A. Responsible Authority
The responsible institution as per the EU General Data Protection Regulation (GDPR) and other national data protection laws of the member states - in particular the Hessische Datenschutz- und Informationsfreiheitsgesetz (HDSIG) (Hessian Data Protection and Freedom of Information Act) - as well as additional data protection regulations is the
Technische Hochschule Mittelhessen University of Applied Sciences (THM)
Tel.: + 49 641 309-0
represented by the University President:
Prof. Matthias Willems
Wiesenstraße 14, 35390 Giessen
Tel.: + 49 641 309-0
B. Data Protection Officer Contact Information
The data protection officer of the Technische Hochschule Mittelhessen is:
Prof. Thomas Friedl
Wiesenstraße 14, 35390 Giessen
Tel.: + 49 641 309-0
C. Legal Framework
- Your data will be collected as you apply for and participate in a study-abroad period at THM (application, admission procedure, preparation for and organization of the stay):
in accordance with article 6 para. 1 lit. e in connection with para 3 of the EU’s General Data Protection Regulation (GDPR) in connection with § 12 para. 1 of the Hessisches Hochschulgesetz (HHG) (Hessian State Law on Higher Education) from 1 January 2005, with article 1 last revised on 13 March 2018 (published in GBI.p. 85) in connection with the Hessian State Ministry for Higher Education, Research and the Arts legal regulation Hochschul-Datenschutzverordnung (University Data Protection Directive) on the collection and processing of personal data of university applicants, students and examination candidates for administrative purposes of the institutions of higher education from 28 August 1992 (published in GBI. p. 667).
- THM may keep records of and contact your “emergency contacts“:
article 6. para 1 lit. a of the GDPR (consent).
- THM may give your contact information to other exchange students:
article 6 para. 1 lit. a of the GDPR (consent).
- THM may use your contact information for its “International Buddy Programme”.
article 6 para. 1 lit. a of the GDPR (consent).
D. Purpose of and Legal Framework for Data Processing
The personal and mobility-related data you enter into the moveon database will primarily be used for the selection and admission process as well as for formalities related to preparing for and organizing your stay at THM. Moreover, the data will be used for the administration of the exchange and integration programmes, for reporting to the DAAD, the EU Commission and the Hessian State Ministry of Higher Education, Research and the Arts (HMWK) as well as to update your home university on your application status. The information will be shared with internal and external responsible parties via email or electronically (as stated in C “Recipients“). In the event of an emergency, THM will put forth every effort to contact the person listed as your “emergency contact”.
In accordance with the consent you provide in the online form and in order to promote a good flow of information between participants, the International Office strives to establish contact between exchange programme participants by sharing a participant’s contact information with other participants (name, field of study, semester and email address). With your consent, this also includes sharing your information with the “International Buddy Programme” participants at THM.
When you use moveon, you use your web browser to send information about yourself to the corresponding online server. The following data are recorded when your web browser is connected to the online sever to communicate this information:
- Date and time of the request
- Name of the file requested
- Page the file was requested from
- File status (e.g. file uploaded, file not found)
- The web browser, screen resolution and operating system used
- Full IP address of the accessing computer
- Data volume transmitted
The cookie (JSESSION) is required
Data collected for students:
- Name, individually defined password, date of birth, gender, nationality/nationalities, native language
- Postal address as well as telephone number and email addresses
- Degree programme relevant information (e.g. student ID number, current semester in programme, current degree programme, level of progress in programme
- Residence characteristics: purpose of residence, time, duration, country, home university/company, grades, mandatory or voluntary residence as internship for graduates, contents of internship/field of study, where necessary, the internship may require digital skills
- Selection relevant information: foreign language skills, letter of motivation, certificates e.g. for honorary offices, internship remuneration, previous participation in the ERASMUS programme including the length of financial support
- In the case of financial support: address, bank information, tax office responsible, tax ID number, amount of support, assessment base (special needs: disability/children)
- Documentation required for proof of correct use of funds and compliance with quality specifications: internship certificate/performance record, case studies, foreign language tests before and after stay abroad, number of ECTS planned, completed and transferred
a. The data will be forwarded to the following university organizational units
- The Financial Affairs Office
will receive scholarship related information from the International Office on international students who study abroad at THM and receive a mobility grant from a funding institution such as the DAAD, the European Commission or others. This information is needed to pay the mobility grant to the student.
