Data Policy

1. Data protection at a glance
 

General information

This page gives you a general idea of what happens to your personal data when you visit this website. Personal data are all data that will allow us to identify you as an individual user. Read our privacy statement to get more detailed information about data protection. You can find that statement underneath this text.

Data collection on this website

Who collects the data which are collected on this website?

The data are collected by the website operator. You will find the contact details of the website operator in the „Legal notice“ section of this website.

How do we collect your data?

Some of the data which we collect are actively provided to us by yourself, for example the data which you enter on contact forms.

Some data are collected automatically when you visit our website, for example technical data (information about the web browser which you are using, your operating system or the time of your visit). Our IT systems collect these data automatically whenever you visit our website.

For what purposes will we use your data?

We will use some of the data which we collect from you for the purpose of ensuring the functionality of our website. Some data can also be used to analyse user behaviour.

What are your rights as a data subject?

You have the right at any time to obtain information about the source of the data that are being processed, about the recipients to whom your personal data have been or will be disclosed as well as about the purpose of the processing. That information will be provided to you free of charge. You also have the right to request the rectification or erasure of your personal data. If you want to exercise these rights or have any questions about matters relating to the protection of your personal data, you can contact us at any time at the address stated in the „Legal notice“ section of this website. In addition, you have the right to lodge a complaint with the competent supervisory authority.

In certain circumstances, you also have the right to request a restriction of the processing of your personal data. For more information about this right, read the „Right to restriction of processing“ section of our privacy statement.

Analysis tools and third-party tools

We can statistically analyse your user behaviour whenever you visit our website. To do so, we usually use cookies and analysis tools. The analysis is anonymous; it is not possible for us to identify you as an individual user.

You can object to this analysis or prevent us from analysing your visits to our website by not using particular tools. Read the privacy statement below for more detailed information about analysis tools and to find out how you can object to the analysis of your visits.

2. Hosting

External hosting

This website is hosted by an external service provider (hoster). The personal data which are collected on this website will be stored on the hoster's servers. These data include, but are not limited to, IP addresses, contact requests, metadata, communication data, contract data, contact information, names, information about visits to web pages as well as other data which are generated by a website.

The purpose of our use of an external hoster is the performance of contracts with our potential and existing clients (Art. 6 (1) (b) GDPR) and the legitimate interest of having our web content made available by a professional service provider in a safe, quick and efficient manner (Art. 6 (1) (f) GDPR).

Our hoster will limit the processing of your data to the extent necessary for the performance of its obligations and will follow our instructions regarding these data.

Commissioned data processing based on a contract

To ensure that your data are processed in accordance with applicable data protection regulations, we have entered into a contract on commissioned data processing with our hoster.

3. General information and mandatory information

Data protection

The operators of this website take the protection of your personal data very seriously. We treat your personal data as confidential and in accordance with the statutory data protection regulations and this privacy policy.

If you use this website, various pieces of personal data will be collected. Personal information is any data with which you could be personally identified. This privacy policy explains what information we collect and what we use it for. It also explains how and for what purpose this happens.

Please note that data transmitted via the internet (e.g. via email communication) may be subject to security breaches. Complete protection of your data from third-party access is not possible.

Notice concerning the party responsible for this website

The party responsible for processing data on this website is:

Studierendenwerk Würzburg
Anstalt des öffentlichen Rechts Am Studentenhaus
97072 Würzburg

Telephone: +49 931 8005-0
Email: info@swerk-wue.de

The responsible party is the natural or legal person who alone or jointly with others decides on the purposes and means of processing personal data (names, email addresses, etc.).

Statutory data protection officer

We have appointed a data protection officer for our company.

Stefan Hußl
Studierendenwerk Würzburg
Am Studentenhaus
97072 Würzburg

Telephone: +49 931 8005-229
Email: datenschutz@swerk-wue.de

Revocation of your consent to the processing of your data
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Many data processing operations are only possible with your express consent. You may revoke your consent at any time with future effect. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.

