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Data protection

Data protection declaration

Studierendenwerk Thüringen appreciates your visit to our website and your interest in our comprehensive services to support your studies. We are very serious about protecting your private data and would like you to feel comfortable when visiting our website and to quickly find all the information you need. The protection of your privacy when processing personal data is an important issue for us, which we consider in all our business and administrative processes. We process personal data collected when visiting our website in accordance with the data protection provisions of the German Telemedia Act (TMG), the German Federal Data Protection Act (BDSG), the Thuringian State Data Protection Act (ThürLDSG) and the EU General Data Protection Regulation (EU GDPR). Furthermore, our data protection policy is based on our own data privacy guidelines.

The Studierendenwerk Thüringen website may contain links to websites of other offers (e.g., the job market or websites of the Thuringian universities), which are not covered by this data privacy policy. However, we would like to point out that the Studierendenwerk Thüringen does not assume any liability for the contents of the linked websites, as we have no influence on the design of these websites and do not claim the contents of the linked websites as our own.

Collection and processing of personal data

When you visit our website, we do not collect any personal data. By default, the web servers only store system data ("server log files"). These are details of the browser and operating system you use, the website from which you visit us, the pages you visit on our website and the date of your visit. For security reasons, e.g. to detect attacks on our websites, the IP address assigned to you by your Internet service provider is stored for a period of seven days. This system data is stored separately from other personal data that you provide voluntarily, e.g. as part of an online application for a place to live, in accordance with § 6 para. 1 lit. f DSGVO. It is not possible to assign this system data to a specific person. The system data is only evaluated for statistical and security purposes and subsequently deleted.

Coockies

To extend the range of functions of our Internet offer, we, as many other Internet providers, also use so-called "cookies" and comparable technical procedures, in which an identifier is transmitted to your computer. Most of the cookies we use are so-called "session cookies". They are automatically deleted at the end of your visit. Other cookies remain stored on your computer until you delete them. These cookies enable us to recognise your browser at your next visit. They are used to provide our services in a more user-friendly, effective and secure manner.
You can prevent these cookies from being stored on your computer by selecting the appropriate settings in your browser. Please note that individual functions of our website may be restricted when you have deactivated the use of cookies. Cookies that may be required to carry out the electronic communication process or to provide certain functions you have requested (e.g. shopping cart function) are stored based on § 6 para. 1 lit. f DSGVO.

Webstatistics

This website uses the open source web analytics service Matomo. There are no cookies used for tracking.

The use of this analysis tool is based on § 6 para. 1 lit. f DSGVO. The website operator has a legitimate interest in the anonymised analysis of user behaviour for optimising both its website and its advertising.

The information generated about the use of this website is not shared with third parties.

If you do not agree to the storage and use of your data, you can deactivate them here. In this case, an opt-out cookie will be stored in your browser, which prevents Matomo from storing any usage data. If you delete your cookies, this will result in the Matomo opt-out cookie also being deleted. The opt-out must be reactivated when you visit our website again.

Contact Forms

When you submit enquiries to us by contact form, we will store the information you provide, including the contact details, for processing your enquiry and in the event of follow-up questions. We do not pass on this data without your permission. Therefore, the data entered in the contact form is only processed with your consent (§ 6 para. 1 lit. a DSGVO). You can revoke this consent at any time. An informal e-mail message to us is sufficient for this purpose. The legality of the data processing operations carried out until the revocation remains unaffected by the revocation.
The data you enter in the contact form will remain with us until you ask us to delete it, revoke your consent to store it or the purpose for storing the data no longer applies (e.g. after we have completed processing your enquiry). Mandatory legal provisions - in particular retention periods - remain unaffected.

REGISTRATION ON THIS WEBSITE

When you register on our website in order to use additional functions available: We will only use the data entered for the particular offer or service for which you have registered. The mandatory information requested during registration must be provided in full. Otherwise, we will have to reject the registration. For important changes, for example to the scope of the offer or in the case of technically necessary changes, we use the e-mail address provided during registration to inform you accordingly.
The processing of the data entered during registration is based on your consent (§ 6 para. 1 lit. a DSGVO). You can revoke your consent at any time. For this purpose, an informal e-mail message to us is sufficient. The legality of the data processing already carried out remains unaffected by the revocation. We will store the data collected during registration as long as you are registered on our website and will then be deleted. Statutory storage periods remain unaffected.

