Privacy policy
Privacy policy for the websites and for special target groups of the University of applied sciences Weihenstephan-Triesdorf
The University of Applied Sciences takes the protection of your personal data very seriously. It goes without saying that the University of Applied Sciences always treats your personal data in accordance with the statutory data protection regulations. The University of applied sciences has appointed a competent and reliable external data protection officer. The external data protection officer is x-tention Informationstechnologie GmbH.
In the following, the University of applied sciences informs you about the processing of personal data.
Name and address of the controller
Responsible for data processing on this website is
University of Applied Sciences Weihenstephan-Triesdorf
Am Hofgarten 4
85354 Freising
Germany
Collection and processing of personal data
In accordance with Art. 2 Para. 6 BayHSchG and Art. 4 Para. 1 S. 1 and 2 BayEGovG, the University of applied sciences offers its services and administrative services as well as information for the public about its activities on its websites. You can use the University of applied sciences' online services without disclosing your identity. If your personal data is processed, this is done on the legal basis of Art. 6 GDPR, for which you will find further information on the specific processing below.
If the University of applied sciences requests personal data (such as name, address or email address) on the website, e.g. in the context of contact forms or during registration, this is done on a voluntary basis. The University of applied sciences uses this information for its own purposes (such as sending the requested materials/information).
If you have questions of any kind, the University of Applied Sciences offers you the opportunity to contact us using a form provided on the website. The data marked as mandatory is required in order to be able to allocate and answer the enquiry. Further information can be provided voluntarily. Data processing for the purpose of contacting the University of applied sciences is carried out in accordance with Art. 6 para. 1 sentence 1 lit. a GDPR on the basis of your voluntarily given consent.
The personal data collected by the University of Applied Sciences for the use of the contact form will be deleted after your enquiry has been dealt with and after the retention obligations under tax and commercial law have expired.
Once you have given your consent - for example for the purpose of receiving a newsletter or other interesting information from the University of Applied Sciences - you can revoke it at any time without giving reasons with effect for the future. To do so, you can use the above-mentioned contact form or another method mentioned in the newsletter.
Passing on the data
Your data will not be passed on to third parties for commercial or non-commercial purposes without your express consent. The University of Applied Sciences will only pass on your personal data to third parties if this is legally permissible (e.g. on the basis of Article 6 GDPR) and/or necessary. In some cases, the University of applied sciences uses service providers as part of order processing in accordance with Article 28 GDPR, as in the case of the provision of videos on the homepage. The University of applied sciences retains full responsibility for data processing in this case. Further information on this can be found below.
Logging
Logs are created and processed for statistical purposes each time the University of Applied Sciences website is accessed, whereby the individual user remains anonymous. The University of applied sciences uses log files to check or maintain its web service and to ensure network and information security in accordance with Art. 6 para. 1 BayDSG, Art. 11 para. 1 BayEGovG and corresponding provisions under the TTDSG. Insofar as the purpose of processing is not impaired, the University of applied sciences anonymises or pseudonymises personal data.
The data
- IP address of the requesting computer,
- Date and time of the request,
- the access method/function requested by the requesting computer,
- the input values transmitted by the requesting computer (file name, ...),
- Access status of the web server (file transferred, file not found, command not executed, etc.),
- Name of the requested file,
- type and version of the web client and
- URL from which the file was requested/the desired function was initiated,
are processed on the basis of the legitimate interest of the University of applied sciences pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR for the following purposes:
- Ensuring a smooth connection to the website,
- Ensuring convenient use of the website,
- analysing system security and stability and
- for other administrative purposes.
The University of applied sciences reserves the right to check this data retrospectively if concrete indications of unlawful use become known. The data will be deleted immediately if it is no longer required to fulfil the purpose, but at the latest after six months.
Cookies and external services
This site uses "cookies". Cookies are text files that are stored on your computer and enable your use of the website to be analysed and you to be automatically recognised on your next visit. You can prevent the installation of cookies by selecting the appropriate settings in the cookie banner or in your browser. You also have the option of revoking your consent at any time in the cookie banner or cookie settings. This may mean that you will not be able to make full use of all offers.
Various plugins from other service providers are used on the University of Applied Sciences website, about which you will be informed below.
Web analysis using Matomo
The University of applied sciences uses the software "Matomo" on this website ,
an open source software for the statistical analysis of visitor access. The software places a cookie (a text file) on your computer, which enables the use of the University of applied sciences website to be analysed. The following data is stored:
- IP address of the user, shortened by the last two bytes,
- the sub-page accessed and the time of access,
- the page from which the user accessed the University of applied sciences website (referrer),
- which browser with which plugins, which operating system and which screen resolution is used
- time spent on the website and
- Pages that are accessed from the subpage accessed.
The data collected with Matomo is stored on the University of applied sciences' own servers. It is not passed on to third parties.
The legal basis on which the University of applied sciences processes personal data using Matomo is your consent in accordance with Art. 6 para. 1 lit. a of the GDPR, which you can give in the cookie banner. Matomo is used exclusively after you have given your consent and for the purpose of improving the quality of the website and its content. In this way, the University of applied sciences learns how the website is used and can thus constantly optimise its offering. The data is never used to personally identify the user of the website and is not merged with other data.
The data is deleted when it is no longer required for the purposes of the University of applied sciences.
YouTube
The website of the University of applied sciences uses plug-ins from YouTube, which is operated by Google, for marketing purposes. The operator is Google Ireland Limited; Gordon House, Barrow Street, Dublin 4, Ireland, ("Google"). When you visit the University of applied sciences website equipped with the YouTube plug-in, a connection to the YouTube servers is established. The YouTube server is informed of the IP address of visitors to the University's website and which pages you have visited, provided that you have given the University of Applied Sciences your consent to the collection and transmission of your personal data in accordance with Art. 6 para. 1 lit. a) GDPR and Art. 49 para. 1 lit. a) GDPR. This happens regardless of whether you have a YouTube user account or not. If you are logged into your YouTube account, YouTube also allows you to associate your surfing behaviour directly with your personal profile. You can prevent this by logging out of your YouTube account. YouTube may transfer the processed information to third parties, e.g. US authorities, if this is required by law or if third parties process this data on behalf of YouTube. Further information on the handling of user data can be found in YouTube's privacy policy.
