Data Protection Policy in Accordance with Art. 13 and 14 GDPR for Application, Admissions, and Enrollment Procedures
Controllers and data protection officer
Universität Mannheim
Schloss
68131 Mannheim
Deutschland
rektoruni-mannheim.de
Jan Morgenstern
Rechtsanwalt und Fachanwalt für IT-Recht, data protection officer
datenschutzbeauftragteruni-mannheim.de
Executing department:
Dezernat II
L1,1
68161 Mannheim
Below you will find information on the personal data we process, the purposes for which we process it, the legal basis that allows us to do so, the duration for which we process the data, any potential recipients of the data, and the rights you can exercise.
Purpose of data processing and consequences of non-disclosure
The University of Mannheim processes your personal data in order to complete your application, admission, and enrollment. If the relevant program is included in the dialog-oriented service procedure (DoSV), further data may be processed. In addition, data may be processed to fulfill legal obligations pursuant to the act on higher education statistics (HStatG). Processing of your personal data is necessary for participation in the application, admissions, and enrollment procedures.
Application, admission, and enrollment are only possible if such data is provided.
The dialog-oriented service procedure (DoSV) of the Stiftung für Hochschulzulassung (SfH) is a web-based system for coordinating offers of admission in the local and central admissions processes as well as in the registration procedure, which serves the purpose of quickly allocating all study places available in accordance with demand. If the application for a study place is coordinated via the DoSV, the applicant has to register on the web portal of the SfH. This registration and the alignment of data between the SfH and the University of Mannheim are necessary for processing the application for admission.
Type of data
A. Data processed as part of the application procedure:
- Personal details
— title
— gender
— first and last name
— name affixes
— date and place of birth
— name at birth
— all citizenships
- Contact details
— home address
— private e-mail address
— if required: further contact details
- Information on personal qualification
— type, date, and place of acquisition of your university entrance qualification as well as the grade achieved
— if applicable: completed vocational training
— if applicable: existing professional employment of any kind
— if applicable: completed service times
— if applicable: test results
— proof of the qualifications stated
- Information on the program of study chosen and previous periods of study
— program chosen and planned degree
— second degree (yes/no)
— if necessary and applicable: previous admission to the program chosen
— if applicable: further programs or parallel studies
— information on coursework and examinations completed and, if applicable, on any loss of eligibility to take exams in previous programs
If required and available, proof of the qualifications / periods of study above are also requested and processed.
- Data on special circumstances
If relevant in your case:
— proof required for special applications (second degree, hardship case, disadvantage compensation, top athlete)
- Data necessary for and collected through use of IT
— user IDs
— passwords
— access logs
— identification number and authentication number of the DoSV (if an alignment of data with the DoSV is required)
- Optional data
— CV
B. Data processed as part of the enrollment procedure in addition to the data listed under A.:
- Contact details
— address during the semester
— specification which address is to be used as postal address (home address / address during the semester)
- Information on previous periods of study
— if applicable: higher education institution where a previous degree was completed
— if the degree was completed outside the Federal Republic of Germany: state, type, field or subject, month, year, and result of the degree
— information on planned parallel studies
— information on existing eligibility to take exams in the program of study chosen
- Information on health insurance
— statutory insurance coverage or exemption
— health insurance number
— employer identification number
— name of health insurance provider
If required and available, proof of the qualifications and periods of study above as well as of the information on health insurance are also requested and processed.
- Proofs of payment
— proof of payment of the semester fee (administration fee, Studierendenwerk fee, and fee for the constituted student body)
— if applicable: proof of payment of a tuition fee (tuition fee for international students or for second degree students)
- In the event of enrollment, the following data will be generated by the university:
— student ID number
— university identification number (Uni-ID)
— admission reference
— administration reference
— university account
— university e-mail
— student ID card number (eCUM / smart card number)
Legal basis
The processing of personal data by the University of Mannheim is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (Art. 6 subsection 1 letter e GDPR in conjunction with subsection 3 GDPR in conjunction with section 4 of the data protection act of the Land of Baden-Württemberg [LDSG BW] in conjunction with sections 2 and 12 of the act on the higher education institutions in the Land of Baden-Württemberg [LHG] in conjunction with the University of Mannheim’s statutes on the processing of personal data for fulfilling its duties as a higher education institution of 10 December 2021 in conjunction with the statutes of the University of Mannheim for the determination of disclosure requirements of 10 December 2021).
