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Data Protection Declaration

With the information below, we would like to give you an overview of how your personal data are processed by the International Office of Bielefeld UAS in the context of applications for places at partner universities or at Bielefeld UAS and for scholarships for stays abroad as well as in the context of advice and support for teaching/research stays and other staff mobility at Bielefeld UAS and of the rights that arise for you.

(version 1.4, dated 22 December 2022)

 

1. Information on the processing of personal data

Information on the processing of personal data in the context of applications for places at partner universities or at Bielefeld UAS, scholarships for stays abroad, participation in individual interviews as part of the “StayInOWL” project and the international mentoring programme within the framework of the “StayInOWL” project and with regard to advice and support for teaching/research stays and other staff mobility at Bielefeld UAS.

With this data protection information, Bielefeld University of Applied Sciences meets the duty to supply information in accordance with Articles 13, 14 of the EU General Data Protection Regulation (EU GDPR) for the aforementioned processing of personal data.

With regard to the terms used below, “personal data,” “processing,” “controller,” “third party” etc., we refer to the definitions in Article 4 of the EU GDPR.

 

2. Contact information

The data controller responsible for the processing is Bielefeld University of Applied Sciences, a legal entity under public law financed by the German federal state of North Rhine-Westphalia (NRW). It is represented by the President, Prof. Dr. Ingeborg Schramm-Wölk.

2.1 Contact information of the controller

Fachhochschule Bielefeld           

Interaktion 1

33619 Bielefeld

 

Tel.:     +49 521 106-01      

Web:    https://www.fh-bielefeld.de

 

2.2 Contact person for data processing

E-mail:   international.office@fh-bielefeld.de

Tel.:       +49 521 106-70215              

Web:      https://www.fh-bielefeld.de/internationales

 

2.3 Contact details of the Data Protection Official

The Data Protection Official can be contacted through the controller’s postal address or as follows:

E-mail:  datenschutzbeauftragte@fh-bielefeld.de

Tel.:       +49 521 106-7743  

Web:      https://www.fh-bielefeld.de/datenschutzbeauftragte

 

 

3. Processed personal data and purpose

In the context of data processing, the following personal data are collected and processed for the following purposes:

Application management

Applicants’ data are required for the selection and allocation of places at partner universities or at Bielefeld UAS and for scholarships for stays abroad. Data are collected and processed via the online platform Mobility Online.

  • Registration code (once per application), student ID number/registration number
  • Student data (last name, first name, academic title, student ID number, gender, date of birth, place of birth, nationality, postal address, private or student e-mail address, passport copy)
  • Emergency contact (relatives or other close persons, contact details)
  • Information on studies at the home university (faculty/department, subject, target degree/level, number of semesters)
  • Application data (type of application (incoming, outgoing), course, academic year, mobility programme, semester)
  • Documents (letter of motivation, proof of language (optional), transcript of records, curriculum vitae, learning agreements, grant agreements, experience report)
  • Data on the stay (mobility obligation (yes/no), host university (country, school), length of stay (period), prioritisation of stays)
  • Approval/Rejection
  • For successful applications, data on mobility abroad (number of semesters abroad, host university, faculty/department, subject, level (bachelor or master), exchange programme, scholarship amount)
  • Financing (Erasmus scholarship received (yes/no), apply for an Erasmus scholarship (yes/no), subsidy due to disability (yes/no), Are you a single parent and are you planning to take your child abroad with you? (yes/no))
  • Bank details (BIC/SWIFT, IBAN, recipient)
  • Funding rate
Participation in individual interviews as part of the “StayInOWL” project

In the STIBET II project “StayInOWL,” personal interviews with the international degree-seeking students of Bielefeld UAS are conducted. The aim of these interviews is to uncover potential obstacles for students in the course of their studies. Based on the findings, a tailor-made supporting programme (called “Progressionsprogramm” in the project) is developed for the target group.