Vimeo
The University of applied sciences website also uses the provider Vimeo to integrate videos. The operator is Vimeo.com, Inc, 330 West 34th Street, 5th Floor, New York, USA. When you visit a page with a Vimeo plugin, a connection to the Vimeo servers is established and data is transmitted to display the content. If you have given the University of applied sciences your consent to the collection and transmission of your personal data in accordance with Art. 6 para. 1 lit. a) GDPR and Art. 49 para. 1 lit. a) GDPR, data such as the IP address of visitors, information about the browser used and the operating system and device information will be transmitted. The University of applied sciences uses this content for external presentation and marketing purposes. If you are logged into your Vimeo account, Vimeo also allows your surfing behaviour to be assigned directly to your personal profile. You can prevent this by logging out of your account. Vimeo may transfer the processed information to third parties, e.g. US authorities, if this is required by law or if third parties process this data on behalf of Vimeo. Further information on the handling of user data can be found in Vimeo's privacy policy.
Links to external services
The website of the University of applied sciences links to the Facebook website. The operator of the pages is Meta Platforms Ireland Ltd (4 Grand Canal Square, Dublin 2, Ireland). Instead of using Facebook plugins, the University of Applied Sciences has decided to only link to Facebook so that your personal data is not automatically transmitted to Facebook when you visit the website. This technical solution also prevents the University of applied sciences from automatically collecting personal data from you in this regard. Through the link, Facebook only processes your personal data when you actively click on the Facebook button. However, if you were already logged into your Facebook account at the time you accessed the University of Applied Sciences website, Facebook will at least process the information about which of the University's websites you visited with your IP address, at what time and via which browser. Facebook may transfer the processed information to third parties, e.g. US authorities, if this is required by law or if third parties process this data on behalf of Facebook. The University of Applied Sciences has no influence on the type and scope of your personal data processed by Facebook.
The University of Applied Sciences only collects personal data from you via Facebook when you become active on the Facebook fan page of the University, for which the University of Applied Sciences is jointly responsible with Facebook, and disclose your personal data. By providing data on the University's Facebook page, you give the University of applied sciences your consent to the processing of this data in accordance with Art. 6 para. 1 lit. a GDPR. Further information on how your data is handled can be found in Facebook's privacy policy.
The website of the University of applied sciences links to the Instagram website. The operator of the pages is Meta Platforms Ireland Ltd (4 Grand Canal Square, Dublin 2, Ireland). The University of applied sciences only links to the Instagram website instead of integrating Instagram plugins. This means that your personal data is not automatically transmitted to Instagram when you visit the University of Applied Sciences website. Instagram only processes your personal data when you actively click on the Instagram button. However, if you are logged into your Instagram account at the time you access the University of Applied Sciences website, Instagram will process your personal data. Instagram may transfer this information to third parties, e.g. US authorities, if this is required by law or if third parties process this data on behalf of Instagram. The University of applied sciences has no influence on the type and scope of your personal data processed by Instagram. Further information on the handling of your data can be found in Instagram's data policy.
YouTube
The University of Applied Sciences website also links to the YouTube website. The operator of the pages is Google Ireland Limited; Gordon House, Barrow Street, Dublin 4, Ireland, a subsidiary of Google LLC. When using the links, the University of Applied Sciences does not process any personal data from you in this regard, and YouTube cannot automatically collect personal data from you when you visit the University's website if you are logged out of your YouTube account when you visit the University's website. This technical solution allows you to decide whether and when you transmit personal data to YouTube. Only if you actively click on the YouTube button will your browser establish a connection to YouTube's servers and transmit your user data to YouTube. YouTube may transfer the processed information to third parties, e.g. US authorities, if this is required by law or if third parties process this data on behalf of YouTube. The University of applied sciences has no influence on the type and scope of your data that is processed by YouTube. Further information on the handling of user data can be found in YouTube's privacy policy.
The website of the University of applied sciences links to the LinkedIn website. The operator of the pages is LinkedIn Ireland Unlimited Company, Wilton Plaza, Wilton Place, Dublin 2, Ireland. Instead of using plugins, the University of applied sciences only links to LinkedIn. Therefore, your personal data is not automatically transmitted to LinkedIn when you visit the University of Applied Sciences website. Through the link, LinkedIn only processes your personal data when you actively click on the LinkedIn button. LinkedIn may transfer the processed information to third parties, e.g. US authorities, if this is required by law or if third parties process this data on behalf of LinkedIn. The University of applied sciences has no influence on the type and scope of your personal data processed by LinkedIn. Further information on the handling of your data can be found in LinkedIn's privacy policy.
Storage and deletion of data
If no specific information on storage is provided under the individual points above, your data will be stored for as long as is necessary for the respective purposes stated above. The data will be deleted at the latest after termination of the contractual relationship and after expiry of the statutory retention periods under civil, commercial and tax law.
Liability for own content
The contents of these pages have been created with the utmost care. However, the University of applied sciences cannot accept any liability for the accuracy, completeness and topicality of the content. As a service provider, the University of applied sciences is responsible for its own content on these pages in accordance with general legislation.
Liability for links (contents of external providers)
These own contents are to be distinguished from cross-references ("links") to contents provided by other providers. The University of applied sciences has no influence on their content; the respective provider or operator of the pages is always responsible for the content of the linked pages.
Rights of data subjects
The University of Applied Sciences hereby informs you that, pursuant to Article 15 et seq. GDPR, you have the right of access to the personal data concerning you, the right to rectification or erasure, the right to restriction of processing, the right to object to processing and the right to data portability. In accordance with Article 77 GDPR, you also have the right to lodge a complaint with a data protection supervisory authority if you believe that the processing of your personal data violates this regulation. If the processing is based on Article 6(1)(a) GDPR or Article 9(2)(a) GDPR (consent), you also have the right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
Changes to our privacy policy
The University of Applied Sciences reserves the right to amend this privacy policy from time to time to ensure that it always complies with current legal affairs or to implement changes to the services provided by the University of Applied Sciences in the privacy policy, e.g. when introducing new services. The new privacy policy will then apply to your next visit.