The data required for the purposes of the DoSV is transmitted in accordance with Art. 6 subsection 1 letter e in conjunction with subsection 3 GDPR in conjunction with section 1 of the act on the admission to higher education institutions of the Land of Baden-Württemberg (HZG) in conjunction with section 4 subsection 4 and section 5 of the ordinance detailing the admissions process for higher education institutions of the Land of Baden-Württemberg (HZVO).
The transmission of data to the health insurance provider responsible is in accordance with Art. 6 subsection 1 letter c in conjunction with subsection 3 GDPR in conjunction with section 4 subsection 1 of the act on student health insurance (SKV-MV).
Data marked as optional is processed based on your consent in accordance with Art. 6 subsection 1 letter a, and Art. 9 subsection 2 letter a GDPR.
Source of the data
We process personal data transmitted to us by third parties at your request, e.g., DoSV data, language test results, etc.
Recipients of the data
The data collected during application and enrollment is forwarded within the university to the extent that this is necessary and permissible for processing the application for admission and enrollment in accordance with the LHG.
Internal receivers:
- offices responsible in the schools and the university administration
- central operational units (UNIT)
Employees of the university only receive access to your data collected during the application procedure if and to the extent that they require this information to fulfill their official duties.
External receivers:
- Stiftung für Hochschulzulassung (exclusively within the framework of the HZG and the HZVO)
- external IT service providers for support and maintenance (if required)
- statistical office of the Land (Statistisches Landesamt) (upon enrollment)
- health insurance provider
Furthermore, legal regulations regarding archiving must be observed and documents must be offered to the university archive before deletion. The university archive decides on the archiving of the material.
Duration of storage
The data of applicants who were not enrolled is deleted from the application portals no later than 8 weeks after the beginning of the relevant semester. If you receive and accept an offer of admission, your data will be transferred to the student data system and processed there.
In the case of data processed based on your consent, processing will continue until you withdraw your consent, however, no longer than until the point in time stated above.
Language test results are stored for five years from their date of transmission to us.
The material may be transferred to the university archive responsible, which will usually store it for an indefinite period of time.
Your rights
You have the right:
- to request information about your personal data processed by us in accordance with Art. 15 GDPR
- to request the rectification of incorrect or incomplete personal data stored by us without undue delay in accordance with Art. 16 GDPR
- to request deletion of your personal data stored by us in accordance with Art. 17 GDPR
- to request restriction of the processing of your personal data in accordance with Art. 18 GDPR
- to receive your personal data that you have provided to us in a structured, common, and machine-readable format or to request the transfer to another controller in accordance with Art. 20 GDPR
- In cases where data is processed based on your consent, you can also withdraw your consent without giving any reasons at any time; the withdrawal of consent does not affect the lawfulness of processing based on consent before such withdrawal.
To exercise your data subject rights, please contact: bewerbung@uni-mannheim.de. - to file a complaint with a supervisory authority in accordance with Art. 77 GDPR. The supervisory authority responsible is the commissioner for data protection and freedom of information of Baden-Württemberg (Landesbeauftragter für den Datenschutz und die Informationsfreiheit Baden-Württemberg).
Right to object
If your personal data is processed on the basis of Art. 6 subsection 1 letter e GDPR (data processing in the public interest), you have the right to object to the processing of your personal data in accordance with Art. 21 GDPR, provided that there are reasons for this arising from your particular situation. If you would like to exercise your right to object, send an e-mail to: bewerbung@uni-mannheim.de.