Data Protection

This privacy policy explains the nature, scope and purpose of the processing of personal data (hereinafter referred to as “data”) within our online offering at www.hdba.de and the associated websites, functions and content, as well as external online presences, such as our social media profiles (hereinafter collectively referred to as the “online offering”). With regard to the terms used, such as “processing” or “controller”, we refer to the definitions in Article 4 of the General Data Protection Regulation (GDPR).

As changes in the law or changes to our internal processes may require this privacy policy to be updated, we ask you to read this privacy policy regularly.

Data Controller

University of Applied Labour Studies (HdBA)
Seckenheimer Landstraße 16
68163 Mannheim

Tel. +49 621 4209-0
Hochschule.Rektorat(at)arbeitsagentur.de
www.hdba.de

Contact person for data protection matters
Dr Tapper
Tel. +49 621 4209-234
Contact: Hochschule.datenschutz(at)arbeitsagentur.de
 

Types of data processed

• Master data (e.g. names, addresses).
• Contact details (e.g. email, telephone numbers).
• Content data (e.g. text entries, photographs, videos).
• Usage data (e.g. websites visited, interest in content, access times).
• Meta/communication data (e.g. device information, IP addresses).
   

Categories of data subjects

Visitors and users of the online service (hereinafter, we also refer to the data subjects collectively as “users”).
 

Purpose of processing

• Provision of the online service, its functions and content.
• Responding to contact enquiries and communicating with users.
• Security measures.
• Audience measurement, marketing.
   

Terms used

“Personal data” means any information relating to an identified or identifiable natural person (hereinafter “data subject”); a natural person is considered identifiable if they can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier (e.g. a cookie) or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

“Processing” means any operation or set of operations which is performed on personal data, whether or not by automated means. The term is broad and covers virtually any handling of data.

“Pseudonymisation” means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data is not attributed to an identified or identifiable natural person.

“Profiling” means any form of automated processing of personal data consisting of the use of such personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

 “Controller” means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.

“Processor” means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.
 

Relevant legal bases

In accordance with Article 13 of the GDPR, we inform you of the legal bases for our data processing. Where the legal basis is not specified in the privacy policy, the following applies: The legal basis for obtaining consent is Article 6(1)(a) and Article 7 of the GDPR; the legal basis for processing to fulfil our services and carry out contractual measures, as well as to respond to enquiries, is Article 6(1)(b) of the GDPR; the legal basis for processing to fulfil our legal obligations is Article 6(1)(c) of the GDPR, and the legal basis for processing to safeguard our legitimate interests is Article 6(1)(f) of the GDPR. In the event that the vital interests of the data subject or another natural person necessitate the processing of personal data, Article 6(1)(d) of the GDPR serves as the legal basis.

Security measures In accordance with Article 32 of the GDPR, taking into account the state of the art, the costs of implementation and the nature, scope,
context and purposes of the processing, as well as the varying likelihood and severity of the risk to the rights and freedoms of natural persons, we implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk.
These measures include, in particular, safeguarding the confidentiality, integrity and availability of data by controlling physical access to the data, as well as access to, input of, and disclosure of the data, ensuring its availability and its segregation. Furthermore, we have established procedures to ensure the exercise of data subjects’ rights, the erasure of data and a response to data breaches. Furthermore, we take the protection of personal data into account right from the development or selection of hardware, software and procedures, in accordance with the principle of data protection by design and by default (Art. 25 GDPR).

Cooperation with data processors and third parties
Where, in the course of our processing activities, we disclose data to other individuals or organisations (data processors or third parties), transfer it to them or otherwise grant them access to the data, this is done solely on the basis of a legal authorisation (e.g. where a transfer of data to third parties, such as payment service providers, is necessary for the performance of a contract pursuant to Article 6(1)(b) of the GDPR), you have given your consent, a legal obligation requires it, or on the basis of our legitimate interests (e.g. when using agents, web hosts, etc.).
Where we commission third parties to process data on the basis of a so-called ‘data processing agreement’, this is done in accordance with Article 28 of the GDPR.

Transfers to third countries
Where we process data in a third country (i.e. outside the European Union (EU) or the European Economic Area (EEA)), or where this occurs in connection with the use of third-party services or the disclosure or transfer of data to third parties, this takes place only where it is necessary to fulfil our (pre-)contractual obligations, on the basis of your consent, due to a legal obligation or on the basis of our legitimate interests. Subject to statutory or contractual permissions, we process or have the data processed in a third country only if the specific conditions of Articles 44 et seq. of the GDPR are met. This means that processing takes place, for example, on the basis of specific safeguards, such as the officially recognised determination of a level of data protection equivalent to that of the EU (e.g. for the USA through the ‘Privacy Shield’) or compliance with officially recognised specific contractual obligations (so-called ‘standard contractual clauses’).