Contact to the contact persons
Data protection officer:
x-tention Informationstechnologie GmbH
Margot-Becke-Ring 37, 69124 Heidelberg
datenschutzbeauftragter.hswt@x-tention.com
Data Protection Coordinator:
Status of the privacy policy: 26.02.25
Data protection information for special target groups
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Data protection information for staff
Data protection information on the processing of personal data in the context of your employment
Dear staff,
In order to ensure transparent processing of your data and to fulfil the requirements of new legal regulations (GDPR), we would like to inform you about the data processing we carry out.
The data provided by you in the context of your employment relationship will be processed, in particular
- Curriculum vitae (personal master data, education, previous periods of service, etc.)
- National insurance number and institution
- bank details
- Citizenship
as well as the data that arises in the context of your employment, such as
- working hours
- salary data
- holidays
- sick leave
General data processing in the context of the employment relationship
Data is processed and transmitted for the purpose of wage, salary and payroll accounting and compliance with recording, information and reporting obligations, insofar as this is necessary on the basis of laws or standards of collective legal organisation or employment contract obligations. This also includes automatically created and archived text documents (such as correspondence) in these matters.
Your personal data will only be transferred on the basis of legal provisions or contractual agreements, for example to
- State Office of Finance
- Federal and State Pension Institution
- Bavarian State Ministry of Science and the Arts
- Bavarian Supreme Audit Office
- Social insurance institutions
- Tax offices
- Competent authorities for vocational qualification according to §§ 71 and 73 BBiG and vocational colleges
- Municipal authorities and district administrative authorities in administrative police agendas (trade authority, responsibilities according to ArbSchG, etc.)
- Statutory interest groups
- University medical service
Electoral boards for elections, e.g. university elections, staff council elections
Data processing for IT administration
In order to fulfil applicable data security regulations and maintain the administration and security of our systems, we also process your corresponding data, e.g. user IDs, allocation of hardware and software, access data and log files.
Publication of professional contact details
Your professional contact details and responsibilities are made available on the intranet so that colleagues can contact you. Due to your professional field or position, your professional contact details may also be published on our website to enable external parties to contact you. This is done out of our legitimate interest in a smooth organisational process.
Processing of further data
Further personal data is only processed on a voluntary basis or on the basis of your consent.
Storage period
Your data will only be stored by us for the duration of the fulfilment of the respective purpose and until the expiry of any statute of limitations and statutory retention obligations.
Your rights
In principle, you have the rights to information, correction, deletion, restriction, data portability and objection. If you believe that the processing of your data violates data protection law or your data protection rights have been violated in any other way, you can lodge a complaint with the data protection authority.
For further questions and concerns, please contact:
University of Applied Sciences Weihenstephan-Triesdorf
Human Resources Department
Am Hofgarten 4
85354 Freising
E-mail: personal@hswt.deContact data protection officer
If you have any questions about data protection or how to exercise your rights, please contact the Data Protection Officer or the Data Protection Coordinator at Weihenstephan-Triesdorf University of Applied Sciences:
External Data Protection Officer of HSWT:
x-tention Informationstechnologie GmbH
Margot-Becke-Ring 37, 69124 Heidelbergdatenschutz@hswt.de (internal data protection coordination of the HSWT)
Status: 26/02/2025
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Data protection information in the context of recruitment
Data protection information on the processing of personal data in the context of your recruitment
In accordance with Art. 13 of the General Data Protection Regulation (GDPR), we inform you below about the collection of personal data as part of the recruitment process and employment at Weihenstephan-Triesdorf University of Applied Sciences.
Responsible for data collection
University of Applied Sciences Weihenstephan-Triesdorf
Human Resources Department
Am Hofgarten 4
85354 Freising
E-mail: personal@hswt.deYou can contact our Data Protection Officer or the Data Protection Coordinator of the University of Applied Sciences Weihenstephan-Triesdorf using the following contact details:
HSWT External Data Protection Officer:
x-tention Informationstechnologie GmbH
Margot-Becke-Ring 37, 69124 Heidelberg
datenschutzbeauftragter.hswt@x-tention.com ( direct confidential contact to the data protection officer)datenschutz@hswt.de (internal data protection coordination of the HSWT)
Data processing
The purpose of data collection is to be able to check whether you fulfil the requirements for recruitment to the civil service. For this purpose, you will be asked to make the following declarations, submit evidence or provide information:
- Information in the questionnaire on the examination of loyalty to the constitution, declaration of loyalty to the constitution and consent to obtaining necessary information from the State Office for the Protection of the Constitution and the Federal Commissioner for the Records of the State Security Service of the former German Democratic Republic
- Information in the questionnaire on relationships with the Scientology organisation
- Declaration of financial circumstances
- Declaration of previous convictions
- Copy/scan of identity card or passport (will be destroyed after verification of citizenship)
- Curriculum vitae with signature
- Completed and signed personnel form
- Photo file for the service card
- Birth certificate (also of children, if applicable)
- Marriage certificate
- Copy of the social security card
- Application for capital-forming benefits with contract (if desired)
- Certificate of good conduct (document type 0)
- Medical certificate in accordance with the Youth Labour Protection Act (adult trainees medical certificate from a doctor of your choice), which proves that you are medically fit for the intended training
- KV membership certificate
If you already have personnel files in the public sector due to your previous professional career, these will be requested for inspection.
In addition, if you are being recruited for jobs with special health requirements:
If you are employed in the area of ...................., a medical examination is required to clarify your health suitability due to the special health requirements. We commission the following to carry out this examination
- the company doctor;
- the public health officer
- Mrs/Mr ....................;
- Assessment centre for fitness to drive;
- .....................
