Data protection in psychological counselling

Studierendenwerk Dortmund AöR
Vogelpothsweg 85, 44227 Dortmund
Phone: 0231-20649-0
Fax: 0231-754060
E-mail: info(at)stwdo.de

Psychological counselling: psbe@stwdo.de, phone 0231-20649-180

For more information about us, please see the imprint and the contents of this website.

What personal data does the StwDo process and for what purposes?

We process the data that you provide us with for counselling and that arise in the course of counselling, which are in particular your name, contact data, date of birth, university and data on your studies, your counselling concerns and minutes of the counselling sessions. We use your data to carry out the counselling and to fulfil our legal obligations, in particular to fulfil the professional obligations of documentation and retention.

In addition, the data is used to compile statistics. The evaluation is created internally, the statistical data is anonymous and does not allow any conclusions to be drawn about individual persons who have received counselling. This serves to evaluate the frequency of use and to optimise our counselling services.

What is the legal basis for this?

The legal basis for the data processing is your consent to the counselling according to Art. 6 para. 1 letter a DSGVO and according to Art. 9 para. 2 letter a DSGVO. The use of counselling is voluntary, also the provision of data for the purpose of counselling is voluntary.

The additional legal basis for our counselling is Art. 6 Para. 1 Letter e DSGVO in conjunction with § 2 Studierendenwerksgesetz NRW for the fulfilment of our legal social mandate for students, and in conjunction with the professional regulations for psychological psychotherapists. The following applies in the unlikely event of a legal dispute: If the data is required in the context of a legal dispute in order to safeguard and protect the legal position of the Studierendenwerk Dortmund, data processing can be carried out on this legal basis, insofar as the use of the data is permissible for this purpose and in compliance with all data protection regulations, in order to assert or defend claims.

How long is the data stored?

Your personal data will be processed for as long as is necessary for ongoing counselling or for any subsequent counselling or for the fulfilment of our legal obligations. Personal data that is no longer required for this purpose and for which, in particular, there are no longer any retention obligations, will be deleted. The retention period is up to 10 years after the conclusion of the consultation.

Who receives your data?

The staff of the psychological counselling service have access rights to your data. All information about your concerns, your person, your professional or economic circumstances and the fact of your counselling that becomes known to us in the course of counselling is subject to the duty of confidentiality. Information is disclosed in exceptional cases if there is a legal obligation to do so or in the unlikely event of a legal dispute in order to protect our legitimate interests.

There is an exchange within the staff of the counselling centre so that counselling can be carried out by changing members of the counselling team, as well as for reasons of supervision or quality assurance; for this purpose, the counseled persons consent to the release from the duty of confidentiality at the beginning of the counselling.

Counselling by video phone call

If, instead of face-to-face counselling, we offer to conduct counselling for individuals or small groups by video phone call, you will need a device with internet access (e.g. a notebook) with an up-to-date browser, a camera and a microphone to use it.

When organising and conducting the video call, personal data is processed by the provider of the video call service. The provider of the video call service provides information about this data processing on its website. Insofar as it is necessary for the implementation, the provider of the video call service receives from us the data required for the invitation and organisation of the access to participation (e-mail address, date and time of the appointment, name if applicable).

In the case of video calls, we do not make any recordings or recordings. We point out that the counseled persons are also not entitled to make a recording, we do not give consent to a recording of the counselling.

We use the data processing procedures of a video call exclusively to carry out the counselling. If the chat function is activated and used, the data processing regulations of the video call provider apply. As far as technically possible, the chat history will be deleted by us after the end of the video call, unless all persons concerned mutually and expressly agree otherwise and expressly and voluntarily consent to a storage of the chat.

Group offer for webinars via Zoom

If an online seminar (webinar) is held using the Zoom software, our data protection and terms of use for Zoom meetings apply, see www.stwdo.de/datenschutz.

What data protection rights do you have?

Within the legally defined framework, you have the right to information about the personal data we process about you in accordance with Article 15 DSGVO. You have the right to rectification in accordance with Article 16 of the GDPR, to erasure in accordance with Article 17 of the GDPR, to restriction of processing in accordance with Article 18 of the GDPR, to revocation of consent given at any time with effect for the future in accordance with Article 7 of the GDPR, to objection in accordance with Article 21 of the GDPR and the right to data portability in accordance with Article 20 of the GDPR. In the case of these rights, the restrictions pursuant to §§ 11 to 14 and § 19 DSG (Data Protection Act of North Rhine-Westphalia) may apply.

Should you make use of your above-mentioned rights, we will check whether the legal requirements for this are fulfilled and you will receive a corresponding notification from us. If necessary, we will ask you to identify yourself; we are obliged to do so if there are any doubts.

You can contact us at any time about this and other questions on the subject of personal data or complaints, either to the contact persons known to you or to our data protection officer, whose contact details you will find at the beginning of this data protection information. In addition, you have the right to lodge a complaint with a data protection supervisory authority, for example the State Commissioner for Data Protection and Freedom of Information LDI NRW, Kavalleriestr. 2 - 4, 40213 Düsseldorf.

Revocation of consent

You may revoke any consent given to us to process your personal data at any time with effect for the future. Processing that took place before the revocation is not affected by this. In principle, the revocation can be sent to us without any formalities, but for reasons of proof, we request that you send it to us by post or e-mail with the subject "Revocation" and stating your name and address. As a precautionary measure, we would like to point out that we may continue to process data in whole or in part even after you have withdrawn your consent if there is another legal basis for doing so.

Right of objection

You have the right to object to the processing of personal data relating to you at any time on grounds relating to your particular situation, provided that the processing is carried out on the basis of Article 6(1)(e) or (f) DSGVO.

In principle, the objection can be sent to us without any formalities, but for reasons of proof, we request that you send us a letter or e-mail with the subject "Objection", stating your name and address, or hand over a letter. If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

How can you get more information?

In addition, we refer you to all the information you already have or know about us. If you would like further information, please contact our data protection officer. They will be happy to help you. Please note that in the case of part-time positions and in the event of holiday/illness, processing may be slightly delayed, thank you. We reserve the right to update this information at any time in order to adapt it to changed business processes or legal amendments. You can always find the current version on the Internet at www.stwdo.de/datenschutz.