Data Privacy

Data protection
The Studierendenwerk Ulm takes the protection of your data very seriously, which is why we have compiled important information on the subject of data protection for you on this page.
This data protection declaration informs users about the type, scope and purpose of the collection and use of personal data on this website.

The collection and use of personal data is carried out in accordance with the provisions of the DS-GVO and in compliance with the country-specific data protection regulations.

As a service provider, we are responsible for our own content on these pages in accordance with general laws. We regularly maintain and revise our website to keep it up-to-date. Nevertheless, we cannot guarantee the permanent correctness of all information.

Our website also contains links to third-party websites. We have no influence on the content. The respective provider or operator of the sites is always responsible for the content of the linked sites. We therefore accept no responsibility for their content.

Responsible
Responsible for the data collection and processing described below is the
Ulm Student Union
Institution under public law
James-Franck-Ring 8
89081 Ulm

Personal Data
As a rule, you can visit the Studierendenwerk Ulm website without providing any personal data. However, if a data subject wants to use special services of the Studierendenwerk Ulm via our website, processing of personal data could become necessary. If the processing of personal data is necessary, the information you provide is always voluntary.

Data security
The Studierendenwerk Ulm uses technical and organisational security measures in order to protect the data you have provided against accidental or intentional manipulation, loss, destruction or against access by unauthorised persons. Our security measures are continuously improved in line with technological developments.

We would like to point out that data transmission on the Internet (e.g. communication by e-mail) can have security gaps. Complete protection of data against access by third parties is not possible.

Collection, processing, use and transfer of personal data and purpose limitation
All personal data collected by the Studierendenwerk Ulm within the scope of its internet services is collected, processed and used in accordance with the applicable regulations on the protection of personal data and only for the purpose of fulfilling our legal obligations. Your personal data will only be used to the extent permitted by law or with your consent. It will not be published or passed on to third parties unless you have expressly given your consent or it is required or permitted by law.

Application for a place in a hall of residence
To apply for a place in a hall of residence, use our online portal. We use the software of a specialised IT service provider. The service provider's forms are embedded in our web portal. All your data will be processed by the IT service provider on our behalf. The online application only asks for data that is necessary for the placement of a place in a residential home. Your application data is entered online by you, the data transfer is secured by encryption. A complete application consists of the following data:

Mandatory data:

• Your personal data (surname, first name, date of birth, gender, marital status, nationality, e-mail address, address, telephone number).
• City in which the residence place is desired
• Preferred form of housing (single flat, shared flat, etc.)
• Desired residential complex
• Desired move-in date
• Your home address
• University
• Course of study
• Current semester

Voluntary information:

• Rent cap
• Desired rental period
• Number of children
• Disability
• Smoker/non-smoker
• Support
• Car available
• Mobile phone number
• Semester address
• Uploads (photo or other documents, e.g. certificate of study, severely disabled ID)
• Matriculation number
• Notes

After submitting the online application, you will receive a confirmation link by e-mail. Please confirm this link within 14 days, otherwise your application will not be considered. We will only use your personal data from your online application to arrange a place in a residence. If we are able to make you an offer, we will usually inform you by letter. In addition, you will receive an irregular e-mail in which we ask you whether you are still interested in a place in the hall of residence.

An e-mail from the Studierendenwerk Ulm is unencrypted; if you do not wish to communicate with us unencrypted, you are welcome to contact us by telephone.

Appointment Reservation of the Psychosocial Counselling Centre PBS
On our website, we use an online service provided by Terminland GmbH, Kreuzberger Ring 44a, 65205 Wiesbaden (www.terminland.de/impressum) to publish and reserve appointments for initial counselling at the PBS.
If you do not wish to do this, please use one of the options for making appointments that we also offer and which are described on the relevant page.

Personal data is only collected to the extent necessary in the context of this online appointment booking. If the user enters data himself, this is done voluntarily; if mandatory data is collected, it is indispensable for the use of the service. The data collected will not be passed on and will only be used for the purpose stated in each case. The user may revoke the consent to the collection and use of his/her personal data at any time with effect for the future.

An agreement on commissioned data processing has been concluded with Terminland GmbH.

Book-a-Mensa - online reservation system
The online reservation system serves to protect your health, that of our employees, rapid traceability of possible chains of infection with the novel Covid 19 virus and compliance with the legal provisions in force in the course of the pandemic. The legal basis is Art. 6 para. 1 lit. c DS-GVO and the respectively valid ordinance of the Baden-Württemberg state government on infection control measures against the spread of the SARS-CoV-2 virus (Corona ordinance CoronaVO) as well as the respectively valid ordinance of the Ministry of Economics on infection control measures against the spread of the SARS-CoV-2 virus in the business area of the Ministry of Science (Corona ordinance Studienbetrieb und Kunst - CoronaVO Studienbetrieb und Kunst).