Right to object to data collection on grounds relating to the data subject's particular situation and right to object to the processing of personal data for direct marketing purposes (Art. 21 GDPR)

You have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you which is based on point (e) or (f) of Art. 6 (1) GDPR, including profiling based on those provisions. Information about the legal basis for the processing is provided in this privacy statement. If you object to the processing of your personal data, we will no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims (objection pursuant to Art. 21 (1) GDPR).

Where your personal data are processed for direct marketing purposes, you have the right to object at any time to the processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing. If you object to processing for direct marketing purposes, your personal data will no longer be processed for such purposes (objection pursuant to Art. 21 (2) GDPR).

Right to file complaints with regulatory authorities

If there has been a breach of data protection legislation, the person affected may file a complaint with the competent regulatory authorities. The competent regulatory authority for matters related to data protection legislation is the data protection officer of the German state in which our company is headquartered. A list of data protection officers and their contact details can be found at the following link: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.

Right to data portability

You have the right to have data which we process based on your consent or in fulfillment of a contract automatically delivered to yourself or to a third party in a standard, machine-readable format. If you require the direct transfer of data to another responsible party, this will only be done to the extent technically feasible.

SSL or TLS encryption

This site uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us as the site operator. You can recognise an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon is displayed in your browser's address bar.

If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.

Information, blocking, deletion

As permitted by law, you have the right to be provided at any time with information free of charge about any of your personal data that is stored as well as its origin, the recipient and the purpose for which it has been processed. You also have the right to have this data corrected, blocked or deleted. You can contact us at any time using the address given in our legal notice if you have further questions on the topic of personal data.

Right to restriction of processing

You have the right to request a restriction of the processing of your personal data. If you want to exercise this right, you can contact us at any time at the address stated in the „Legal notice“ section of this website. You have the right to obtain a restriction of the processing of your personal data where one of the following applies:

• the accuracy of the personal data is contested by you, for a period enabling us to verify the accuracy of the personal data;
• the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead;
• we no longer need the personal data for the purposes of the processing, but you need them for the establishment, exercise or defence of legal claims;
• you have objected to processing pursuant to Article 21 (1) GDPR pending the verification whether our legitimate grounds override yours.

If processing has been restricted, your personal data will, with the exception of storage, only be processed with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the European Union or of a member state.

Objection to receiving emails for advertising purposes

We hereby object to receiving unsolicited marketing communications or information material on our address, which we are required to state in the „Legal notice“ section of our website. The website operators expressly reserve the right to take legal action in the event that this address is used for unsolicited marketing communications, e.g. spam emails.

4. Data collection on our website

Cookies

Some of our web pages use cookies. Cookies do not harm your computer and do not contain any viruses. Cookies help make our website more user-friendly, efficient, and secure. Cookies are small text files that are stored on your computer and saved by your browser.

Most of the cookies we use are so-called "session cookies". They are automatically deleted after your visit. Other cookies remain in your device's memory until you delete them. These cookies make it possible to recognise your browser when you next visit the site.

You can configure your browser to inform you about the use of cookies so that you can decide on a case-by-case basis whether to accept or reject a cookie. Alternatively, your browser can be configured to automatically accept cookies under certain conditions or to always reject them, or to automatically delete cookies when closing your browser. Disabling cookies may limit the functionality of this website.

Cookies which are necessary to allow electronic communications or to provide certain functions you wish to use (such as the shopping cart) are stored pursuant to Art. 6 (1) (f) GDPR. The website operator has a legitimate interest in the storage of cookies to ensure an optimised service provided free of technical errors. If other cookies (such as those used to analyse your surfing behavior) are also stored, they will be treated separately in this privacy policy.

Server log files

The website provider automatically collects and stores information that your browser automatically transmits to us in "server log files". These are:

• Browser type and browser version
• Operating system used
• Referrer URL
• Host name of the accessing computer
• Time of the server request
• IP address

These data will not be combined with data from other sources.

The basis for data processing is Art. 6 (1) (f) GDPR. The legitimate interest of the website operator is that of ensuring the functionality of its website – for that purpose it needs to record server log files.

Contact form

Should you send us questions via the contact form, we will collect the data entered on the form, including the contact details you provide, to answer your question and any follow-up questions. We do not share this information without your permission.