In the context of data processing, the following personal data are collected and processed for the following purposes:

Interviewees’ data are required to conduct the interviews via the video conferencing tool “Zoom.” Due to the current pandemic situation caused by Covid-19, these interviews cannot be held face-to-face. The following personal data are collected and processed for the purpose of programme design in the “StayInOWL” project: offers accompanying studies, such as workshops, training sessions and information events.

  • Student data
    • Last name
    • First name
    • Academic title
    • Gender
    • Place of birth
    • Nationality
    • University entrance qualification
    • Student e-mail address
  • Data on studies at Bielefeld UAS
    • Faculty
    • Field of study
    • Target degree
    • Study semester
  • Declaration of consent to be given before the interview
    • Place
    • Date
    • Interviewee’s signature

Results and individual quotes from the interviews are solely evaluated in anonymised form. Recordings of the interviews made via “Zoom” will not be published and personal data from the recordings will be kept strictly confidential. Results and individual quotes from the interviews will also be pseudonymised, so that no conclusions can be drawn from the interviews.

Participation in the international mentoring programme as part of the “StayInOWL” project

In the winter semester 2022/2023, the STIBET II project “StayInOWL” will feature a new mentoring programme for international degree-seeking students at Bielefeld UAS. The offer is primarily aimed at first-year students. Among other things, the mentoring programme aims to match the first-year students – mentees – with experienced student mentors in higher semesters and thus facilitate their start at the university and in Bielefeld.

In the registration process, the following personal data are collected and processed for the following purposes:

Participants’ data will be used to register them in the international mentoring programme. The data will be treated confidentially and will be used to match mentees and mentors, so that they can participate in the programme.

  • Student data (last name, first name, academic title, gender, age, nationality, language skills, private or student e-mail address)
  • Study data (faculty, subject, target degree, study semester)
  • Declaration of consent (place, date, participant’s signature)

 

In a next step, the data will be used to maintain contact with mentees and mentors during the mentoring phase. Finally, the mentoring is to be evaluated by the participants; for this purpose, the data will be collected and processed again. The data will be deleted after the end of the mentoring phase, but at the latest after the project has ended on 31 December 2023.

Advice and support on teaching/research stays and other staff mobility at Bielefeld UAS

The Welcome Center collects personal data from visiting researchers and other international guests who are planning a stay at Bielefeld UAS and would like to use the Welcome Center’s services. The data collected are needed to advise and support the aforementioned groups of people in the planning and implementation of their stay and to organise information and networking events. The data will be collected through a form on the website of Bielefeld UAS and forwarded to the e-mail address welcome@fh-bielefeld.de.

  • Guest’s data (last name, first name, academic title, gender, date of birth, place of birth, nationality, postal address, private or professional e-mail address, (mobile) phone number, home institution, function at home institution)
  • Data on the stay at Bielefeld UAS (period, purpose, function during the stay, financing (employment contract/scholarship/self-financing/financing by home institution), host faculty, contact persons at the faculty, areas where support is needed)
  • Guest’s family details (accompanied by partner and children (yes/no), nationality of partner and children)
  • Data on previous stays at Bielefeld UAS (number, period, purpose)
Advice and support on staff mobility for the International Week at Bielefeld UAS

For participation in the annual International Week at Bielefeld UAS, personal data are collected from university employees and visiting researchers as well as other guests, which are necessary for the organisation, implementation and follow-up of the stay as well as the payment of fees. Data are collected through PDF forms that the persons concerned fill out themselves and submit by e-mail to iw@fh-bielefeld.de.

  • Guest’s data (last name, first name, academic title, gender, private postal address, e-mail address, home institution or company, faculty/department, function/occupation)
  • Guest’s tax-relevant data (VAT ID, small business status, tax exemption, domestic taxation, foreign taxation, information on the artist’s social insurance)
  • Guest’s bank details for transfer of the fee (EU bank details (IBAN, BIC, bank) or non-EU bank details (account no., SWIFT code, bank, routing no.))
  • Data on the guest’s stay (travel period, possible financing by home institution/company, request for hotel reservation, planned teaching and research activities at Bielefeld UAS)
  • Host’s data (last name, first name, academic title, gender, private or professional e-mail address, faculty, campus/location, function at Bielefeld UAS)

 

4. Legal bases

The legal basis for processing personal data for places at partner universities, for places at Bielefeld UAS and scholarships for stays abroad and for advice and support with regard to teaching/research visits and other staff mobility is Art. 6(1) point (e) EU GDPR. The university processes data for the performance of its duties pursuant to Section 3 HG NRW.