The authorised doctor/authorised body will send you a certificate confirming that you are medically fit for the intended area of use. You will be asked separately by the authorised doctor/authorised body for your consent to the transmission of the certificate drawn up on the basis of the medical examination.
On the basis of the data transmitted, we will check whether the recruitment requirements for employment in the state sector are met. If an appointment is made, further personal data will be processed as part of the employment relationship, insofar as this is necessary for the performance of contractual and statutory employer obligations and for the implementation of organisational, personnel and social measures, in particular for the purposes of personnel administration or human resources management. We create a personnel file for this purpose.
Legal bases
The legal basis for data collection and data processing in the context of recruitment and employment is Art. 6 para. 1 sentence 1 lit. b, lit. c and e GDPR, Art. 9 para. 2 lit. b and h GDPR, Art. 88 para. 1 GDPR, Art. 8 para. 1 sentence 1 no. 2 and 3 BayDSG, § 611 BGB, § 3 para. 5 TV-L, § 4 TVA-L BBiG, § 4 TV-Prakt.
Disclosure
Your personal data will be forwarded by the HR department to the following external bodies, insofar as the forwarding of the data is necessary:
- Company doctor/medical officer/.................... to check your health suitability;
- previous place of employment to request any existing personnel files;
- competent public prosecutor's office or competent criminal court in the event of any criminal proceedings;
- State Office for the Protection of the Constitution or the Federal Commissioner for the Records of the State Security Service of the former German Democratic Republic, if required as part of the examination of constitutional compliance in the civil service;
- Ministry of Justice of the State of North Rhine-Westphalia for the examination of sanctioned persons pursuant to EU Regulation 881/2002
In order to obtain the above-mentioned information from third parties, the respective competent authorities will be informed that you intend to be employed at the University of applied sciences Weihenstephan-Triesdorf, stating your personal contact details.
If you are hired, your personal data will be passed on to the following external bodies within the scope of the employment relationship, for example, insofar as the passing on of the data is necessary in each case:
- State Office of Finance as the body responsible for payroll accounting and payment
- Pension institution of the federal and state governments
- Bavarian State Ministry of Science and the Arts
- Bavarian Supreme Audit Office
- Tax office
- Authorities responsible for vocational qualification in accordance with Sections 71 and 73 BBiG and vocational colleges
- Municipal authorities and district administrative authorities in administrative-police agendas (trade authority, responsibilities according to ArbSchG, etc.).
- additionally for people with severe disabilities or equalisation:
Due to your severely disabled status or equal status, which is verified during the recruitment process, your personal data will also be passed on to the following external bodies:
- Highest service authority of the business area: The personnel administration office transmits personal data annually to the responsible highest service authority in the form of a list of severely disabled and equivalent employees working in its area. Pursuant to Section 154 (2) No. 2 SGB IX, this authority is responsible for fulfilling the statutory obligation pursuant to Section 163 (2) SGB IX (including forwarding the list to the Federal Employment Agency).
- Insofar as your personal data is processed and stored electronically, the technical operation of our data processing systems is carried out by the state data centres and the State Office of Finance as processors.
The processing of your personal data (storage, deletion or destruction) in the context of the employment relationship is governed by Section 611 of the German Civil Code (BGB) and, by analogy, by Art. 103 et seq. BayBG (in particular Art. 110 BayBG).
Your rights
We would also like to inform you about your rights under the GDPR:
- If your personal data is processed, you have the right to obtain information about the data stored about you (Art. 15 GDPR, § 3 Para. 6 TV-L, § 3 Para. 6 TV-Ärzte, § 3 Para. 6 TV-Forst, § 6 Para. 1 TVA-L BBiG, § 6 Para. 1 TVA-L Pflege, § 6 TV-Prakt).
- If incorrect personal data is processed, you have the right to rectification (Art. 16 GDPR).
- If the legal requirements are met, you can request the erasure or restriction of processing and object to processing (Art. 17, 18 and 21 para. 1 GDPR).
- You also have the right to lodge a complaint with the Bavarian State Commissioner for Data Protection. You can contact him at the following contact details
The Bavarian State Commissioner for Data Protection (BayLfD)
Postal address:
P.O. Box 22 12 19
80502 MunichAddress:
Wagmüllerstraße 18
80538 Munich
Phone: +49 89 212672-0
Fax: +49 89 212672-50
E-mail: poststelle@datenschutz-bayern.de
Internet: https://www.datenschutz-bayern.de/Status: 26/02/2025
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Data protection information for students
Data protection information for students
Data protection is a major concern and legal obligation for the University of Applied Sciences Weihenstephan-Triesdorf (HSWT). In order to adequately protect the security of personal data during transmission, HSWT uses state-of-the-art encryption methods (e.g. SSL/TLS) and secure technical systems.
Responsible party
University of Applied Sciences Weihenstephan-Triesdorf
Am Hofgarten 4
D-85350 Freising
Phone: +49 8161 71-0
Email: info@hswt.de
Internet: www.hswt.deThe University of applied sciences Weihenstephan-Triesdorf is a public corporation. It is legally represented by its president Prof Dr Eric Veulliet.
Data protection officer
The official data protection officer of Weihenstephan-Triesdorf University of Applied Sciences can be contacted by email at datenschutzbeauftragter.hswt@x-tention.com and by telephone on +49 6221 360550.
You can contact the HSWT's internal data protection coordinator at datenschutz@hswt.de.
Purposes and legal bases of processing
Purposes
The University of Applied Sciences Weihenstephan-Triesdorf uses the personal data collected to process the application for a study place and the enrolment procedure following a successful application for a study place within the framework of the legal requirements. In the event of enrolment at the University of Applied Sciences Weihenstephan-Triesdorf, personal data will subsequently be processed for student and examination administration, to support the processing of international matters such as semesters abroad, for scholarship matters, as a basis for talent promotion or for evaluating the effectiveness of teaching methods and measures.
Application and enrolment procedures
In the application process, personal data is used for contact and handling the application process. After a successful application for a study place, the data provided will be processed for the subsequent enrolment procedure in accordance with legal requirements.