USE AND DISCLOSURE OF PERSONAL DATA / CONTRACTUAL DATA, EARMARKING AND DELETION

We strictly follow the principles of data economy and data avoidance and only collect or use your personal, sensitive data (such as name, address, date of birth) if and insofar as this is necessary to fulfil our tasks. We require and store personal data, for example, when you apply online for one of our residential complexes. In the forms on the appropriate website, mandatory fields, which are required for the fulfilment of our tasks, are marked with an asterisk (*). All other fields contain voluntary information.

We process, use and store personal data only for the fulfilment of the respective task, such as for the purpose of establishing, implementing and terminating a rental contract with you, for answering your enquiries and for technical administration. Art. 6 para. 1 lit. b DSGVO permits the processing of data for the fulfilment of a contract or a pre-contractual measure.

Stored personal data is deleted when it is no longer required for the purpose for which it was previously stored or when the various storage periods stipulated by the legislator require it. We check at least once a year which personal data is still required to carry out our tasks and then delete data that is no longer required from the electronic storage media. Any further storage only applies when European or national regulations, laws or other provisions require it, which the Studierendenwerk Thüringen is subject to.
We protect your personal rights by not passing on your data to third parties (e.g. for advertising purposes). We will only pass on data should we be obliged to do so by mandatory legal provisions or if you have expressly consented in writing to the passing on of your personal data (e.g. participation in a competition or raffle). For the technical operation of the websites or our services, we may use external service providers by commissioning data processing. However, we then ensure by appropriate contractual declarations of commitment and controls that the company commissioned to process the data complies with the statutory data protection provisions. Furthermore, our employees are committed to absolute confidentiality and secrecy in their work.

DATA TRANSFER WHEN CONCLUDING A CONTRACT FOR SERVICES AND DIGITAL CONTENT

We only transmit personal data to third parties if this is necessary for contract processing, for example to the bank commissioned to process payments, or to lawyers, courts and bailiffs in the event of contractual disputes. This data processing is also based on § 6 para. 1 lit. b DSGVO, which permits the processing of data for the fulfilment of a contract or pre-contractual measures. Further data transfer does not take place or only takes place if you have specifically consented to the transfer by consent.

Data processing or data transfer due to law (BAföG processing / objection office and claims management)

For educational support according to the Federal Training Assistance Act (Bundesausbildungsförderungsgesetz, BAföG), the processing of your personal data provided in the application forms is carried out for the fulfilment of obligations of the Studierendenwerk Thüringen stipulated by legal regulations according to § 6 para.1c) DS-GVO), in particular for the fulfilment of legal claims from social security and social protection law (§ 22 para. 1 no. 1 a) BDSG) and for the fulfilment of tasks according to the Social Code (§§ 67 ff. SGB X). The data is also made available to external recipients, e.g. tax offices, other social insurance institutions, third-party creditors, lawyers, courts and bailiffs, Kreditanstalt für Wiederaufbau (KfW), Bundeszentralamt für Steuern (Federal Central Tax Office), Bundesverwaltungsamt (Federal Office of Administration), the Thüringer Landeshauptkasse (Thuringian State Treasury), to the extent necessary to perform this legally assigned task..

SECURITY

We have introduced technical and organisational measures for our websites as well as for the components available for data processing and data storage to protect your data against intentional or accidental manipulation, access by unauthorised third parties, loss, destruction or modification. We constantly update these protective measures to the latest technical standards.

For security reasons and to protect the transfer of confidential content, such as your orders or enquiries sent us as site operator, this site uses SSL or TLS encryption. You can recognise an encrypted link when the address line of the browser changes from "http://" to "https://" and when the lock symbol appears in your browser line. When SSL or TLS encryption is activated, third parties cannot read the data that you send us.

