A high level of data protection and data security is important to Hamburg University of Technology (TU Hamburg), in particular to protect your privacy.

In this context, TU Hamburg informs you which personal data is collected and processed as part of the application and admission procedure as well as for the purpose of studies (teaching and research) and student administration, including planning and organization.

1. Name and contact details of the person responsible

Hamburg University of Technology KdöR
Am Schwarzenberg-Campus 1
21073 Hamburg

Represented by the President, Prof. Dr. Andreas Timm-Giel

2. Data protection officer

External data protection officer of the TU Hamburg

datenschutz nord GmbH

Konsul-Smidt-Strasse 88

28217 Bremen

Web: www.datenschutz-nord-gruppe.de

E-mail: office(at)datenschutz-nord.de

3. Processing purposes and legal bases

a. Purposes of processing

TU Hamburg collects and processes your personal data in order to fulfill a legal obligation to which TU Hamburg is subject (Art. 6 para. 1 lit. c GDPR), as well as to perform tasks that are in the public interest and have been assigned to TU Hamburg (Art. 6 bs. 1 lit. e GDPR). This is done in conjunction with the laws, statutes and regulations listed below (see b. Legal bases). Consent to the processing of your personal data is only used in exceptional cases (Art. 6 para. 1 lit. a GDPR). The following processing purposes arise in the context of a study program:

Student administration: Application, enrolment, creation and administration of a student ID card, Germany semester ticket, creation of enrolment certificates, fee collection and re-registration, application management (leave of absence, deadlines, recognition, etc.), student advisory service and student advisory service. Applications and student administration are handled by TU Hamburg's campus management system TUNE (HISinOne).

Examination administration: In the examination administration, data is processed for the organization and execution of examinations, as well as for the administration and communication of results, the creation of performance records and certificates within the framework of the legal requirements.

Communication: Furthermore, personal data is used for internal university communication, e.g. creating a data record in the library management system, library registration, as well as for the introduction, testing, support and maintenance of IT systems and their applications.

Scholarship matters: Personal data is processed to check the formal requirements as well as for scholarship administration

Study abroad: The Department of International Affairs receives personal data collected as part of the online application for exchange places or scholarships for stays abroad (online form and online application documents via Mobility-Online) as well as in the event of acceptance of the exchange place or scholarship offered, for the purpose of confirming the application request, awarding the exchange place or scholarship and the administrative processing of the stay abroad or scholarship.

The mandatory information is required for the valid online application for exchange places or scholarships for stays abroad and thus for consideration in the exchange place or scholarship allocation process and, in the event of acceptance of the exchange place or scholarship offered, for administrative processing. Without the mandatory information, the application cannot be considered in the exchange place or scholarship allocation procedure. In the further course of the process, the application cannot be nominated at the partner university without entering the mandatory information in the case of acceptance of the exchange place offered, which is a mandatory requirement for the start of the stay abroad; in the case of acceptance of the scholarship offered, it cannot be paid out without mandatory information.

Further information is voluntary. If you have given your consent to additional processing in the corresponding Mobility Online steps (e.g. networking of students with the same destination, data release for International Office world map, willingness to participate in information events of the International Office, ...), your data (surname, first name and e-mail address) will only be processed for this purpose.

User administration IT systems: TU Hamburg uses the data collected to manage system access (TUNE, e-mail addresses). Furthermore, the data is processed for the use of the central information technology (IT) systems, services, offers and services of Campus IT for the duration of your studies. In particular, data is processed for the creation and administration of your central user ID (campusID), support and maintenance services of Campus IT, provision of a personal e-mail account for communication with TU Hamburg, use of the network infrastructure, provision software and central information, collaboration, communication and exchange options such as the e-learning systems for study and research-relevant materials, scripts, presentations, etc.

Doctorate: TU Hamburg processes your data for the purpose of processing your application for acceptance as a doctoral candidate and for the administration and implementation of the doctoral procedure.

Surveys/internal university quality assurance and quality development: We process your data for the purposes of our own university planning, quality assurance and business statistics. Insofar as we are obliged by regulations (Hamburg Statistics Act-HmbStatG, Higher Education Statistics Act-HStatG), we also pass on your data to other bodies for the purpose specified in the regulations.

Other university purposes: Further processing purposes are when you use the services of the Career Center, register for internal TU Hamburg events or when creating electoral registers.

Alumni: After graduation, TU Hamburg processes personal data of exmatriculated students for follow-up contact ("alumni/former student work") in accordance with § 111 para. 1 HmbHG in conjunction with § 4 HmbDSG and Art. 6 para. 1 sentence 1 lit. e GDPR.

b. Legal bases

The legal bases for the fulfillment of our public tasks pursuant to Art. 6 para. 1 lit. e in conjunction with. Para. 3 GDPR, § 4 HmbDSG result from:

• Hamburg Higher Education Act (HmbHG)
• Matriculation regulations of the TU Hamburg
• Applicable examination regulations of the respective degree program
• Data protection statutes of the TU Hamburg

The processing of your personal data due to a legal obligation is carried out on the legal basis pursuant to Art. 6 para. 1 lit. c in conjunction with. para. 3 GDPR in conjunction with:

• Hamburg Statistics Act (HmbStatG)
• Hamburg Archives Act (HmbArchG)
• SGB V - Statutory health insurance

Insofar as you have given us your (express) voluntary consent to process your personal data in individual cases, Art. 6 para. 1 lit. a GDPR is the legal basis. If you have given us your consent to process your data, you have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal. You can also withdraw your consent for the processing of individual data. In the event of revocation, the data concerned may no longer be processed in the future and must be deleted immediately, unless the processing is permitted on another legal basis. In the event that you do not give your consent, do not provide any information or revoke your consent, you will not suffer any disadvantages. In the case of printed works, consent can no longer be revoked once the print order has been placed. Further use of the printed works produced is permitted until the time of revocation. In the event of a new edition, the data concerned will not appear again in the printed product in question. If consent is not revoked, it shall apply for an unlimited period of time. For speedy processing, the revocation must be sent to datenschutz(at)tuhh(dot)de or deactivated in the campus management system itself.

4 Data source and dissemination

TU Hamburg processes data of applicants and students that are collected by TU Hamburg directly in relation to the persons concerned (e.g. receipt and use of application documents, etc.). In the case of an application via the dialog-oriented service procedure (DoSV) of the Foundation for University Admission, TU Hamburg receives data from applicants in accordance with (§ 4 para. 4, § 24 Hamburg Ordinance on the Allocation of Study Places (Hamburg Study Place Allocation Ordinance - HmbStPlVVO).

Within the university, personal data is transferred to the extent necessary to the examination administration, the Office for Educational Support, the responsible department, the computer center and the library, in each case for the lawful fulfillment their tasks.

Personal data of applicants or students outside the university will only be passed on if this is required by law, if the persons concerned have given their consent or if we are authorized to provide information. Under these conditions, recipients of personal data may be, for example

• within the framework of legal obligations for university statistics and other statistical purposes, in particular in accordance with Section 111 (8) in conjunction with Section 4 of the Data Protection Statutes of TU Hamburg and Section 6 (4) and Section 8 (4) of the Hamburg Statistics Act (HmbStatG) to the Statistical Office for Hamburg and Schleswig-Holstein - an institution under public law (Statistikamt Nord).
• In accordance with Section 4 (4) Section 5 (1) HmbStPlVVO
• Your health insurance
• Student body
• Cooperating universities
• External scholarship providers

In the case of optional or curricular mandatory semesters abroad, TU Hamburg transmits the following personal data of the students concerned to the respective international partner university for the purpose of continuing their studies: first name, surname, date of birth, gender, nationality, study cycle (Bachelor/Master), email address (TU Hamburg account), time of stay.

In the case of participation in DAAD funding programs, TU Hamburg transmits the following personal data of the students concerned to the DAAD directly or via the Mobility Tool of the EU Commission via the German Academic Exchange Service (DAAD) to the universities concerned, depending on the funding program: Participant ID, Mobility ID, first name, surname, email address (TU Hamburg account), date of birth, nationality, field of study, highest educational qualification, sending university incl. sending country, receiving university incl. receiving country, duration of stay and, in the case of scholarships, gender, year of study, duration of funding, type of funding. sending country, receiving university incl. receiving country, duration of stay and, in the case of scholarships, gender, academic year, funding period, funding amount, funding type.

If the partner university is based outside Europe, it is expressly pointed out that in this case data may be transferred to a third country that is unsafe in terms of data protection. This means that compliance with the statutory and legal provisions applicable in the European Union may not be guaranteed.

External service providers who process                    your data on our behalf and only within the scope of our instructions (so-called processors) are not considered third parties under data protection law and are carefully selected by us and contractually obliged in accordance with the statutory provisions to take effective technical and organizational measures to protect your data and to enable controls.                   

5 Storage duration and data deletion

If necessary, we process and store your personal data for the duration of your studies.

In addition, we are subject to various retention and documentation obligations, including those arising from the archive regulations and the audit regulations as well as the retention regulations of the Free and Hanseatic City of Hamburg. The retention and documentation periods specified there are two to thirty years.

If your application for a study place is not successful, this data will be deleted six months after the end of the application procedure.

As soon as the storage of the data is no longer required for the completion of the study program and there are no legal retention periods, your data will be deleted immediately.

If the data processing takes place on the basis of your consent, the data will generally be processed for the respective purposes until you withdraw your consent.

6. Your rights

• You have the right to obtain information from TU Hamburg about the data stored about you and/or to have incorrectly stored data corrected.
• You also have the right to erasure or restriction of processing or a right to object to processing.
• In addition, if you have given your consent as the legal basis for the processing, you have the right to withdraw your consent at any time. This does not affect the lawfulness of the processing carried out on the basis of the consent until revocation. Please address the revocation to datenschutz(at)tuhh(dot)de
• You have the right to data portability
• You have the right to lodge a complaint with a supervisory authority if you consider that the processing of personal data relating to you infringes the law.

7. Information about your right to object pursuant to Art. 21 para. 1 GDPR

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on point (e) of Article 6(1) GDPR (data processing in the public interest).

8. Other

We reserve the right to amend this data protection information from time to time so that it always complies with current legal requirements or to implement changes to our services in the data protection declaration, e.g. when introducing new functions and services. The new privacy policy will then apply to future use.