Rights of data subjects
You have the right to request confirmation as to whether data concerning you is being processed, as well as access to this data, further information and a copy of the data in accordance with Article 15 of the GDPR.
In accordance with Article 16 of the GDPR, you have the right to request that data concerning you be completed or that incorrect data concerning you be rectified. In accordance with Article 17 of the GDPR,
you have the right to request that relevant data be erased without delay, or alternatively, in accordance with Article 18 of the GDPR, to request a restriction on the processing of the data.
You have the right to request that the data concerning you which you have provided to us be returned to you in accordance with Article 20 of the GDPR and to request its transmission to other controllers.
You also have the right, pursuant to Article 77 of the GDPR, to lodge a complaint with the competent supervisory authority.

Right to
withdraw consent You have the right to withdraw any consent given in accordance with Article 7(3) of the GDPR with effect for the future

Right to object
You may object at any time to the future processing of your personal data in accordance with Article 21 of the GDPR. In particular, you may object to processing for the purposes of direct marketing.

Cookies and the right to object to direct marketing
‘Cookies’ are small files stored on users’ computers. Various pieces of information may be stored within cookies. A cookie primarily serves to store information about a user (or the device on which the cookie is stored) during or after their visit to an online service. Cookies that are deleted after a user leaves an online service and closes their browser are referred to as temporary cookies, or ‘session cookies’ or ‘transient cookies’. Such a cookie may, for example, store the contents of a shopping basket in an online shop or a login status. Cookies that remain stored even after the browser is closed are referred to as “permanent” or “persistent”. For example, the login status may be stored if users return to the site after several days. Similarly, such a cookie may store the user’s interests, which are used for audience measurement or marketing purposes. ‘Third-party cookies’ are cookies provided by providers other than the controller operating the online service (otherwise, if only the controller’s own cookies are used, these are referred to as ‘first-party cookies’).
We may use temporary and permanent cookies and provide information about this in our privacy policy.

If users do not wish cookies to be stored on their computer, they are asked to deactivate the relevant option in their browser’s settings. Stored cookies can be deleted via the browser’s settings. Disabling cookies may result in functional limitations of this online service.
A general objection to the use of cookies for online marketing purposes can be made for a wide range of services, particularly in the case of tracking, via the US website Link to YourAdChoices or the EU website YourOnlineChoices. Furthermore, the storage of cookies can be prevented by disabling them in your browser settings. Please note that, in such cases, it may not be possible to use all functions of this online service.

Deletion of data
The data we process is deleted or its processing restricted in accordance with Articles 17 and 18 of the GDPR. Unless expressly stated in this privacy policy, the data stored by us is deleted as soon as it is no longer required for its intended purpose and there are no legal retention obligations preventing its deletion. If the data is not deleted because it is required for other, legally permissible purposes, its processing will be restricted. This means that the data will be blocked and not processed for other purposes. This applies, for example, to data that must be retained for commercial or tax law reasons.
In accordance with legal requirements in Germany, data is retained for a period of 10 years in particular, pursuant to Sections 147(1) AO, 257(1) nos. 1 and 4, (4) HGB (books, records, management reports, accounting documents, trading books, documents relevant for taxation, etc.) and for 6 years in accordance with Section 257(1) nos. 2 and 3, (4) HGB (commercial correspondence).
In accordance with statutory requirements in Austria, documents must be retained for 7 years in particular pursuant to Section 132(1) of the Austrian Federal Tax Code (BAO) (accounting records, receipts/invoices, accounts, supporting documents, business papers, statements of income and expenditure, etc.), for 22 years in connection with land, and for 10 years for documents relating to electronically supplied services, telecommunications, radio and television services provided to non-business customers in EU Member States, and television services provided to non-business customers in EU Member States for which the Mini One-Stop Shop (MOSS) is used.
 

Proof of data processing

Your suggestions and feedback on the topic of "accessibility"

Nature and scope of data processing
The feedback form consists of fields to be filled in on our website. When using this form, the user provides the following personal data in order to submit suggestions and feedback on the topic of "accessibility":

• Gender
• First name
• Surname
• Street
• Postcode
• Town
• Country
• Email

If you wish to arrange a callback, you must provide the following (additional) personal data: telephone number You may withdraw
your consent to the use of your personal data at any time by sending an email to the above email address addressed to the Data Protection Officer (see § 2 above), with effect for the future.

Registration form for Bachelor’s thesis topics

Nature and scope of data processing
The registration form consists of fields to be filled in on our website. When using the registration form, the user provides the following personal data so that the suitability of their topic for a Bachelor’s thesis can be verified:

• First name
• Surname
• Organisation/institution
• Faculty/Department
• Street
• Postcode
• Town
• Country
• Email

If you wish to arrange a callback, you must provide the following (additional) personal data: telephone number You may withdraw
your consent to the use of your personal data at any time with future effect by sending an email to the data protection officer (see § 2 above) at the email address provided above.