The data can also be used to inform people who are in the application process about other study programmes offered by the University of applied sciences.
Administration of system access
HSWT uses the data provided to control and manage system access (network, online portals, learning platforms, library use, room use).
Student and examination administration
In student and examination administration, the data is used for contact, application management (leave of absence, deadlines, recognition, etc.), the creation of certificates and diplomas as well as for internship, fee and examination administration within the framework of legal affairs.
Scholarship matters/student exchange
HSWT uses the Valucon software programme to record scholarship applications for the Germany Scholarship and uses the available data to provide targeted information on the next call for applications and invitations to the Entrepreneurs' Day. For some elite funding programmes, the University of Applied Sciences has the right to nominate candidates. For this purpose, the arithmetic examination grade point averages are calculated and the contact and performance data are transmitted to the external scholarship providers.
The personal data of students who receive funding for their stay abroad is recorded using the MoveOn software.
Invitation to the Alumni Portal
The University of Applied Sciences Weihenstephan-Triesdorf (HSWT) processes personal contact data of former students for the purpose of contacting them in order to invite them to participate in the HSWT alumni portal. The aim of this invitation is to maintain contact between the University of applied sciences and its graduates even after they have completed their studies and to give former students access to a network of graduates, students and university members. The alumni portal serves to promote exchange, networking and the provision of relevant information and offers from the University of applied sciences.
Legal basis
The legal basis for data processing in connection with student applications, enrolment, leave of absence, re-registration and de-registration is Art. 6 para. 1 letter e in conjunction with para. 3 letter b GDPR. (3) (b) GDPR in conjunction with Art. 87 of the Bavarian Higher Education Innovation Act (BayHIG), the Bavarian Higher Education Admission Act (BayHZG) and the enrolment, re-registration and de-registration statutes of Weihenstephan-Triesdorf University of Applied Sciences in their latest version as well as the Higher Education Statistics Act (HStatG). Otherwise, the processing is carried out to fulfil the public tasks assigned to the University of applied sciences by the BayHIG. The legal basis for this is Art. 6 para. 1 letter e, para. 3 letter b GDPR in conjunction with Art. 4 para. 1 BayDSG in conjunction with Art. 2 BayHIG. Art. 2 BayHIG.
The storage of private e-mail addresses and private telephone contact data is based on Art. 6 para. 1 letter e, para. 3 letter b GDPR in conjunction with Art. 4 para. 1 BayDSG: The private contact data enables the persons concerned and the University of applied sciences to process urgent cases such as examination scheduling, coordination of applications and decisions, etc. efficiently, which may not be possible using the HSWT e-mail address. The data processing is therefore necessary for the fulfilment of a task that has been assigned to the person responsible or the person responsible. Since private contact data is only used internally, is only passed on internally to authorised service units and is not passed on externally, this does not predominantly conflict with interests in safeguarding privacy and protecting personal data.
The legal basis for this data processing in the context of the invitation to the alumni portal is Art. 6 para. 1 lit. e GDPR in conjunction with Art. 4 para. 1 BayDSG and Art. 2 para. 3 sentence 3 BayHIG . The processing is carried out as part of the public task assigned to the University of applied sciences to maintain contact with former students and promote an active alumni network. If students wish to remain in contact with the University of applied sciences via the Alumni Portal after graduating or leaving, a separate registration in the HSWT Alumni Portal is required. The legal basis for the processing of personal data in the Alumni Portal is consent in accordance with Art 6 para 1 lit a GDPR.
Recipients or categories of recipients of the personal data
The University of Applied Sciences Weihenstephan-Triesdorf only passes on data on the basis of legal authorisations or with existing consent: Beyond this, no data is passed on.
For degree programmes that participate in the nationwide admissions comparison, the so-called dialogue-oriented service procedure (DoSV), application data is transmitted to the Foundation for University Admission responsible for the DoSV (see www.hochschulstart.de) for the nationwide application and admissions comparison and compared with the data stored there (legal basis § 2 para. 1 and para. 4 Bavarian University Admission Ordinance).
In the context of admission and the course of study, personal data is compared with the health insurance company (legal basis: § 199a SGB V) and, if necessary, data is transferred to the Munich or Nuremberg Student Union in connection with Federal Education and Training Assistance Act (Federal Education and Training Assistance Act) applications submitted there (legal basis §§ 47 / 48 Federal Education and Training Assistance Act - Federal Education and Training Assistance Act).
The library system of the University of applied sciences Weihenstephan-Triesdorf is hosted at the Leibniz computer centre, an institute of the Bavarian Academy of Sciences and Humanities. Technical support is provided by the Bavarian State Library Network Centre and the Weihenstephan-Triesdorf University of Applied Sciences Library.
The University of applied sciences has the right to nominate potential candidates from among the students for some elite funding programmes. The University of applied sciences passes on contact and performance data on the basis of Art. 27 of the Bavarian Data Protection Act (BayDSG).
The University of Applied Sciences Weihenstephan-Triesdorf analyses anonymised study progress data in order to optimise advisory services and support measures.
Planned storage period of personal data
Personal data is only stored by Weihenstephan-Triesdorf University of Applied Sciences for as long as necessary for the intended purpose or as required by law.
Applicants' data is used to process applications and to provide information about further study programmes during the ongoing application process. If applications are unsuccessful, this data will be deleted six months after the end of the application process (Art. 17 para. 1 lit. a GDPR). In the case of archival value, the deletion only takes place after the data has been offered to the archive (Art. 89 GDPR in conjunction with Art. 26 para. 6 BayDSG n.F.)
The University of Applied Sciences Weihenstephan-Triesdorf stores the personal data of enrolled students for the duration of their studies in accordance with the legal requirements:
- Applications and other correspondence are stored for the duration of the degree programme and for six months thereafter in order to be able to track the course of studies and, if necessary, issue corresponding certificates etc.