If the processing of your personal data is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, the legal basis for the processing is Art. 6 (1) (b) GDPR. In all other circumstances, the processing will take place based on our legitimate interest in an efficient processing of questions sent to us (Art. 6 (1) (f) GDPR) or based on your consent (Art. 6 (1) (a) GDPR), provided that you were asked to give your consent.

We will retain the data you provide on the contact form until you request its deletion, revoke your consent for its storage, or the purpose for its storage no longer pertains (e.g. after fulfilling your request). Any mandatory statutory provisions, especially those regarding mandatory data retention periods, remain unaffected by this provision.

Questions asked over the phone or per fax or email

Whenever you contact us by email, phone or fax, we will store and process your question including all personal data (name, details of the question asked) made available to us for the purpose of processing your question. We will not transfer those data to third parties without your permission.

If the processing of your personal data is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, the legal basis for the processing is Art. 6 (1) (b) GDPR. In all other circumstances, the processing will take place based on your consent (Art. 6 (1) (a) GDPR) and/or based on our legitimate interests (Art. 6 (1) (f) GDPR) since we have a legitimate interest in the efficient processing of questions asked of us.

We will retain the data you provide to us when you contact us until you request its deletion, revoke your consent to its storage, or the purpose for its storage no longer pertains (e.g. after we have finished processing your question). Any mandatory statutory provisions, especially those regarding mandatory data retention periods, remain unaffected by this provision.

5. Analytics and advertising

Matomo (formerly Piwik)

This website uses the open source web analytics service Matomo. Matomo uses so-called "cookies". These are text files that are stored on your computer and that allow an analysis of the use of the website by you. For this purpose, the information generated by the cookie about the use of this website is stored on our server. The IP address is anonymised before it is stored.

Matomo cookies remain on your device until you delete them.

The storage of Matomo cookies is based on Art. 6 (1) (f) GDPR. The website operator has a legitimate interest in analysing user behavior in order to optimise both its website and its advertising.

If you were asked to give your consent (e.g. your consent to the storage of cookies), the sole legal basis for the processing will be Art. 6 (1) (a) GDPR; you have the right to revoke your consent at any time.

The information generated by the cookies about your use of this website will not be disclosed to third parties. You can prevent these cookies being stored by selecting the appropriate settings in your browser. However, we wish to point out that doing so may mean you will not be able to enjoy the full functionality of this website.

If you do not agree with the storage and use of your data, you can disable this feature here. In this case, an opt-out cookie will be stored in your browser to prevent Matomo from storing your usage data. If you delete your cookies, this will mean that the opt-out cookie will also be deleted. You will then need to reactivate it when you return to our site if you wish your activity not to be tracked.

Google DoubleClick

This website uses Google DoubleClick functions. The provider is Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA („DoubleClick“).

DoubleClick is used to show you adverts that match your interests within Google's entire advert network. DoubleClick is used to ensure that users see the adverts that are most relevant to their interests. For example, our adverts can be shown in Google search results or banner ads served by DoubleClick.

To be able to show users adverts that match their interests, DoubleClick needs to be able to recognise those users. For this purpose, DoubleClick stores a cookie in users' browsers which stores information about which web pages a particular user has visited, which adverts that user has clicked as well as a number of other details. That information will be used to create a pseudonymised user profile, which in turn will be used to show the user adverts that match his/her interests.

This website uses Google DoubleClick for the purpose of ensuring that users see adverts that match their interests. This is a legitimate interest within the meaning of Art. 6 (1) (f) GDPR. If you were asked to give your consent (e.g. your consent to the storage of cookies), the sole legal basis for the processing will be Art. 6 (1) (a) GDPR; you have the right to revoke your consent at any time.

You can set your browser to reject cookies. If you do so, however, particular features of our website may not be available to you or may be restricted. Also please be aware that DoubleClick might use other technologies for the creation of user profiles. This means that setting your browser to reject cookies does not guarantee that no user profile will be created.

To find out how you can object to being shown adverts by Google, read the information that is provided on the following pages:

https://policies.google.com/technologies/ads and https://adssettings.google.com/authenticated.

