Privacy Statement on the application process for a university study programme or doctorate at the University of Koblenz

In the following, you will find information about the processing of your personal data and the rights to which you are entitled in the context of the application process for studying or to 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

We only process personal data that is related to the application process, including admission assessment, and that is provided to us as part of the application process. International applicants need to have their documents checked by uni-assist e.V. (Service Centre for International Student Applications) before applying to the University of Koblenz. This organisation is responsible for determining whether foreign certificates qualify for a university study programme in Germany and converts the grades into the German grading system. If this review is successful and an application is submitted to the University of Koblenz via uni-assist, the data will be forwarded to the university. In general, we process the data described in Sections 23 and 24 of the University of Koblenz enrolment regulations and listed in Section 4 of the appendix. This may include general information about you, such as your name, address and contact details, which you provide to us in connection with your application, communication data and documents sent to us (including your CV, letter of motivation, school/training certificates, references, forms and templates, etc.). Data processing is carried out for the purpose of conducting the application process or managing applicants within the framework of the admission and allocation procedure for study places or doctoral places, enrolment, the proper organisation of the university study programme and the exercise or fulfilment of legal rights and obligations, as well as legislation and planning in the higher education sector. In this context, data is also processed for statistical evaluations, whereby no conclusions can be drawn about individual persons from the statistics. The legal basis for the 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(3), (6) and (7) of the Rhineland-Palatinate Higher Education Act (HochSchG-RLP) and Sections 2 to 5 of the Higher Education Statistics Act (HStatG) in conjunction with Sections 23 and 24 of the enrolment regulations for the University of Koblenz.

If your application is successful, the data provided during the application process may be further processed and used for your university study programme at the University of Koblenz.

IV. Obligation to provide personal data

In principle, the provision of your personal data as part of the application process is voluntary and you are not obliged to provide such data, but we may then be unable to process your request. As part of your application, 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

The University of Koblenz primarily processes personal data that we have received directly from you as part of your application. In the case of a preliminary review of international applications by uni-assist e. V., the University of Koblenz also receives additional personal data from applicants through uni-assist e. V. The recipients of your personal data submitted as part of your application are the respective persons in charge at the University of Koblenz. Your data will be used in accordance with Section 23 (5) to (7) of the University of Koblenz's enrolment regulations within the scope of application processing in accordance with data protection regulations and made available to the departments described therein, if necessary. The data collected for legislative and planning purposes in the higher education sector will be transmitted to the Rhineland-Palatinate State Statistical Office. In addition, 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 if necessary. These processors have been carefully selected by us and may only use the data for the purposes specified by us. Furthermore, the personal data processed by the university is not generally transferred to other third parties unless you have expressly given your consent to the transfer or there is a legal obligation to transfer the data.

VI. Storage periods or criteria for their determination

We store your personal data for as long as is necessary to make a decision about your application. If the application process was unsuccessful and you did not matriculate, we may continue to store your personal data for as long as is necessary to defend against any legal claims and to respond to any queries regarding your application. As a rule, application documents are deleted two years after the rejection notice becomes final, unless longer storage is necessary due to legal disputes. You also have the option of withdrawing your application at any time. This will result in the immediate deletion of your data from our systems, subject to the restrictions listed below.

If an application is successful and matriculation takes place, the data provided during the application process may be further processed and used for the purposes of the university study programme or doctorate at the University of Koblenz. The data will then be deleted at the earliest after de-registration, provided that there are no further legal grounds for processing or retention obligations.

You may request the deletion of individual data you have submitted at any time during the application process. However, the University of Koblenz reserves the right to store your data for a limited period of six months in order to comply with legal requirements, such as proof of equal opportunity.

In addition, the general rule applies: The University of Koblenz only stores your personal data for as long as is necessary to fulfil the purposes for which they were collected or, in the case of consent, for as long as you do not withdraw your consent. If you withdraw your consent, we will delete your personal data unless further processing is permitted under the relevant legal provisions. We will also delete your personal data if we are obliged to do so for legal reasons.

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