Protecting your privacy is important to us, the ARBEITS- UND SERVICESTELLE FÜR INTERNATIONALE STUDIENBEWERBUNGEN (uni-assist) e.V., Geneststraße 5, 10829 Berlin, Germany. You may also contact us by email to firstname.lastname@example.org.
You may contact our external data protection officer Rechtsanwalt Nikolaus Bertermann (attorney at law), daspro GmbH, Kurfürstendamm 21, 10719 Berlin via mail or email to datenschutz@. uni-assist.de
Below please find the most important information about typical data processing sorted by groups of data subjects. For certain data processing activities, which relate only to specific groups, the duties to provide information are met separately. Where the term “data” is used in the text, in each case it refers only to personal data as defined in the General Data Protection Regulation (“GDPR”).
I. Processing of Data
1. Information on Data Protection for Website Visitors
1.1 Our web server processes a range of data for each request, which your browser automatically transmits to our web server. This includes the IP address allocated to your device, the date and time of the request, the time zone, the specific page or file accessed, the http status code and the data quantities transmitted; in addition, the website from which your request originated, the browser used, the operating system of your device and the language used. The web server uses these data to make the contents of this website available in the best possible way on your device.
1.2 Web Analytics
We use the Matomo (formerly Piwik) software for needs-based design of the website. Matomo saves a small text file (“cookie”) on your device to enable us to analyse your visitor behaviour with a pseudonym. For this purpose, Matomo uses various data that your browser transmits automatically. The software uses data provided by your browser. Your IP address is only processed in an anonymous form. The data collected with Matomo are not used to identify the visitors to the website personally. In addition, they are also not combined with other data in order to identify the visitors. The pseudonymous data will be deleted automatically after three months. You may prevent the storage of cookies by using appropriate settings in your browser or reject the analysis of your usage behaviour: You can decide, whether your browser may store a web analysis cookie in order to enable the provider of the website to collect and analyse various statistic data.
1.3 YouTube Videos
To integrate videos on our website, we use the provider YouTube, which belongs to Google. When you view a video embedded in our website, a connection is established to YouTube's servers. Your browser automatically transmits the data mentioned under section 1.1 to YouTube. If you have a YouTube account and are logged in, YouTube will be able to associate this information with your personal YouTube profile. You can prevent this by logging out of your YouTube account.
YouTube may only collect information about you if you actively click on the video. There is no data transfer to YouTube beforehand.
1.4 Info Cookies
1.5 The purpose of the data processing is the online presentation of the association its services as well as the interaction with communication partners. No change in this purpose is planned.
1.6 The legal basis for the processing during the use of the website is Article 6(1)(f) GDPR our legitimate interest in the online presentation of the association, the provision of services and the interaction with communication partners.
1.7 Log and communications data are not passed on to third parties except under special circumstances. In the event of the suspicion of a crime or in investigative proceedings, data may be transmitted to the police and the public prosecutor’s office. We also use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems.
1.8 IP addresses are anonymized at the latest after 24 hours. Pseudonymous usage data are deleted in each case after three months. Info Cookies expire automatically two years after your visit to our website. Communication content is deleted after ten calendar years.
1.9 Use of the website without disclosure of personal data such as the IP address is not possible. Communication via the website without providing data is not possible. Use of the website is possible if the user has objected to pseudonymous usage analysis.
2. Study applicants und users of the preliminary review documentation
2.1 The purpose of the data processing is the review of your application as preliminary review for the admission to one university or to several universities. Applications submitted on paper will be scanned and processed digitally. For repeated applications, we can use documents for our evalution that you already submitted. In order to continuously improve our services, we use your e-mail address to invite you to anonymous surveys. No change in this purpose is planned.
2.2 The legal basis for the processing are Article 6(1)(b) GDPR (contract for the preliminary review) and Article 6(1)(c) GDPR (legal obligations, in particular commercial and tax provisions). The legal basis for sending invitations to surveys on our services is Article 6(1)(f) GDPR (legitimate interest in inviting to surveys to improve our services).
2.3 If you decide for the preliminary review procedures provided by uni-assist, application data and application documents will be transmitted to the university specified by you. During the payment process, payment data will be transmitted to our payment service provider. Depending on the chosen payment method, recipients of data for payment processing may additionally include online payment services, financial institutions, banks, and credit card companies. Public authorities and offices may receive data within the scope of their duties, insofar as we are obligated or entitled to transmit data. We also use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems.