The following data will be collected from you in the online reservation system:
First and last name, street and house number, postcode and city, telephone number, e-mail address, verification code, date as well as start and end of the reserved time slots, times of scanning the reservation (entering the institution), if applicable, times of cancelling a reservation.
This data collection is solely for the above purpose. Your personal data will not be used for any other purpose.
According to the current legal situation, the data will be kept for 30 days. After this time, the personal data will be deleted or irrevocably anonymised.
The data will only be transferred to the health authorities after a written request from them. For the purposes of infection control, the currently applicable legal provisions require us to provide information to the competent health authorities. If your personal data is requested by the competent health authority, the respective district administrator or mayor is responsible for the further processing of your personal data with the health authorities.

By entering your data in the online reservation system, you also give your consent to the use of data. You are entitled to the data subject rights according to Art 12-22 DS-GVO.
An agreement on commissioned data processing has been concluded with Infomax Gesellschaft für Multimedia-Kommunikation mbH.

Click & Collect / Pre-order To-Go Offer
Click & Collect pursues the goal of access control and thus serves to protect your health in the Corona pandemic. In addition, pre-ordering avoids overproduction and thus makes an active contribution to sustainable business management.
By providing your data, you also give your consent to the use of data (Art. 6 para. 1 lit. a DS-GVO). The following data is collected from you in the ordering system:
Selected meal and, if applicable, other products, first and last name, e-mail address, verification code, date as well as start and end of the selected time slot, times of the scan of the reservation, if applicable, times of the cancellation of a reservation.
Your personal data will not be used for any other purpose than for the operation of the pre-order system described here.
Your personal data (first and last name, e-mail address) will be deleted from the ordering system after 30 days, the other data of the order will remain. This period is used to determine whether meals have (repeatedly) not been collected.
You are entitled to the data subject rights according to Art 12-22 DS-GVO (see below - Your rights as a user).
An agreement on commissioned data processing has been concluded with Infomax Gesellschaft für Multimedia-Kommunikation mbH.

Storage of the IP address
Every time a page of the Studierendenwerk Ulm is accessed and every time a file is retrieved, the following data is logged and evaluated for statistical purposes and troubleshooting:

• Date and time
• IP address of the calling programme
• Our web server address
• The file retrieved (access address)
• HTTP status code
• Amount of data transmitted (in bytes)
• "Referer" address, if available
• Browser type, if available

IP addresses are anonymised every night; only the last two domain parts are retained. Personal user profiles cannot be created from the IP addresses formed in this way. The anonymised IP addresses and all other data are statistically analysed once a month and deleted after 35 days. The legal basis is Art. 6 para. 1 lit. f DS-GVO.

Use of cookies
Most pages of the Studierendenwerk Ulm can be used without cookies being set. Only a few pages set a session cookie, which records the identity of the browser session on your computer and is deleted from your computer at the end of the browser session. An evaluation does not take place. A reference to the person of the user is excluded.

Contacting us via the website
The website of the Studierendenwerk Ulm contains corresponding information (e-mail addresses as well as contact forms, from which e-mails are generated from the entered data and possibly file attachments) for quick electronic contact. If you communicate with the Studierendenwerk Ulm via e-mail, the personal data you send will be saved automatically. Such personal data transmitted on a voluntary basis will only be used for the intended purpose. This personal data will not be passed on to third parties.

Please note that e-mail communication with the Studierendenwerk Ulm is not encrypted. There is no sufficient security against unauthorised access by third parties.

Your rights as a user
When processing your personal data, the DS-GVO grants you as a website user certain rights:

• Right to information (Art. 15 DS-GVO)
  You have the right to request confirmation as to whether personal data concerning you is being processed; if this is the case, you have the right to information about this personal data and to the information listed in detail in Art. 15 DS-GVO.
• Right to rectification and erasure (Art. 16 and 17 DS-GVO)
  You have the right to request without undue delay the rectification of any inaccurate personal data concerning you and, where applicable, the completion of any incomplete personal data. You also have the right to request that the personal data in question be deleted without delay if one of the reasons listed in detail in Art. 17 DS-GVO applies, e.g. if the data is no longer required for the purpose pursued.
• Right to restriction of processing (Art. 18 DS-GVO)
  You have the right to request the restriction of processing if one of the conditions listed in Art. 18 DS-GVO applies, e.g. if you have objected to the processing, for the duration of any review.
• Right to data portability (Art. 20 DS-GVO)
  In certain cases, which are listed in detail in Art. 20 DS-GVO, you have the right to receive the personal data concerning you in a structured, common and machine-readable format or to request the transfer of this data to a third party.
• Right of objection (Art. 21 DS-GVO)
  If data is collected on the basis of Art. 6 (1) (e) and (f) DS-GVO (data processing for the protection of legitimate interests), you have the right to object to the processing at any time for reasons arising from your particular situation. We will then no longer process the personal data unless there are demonstrably compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject, or the processing serves to assert, exercise or defend legal claims.
• Right of appeal to a supervisory authority
  Pursuant to Art. 77 DS-GVO, you have the right to lodge a complaint with a supervisory authority if you are of the opinion that the processing of data concerning you violates data protection provisions. The right of complaint can be asserted in particular before a supervisory authority in the member state of your place of residence, your place of work or the place of the alleged infringement.