6. Plugins and tools

YouTube

Our website uses plugins from YouTube, which is operated by Google. The operator of the pages is Google Ireland Limited („Google“), Gordon House, Barrow Street, Dublin 4, Ireland.

If you visit one of our pages featuring a YouTube plugin, a connection to the YouTube servers is established. Here the YouTube server is informed about which of our pages you have visited.

If you're logged in to your YouTube account, YouTube allows you to associate your browsing behavior directly with your personal profile. You can prevent this by logging out of your YouTube account.

YouTube is used to help make our website appealing. This constitutes a justified interest pursuant to Art. 6 (1) (f) GDPR.

Further information about handling user data, can be found in the data protection declaration of YouTube under https://www.google.de/intl/de/policies/privacy.

Google Web Fonts

This website uses so-called Web Fonts provided by Google to ensure that fonts are displayed correctly. Whenever you visit one of our web pages, your browser will load the necessary Web Fonts to your browser cache, which will lead to texts and fonts being displayed correctly.

To be able to do so, your browser needs to connect to Google's servers. Whenever it does so, Google will know that this website was accessed from your IP address. We use Google Web Fonts to ensure that our website displays correctly. This is a legitimate interest within the meaning of Art. 6 (1) (f) GDPR.

If your browser does not support Web Fonts, it will use one of the standard fonts installed on your computer.

To learn more about Google Web Fonts, read the information provided at https://developers.google.com/fonts/faq or in Google's privacy policy: https://policies.google.com/privacy?hl=en.

7. Services provided by us

Collection, processing and storage of applicant data

You can send us job applications per email or post or via our online application form. This section provides information about what personal data we will collect from you when you apply for a job, the legal basis for the collection of those data and the purpose of the processing. We confirm that we will act in compliance with applicable data protection law and all other applicable legislation when we collect, process and use your data and that we will treat those data as stricly confidential.

Type of data collected, purpose of data collection

When you send us a job application, we will process the personal data made available to us in the context of your application (e.g. contact information, application documents, notes taken during interviews, etc.), provided that the processing is necessary for the purpose of making a hiring decision. The legal bases are Section 26 BDSG-neu (Federal Data Protection Act-new) under German law (entering into an employment relationship), Art. 6 (1) (b) GDPR (taking steps prior to entering into a contract) and – if you have given your consent – Art. 6 (1) (a) GDPR. You have the right to revoke your consent at any time. We will only transfer your data to individuals within our company who are involved in the processing of your application.

If you are accepted for the job, we will store the data made available to us in our data processing systems on the basis of Section 26 BDSG-neu and Art. 6 (1) (b) GDPR for the purpose of the administration of your employment relationship.

Data retention period

If you are not accepted for the job or if you do not accept our job offer or withdraw your application, we reserve the right to retain the personal data made available to us for a period of up to 6 months from the end date of the application process (date of rejection or withdrawal of application) on the basis of our legitimate interests (Art. 6 (1) (f) GDPR).

At the end of that period, we will delete your data and shred your application documents. We will retain your data for purposes including, but not limited to, having evidence to use in a potential legal dispute. If and when we anticipate that we will need your data after the end of the 6-month period (e.g. in cases where a legal dispute is pending), we will not delete your data until the purpose for their storage no longer pertains.

In addition, we may retain your data for a longer period of time if you have given your consent (Art. 6 (1) (a) GDPR) or we are required by law to retain your data for a longer period of time.

Inclusion in applicant database

If you are not accepted for the job for which you applied, you may have the option to request inclusion in our applicant database. If you are included in that database, all documents and information made available to us in the context of your application will be transferred to the database so that we can contact you if and when we have a suitable vacancy in the future.

Inclusion in our applicant database will be solely on the basis of your express consent (Art. 6 (1) (a) GDPR). Giving that consent is voluntary and will not have an influence on the hiring decision made in the context of your current application. You have the right to revoke your consent at any time. If you exercise this right, we will permanently delete your data from our applicant database unless we are required by law to retain that data.

The data stored in our applicant database will be permanently deleted no later than two years from the date on which you gave your consent.