2.4 Application documents will be deleted three years as of the end of the last application process, paper documents one year after submission. Data relevant for accounting are stored for 10 calendar years in accordance with the storage periods under tax and commercial law. IP addresses are anonymized at the latest after 24 hours.
2.5 The provision of personal data is necessary for the preliminary review of applications documents. Without the provision of personal data the review of application documents cannot be conducted. Participation in surveys is not mandatory.
2.6 Certain data may be transmitted to the applicants’ country of origin or to a country in which the applicant obtained certificates or in which the applicant resides e.g. embassies, German institutions, universities or other educational institutions. Therefore data can be transmitted to so called third countries, which means countries outside the European Union and the European Economic Area, without the existence of an adequacy decision by the EU Commission or adequate guaranties according to Article 46, 46 GDPR. It is therefore possible, that your rights under the GDPR are not fully safeguarded. For example it is possible that access to personal data thought public authorities is not restricted in the same way as such restriction apply in Germany. It is also possible that public authorities in third countries will not fully comply with the obligations to provide information. The legal basis for such transmissions is Article 49(1)(b) GDPR (the fulfilment of the contract with the data subject).
3. Refugees who apply for a free of charge preliminary review
3.1 The purpose of the data processing is the review of the requirements for a free of charge preliminary review. If you give your consent, the purpose of the processing is to inquire you subsequently about your course of education in Germany. No change in this purpose is planned.
3.2 The legal basis for the processing are Article 6(1)(b) GDPR (preliminary measures for the contract for the preliminary review) and Article 6(1)(c) GDPR (legal obligations, in particular commercial and tax provisions). If you give your consent for surveys via email the legal basis is Article 6(1)(a) GDPR (consent).
3.3 Public authorities and offices may receive data within the scope of their duties, insofar as we are obligated or entitled to transmit data. If you give you consent the DAAD, Kennedyallee 50, 53175 Bonn, Germany will be recipient of your data. We also use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems.
3.4 The data will be deleted no later than ten years as of the end of the application process. IP addresses are anonymized at the latest after 24 hours.
3.5 The provision of personal data is necessary for the review process. Without the provision of personal data the review whether the requirements for the cost transfer apply cannot be conducted.
3.6. If you want to object the participation in surveys by uni-assist or the DAAD afterwards, please contact us for uni-assist at email@example.com and for the DAAD at firstname.lastname@example.org or via the postal addresses set out above.
4. Applicants for Employment
4.1 The purpose of data processing is to select applicants for an employment relationship. No change in this purpose is planned.
4.2 The legal basis is Section 26 BDSG-2017 (New German Federal Data Protection Act) in conjunction with Article 6(1)(b) (initiation of the employment contract) and Art. 88 GDPR.
4.3 Applicant data are passed on internally to the responsible decision-making employees. We also use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems.
4.4 The data are made anonymous six months after the end of the application process. If an applicant is also interested in other positions, the data will remain stored for up to 12 months.
4.5 The provision of personal data is necessary to review the application and a possible subsequent conclusion of an employment contract. Without the provision of personal data, applications may not be considered.
5. Employees of Member Universities
5.1 We process the data of employees of member universities for the purpose of the performance of the membership. We process the data of employees of universities who use our applications and databases for the purpose of facilitating the use of these appliances and databases, for licence control and for informing the users about new or improved features as well as about trainings and workshops. No change in this purpose is planned.
5.2 The legal basis for the processing is Article 6(1)(f) GDPR (legitimate interest, specifically communication with contractual partners).
5.3 Recipients of data may include other member universities or study applicants. To the extent employees engage committees and working groups, such groups are committees are recipients. We also use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems.
5.4 Contact data of employees of member universities will be deleted if the member university deletes the employee in the uni-assist university-portal. To the extent employees contribute to documents or engage in committees and working groups, their data will be used.
5.5 Without the provision of the data by the employees the cooperation of the universities and uni-assist is not possible.
6. Service Providers, Business Partners, Customers and their Employees
6.1 Purpose of the processing is the preparation and performance of the contractual relationship with service providers, business partners and customers. A change of these purposes is not planned.
