•        File status (e.g. file uploaded, file not found)

•        The web browser, screen resolution and operating system used

•        Full IP address of the accessing computer

•        Transmitted data volume


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5.      Recipients

The data will be forwarded to the following organizational units of the university:

1. The Division of Financial Affairs:
will receive scholarship-related information from the International Office on University of Konstanz students, who spend part of their studies abroad as part of an exchange or a funding programme (e.g. Erasmus) and receive a mobility grant from a funding institution such as the DAAD or the European Commission. This is for the purpose of paying the mobility grant to the student.

2. The Erasmus+ departmental coordinators
will be able to access the mobility-related information of their department’s respective University of Konstanz students online, who take part in exchange programmes and either intend to or are currently taking part in a period of study abroad. This is for the purpose of supporting and enabling the administrative processing of the exchange activities to take place (selection and support of participants, attending to university partnerships)

3. The selection committees

The Committee for International Scholarships/Grants or the applicable selection committee will be forwarded all documents submitted by the applicants in order to select participants in their respective exchange or funding programme.

4. Controlling / Communication, Information, Media Centre (KIM)

For the purpose of internal university planning, controlling and evaluation, select personal data (e.g. student ID number, gender, country of citizenship) will be automatically forwarded to the Staff Unit Controlling and/or the Communication, Information, Media Centre (KIM) and stored in the University of Konstanz’s data warehouse. Here the data will be processed and visualized anonymously, in aggregate form in an internal business intelligence system (Controlling Data Portal).

The data will be shared with the following third parties

1. Funding organizations/scholarship donors (e.g. EU Commission/DAAD):
will receive mobility-related information from the International Office on University of Konstanz students who receive funding for studying abroad from their respective programmes. The University of Konstanz is required to provide such documentation to the funding bodies (DAAD, European Commission).

2. Partner universities:

will receive the information required for registering nominated exchange students at the host university from the International Office. This information can be sent electronically or by mail. The level of data protection provided in host countries can differ from Germany.

3. Other outgoing exchange students

If you have consented to having the International Office establish contact toother exchange programme participants/prospective participants, your name, field of study and email address will be shared with other outgoing exchange students from Konstanz.

6.      Storage duration

Data and documents related to funding provided for students participating in an Erasmus exchange must be stored and remain accessible to the Nationale Agentur (NA) DAAD and the EU Commission. This is in accordance with the Allgemeinen Bestimmungen zur Finanzhilfevereinbarung (attachment I). This requirement expires five years after the final payment has been made or you have received a letter of feedback from the NA DAAD after submitting your final report. After this time, your personal data will be deleted in accordance with the legal requirements.

The protocol files (see above) will generally be stored as personal data for a maximum of 14 days.


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7.      Your rights

•        In accordance with Article 15 GDPR, you have the right to request information from the University of Konstanz about any data it stores that is related to your person and/or to have incorrect data corrected as per Article 16 GDPR.

•        You also have the right to demand that your data be deleted (Article 17 GDPR), that the processing and use thereof be restricted (Article 18 GDPR), as well as to object to the processing and use of your data (Article 21 GDPR).

·         You can withdraw your consent to your data being stored at any time and without incurring disadvantages. The processing of personal data is lawful until consent is withdrawn.

•        To better understand and exercise your rights, please contact our data protection officer by emailing

•        You also have the right to file a complaint with the regulating authority if you believe that the processing and use of your personal data is in violation of the law (Art. 77 GDPR).

·         The responsible contact person at the regulating authority is the Landesbeauftragter für den Datenschutz und die Informationsfreiheit Baden-Württemberg (state commissioner for data protection and the freedom of information Baden-Württemberg).