Privacy Policy for Services Offered by the General UniversitySports Koblenz

We hereby inform you about the processing of your personal data and your associated rights in connection with the services offered by the General University Sports Koblenz (hereinafter referred to as “AHS”).

1. Controller

The controller responsible for data processing is:

University of Koblenz
Universitätsstraße 1, D-56070 Koblenz
Phone: +49 261 287-0
Fax: +49 261 287-1600

E-mail: service@uni-koblenz.de

If you have questions regarding the processing of your data in connection with

AHS services, please contact:

E-mail: support@ahs-koblenz.de

2. Data Protection Officer

You can reach our Data Protection Officer as follows:

University of Koblenz – Data Protection Officer
Konstantin Wagner
Universitätsstraße 1
56070 Koblenz

Phone: +49 261 287-2860

Contact via e-mail: datenschutz(at)uni-koblenz.de

3. Rights of Data Subjects

If your personal data is processed, you are a data subject within the meaning of the GDPR and have the following rights vis-à-vis the controller:

Right of access: You have the right to receive information about the personal data concerning you that we process.

Right to rectification: You have the right to request the correction of incorrect personal data concerning you. You also have the right to request the completion of incomplete data.

Right to erasure: In certain cases, you have the right to request the deletion of your personal data.

Right to restriction of processing: In certain cases, you have the right to request the restriction of the processing of your data.

Right to data portability: If you have provided us with data based on a contract or consent, you have the right to receive this data in a structured, commonly used, and machine-readable format or to have us transmit it to another controller.

Right to withdraw consent: If you have given us consent to process your data, you may withdraw this consent at any time with effect for the future. The lawfulness of processing carried out before the withdrawal remains unaffected.

Right to object: You have the right, in accordance with legal requirements, to object at any time, on grounds relating to your particular situation, to the processing of your personal data carried out on the basis of Article 6(1)(e) or (f) DSGVO.

Your personal data will then no longer be processed unless there are demonstrably compelling legitimate grounds for processing that outweigh your interests, rights, and freedoms, or the processing serves the establishment, exercise, or defence of legal claims.

How to exercise your rights: To exercise your rights, please contact us by e-mail at datenschutz(at)uni-koblenz.de or in writing at the address provided above. Please ensure that we can clearly identify you.

Right to lodge a complaint with a supervisory authority: You have the right to lodge a complaint with a data protection supervisory authority if you believe that the processing of your personal data is unlawful. The supervisory authority responsible for us is:

The State Commissioner for Data Protection and Freedom of Information
Rhineland-Palatinate
Hintere Bleiche 34
55116 Mainz

E-mail: poststelle@datenschutz.rlp.de

4. Disclosure of Data to Third Parties, No Transfer to Non-EU Countries

Your personal data is generally processed only in Germany and is not transferred to third countries. If and insofar as we engage service providers or other third parties in the performance of contracts, they will receive personal data only to the extent necessary for the respective service. If we outsource certain parts of data processing (“commissioned processing”), processors are contractually obligated to use personal data only in compliance with data protection laws and to ensure the protection of data subjects' rights.

5. Automated Decision-Making

No automated decision-making, including profiling, based on the personal data collected takes place.

6. Details on AHS Services and Offerings

6.1. Accessing and Using the Website

Data categories:
Date and time of access, type of device, operating system used, functions accessed, amount of data transferred, referrer URL (i.e., previously visited page), type of event, user’s IP address and requesting provider, domain name

Purpose of processing:
Provision of the online services

Legal basis for processing personal data:
Article 6(1)(e) DGSVO (performance of tasks carried out in the public interest) in conjunction with § 3 State Data Protection Act Rhineland-Palatinate (LDSG-RLP) and § 2(11) Higher Education Act Rhineland-Palatinate (HochSchG), § 67(6) HochSchG, and Article 6(1)(c) in conjunction with Article 32 DGSVO to ensure the operation and security of the website, to analyse usage behaviour, and to improve usability

Recipients or categories of recipients:
Hosting provider, internal departments, external technical support service provider

Transfer to third countries:
No

Storage duration:
Deletion immediately after delivery by the web server.

Obligation to provide personal data and possible consequences of non-provision:
No obligation to provide data; data is collected automatically when accessing the website.