Retention period
The duration for which the above-mentioned data is stored depends on the reason for your contact. Your data is regularly deleted once the purpose of the communication no longer applies and storage is no longer necessary.

Data protection information regarding the application process
We process applicant data solely for the purpose and within the scope of the application process in accordance with legal requirements. The processing of applicant data is carried out to fulfil our (pre-)contractual obligations within the scope of the application process within the meaning of Article 6(1)(b) GDPR and Article 6(1)(f) GDPR, provided that data processing becomes necessary for us, for example, within the context of legal proceedings (in Germany, Section 26 BDSG also applies).
The application process requires applicants to provide us with their application data. Where we provide an online form, the necessary application data is marked as such. Otherwise, it is derived from the job descriptions and generally includes personal details, postal and contact addresses, and the documents relating to the application, such as a cover letter, CV and references.

In addition, applicants may voluntarily provide us with further information via an application form. To this end, the following data is requested from the user: Academic rank, specialisation, campus, job ID, applicant number, title, first name, surname, date of birth, degree of severe disability, university degree, title, institution (university), year, grade, PhD, title, institution (university), year, grade, dissertation topic, habilitation/junior professorship, -location (university), -year, teaching qualification, teaching experience, institution (university), scope, duration, professional experience, employer, position, -duration.

By submitting their application to us, applicants consent to the processing of their data for the purposes of the application process in accordance with the manner and scope set out in this privacy policy.
Insofar as special categories of personal data within the meaning of Article 9(1) of the GDPR are voluntarily provided during the application process, their processing is additionally carried out in accordance with Article 9(2)(b) of the GDPR (e.g. health data, such as severe disability status or ethnic origin). Where special categories of personal data within the meaning of Article 9(1) of the GDPR are requested from applicants as part of the application process, their processing is additionally carried out in accordance with Article 9(2)(a) of the GDPR (e.g. health data, where this is necessary for the performance of the job).
Where available, applicants may submit their applications to us via an online form on our website. The data is transmitted to us in encrypted form using state-of-the-art technology.
Furthermore, applicants may submit their applications to us via email. However, please note that emails are generally not sent in encrypted form and applicants must ensure encryption themselves. We cannot therefore accept any responsibility for the transmission of the application between the sender and receipt on our server and therefore recommend using an online form or sending the application by post. This is because, instead of applying via the online form or email, applicants still have the option of sending their application to us by post.
The data provided by applicants may be further processed by us for the purposes of the employment relationship in the event of a successful application. Otherwise, if the application for a job vacancy is unsuccessful, the applicants’ data will be deleted. Applicants’ data will also be deleted if an application is withdrawn, which applicants are entitled to do at any time.
Deletion takes place, subject to a valid withdrawal by the applicant, after a period of six months has elapsed, so that we can answer any follow-up questions regarding the application and fulfil our obligations to provide evidence under the Equal Treatment Act. Invoices for any travel expense reimbursements are archived in accordance with tax regulations.

Contact
When you contact us (e.g. via the contact form, email, telephone or social media), the user’s details are processed for the purpose of handling the contact enquiry and its processing in accordance with Article 6(1)(b) of the GDPR. Users’ details may be stored in a Customer Relationship Management system (“CRM system”) or a comparable enquiry management system.
We delete enquiries once they are no longer required. We review the necessity of retention every two years; furthermore, statutory archiving obligations apply.

Hosting and email dispatch
The hosting services we use serve to provide the following services: infrastructure and platform services, computing capacity, storage space and database services, email dispatch, security services and technical maintenance services, which we utilise for the purpose of operating this online service.
In doing so, we or our hosting provider process inventory data, contact details, content data, contractual data, usage data, meta and communication data of users and visitors to this website on the basis of our legitimate interests in the efficient and secure provision of this online service in accordance with Article 6(1)(f) of the GDPR in conjunction with Article 28 of the GDPR (conclusion of a data processing agreement).

Collection of access data and log files
We, or our hosting provider, collect data on every access to the server on which this service is located (so-called server log files) on the basis of our legitimate interests within the meaning of Article 6(1)(f) of the GDPR. Access data includes the name of the webpage accessed, the file, the date and time of access, the amount of data transferred, a notification of successful access, the browser type and version, the user’s operating system, the referrer URL (the previously visited page), the IP address and the requesting provider.
Log file information is deleted for security reasons (e.g. to investigate misuse or fraud) as soon as the aforementioned data is no longer required for the display of the website. Data whose further retention is necessary for evidential purposes is exempt from deletion until the respective incident has been fully clarified.

This privacy policy was created using Datenschutz-Generator.de by lawyer Dr Thomas Schwenke.