Cloud telephony data protection information

We would like to inform you that in order to improve our services, we have switched our telephone system to cloud telephony and have commissioned the telephone provider ARKTIS IT solutions GmbH, Brunsbütteler Damm 156 - 172, 13581 Berlin for this service. The provider was carefully selected by us and, by way of a data order processing contract in accordance with Art. 28 DSGVO, was obligated, among other things, to maintain telecommunications, social and professional secrecy in accordance with § 203 StGB (German Criminal Code). Therefore, only the data that is technically necessary for the provision of the telephony service is collected within the framework of cloud telephony. This includes your telephone number, name, IP address, if applicable also your e-mail address and the information that is absolutely necessary for processing calls and displaying caller IDs. In order to improve our service and for statistical analysis, we also store other metadata, such as the time of the call, call duration, etc. The data processing is carried out in accordance with Art. 6 para. 1 lit. b DSGVO (processing for the fulfilment of a contractual relationship) and Art. 6 para. 1 lit. f DSGVO (legitimate interest of the person responsible). We will never forward the aforementioned data to third parties without authorisation, unless there is a legal obligation to do so. To protect your data, our provider has taken appropriate technical and organisational measures (e.g. encryption technology, obligation of all employees to maintain data secrecy within the meaning of § 53 BDSG, back-up strategies, etc.). This ensures that your data is protected against unauthorised access, loss, misuse or disclosure. Your data will only be stored for as long as is necessary for the provision of our cloud telephony services and our contractual services to you. Once the purpose of the processing no longer applies, the data will be deleted. A recording of telephone calls or similar does not take place.

You are entitled to:

  • revoke a consent once given to us at any time according to § 7 (3) DSGVO. In the future, we may no longer continue the data processing and the task that was based on this consent;
  • request information about your personal data processed by us according to § 15 DSGVO;
  • to demand the immediate correction of inaccurate or incomplete personal data stored about you according to § 16 DSGVO;
  • request the deletion of your personal data stored by us according to § 17 DSGVO, unless the processing is necessary for the exercise of the right to freedom of expression and information, for compliance with a legal obligation, for reasons of public interest or for the assertion, exercise or defence of legal claims;
  • request the restriction of the processing of your personal data according to § 18 DSGVO, provided you dispute the accuracy of the data, the processing is unlawful, but you object to its deletion and we no longer require the data, but you need it for the assertion, exercise or defence of legal claims or you have objected to the processing according to § 21 DSGVO;
  • receive your personal data you have provided to us in a structured, common and machine-readable format or to request the transfer to another controller according to § 20 DSGVO; and
  • complain to a supervisory authority according to § 77 DSGVO. As a rule, you can contact the supervisory authority of your usual place of residence or place of training or our administrative headquarters for this purpose;
  • object to the processing of your personal data according to § 21 DSGVO, provided your personal data is processed based on legitimate interests according to § 6 (1) sentence 1 lit. f DSGVO and there are reasons for your objection arising from your particular situation.

When exercising your rights, we ask for your understanding that we may require proof of your identity to verify that you are the holder of the above- mentioned rights (e.g. identity check by presenting your ID card). You can modify your data or revoke your consent at any time by informing the respective department (e.g. Student Housing) accordingly.

RESPONSIBLE FOR DATA PROCESSING IS:

Studierendenwerk Thüringen
Anstalt des öffentlichen Rechts
- represented by the Managing Director Torsten Schubert -

Address:
Philosophenweg 22
07743 Jena
Tel.: 03641-9400500
Fax: 03641-9400502
poststelle(at)stw-thueringen.de

CONTACT DATA protection OFFICER:

Studierendenwerk Thüringen
- Data Protection Officer -
Philosophenweg 22
07743 Jena
Tel.: 03643-581563
datenschutzbeauftragter(at)stw-thueringen.de

If you have any questions or suggestions regarding data protection at Studierendenwerk Thüringen or would like to know what personal data we have stored about you, please contact our data protection officer.

State of the information: June 2023

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