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Privacy Policy of the International Office

Type of data processed

  • [in the case of application for and implementation of mobilities, participation in events, application for a scholarship, application for study preparation, or the DSH course:]. Master data (such as first name, surname, name affixes, date of birth),
  • [in case of application for and implementation of mobilities, application for a scholarship, application for the preparation for studies or the DSH course:] if applicable, work permit/residence title,
  • [For applications for and implementation of mobility, participation in events, application for a scholarship, application for the preparation for studies, or the DSH course:] Contact details (e.g. private address, (mobile) phone number, e-mail address),
  • [bank information (such as IBAN, Bic/Swift, bank name),
  • [for application and implementation of mobilities:] information on mobility (such as degree programme, sending and destination institution, duration of stay, previous stays abroad)
  • [in the case of applications for and implementation of mobilities, applications for scholarships, applications for the preparation for studies or the DSH course, applications for summer schools:] further data from the application documents such as school reports, certificates, letters of recommendation, references.

Personal data is generally collected directly from you in connection with the application and admission procedure for mobility to or from abroad, participation in events (language courses, buddy programme, summer schools, workshops, seminars, etc.), application for a scholarship (PROMOS, STIBET, etc.) or application for the preparation for studies or the DSH course (ESiSt). In addition, personal data may be obtained from partner institutions if permitted.

Purpose and legal basis for data processing

Personal data is processed in compliance with the provisions of the EU general data protection regulation (GDPR) and the Brandenburg state data protection act (BbgDSG). The primary purpose of the data processing is to carry out your mobility abroad, from application to completion (outgoing) or for your stay at the University of Applied Sciences Potsdam (incoming), the planning, organisation and implementation of events, the awarding of scholarships and the planning, organisation and implementation of study preparation and DSH courses. Information is shared by email or electronically with internal and external responsible parties. In the event of an emergency, the FHP will make every effort to contact the person you indicate as the "emergency contact".

In the case of third-party funded projects (Erasmus+, ESiSt, DAAD PROMOS, DAAD STIBET, DAAD Ostpartnerschaften, etc.), the University of Applied Sciences Potsdam is contractually obliged to process personal data of data subjects involved in the project and to forward this data to the funding body in order to carry out the approved funding and the audit of the use to be carried out. Furthermore, due to verification and reporting obligations, the funding body is obliged to pass on personal data of data subjects involved in the project to its funding bodies, if necessary.

In the case of a grant of monetary benefits associated with your mobility, scholarship or language course, data processing is necessary to establish the legal relationship.

The international office processes your data within the framework of its tasks. The primary legal basis for this is Art. 6 section 1 letter e GDPR in conjunction with section § 3 section 5 of the Brandenburg university act. We also process your data on a voluntary basis if we collect the data directly from you because you want to take part in one of our offers or a selection procedure - the legal basis for this is Art. 6 section 1 letter a GDPR. If a contract is concluded (e.g. in the context of a scholarship), the legal basis is also Article 6(1)(b) of the GDPR. If we process your data due to legal obligations to which we are subject, this is done in accordance with Art. 6 Section 1 letter c GDPR. c DSGVO.

Duration of data storage

In the case of the exercise of mobility, participation in an event, acceptance of a scholarship, participation in study preparation or a DSH course and any associated monetary benefit, the data collected will be stored. After the end of the mobility, the event, the scholarship period, the study preparation, the DSH course or the monetary benefit, those personal data will continue to be stored that the University of Applied Sciences Potsdam is legally obliged to keep. It is also possible that personal data will be stored for the time necessary to defend against claims against the University of Applied Sciences Potsdam (legal statute of limitations of three or up to thirty years). In the event of a rejection, the application documents including the e-mail address will be deleted after the purpose of the data processing has ceased to exist, unless there is a legal obligation to store the data for a longer period of time.

Recipients

The persons and offices of the University of Applied Sciences Potsdam (e.g. Department of student affairs, finance and controlling, central IT, departments (e.g. International relations commissioners and Erasmus officers) receive your personal data, which are involved in the implementation and processing of your mobility, your participation in the event, your scholarship, the preparation for your studies, the DSH course or for granted monetary benefits. The international office establishes contact between mobile persons at the University of Applied Sciences Potsdam by passing on personal data (name, degree programme, semester and e-mail address). In the case of a monetary benefit granted, personal data is passed on to our bank. In addition, third parties such as scholarship providers (e.g. DAAD, Fulbright) receive personal data if this is relevant for the processing of a scholarship.

The Studentenwerk Potsdam receives personal data for the purpose of arranging housing. The University of Potsdam receives personal data for the purpose of organising and conducting study preparation and DSH courses.

For incoming students in the area of exchange and programme stays, copies of the european health insurance cards and insurance policies are passed on to the Techniker Krankenkasse (TK) within the framework of enrolment for the purpose of issuing the mandatory exemption from compulsory health insurance.

Personal data is passed on to partner institutions abroad for the purpose of handling mobility abroad. Outside the EU, the GDPR does not apply. Unfortunately, we have no influence on data processing in these countries. Only for a few third countries with a largely comparable level of data protection are there so-called adequacy decisions of the European Commission.

Rights of the data subjects

Data subjects have the rights from Art. 15 - 22 DSGVO, in detail:

  • Right to information (Art. 15 GDPR)
  • Right to rectification (Art. 16 GDPR)
  • Right to erasure (Art. 17 GDPR)
  • Right to restriction of processing (Art. 18 GDPR)
  • Right to object to processing (Art. 21 GDPR)
  • Right to data portability (Art. 20 GDPR)

Right of appeal

Data subjects may lodge a complaint with the supervisory authority responsible for the Potsdam University of Applied Sciences in data protection matters if there are doubts about the lawfulness of the data processing.

The competent data protection supervisory authority is:

The state commissioner for data protection and for the right to inspect files.
Dagmar Hartge
Stahnsdorfer Damm 77
14532 Kleinmachnow
Website: www.lda.brandenburg.de/lda/de/