6.2 The legal bases for processing are in case of contracts with natural persons Article 6(1)(b) GDPR (contract), in case of contracts with legal entities Article 6(1)(f) GDPR (legitimate interest, specifically communication with contact persons relevant to the contract), as well as always Article 6(1)(c) GDPR (legal obligations, in particular commercial and tax provisions). When checking, asserting or rejecting claims, the legal basis is Article 6(1)(f) GDPR (legitimate interest, specifically asserting or defending claims).
6.3 Contact and contract data may be transferred to public authorities to the extent such transfer is necessary for the fulfilment of the contract. We also use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems.
6.4 All contractual data and data relevant for accounting will be deleted after 10 calendar years as of termination of the contract.
6.5 Processing of the contact data from service providers and business partners and customers is necessary in order to perform the contract or order. If the data are not provided, the contract cannot be established or carried out.
7. Participants in personalized surveys and lotteries
7.1 Purpose of the processing is the detailed analysis of the responses of the participants to personalized surveys in order to continuously improve the services and offers of uni-assist. If a lottery also takes place within the scope of the survey, the purpose of the data processing is also the execution of the lottery. A change of these purposes is not planned.
7.2 The legal basis for processing in the course of the survey is Article 6(1) (a) GDPR (Consent). The legal basis for processing for participation in the lottery is Article 6(1)(b) GDPR (participation agreement for the lottery).
7.3 We use processors by means of service agreements to perform services, in particular to provide, maintain and support IT systems.
7.4 Participant data will be deleted three calendar years after the end of the survey.
7.5 Participation in personalized surveys and lotteries is voluntary.
8. Participants in events
8.1 Purposes of processing are the preparation and conduct of the event, the information of the participants about the other participants (list of participants, name tags), the evaluation of the event as well as the documentation of the event by video and audio recordings and the use of the resulting recordings for press and public relations purposes. There are no plans to change these purposes.
8.2 The legal basis for processing is Art. 6 (1) (b) GDPR (contract for the execution of the event). Article 6 (1) (f) GDPR (legitimate interest in enabling participants to exchange information with each other and to evaluate the event) is the legal basis for informing participants about other participants as well as for evaluating the event and, if applicable, for surveys. The legal basis for the production of video and audio recordings is Article 6 (1) (f) GDPRS (legitimate interest in the documentation of the events organized by us and our legitimate interest in the presentation of our company through press and public relations work). If we transfer, publish or use image material of you on which you can be identified for the purpose of press and public relations work, or for the production of brochures and advertising material, we will obtain your separate consent beforehand. The legal basis is then your consent in accordance with Article 6 (1) (a) GDPR.
8.3 For the purpose of press and public relations work, the image and sound recordings produced may also be transferred abroad to journalists, media companies, press and photo agencies as well as platforms and published by us in printed or digital form. We also use service providers for the provision of services by way of order processing, in particular for the provision, maintenance and servicing of IT systems.
8.4 Archived video and audio recordings of the event as well as publications are generally not deleted. All data relevant to the contract and booking will be stored for a period of ten calendar years after the end of the contract in accordance with tax and commercial law retention periods.
8.5 Participation in events is not possible without providing data. Participation in video and audio recordings is not mandatory for participation in the event. If you do not wish to have video or audio recordings made, please inform our staff at the event location. Participation in personalized events is voluntary.
II. General Information and Rights of the Data Subjects
1. We do not use any automated decisions on individual cases.
2. You have the right to request information at any time about all your personal data that we process.
3. If your personal data are inaccurate or incomplete, you have the right to correction and amendment.
4. You may request the deletion of your personal data at any time, unless we are legally obligated or entitled to process your data further.
5. In case of legal requirements, you may request a limitation on the processing of your personal data
6. If processing is performed as a result of the balancing of interests, you may object to the processing stating reasons arising from your particular situation.
7. Where data processing is performed on the basis of your consent or as part of a contract, you have the right to transfer the data provided by you, unless the rights and freedoms of other persons are impaired.
8. Where we process your data on the basis of a declaration of consent, you have the right to revoke this consent at any time with effect for the future. Any processing performed prior to revocation will remain unaffected by the revocation.
9. In addition, you have the right to file a complaint to a data protection supervisory authority at any time if you are of the opinion that data processing has occurred in breach of an applicable law.
Last updated 12 February 2019.