 

5. Data transfer

Nomination for partner universities

In order to nominate students for a semester abroad, Bielefeld UAS transmits some or all of the data listed below to its partner universities. The university transmits these data for the performance of its duties pursuant to Section 3 HG NRW.

  • Student data (last name, first name, gender, date of birth, nationality, private or student e-mail address)
  • Information on studies at the home university (faculty/department, subject, target degree/level, year of studies, number of semesters)
  • Application data (mobility programme, planned semester for the stay, length of stay)
Scholarship programmes

Bielefeld UAS transmits the data mentioned under 3 to the European Commission (EC) and the German Academic Exchange Service (DAAD) based on grant agreements with third-party sponsors for scholarships for stays abroad.

Technical service providers

If technical service providers obtain access to personal data, this is done on the basis of a contract pursuant to Article 28 EU GDPR.

 

6. Publication of data

Experience reports

Bielefeld UAS publishes students’ experience reports on the university’s internal learning platform ILIAS, if the students have previously consented to the publication. This consent is voluntary, and a decision against publication does not entail any disadvantages.

The data protection declaration for the ILIAS learning platform can be viewed by following the link.

 

7. Processing period/Erasure of data

Allocation of study places at partner universities, at Bielefeld UAS and scholarships for stays abroad

Data processed for the selection and allocation of places at partner universities, at Bielefeld UAS and for scholarships for stays abroad will be erased or – if the data exist on paper – destroyed 10 years after the end of the funding.

Advice and support on teaching/research stays and other staff mobility at Bielefeld UAS

Data processed for advice and support on teaching/research stays and other staff mobility at Bielefeld UAS will be erased or – if the data exist on paper – destroyed within one year after the end of the stay. As an alternative, teaching staff, researchers and other guests may consent to their personal data being used for re-establishing contact or for alumni purposes, and in this case to them being stored until further notice.

Individual interviews as part of the “StayInOWL” project

The personal data will be deleted after the end of the project on 31 December 2023 or after the purpose has been fulfilled at the latest.

 

8. Your rights as data subject

As data subject, you can assert your rights granted by the EU GDPR at any time:

  • The right to obtain information from the contact person named under 1.2 as to whether or not personal data of yours are being processed, and if so, which personal data are being processed (Art. 15 EU GDPR),
  • The right to request rectification or completion of the data that concern you (Art. 16 EU GDPR),
  • The right to erasure of data that concern you in accordance with Art. 17 EU GDPR,
  • The right to obtain restriction of processing data in accordance with Art. 18 EU GDPR,
  • The right to withdraw the consent you have given at any time (from the moment of withdrawal onwards). The lawfulness of the processing taking place from consent until withdrawal shall not be affected by this (Art. 7(3) EU GDPR),
  • The right to object to future processing of data that concern you in accordance with Art. 21 EU GDPR.

Beyond the aforementioned rights, you have the right to lodge a complaint with the data protection supervisory authority (Art. 77 EU GDPR), e.g. with the authority relevant to the university:

Landesbeauftragte für Datenschutz und
Informationsfreiheit Nordrhein-Westfalen       
Kavalleriestraße 2–4

40213 Düsseldorf, Germany

Telephone:    +49 211 38424-0        
E-mail:           poststelle@ldi.nrw.de

 

9. Validity of this data protection information

We reserve the right to make amendments to this data protection information in order to update it in accordance with amendments made to relevant laws or regulations, or in order to better respond to your needs. This data protection information is valid in the version last published by the university.