6.2. Server Log Files

Data categories:
Name and URL of the retrieved file, date and time of retrieval, amount of data transferred, message about successful retrieval (HTTP response code), user’s IP address and requesting provider, browser type and version, user’s operating system

Purpose of processing:
Administrative management (e.g., error analysis), system security (e.g., prevention of misuse).
We reserve the right to subsequently review log data if there are concrete indications of unlawful use. IP addresses are stored for a limited time if necessary for security purposes, for service provision, or for billing when using certain services. IP addresses are also stored when there is a specific suspicion of a criminal offense related to website use. We also store your last visit date as part of your account (e.g., registration, login, link clicks).

Legal basis for processing personal data:
Article 6(1)(e) DSGVO (performance of tasks carried out in the public interest) in conjunction with § 3 LDSG-RLP and § 2(11) HochSchG, § 67(6) HochSchG, and Article 6(1)(c) in conjunction with Article 32 DSGVO. In doing so, we pursue the interests of ensuring the operation and security of the website, investigating how visitors use the website, and simplifying the use of the website.

Recipients or categories of recipients:
Hosting provider, internal departments, external technical support provider, public authorities upon request.

Transfer to third countries:
No

Storage duration:
Deletion 14 days after creation

Obligation to provide data:
No obligation to provide data; automatic collection upon website access.

6.3. Digital Booking System

Our website offers users the option to book participation in AHS sports offerings by providing personal data. The data is entered into an input mask of our booking system, transmitted to us, and stored. We currently use UniNow, a product of UniNow GmbH, as our booking system.

Data categories:
Information provided during registration and/or use of the Digital Booking System includes first and last names, e-mail address, address (street, house number, postal code, city, country), role/status (e.g., student, employee, course instructor), booked service (sports course), and, if applicable, additional course-related details.
For paid offerings, we also process your IBAN, BIC* (*only required for foreign IBANs), and account holder to enable SEPA direct debit payments. At the time of booking submission, the following data is also stored: date and time of booking, booking number, booking history, overview of occupied offerings in the AHS booking system.
For course instructors, date of birth, telephone number, bank name, and tax ID may also be processed.
If you send messages via the booking system, we process: date, subject, message content, and recipient.
Only when registering via Shibboleth is the SAML Pairwise ID processed for identification purposes.

Purpose of processing:
Receipt and processing of bookings submitted through the booking system. Processing is carried out solely for the purposes stated in the respective forms. Additionally, data is processed to provide the user portal for administration and authentication, through which users can download attendance confirmations and other documents such as course certificates.
Communication regarding course-related content via direct messages is alsopossible.

Legal basis for processing:
Processing is necessary for the performance of a contract or for pre-contractual measures pursuant to Article 6(1)(b) DGSVO

Recipients or categories of recipients:
Personal data is typically stored in the AHS database and made accessible to the responsible AHS staff. It is used exclusively for purposes of university sports. To enable direct contact with participants and for attendance control, course instructors are given access to previously collected personal data (if provided) of registered participants.
If it is necessary in individual cases to make data available to other members of the University of Koblenz, the principle of data minimisation is observed. Your data is generally not passed on to third parties unless explicitly stated in the form or legally required.

UniNow GmbH acts as a processor and has concluded a data processing agreement with us pursuant to Article 28 DGSVO.

Transfer to third countries:
No

Storage duration:

Data is deleted once the purpose of collection has been fulfilled. Data related to course registration or payment for a course is anonymised as early as possible so that participants can no longer be identified. Please note that personal data may still be stored beyond booking expiration or account deletion if required to fulfil contractual or legal obligations (e.g., chargeback handling or refunds).
Registration data is stored as long as your account remains active on the Digital Booking System and is deleted once you delete your account.

Obligation to provide data:
AHS uses personal data exclusively to enable participation in sports programmes and manage sports courses. There is no obligation to provide data. Without providing your data, participation in AHS offerings is not possible.

Source of data:
Direct entry in the online form.

7. Cookies

To display our website in the language selected by you, we use a language plugin. This stores your language selection in a technically necessary cookie and is used exclusively for this purpose.

Purpose of processing:
Storage of the selected language to display the website in the desired language

Legal basis:
Article 6(1)(f) DGSVO (legitimate interest) and § 25(2) No. 2 TDDDG (technically required cookie)

Legitimate interest:
Ensuring a user-friendly and consistent language display.

Recipients or categories of recipients:
No disclosure to third parties.

Transfer to third countries:
No

Storage duration:
Data is deleted once it is no longer necessary to achieve the purpose of its collection. For displaying the website, this is the case when the respective session ends.

Obligation to provide data:
Automatically collected when accessing the website. Without the cookie, language selection must be requested repeatedly.

Source of data:
Direct input or selection by website visitors

Status: November 2025