Privacy statement for studying and to doctorate at the University of Koblenz

In the following, you will find information about the processing of your personal data and your rights to which you are entitled in the context of your studies or doctorate at the University of Koblenz.

I. Name and address of the controller

University of Koblenz
Universitätsstraße 1
D-56070 Koblenz
Germany

Phone: +49 261 287-0
Fax: +49 261 287-1600
E-Mail: service@uni-koblenz.de

II. Name and address of data protection officer

Konstantin Wagner
Universitätsstraße 1
D-56070 Koblenz,
Germany

Phone: +49 261 287-2860
Contact via E-Mail: datenschutz(at)uni-koblenz.de

During your studies or doctorate, a wide range of personal data is collected, stored and processed in order for the university to fulfil its legal obligations. Data processing is carried out for various purposes, such as the implementation of studies and examinations, student counselling, accreditation, study progress statistics, teaching and study-related research projects, internships, doctorates, quality assurance in teaching and contact with alumni. The objectives include the administration of student status, the efficient and examination regulation-compliant implementation of studies, the verification of academic achievements and examinations, and the issuance of certificates with accompanying documents on the successful completion of the degree programme and other processes related to your status as a member of Koblenz University.

The obligations of the University of Koblenz are set out in Section 2 of the Rhineland-Palatinate Higher Education Act (HochSchG-RLP), among other places. A description of the categories of personal data that are processed can be found in the HochSchG-RLP and, in particular, in Section 28 of the University of Koblenz's enrolment regulations and the relevant study, examination and doctoral regulations. This (personal) data is also stored in our system. Upon matriculation, the University of Koblenz provides various software and other services for the duration of the degree programme or doctorate, the use of which requires the processing of personal data:

The University of Koblenz provides its own email account as an essential medium of information, particularly in relation to the University of Koblenz. Details on the handling and use of the email account are governed by the relevant terms of use.

The legal basis for the above data processing is Article 6(1)(e) and (c), (2) and (3) of the General Data Protection Regulation (GDPR), Section 3 of the Rhineland-Palatinate State Data Protection Act (LDSG-RLP) in conjunction with Section 67 HochSchG-RLP in conjunction with the relevant regulations of the University of Koblenz, the Higher Education Statistics Act and the Social Security Code V.

After exmatriculation, the University of Koblenz processes personal data for the purpose of promoting and maintaining contact with its graduates in accordance with Article 6(1)(e)(2) and (3) GDPR, Section 3 LDSG-RLP in conjunction with Section 67(6) sentences 2 and 3 in conjunction with Section 2(10) HochSchG-RLP.

IV. Obligation to provide personal data

There is no obligation to provide the University of Koblenz with your personal data, but we may then be unable to process your request. When applying, you only need to provide the personal data that is necessary for the admission decision.

If the relevant data is missing from your application documents, we may have to refuse admission.

V. Source and recipients of personal data

We have received your personal data from you in the context of your application or during your studies. The recipients of the personal data transmitted in the context of the application are the relevant persons at the University of Koblenz.

In addition, there are a number of external recipients to whom we also transmit data:

  • Health insurance

  • Accident insurance

  • Cooperating higher education institutions within the framework of joint degree programmes

  • State Statistical Office

  • Koblenz Student Services

  • Rhine-Moselle Transport Association within the framework of the Germany Ticket

  • SGD Nord

  • State Higher Education Fund

  • Service providers that we use to provide services, for example in the areas of technical infrastructure and maintenance of our IT systems, may access personal data. These processors have been carefully selected by us and may only use the data for the purposes specified by us.

Furthermore, personal data processed by the university will not be transferred to other third parties unless you have expressly consented to the transfer in advance or there is a legal obligation to do so.

VI. Storage periods or criteria for their determination

We store your personal data for as long as is necessary to fulfil the respective purposes and until any limitation periods and retention obligations have expired.

The standard storage period for examinations taken by students is between 2 and 5 years, depending on the respective subject-specific examination regulations, 5 years for final theses and 60 years for individual student files, in each case from the date of de-registration.

If the purpose of storage no longer applies or if a storage period prescribed by law to which the University of Koblenz is subject expires, the personal data will be routinely deleted or its processing restricted in accordance with the statutory provisions.

VII. Location of data processing

In principle, we process your personal data only in Germany and they are not transmitted to third countries.

VIII. Automated decision-making

There is no automated decision-making, including profiling, within the meaning of Article 22 of the GDPR.

IX. Data subject rights

As a data subject, you have the following rights under the GDPR:

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

Right to rectification: You may demand that inaccurate personal data will be rectified. Furthermore, you may demand that incomplete data will be completed.

Right to erasure: In certain cases, you are entitled to demand the erasure of your personal data.

Right to restriction of processing: In certain cases, you are entitled to demand that we restrict the processing of your data.

Right to data portability: If you have made the data available to us based on a contract or consent, you are entitled to demand to receive the data which you provided to us in a structured, commonly used and machine-readable format or to have them transmitted by us to another controller.

Withdrawal of consent: If you have given us your consent as to the processing of your data, you may withdraw the consent at any time with effect for the future. This does not affect the legitimacy of the processing of your personal data before the withdrawal of the consent.

Right to object: You have the right to object at any time to the processing of your personal data on the basis of Art. 6(1)(e) GDPR for reasons arising from your particular situation.

Your personal data will then no longer be processed unless we can provide compelling protected reasons for such processing that outweigh your interests, rights and freedoms, or the processing is necessary for the assertion of, exercise of, or defence against any legal claims.

Asserting your rights: To assert any of your abovementioned rights, please contact us by email at datenschutz@uni-koblenz.de or in writing at the above address. Please ensure that we are able to clearly identify you.

Right to complain to a supervisory authority: You have the right to complain to 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 Rhineland-Palatinate DPA (Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz)
Hintere Bleiche 34
55116 Mainz
Germany

E-Mail: poststelle@datenschutz.rlp.de