Information on data protection for exchange/international students

Incoming students

Information on data protection for exchange students studying at the University of Konstanz

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 Dr Kerstin Krieglstein
Universitaetsstrasse 10
78464 Konstanz
GERMANY

Phone: +49 7531 88-0 or email: online.redaktion@uni.kn

2.         Data protection officer

The university’s data protection officer is:

Heinz-Joachim Sommer
Datenschutz-Sommer
Sommertalweg 1
88709 Meersburg

Email: datenschutzbeauftragter@uni-konstanz.de

3.         Legal basis:

a) Your data will be collected as you apply for and participate in a study abroad stay in Konstanz (application, admission procedure, preparation for and organization of the 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 keep records of and contact your “emergency contacts”:

Art. 6 para. 1 lit. a of the GDPR (consent).

c) The university may give your contact information to other exchange students:

Art. 6 para. 1 lit. a of the GDPR (consent).

d) The university may use your contact information for its “Buddy Programme”

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 primarily be used for the selection and admission process as well as for formalities related to preparing for and organizing your stay in Konstanz. Moreover, the data will be used in the administration of the exchange and integration programmes, for reporting purposes to the DAAD, the EU Commission, the Baden-Württemberg Foundation and the Ministry of Science, Research and the Arts as well as to update your home university on your application status. The information will be shared with internal and external responsible parties via mail or electronically (as stated in number 5 “Recipients”). In the event of an emergency, the university will make every effort to contact the person listed as your “emergency contact”.

In accordance with the consent you provided via the online form and in order to promote a good flow of information between participants, the International Office strives to establish contact between exchange programme participants by sharing their contact information with each other (name, field of study, semester and email address). This also includes, if you consent, sharing your information with the “Buddy Programme” participants from Konstanz.

The privacy policy is currently valid. 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

Cookies

Session cookie

The cookie (JSESSION) is required for matching all your requests to your current session.

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 international students, who study abroad in Konstanz and receive a mobility grant from a funding institution such as the Baden-Württemberg Foundation, the DAAD, the European Commission or the Ministry of Science, Research and the Arts. This is for the purpose of paying the mobility grant to the student.

2. The departmental Erasmus+/exchange programme coordinators

will be able to access the mobility-related and personal information of the exchange students who will be studying in their respective departments at the University of Konstanz. This is for the purpose of supporting and enabling adequate preparation of the exchange as well as the administrative processing of the exchange activities to take place (supporting participants, assisting them with selecting courses, attending to university partnerships)

3. The Division of Student Affairs and Teaching

will receive mobility-related and personal information from the International Office on international students who study abroad in Konstanz for the purpose of enrolling and re-registering these students at the university.

4. Teachers

will receive mobility-related and personal information from the International Office on international students who study abroad in Konstanz as required for organizational purposes (e.g. for German intensive language courses).

5. Students participating in the “Buddy Programme”

will receive, if prior consent is given, mobility-related and personal information from the International Office on international students who study abroad in Konstanz for the purpose of providing networking and support services as they organize their exchange studies.

The data will be shared with the following third parties

1. Seezeit Student Services

will receive mobility-related and personal information from the International Office on international students who study abroad in Konstanz and have requested housing in a residence hall, either via MobilityOnline or by submitting a housing request form. This is for the purpose of processing the housing request.

2. The Ausländerbehörde Konstanz (foreigners registration office) and the Federal Office for Migration and Refugees (BAMF)

will receive, if prior consent is given, mobility-related and personal information from the International Office on international students who study abroad in Konstanz and whose citizenship is in a non-EU/EEA country. This is for the purpose of completing the required legal formalities for such international students.

3. Funding organizations/scholarship donors

will receive mobility-related information from the International Office on international students who study in Konstanz or participate in a DAAD-funded measure and who receive funding for studying abroad from their respective programmes (e.g. the DAAD, European Commission, the Baden-Württemberg Foundation or the Ministry of Science, Research and the Arts). The University of Konstanz is required to provide such documentation to the funding bodies.

4.  The coordinating offices for state programmes

will receive, if prior consent is given, mobility-related and personal information from the International Office on international students who study abroad in Konstanz. This is required for the coordination and administration of these state programmes (balancing the number of participating exchange students on a statewide basis, paying scholarships/accessing funds)

5. Other students

will receive, if prior consent is given, mobility-related and personal information from the International Office on international students who study abroad in Konstanz. This is to support networking among students.

6. Banks

 will receive, if prior consent is given, personal information from the International Office on international students, if this data is required for support with opening and managing bank accounts.

7. Health insurance providers

will receive, if prior consent is given, personal information from the International Office on international students, if this data is required for support with health insurance matters.

8. Excursion leaders

will receive personal information from the International Office on international students, if this data is required for organizing an excursion.

6.         Storage Duration

Mobility-related and personal information will be stored and processed during the period of time required for the administration of the exchange and integration programmes as well as the reporting purposes required by the funding organizations listed above.

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 30 days.

JavaScript

The JavaScript elements used serve the purpose of displaying and reloading dynamic information. The web service can only be used to a limited extent if JavaScript is turned off.

Cookies

Session cookies (JSESSIONID) will be deleted when the browser session ends.

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 datenschutzbeauftragter@uni-konstanz.de.

• 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).