- Examination documents must be stored for two years in accordance with Section 32 (1) of the General Study and examination regulations of Weihenstephan-Triesdorf University of Applied Sciences (ASPO), starting at the end of the calendar year in which the result of the respective module examination was communicated. Examination documents that are the subject of an objection or legal action will be stored until the legally binding conclusion of the proceedings.
- A reduced examination file is stored for a period of 50 years in accordance with Section 32 (2) ASPO with information on the enrolment period, examination results, de-registration and the awarding of the academic degree. The retention period begins at the end of the calendar year in which the student was de-registered.
- Personal data relating to financial transactions (student union fees, tuition fees for part-time Bachelor's and Master's degree programmes) are stored for a period of ten years on the basis of budgetary and tax law.
- Data in the library systems will be deleted after exmatriculation. If an account is still debited with loans or fees, data will be cancelled until the account is cleared and deleted immediately afterwards.
Obligation to provide personal data and possible consequences of non-provision
In accordance with Art. 87 Para. 2 of the Bavarian Higher Education Innovation Act (BayHIG), students are obliged to provide all personal data relevant to the processing of their application and their studies. If requested, decision-relevant data is not provided, any claims based on this data (e.g. for admission to studies, enrolment, examinations, leave of absence, deadline extensions and admissions, etc.) may be lost.
Automated decision-making / profiling
In the area of talent promotion at the University of Applied Sciences Weihenstephan-Triesdorf, for scholarship proposals (see above), information for talent promotion, scholarship programmes and advertised positions is made available to all students on the usual portals.
When applying for a semester abroad at a foreign partner university, students are required to submit a grade transcript with their current average grade. In addition to other criteria, this is included in the selection decision and allocation of places.
Rights of data subjects
According to the General Data Protection Regulation, you have the following rights:
- If personal data is processed, data subjects have the right to obtain information about the personal data stored about them (Art. 15 GDPR).
- If incorrect personal data is processed, they have the right to rectification (Art. 16 GDPR).
- If the legal requirements are met, data subjects can request the erasure or restriction of processing (Art. 17, 18 GDPR).
- If consent to data processing has been given or if a contract for data processing exists and data processing is carried out using automated procedures, data subjects may have the right to data portability (Art. 20 GDPR).
- Data subjects have the right to withdraw their declaration of consent under data protection law at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal (Art. 7 GDPR).
- Data subjects have the right to request information on whether automated decision-making, including profiling, exists (Art. 22 GDPR).
- Data subjects have the right to object to the processing of their data at any time for reasons arising from their particular situation if the processing is carried out exclusively on the basis of Art. 6 para. 1 subpara. 1 lit. e or f GDPR (Art. 21 para. 1 sentence 1 GDPR).
If the above-mentioned rights are exercised, the public authority will check whether the legal requirements for this are met.
You also have the right to lodge a complaint with a supervisory authority. The authority responsible for the University of applied sciences Weihenstephan-Triesdorf is the Bavarian State Commissioner for Data Protection.
This can be reached at the following contact details
The Bavarian State Commissioner for Data Protection (BayLfD)Postal address:
P.O. Box 22 12 19
80502 MunichAddress:
Wagmüllerstraße 18
80538 MunichPhone: +49 89 212672-0
Fax: +49 89 212672-50E-mail: poststelle@datenschutz-bayern.de
Internet: https://www.datenschutz-bayern.de/Other information on our privacy policy
The University of Applied Sciences Weihenstephan-Triesdorf reserves the right to occasionally adapt this data protection declaration so that it always complies with current legal affairs or to implement changes to the services in the data protection declaration, e.g. when introducing new services. The new privacy policy will then apply when you visit the website again.
Status: 26/02/2025
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Data protection information in the context of the alumni portal
Data protection information on the processing of personal data in the context of the Alumni Portal
General information on data processing
- The following data protection provisions relate to the personal data of users of the portal available on the Internet at www.hswt-alumni.de (hereinafter referred to as the portal). According to Art. 4 No. of the General Data Protection Regulation (GDPR), personal data is any information relating to an identified or identifiable natural person.
- Name and contact details of the controller:
Controller within the meaning of Art. 4 No. 7 GDPR:
University of applied sciences Weihenstephan-Triesdorf
Am Hofgarten 4
85354 Freising
Internet: www.hswt.de - Name and contact details of the data protection officer:
x-tention Informationstechnologie GmbH
Margot-Becke-Ring 37
69124 Heidelberg
datenschutzbeauftragter.hswt@x-tention.com
Collection and processing of personal data
- The user allows HSWT to use all data provided internally for the purposes of alumni work (collection, recording, organisation, structuring, storage, adaptation, modification, retrieval, querying, use, comparison, linking, forwarding, deletion, destruction). The legal basis for the processing of personal data in the context of the alumni portal is your consent within the meaning of Art. 6 para. 1 lit. a GDPR, which you can revoke at any time with effect for the future. HSWT complies with the laws applicable to the processing of personal data. HSWT is only permitted to use data for purposes other than the fulfilment of its tasks and purposes - apart from express consent - if it is obliged to do so due to legal affairs, the fulfilment of a contract or to protect legitimate interests, provided that the interests of the data subjects do not prevail.
- The user authorises HSWT to exchange and pass on selected data for the purposes of alumni work and the distribution of information.
- The user can specify the data provided in the portal - with the exception of the mandatory data (see para. 4). The user determines which data can be seen by other alumni in the portal by ticking/activating the "Visible to others" checkbox. This allows users to decide for themselves whether only administrators or other users can see this data. If the box is not ticked, this data is not visible to other users, but only to administrators. In general, users can also set their entire profile to "private" by selecting the "Private profile" option under the "Settings" tab in profile editing (only very limited display of profile picture and self-description for other users).
HSWT undertakes to treat the data provided by the user in the portal confidentially and not to pass it on to third parties in any way other than specified in the terms of use. - During registration, the following minimum data (mandatory data) is collected and processed to create a personal profile: First name, surname, maiden name, date of birth, age, gender, email address, street, house number, postcode and town, country, period of study, degree programme. It is not possible to register on the portal without providing the mandatory data.