- The Departmental Erasmus+ Exchange Programme Coordinators
will be able to access the mobility-related and personal information of the exchange students who will be studying in their respective departments at THM. This information serves to support and provide adequate preparation for the exchange as well as the administrative processing of the exchange activities held (support for participants and assistance in the selection of courses, coordination of university partnerships).
- The Student Affairs Office
will receive mobility-related and personal information from the International Office on international students who study abroad at THM for the purpose of enrolling and re-registering these students at the university.
- Teaching Staff
will receive mobility-related and personal information from the International Office on international students who study abroad at THM when required for organizational purposes (e.g. for German intensive language courses).
- Students Participating in the “International Buddy Programme” (IBP)
will receive from the International Office, if prior consent is given, mobility-related and personal information on international students who study abroad at THM for the purpose of providing networking and support services as they organize their exchange programmes. For those students participating in the International Buddy Programme, the data provided may be passed on to other programme participants.
- Selection Committee
will receive mobility-related and personal information from the International Office on international students who study abroad at THM when required for organizational purposes
b. Data will be shared with the following third parties:
- Student Services Organization
will receive mobility-related and personal information from the International Office on international students who study abroad at THM and have requested housing in a residence hall. This information is necessary to provide support for the housing request and if applicable the pre-arrival payment of the deposit and the first rent.
- Immigration Authorities and the Federal Office for Migration and Refugees (BAMF)
will receive, if prior consent is given, mobility-related and personal information from the International Office on international students who study abroad at THM and who are not citizens of an EU/EEA country. This information is necessary to complete the required legal formalities for these non-EU/EEA international students.
- Funding Organizations/ Scholarship Donors
will receive mobility-related information from the International Office on international students who study at THM or participate in a DAAD-funded programme and who receive funding for studying abroad from their respective programmes (e.g. the DAAD, European Commission). THM is required to provide such documentation to the funding bodies involved.
- Coordination Offices for State-level Programmes (e.g. Exchange Programmes of the Federal State of Hesse)
will receive, if prior consent is given, mobility-related and personal information from the International Office on international students who study abroad at THM. This is required for the coordination and administration of these state-level programmes (balancing the number of participating exchange students on a statewide basis, paying scholarships/ accessing funds).
- Other Students
will receive, if prior consent is given, mobility-related and personal information from the International Office on international students who study abroad at THM. This information is necessary to support networking among students.
- Health Insurance Providers
will receive, if prior consent is given, personal information from the International Office on international students if this data is required for support with health insurance matters.
- Field Trip Leaders
will receive personal information from the International Office on international students if this data is required for organizing a field trip.
F. Duration of Storage
Mobility-related and personal information will be stored and processed for the period required for the administration of the exchange and integration programmes as well as the reporting purposes required by the funding organizations listed above.
Data and documents related to funding provided for students participating in an Erasmus exchange programme must be stored and remain accessible to the National Agency (NA) DAAD and the EU Commission. This is in accordance with the Allgemeine Bestimmungen zur Finanzhilfevereinbarung (General Provisions for Financial Aid Agreement) (attachment I). This requirement expires five years after the final payment has been made or you have received a feedback letter from the NA DAAD after submitting your final report. After this time, your personal data will be erased in accordance with legal requirements.
THM does not process the data recorded in moveon. Instead, processing is performed by QS Unisolution GmbH. The legal framework for this processing is an agreement reached between the university and QS Unisolution GmbH on personal data processing under contract. The server location is in Germany. Data are recorded as part of application procedures for places at partner institutions. Personal information is erased by administrators at the end of five years following the removal of the student’s name from the register.
In general, the protocol files (see above) will be stored as personal data for a maximum of 30 days.
Session cookies (JSESSIONID) will be deleted when the browser session ends.
G. Your Rights
- In accordance with Article 15 GDPR, you have the right to request information from THM about any data it stores that is related to your person and/or to have incorrect data rectified as per Article 16 GDPR.
- You also have the right to demand that your data be erased (Article 17 GDPR), that the processing and use thereof be restricted (Article 18 GDPR), as well as the right to object to the processing and use of your data (Article 21 GDPR).
- You can withdraw your consent to your data being stored at any time and without incurring disadvantages. The processing of personal data is lawful until consent is withdrawn.
- You also have the right to file a complaint with the regulating authority if you believe that the processing and use of your personal data is in violation of the law (Article 77 GDPR).
The responsible contact person at the regulating authority is the state commissioner for data protection and the freedom of information in the state of Hesse, Prof. Michael Ronellenfitsch.