Privacy Notice for Applicants

Data Controller subject to the European General Data Protection Regulation (GDPR) is the

Hochschule Aalen – Technik und Wirtschaft
Aalen University – Technology and Economics
Beethovenstraße 1
73430 Aalen, Germany

As a statutory body, the university is represented by its president, Prof. Dr. Harald Riegel.

Contact:
Tel.: +49 7361 576-0
Fax.: +49 7361 576-2250
E-Mail: info@hs-aalen.de


Contact details of the Data Protection Officer (DPO)

Contact:
Aalen University
Beethovenstraße 1
E-Mail: datenschutz@hs-aalen.de


Scope of data collection, processing and use

In order to make an application for a university, applicants have to send or upload documents to the university.

The university will process these documents solely for the application procedure and possibly to initiate an employment or a matriculation.

Your data will only be passed on to third parties if you explicitly authorize us to do so in written form, stating the recipients.

We pursue the goal of limiting the collection, processing and use of personal data during your visit to our webpages to the minimum necessary. In principle, we only collect the data from you that we absolutely need to fulfill the purpose.

We do not perform any automated individual decision-making but we collect certain personal data for evaluation (profiling) to the extent permitted by law.

In the case that your application for a university place or for a position at our university is successful, we pass on your data from the application portal to the respective management system.

To use our web portals for online applications, you have to register choosing a user name and a password.

All personal data collected during the application process will be deleted latest one year after the application process terminated. Data on applications for courses of study at our university that do not lead to enrollment are deleted after the end of the respective semester/term.

According to article 4 of the GDPR, personal data is any information that relates to an identified or identifiable natural person.

In the context of applications, we are collecting and processing the following general personal data of applicants:

  • user name and chosen password to log-in at the respective web portal
  • salutation, name, name at birth, date and place of birth, postal address, country
  • curriculum vitae, photo, academic degrees, professional titles
  • contact address
  • e-mail address, phone numbers
  • gender

When applying for a university place, the following additional data is required:

  • completion of military or alternative civilian service
  • copy of a personal identity card
  • skills and on-the-job experiences
  • type of university entrance qualification
  • examination performance and certificates
  • linguistic proficiency
  • nationality / citizenship

In the case that an application for a university place leads to a matriculation, the following personal data of students will be processed in addition:

  • activities at the university
  • login data for the university’s internal IT systems
  • a photo for the student card
  • information about health status, handicaps and disabilities
  • examination results and certifications
  • data on lectures visited
  • health insurance and social insurance data


Legal basis of processing personal data

Due to the European General Data Protection Regulation (GDPR), processing personally identifiable information requires a statutory authorization. For personal data of applicants, the following regulations apply: Article 6 (1e) GDPR in combination with Article 6 (3) GDPR, Section 4 Landesdatenschutzgesetz Baden-Württemberg (LDSG), Landeshochschulgesetzes (LHG) Baden-Württemberg and the statues of Aalen University.

In some cases, personal data is processed based on the consent from the data subject.


Data retention and deletion

Access to personal data will be restricted as soon as access is no longer required for the specified, and legitimate purposes. The personal data will be deleted when the legally required retention period is expired.


Your rights as a data subject

European General Data Protection Regulation (GDPR), each data subject has the following rights:

  • right to request access to your personal data,
  • right to request correction of personal data if the data is inaccurate,
  • right to request erasure of personal data or to restrict processing in the case of unlawful data processing,
  • right to data portability and
  • right to object to the further processing of your personal data, if the responsible controller processes your data based on legitimate interests or if the processing is necessary for scientific or historical research purposes or statistical purposes.

In addition, you have the right to withdraw your consent to the processing of your personal data at any time without having to state a reason. Finally, you also have the right to submit a complaint with the Data Protection Authority of the state Baden-Württemberg.