Legal information on data processing regarding the Website of Hochschul-Sozialwerk Wuppertal

1. Fundamental Information

The website www.hochschul-sozialwerk-wuppertal.de is operated by the Hochschul-Sozialwerk Wuppertal.

The Hochschul-Sozialwerk Wuppertal (HSW), based in Wuppertal, an institution under public law (Anstalt des öffentlichen Rechts, A.ö.R.), pursues exclusively and directly non-profit and charitable purposes via economic, social and cultural support for students at Wuppertal’s universities. Data is collected, stored, processed and used only for the purposes stated above.

Furthermore, personal data is processed within the framework of using our websites. You can read here which personal data we collect, for what purposes we process them, and which data protection rights you are entitled to. We observe the legal regulations on data protection. We reserve the right to adjust our data protection declaration in case of changes to legal regulations or business processes at any time. The collection of data is mandatory for the fulfilment of the HSW’s tasks.

We, the HSW, take the protection of your personal data very seriously and make every effort to ensure an appropriate and reliable level of data protection and information security, particularly in compliance with EU Data Protection Ordinance (GDPR) and the German Federal Data Protection Act (BDSG).

Personal data are only processed if the data subject has consented, if they are necessary for the fulfilment of a contract or if the GDPR or another applicable law permits or prescribes the processing.

Responsible for data protection:

TÜV SÜD Akademie GmbH
Westendstraße 160 80339 München
E-Mail:datenschutz(at)hsw.uni-wuppertal.de

 

2. Which data protection rights do I have?

If your personal data are processed, you have the right to obtain information about the data stored about you (Art. 15 GDPR).

If incorrect personal data are processed, you are entitled to a correction (paragraph 16 GDPR).

If the legal prerequisites exist, you can request the deletion or limitation of processing them and appeal against the processing (Articles 17, 18 and 21 GDPR).

If you have consented to data processing or to a data-processing-contract and the processing of data is carried out using automated procedures, you may be entitled to data transferability (Article 20 GDPR).

If you exercise your rights mentioned above, we will verify that the legal requirements are met and you will receive a notification from us concerning this matter.

You can contact our data protection officer (referred to above), or the State Commissioner for Data Protection and Freedom of Information NRW, PO Box 20 04 44, 40102 Duesseldorf, Tel .: 0211/38 424-0, e-mail: poststelle@ldi.nrw.de.

3. Security measures

The HSW has implemented appropriate technical and organizational security measures to protect the personal data collected via our website against unauthorized access, misuse, loss or destruction.

However, we would like to point out that internet-based data transmission has security gaps, thus complete protection against access by third parties is rendered impossible.

 4. Logging / server data

Our website can be accessed without providing personal data. The use of individual services on our site may be subject to different regulations, which will be explained here as follows.

For technical reasons and for statistical purposes, HSW automatically collects and stores server log files as far as your browser provides them. These are, among others:

browser type and version
operating system used
the Website from which you visit us (“referrer URL”)
the website you are visiting
date and time of your access
your internet protocols (IP) address.

The HSW is unable to assign these data  to specific persons. These data are not combined with other data sources.

5. Cookies

We use so-called “cookies” on our site to recognize multiple use of our offers by the same user / Internet connection. Cookies are small text files, stored by your Internet browser on your computer. They serve for optimizing our website and our offers. Usually, these are so-called “session cookies” which are deleted after the end of your visit. Passwords are not stored in cookies. Our cookies do not cause any damage to your computer and do not contain any viruses.

You may refuse the use of cookies by selecting the settings on your browser accordingly, however - please note, that, if you do this, you may not be able to use our website’s full functionality.

6. Processing of personal data

On our website we offer you the possibility to contact us via e-mail and/or via a contact form.

The information provided by you for this purpose will be stored on the basis of Art. 6 paragraph 1 a GDPR exclusively for the purpose of establishing contact. The data will not be passed on to third parties. By sending an enquiry by e-mail or by entering your data (name, address, e-mail address) in the contact form, you give us your consent to the storage of the data and its use for contacting you. A comparison of the data collected in this way with the data that may be collected by other components of our site does not take place.

7. Processing of the data you enter in the form fields when applying online for a place in a dormitory

We use an online application procedure for the allocation of our halls of residence. We use the data you enter in the online application exclusively for the allocation of our hall of residence places. Processing is necessary to carry out these pre-contractual measures. An application does not establish any legal claim to the conclusion of a rental agreement.

Your application will be stored for 36 months from the date of application. After this time, the application will be automatically deleted - if it has not been updated by you before the end of this period. If a rental agreement is concluded, your application data will be used for the purpose of concluding the rental agreement.

We use a service provider, tl1 based in Freiburg, with whom we have concluded a data processing contract.

8. Processing the data you enter in the evaluation survey in the form fields (housing, catering, BAföG)

Data that you enter in the residential, canteen or Bafög Survey on quality and satisfaction will only be used for evaluation purposes and to improve our residential home, canteen and Bafög processing services. We use a service provider, “NETQUES - Daten & Diagnostik”, based in Wuppertal. Your details are stored anonymously - unless you choose the option "personalized feedback", complete with voluntary entry of your name and mail-address when finishing the survey. We will only use this information to contact you if you inform us that you would like a personal feedback. Please note, however, that any answer always depends on the current departmental personnel’s workload and cannot be guaranteed. The anonymous survey results are stored indefinitely for the purpose of statistical evaluation, name- and e-mail-address-data are deleted after six months.

9. Processing of data in e-mail communication

All e-mails that we receive are forwarded within our e-mail system to the contact person in charge and will be used to process the e-mail.

All e-mails (incoming and outgoing) are recorded in our central e-mail archive and usually stored for 11 years to fulfill the legal obligations for proper accounting. Though this archiving obligation only applies to e-mails with accounting document function, but as long as there is no simple and safe way to distinguish between the two, we decided to archive all mails. Archived e-mails are accessed for the purposes of financial accounting and bookkeeping, and also for the purpose of technical work to fulfill the statutory tasks of the Hochschul-Sozialwerk, in case the content of the respective e-mails are technically required.

10. Google-Maps

By using this website, you consent to collecting, processing and the use of the automatically collected data by Google Inc., its representatives and third parties.

The terms and conditions of using Google-Maps can be found at
http://www.google.com/intl/de_en/help/terms_maps.html

You can find detailed details in the privacy center of google.de:
https://policies.google.com/privacy?hl=en&gl=en

11. SSL-Encryption

This site uses SSL-encryption for security reasons and to protect the transmission of confidential content. You can identify encrypted connections by the fact that the address line of the browser changes from http:// to https:// and by the “lock symbol” in your browser line.

If SSL-encryption is activated, data that you transmit to us cannot be read by third parties.

12. Further information / Right to information

You are entitled to get free information about collecting, processing and use of your stored personal data as well as on the purpose of data processing at any time. In addition, you have the right to correct, block or delete this data if there is no legal obligation to retain it. You also have the right of revocation of a given consent. If you have any questions about this or other personal data, please do not hesitate to contact us at the address given in the imprint.

State May 2018
Hochschul-Sozialwerk Wuppertal