Privacy policy

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.de

Contact 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 Heidelberg

datenschutzbeauftragter.hswt@x-tention.com (direct confidential contact to the data protection officer)

datenschutz@hswt.de (internal data protection coordination of the HSWT)

Status: 26/02/2025

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.de

You 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 Munich

Address:

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

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.de

The 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 Munich

Address:

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/

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

Data protection information on the processing of personal data in the context of the Alumni Portal

General information on data processing

1. 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.
2. 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
3. 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

1. 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.
2. The user authorises HSWT to exchange and pass on selected data for the purposes of alumni work and the distribution of information.
3. 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.
4. 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.
5. 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:
   
   1. 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)
   2. 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)
6. 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

1. 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.
2. The portal is managed by HSWT staff. In this context, they are given access to any personal data that is disseminated via the portal.
3. 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/
4. 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.
5. 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.
6. 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.
7. 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

1. Consent to the data protection provisions is voluntary.
2. 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

1. 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.
2. 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.
3. 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.
4. 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.

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.de

You 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 Munich

Address:
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

Data protection information regarding the processing of personal data in connection with your participation in the “HSWT TalentLab” talent network

In accordance with Article 13 of the General Data Protection Regulation (GDPR), we hereby provide you with information regarding the collection of personal data in connection with your participation in the talent pool of Weihenstephan-Triesdorf University of Applied Sciences.

Data controller

Weihenstephan-Triesdorf University of Applied Sciences
Human Resources Department
Am Hofgarten 4
85354 Freising
Email: personal@hswt.de

You can contact our Data Protection Officer or the Data Protection Coordinator at Weihenstephan-Triesdorf University of Applied Sciences using the following contact details:

External Data Protection Officer for HSWT:

x-tention Informationstechnologie GmbH
Margot-Becke-Ring 37, 69124 Heidelberg
datenschutzbeauftragter.hswt@x-tention.com (direct confidential contact with the Data Protection Officer)

datenschutz@hswt.de (Internal Data Protection Coordination at HSWT)

Data processing

The purpose of data collection is to enable registration for the “HSWT TalentLab” talent network and, based on the data, skills and interests you provide, to assign your profile to a suitable group within the talent network and to send you targeted information. This includes, in particular, invitations to events, workshops and other offers related to the “HSWT TalentLab”.

A further purpose of data collection is to use your details to check whether your profile matches the requirements of current vacancies or future open positions and, if there is a match, to contact you by email. The decision to apply is voluntary and remains with you.

Legal basis

The legal basis for data collection and processing in connection with participation in the talent pool, the receipt of event invitations and active recruitment is Article 6(1)(a) of the GDPR

Recipients/Categories of Recipients

Within HSWT, access is granted only to those departments involved in the planning and execution, communication or follow-up of the respective event or workshop (e.g. event management, relevant academic departments, public relations), as well as to those departments that need to contact you should your details match current or future vacancies. In addition, where necessary, we engage service providers who process personal data on our behalf, such as IT and hosting service providers or platforms for hosting the applicant portal (e.g. “d.vinci HR Systems GmbH”). Where such service providers are engaged as data processors, this is done on the basis of a contract in accordance with Article 28 of the GDPR. Data will only be disclosed to authorities and public bodies where this is required by law or necessary for the establishment, exercise or defence of legal claims.

Possible transfers to third countries and adequate level of data protection

We do not, as a matter of principle, intend to transfer personal data to countries outside the European Union (EU) or the European Economic Area (EEA). However, where processing in a third country cannot be ruled out for individual services used, we ensure in advance that the requirements of Articles 44 et seq. of the GDPR are met. This is achieved in particular through an adequacy decision or by means of appropriate safeguards (e.g. standard contractual clauses) and – where necessary – additional protective measures.

Planned retention period for personal data

All personal data will be processed for the duration of the stated purpose, but for a maximum of 3 years from the end of the year following the date of registration, or until revoked, and will be deleted thereafter.

Automated decision-making

Automated decision-making, including profiling within the meaning of Article 22 of the GDPR, does not take place.

Data subject rights

We hereby inform you that, in accordance with Articles 15 et seq. of the GDPR, you have the right to request information about the personal data concerned, as well as the right to rectification, erasure or restriction of processing, the right to object to processing, and the right to data portability, subject to the conditions defined therein. You also have the right, pursuant to Article 77 of the GDPR, to lodge a complaint with a data protection supervisory authority if you consider that the processing of your personal data infringes this Regulation. If the processing is based on your consent (see Article 6(1)(a) of the GDPR), you also have the right to withdraw your consent at any time, without this affecting the lawfulness of the processing carried out on the basis of your consent prior to its withdrawal.

Postal address:

Postfach 22 12 19
80502 München

Address:

Wagmüllerstraße 18
80538 München
Tel.: +49 89 212672-0 
Fax: +49 89 212672-50 
E-Mail: poststelle@datenschutz-bayern.de
Internet: https://www.datenschutz-bayern.de/

Stand: 28.04.2026