- In the course of registering for the portal or after registration, the following personal data can be entered voluntarily in the personal profile. The voluntary data serves to complete the personal profile and enables HSWT to develop target group-specific offers, but is not a prerequisite for using the portal.
This includes:
- Further personal details (name affix, academic degree, uploaded profile photo, family status, nationality, additional address, telephone, mobile phone, self-description "About me", interests, offers, looking for, homepage, own social media profiles, CV)
- Information on professional situation, qualifications & further education (matriculation number, alumni year, employer, place of work, position, industry, qualifications, alternative connection to university, languages, place of study, university of applied sciences, degree programme, core subjects, type of degree, thesis, doctoral topic, scholarships)
- If content is commented on, it is visible to all other users if the commented content is also public. In the case of non-public content, the comments are also not visible to the public, but only after logging into the portal.
Once a comment has been published, it can still be changed by the person who made it within the first ten minutes of publication, but cannot be deleted. After this time, only administrators and authors of the content can edit or delete the comment.
Use and disclosure of personal data
- The mandatory data is required for the processing and administration of the portal, to check your authorisation to register on the portal, to create your personal profile and the internal digital member directory and to manage your membership.
- The portal is managed by HSWT staff. In this context, they are given access to any personal data that is disseminated via the portal.
- The personal data is transmitted to our service provider and provider of the portal, NewDefinition GmbH, Wiesbaden, Germany.
The provider's complete data protection concept is available as a pdf download at the following link: https://hilfe.newdefinition.de/rechtliches/datenschutz/ - The transfer of personal data to a third country or an international organisation is excluded. The HSWT Alumni Portal is hosted exclusively on servers in Germany by our data processor NewDefinition GmbH, Wiesbaden, Germany, in accordance with Art. 28 GDPR.
- Every user can delete their user profile and cancel any associated membership at any time. The user can delete their data immediately or leave it for the remaining membership term and then have it deleted automatically at the end of the membership. Upon termination of membership, personal data is deleted as soon as it is no longer required. Data that is subject to a legal or statutory retention obligation will be blocked for further use and deleted after expiry of the retention obligation in accordance with § 3, sentence 1. All other data is deleted from the system after 4 weeks at the latest, both in live operation and in the data backup. The deletion takes place in two stages: first, all user data is anonymised so that it is no longer visible to other users and historical entries such as comments are anonymised, then the personal data is permanently and irrevocably deleted.
- Logging: significant data changes and processing operations, in particular to personal data with regard to collection, modification, retrieval by download and deletion, are logged. Changes are logged with the user making them, the date and time and the data fields affected. Changes to the content are not logged.
- Automated decision-making and profiling: No automated decision-making or profiling takes place within the HSWT alumni portal.
Purpose of the processing
The purpose of data processing in the context of the alumni portal of Weihenstephan University of Applied Sciences Triesdorf (HSWT) is primarily to promote alumni work and to maintain the network between former students, current members and the university. The personal data of users is collected, stored and processed in order to ensure the operation and administration of the portal, to create a personal profile and an internal member directory and to enable dialogue within the alumni community. The data is also used to provide target group-specific information and offers from the University of applied sciences.
Rights of the data subjects
Within the framework of the legal provisions, in particular the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG), every member has the right to information about the personal data stored about them, its recipients and the purpose of storage, as well as to correction, deletion or blocking, restriction, objection and transferability of their data. Upon request, each user can be provided with the data stored about them independently in a machine-readable, common csv data format.
In accordance with Article 77 GDPR, every user also has the right to lodge a complaint with a data protection supervisory authority if they believe that the processing of their personal data violates this regulation.
Revocation
- Consent to the data protection provisions is voluntary.
- Consent can be revoked at any time with effect for the future. The declaration of revocation should be sent to: University of Applied Sciences Weihenstephan-Triesdorf, Central Alumni Management, Am Hofgarten 4, 85354 Freising, e-mail: alumni@hswt.de. In the event of cancellation, the user's data will be irretrievably deleted from the portal.
Data security
- Each login to the system is only possible with a combination of individual user name/e-mail address and password. The password is assigned by the user himself. Passwords cannot be viewed by any other person in plain text.
- Data transfer encryption: All data transfer via standard browsers with the system is encrypted by default using a separate domain-validated SSL certificate with up to 256-bit and security display in the browser. All data transmitted by you personally is encrypted using the common and secure TLS (Transport Layer Security) standard. TLS is a secure and tried-and-tested standard that is also used in online banking, for example. You can recognise a secure TLS connection by the s appended to the http (i.e. ...) or by the lock symbol in the address bar of your browser.
- An inactive login is automatically cancelled after 24 hours (automatic session timeout). If the user has activated the "stay logged in" option when logging in, automatic logout takes place after 180 days.
- Technical and organisational security measures protect data against accidental or intentional manipulation, partial or complete loss, destruction or unauthorised access by third parties. The security measures are continuously improved in line with technological developments.
Status: 26/02/2025
For reasons of good readability, the generic masculine is used in the text. These formulations include both female and male persons; all are of course addressed equally.
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Data protection information for those placed on the list in the appointment procedure
Data protection information on the processing of personal data in the context of your list placement
In the following we inform you in accordance with Art. 13 of the General Data Protection Regulation (GDPR) about the collection of personal data in the context of the appointment procedure and possible employment at the University of applied sciences Weihenstephan-Triesdorf.
Responsible for data collection
University of Applied Sciences Weihenstephan-Triesdorf
Human Resources Department
Am Hofgarten 4
85354 Freising
E-mail: personal@hswt.deYou can contact our Data Protection Officer or the Data Protection Coordinator of the University of Applied Sciences Weihenstephan-Triesdorf using the following contact details:
HSWT External Data Protection Officer:
x-tention Informationstechnologie GmbH
Margot-Becke-Ring 37, 69124 Heidelberg
datenschutzbeauftragter.hswt@x-tention.com (direct confidential contact to the data protection officer)
datenschutz@hswt.de (internal data protection coordinator of HSWT)Data processing
The purpose of data collection is to be able to check whether you fulfil the requirements for recruitment to the civil service. For this purpose, you will be asked to make the following declarations, submit evidence or provide information:
- Information in the questionnaire on the examination of loyalty to the constitution, declaration of loyalty to the constitution and consent to obtaining necessary information from the State Office for the Protection of the Constitution and the Federal Commissioner for the Records of the State Security Service of the former German Democratic Republic
- Information in the questionnaire on relationships with the Scientology organisation
- Declaration of financial circumstances
- Declaration of previous convictions
- Copy/scan of identity card or passport (will be destroyed after verification of citizenship)
- Curriculum vitae with signature
- Completed and signed personnel form
- Photo file for the service card
- Birth certificate (also of children, if applicable)
- Marriage certificate
- Copy of the social security card
- Application for capital-forming benefits with contract (if desired)
- Certificate of good conduct (document type 0)
- Medical certificate in accordance with the Youth Labour Protection Act (adult trainees medical certificate from a doctor of your choice), which proves that you are medically fit for the intended training
- KV membership certificate
If you already have personnel files in the public sector due to your previous professional career, these will be requested for inspection.
In addition, if you are being recruited for jobs with special health requirements:
If you are employed in the area of ...................., a medical examination is required to clarify your health suitability due to the special health requirements. We commission the following to carry out this examination[1]
- the company doctor;
- the public health officer;
- Mrs/Mr ....................;
- Assessment centre for fitness to drive;
- the competent body for the medical examination to assess health suitability.
The authorised doctor/authorised body shall send a certificate confirming that the applicant is medically fit for the intended area of use. You will be asked separately by the authorised doctor/authorised body for your consent to the transmission of the certificate issued on the basis of the medical examination.
On the basis of the data transmitted, we will check whether the recruitment requirements for employment in the state sector are met. If an appointment is made, further personal data will be processed as part of the employment relationship, insofar as this is necessary for the performance of contractual and statutory employer obligations and for the implementation of organisational, personnel and social measures, in particular for the purposes of personnel administration or human resources management. We create a personnel file for this purpose.
Legal bases
The legal basis for data collection and data processing in the context of recruitment and employment is Art. 6 para. 1 sentence 1 lit. b, lit. c and e GDPR, Art. 9 para. 2 lit. b and h GDPR, Art. 88 para. 1 GDPR, Art. 8 para. 1 sentence 1 no. 2 and 3 BayDSG, § 611 BGB, § 3 para. 5 TV-L, § 4 TVA-L BBiG, § 4 TV-Prakt.
Disclosure
Your personal data will be forwarded by the HR department to the following external bodies, insofar as the forwarding of the data is necessary in each case:
- the competent body for the medical examination to check your health suitability;
- previous place of employment to request any existing personnel files;
- competent public prosecutor's office or competent criminal court in the event of any criminal proceedings;
- State Office for the Protection of the Constitution or the Federal Commissioner for the Records of the State Security Service of the former German Democratic Republic, if required as part of the examination of loyalty to the constitution in the civil service;
- Ministry of Justice of the State of North Rhine-Westphalia for the examination of sanctioned persons pursuant to EU Regulation 881/2002
In order to obtain the above-mentioned information from third parties, the respective competent authorities will be informed that you intend to be employed at the University of Applied Sciences Weihenstephan-Triesdorf, stating your personal contact details.
If you are hired, your personal data will be passed on to the following external bodies within the scope of the employment relationship, for example, insofar as the passing on of the data is necessary in each case:
- State Office of Finance as the body responsible for payroll accounting and payment
- Pension institution of the federal and state governments
- Bavarian State Ministry of Science and the Arts
- Bavarian Supreme Audit Office
- Tax office
- Authorities responsible for vocational qualification in accordance with Sections 71 and 73 BBiG and vocational colleges
- Municipal authorities and district administrative authorities in administrative-police agendas (trade authority, responsibilities according to ArbSchG, etc.).
- additionally for people with severe disabilities or equalisation:
Due to your severely disabled status or equal status, which is verified during the recruitment process, your personal data will also be passed on to the following external bodies:
- Highest service authority of the business area: The personnel administration office transmits personal data annually to the responsible highest service authority in the form of a list of severely disabled and equivalent employees working in its area. Pursuant to Section 154 (2) No. 2 SGB IX, this authority is responsible for fulfilling the statutory obligation pursuant to Section 163 (2) SGB IX (including forwarding the list to the Federal Employment Agency).
- Insofar as your personal data is processed and stored electronically, the technical operation of our data processing systems is carried out by the state data centres and the State Office of Finance as processors.
The processing of your personal data (storage, deletion or destruction) in the context of the employment relationship is governed by Section 611 of the German Civil Code (BGB) and, by analogy, by Art. 103 et seq. BayBG (in particular Art. 110 BayBG).
Your rights
We would also like to inform you about your rights under the GDPR:
- If your personal data is processed, you have the right to obtain information about the data stored about you (Art. 15 GDPR, § 3 Para. 6 TV-L, § 3 Para. 6 TV-Ärzte, § 3 Para. 6 TV-Forst, § 6 Para. 1 TVA-L BBiG, § 6 Para. 1 TVA-L Pflege, § 6 TV-Prakt).
- If incorrect personal data is processed, you have the right to rectification (Art. 16 GDPR).
- If the legal requirements are met, you can request the erasure or restriction of processing and object to processing (Art. 17, 18 and 21 para. 1 GDPR).
- You also have the right to lodge a complaint with the Bavarian State Commissioner for Data Protection. You can contact him at the following contact details
The Bavarian State Commissioner for Data Protection (BayLfD)
Postal address:
P.O. Box 22 12 19
80502 MunichAddress:
Wagmüllerstraße 18
80538 Munich
Phone: +49 89 212672-0
Fax: +49 89 212672-50
E-mail: poststelle@datenschutz-bayern.de
Internet: https://www.datenschutz-bayern.de/Status: 26/02/2025