Student housing

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

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

We use an online application procedure for the allocation of our residential places. We use the data you enter in the online application exclusively for the allocation of our residential places. An application does not constitute a legal claim to the conclusion of a tenancy agreement. If a tenancy agreement is concluded, your application data will be used for the purpose of concluding the tenancy agreement.

We collect and process the data that you provide to us in connection with your application for a place to live, when concluding the tenancy agreement or in the course of the ongoing tenancy or when it ends. The data we process is generally collected directly from you. We process your data to establish, implement and terminate the tenancy, as well as for the purpose of statistical evaluations.

Your name will also be used to label the respective doorbell, letterbox and door sign. Particularly in the case of multi-person flats, it may be the case that there is a common bell and letterbox, depending on the structural conditions.

If you receive a key card or an access code, information about the assignment of the key or authorisation code will be stored for functional reasons and the time of use will be saved. This data is only processed by us for operational safety and maintenance and, if necessary, for clarification in the event of suspected misuse.

When using machines or technical devices in the residential complexes, operating data or log data of the machines and devices used may be generated, which, depending on the location or usage situation, may possibly have a personal reference. We only process this data for the purpose of operational safety and maintenance and, if necessary, for clarification in the event of suspected misuse.

If one or more video cameras are installed on one of our properties or in the residential building, the video-monitored areas are marked and information is provided about the processing of the video recordings. Secret video surveillance is only possible in the exceptional case that this would be necessary for investigations in connection with concrete indications of a criminal offence, in compliance with all data protection regulations.

For the tenants, StwDo provides a connection socket for access to the internet and for access to TV programmes in each accommodation unit, as part of the tenancy agreement. For the purpose of technically guaranteeing a functioning and operationally reliable internet connection, the data required for this purpose is processed, in particular log data from the switches, routers and authentication servers used, including the IP address. For the purpose of troubleshooting and support, if necessary, the necessary data from troubleshooting and fault rectification as well as from support contacts are processed. For the purpose of accessing TV programmes, the data technically required for this purpose is processed. Statistical evaluations may take place; these are only carried out in anonymised form and can no longer be related to individual persons.

In addition, the log data is stored and, if necessary, processed in order to fulfil the legally prescribed obligations to retain data and, if applicable, to provide information. If there is a justified initial suspicion of unlawful use or use of the Internet access that does not comply with the terms of use, in particular in the event of a concrete enquiry by the police as part of a police investigation or in the event of a concrete indication of a copyright infringement by a copyright holder, the existing log data will be used to assign the suspected unlawful Internet use to a specific Internet connection and thus to a specific tenant. Insofar as there is a legal obligation to do so, we will then provide the authorised body with the information as to which tenant was assigned a specific IP address at a specific time.

What is the legal basis for this?

The legal basis for our processing of your personal data in connection with the establishment, implementation and termination of the tenancy in one of our residential complexes, for the implementation of pre-contractual measures and for the fulfilment of all legal obligations existing in this context is Art. 6 para. 1 letter b and c DSGVO. Insofar as we engage service providers to establish or implement the tenancy, insofar as we use technical aids or equipment in connection with the tenancy, or if the data may be required for legal prosecution, this data processing also takes place on the legal basis of Art. 6 (1) letter e DSGVO for the fulfilment of our statutory social mandate for the students and on the basis of the legitimate interest in efficiently implementing our services and, if necessary, asserting or defending against legal claims.

Insofar as processing is based on consent, Art. 6(1)(a) DSGVO is the legal legal basis - in the event of withdrawal of consent, we reserve the right to continue processing on the basis of another legal basis - in whole or in part.

A supplementary legal basis is Art. 6 Para. 1 Letter e DSGVO in conjunction with § 2 Studierendenwerksgesetz NRW for the fulfilment of our legal social mandate for students.

In the context of a tenancy agreement, you must provide the personal data that is required for the establishment, implementation and termination of the tenancy and for the fulfilment of the associated contractual obligations, or which we are legally obliged to collect. Without this data we cannot conclude the tenancy agreement with you. All other information is voluntary. If the information you provide in your application for a place to live is not complete, it may not be possible to conclude a tenancy agreement with you.

How long will the data be stored?

Your application data will be stored for 12 months from the date of application. After this period, the application is automatically deleted if it has not been updated by you before the end of this period.

If a tenancy agreement is concluded, we store your personal data for the duration of the tenancy and then for the duration of the statutory retention obligations; it is usually deleted 10 years after the end of the tenancy agreement. In cases of rent debts, legal claims or ongoing legal prosecution, e.g. if an enforceable title exists, data may be stored for significantly longer as long as this is necessary for the pursuit of our legal interests.

Due to individual special funding measures for the creation of housing, we may have to keep your data for longer than the usual 10 years, as we are obliged to prove here that we have rented the housing exclusively to students.

Log data of your use of the internet or TV connection will be deleted when it is no longer necessary for the fulfilment of the purposes mentioned and defined in point 2 above. As a rule, IP addresses and technical data of internet usage are stored for three weeks and, if necessary, processed in order to carry out troubleshooting during this period in the event of a possible malfunction. After that, they are deleted, unless they have to be kept longer to fulfil legal retention or information obligations. In that case, the retention period will be extended in accordance with legal requirements, and deletion will take place as soon as this is possible without violating the law.

Who receives your data?

Your application for a place in our halls of residence will be processed by the Housing Department as soon as it is received. In our Studierendenwerk, in principle, only those persons have access to your data who need it for the proper course of the procedure.

When a tenancy agreement is concluded, all necessary contract data is processed internally. In the Studierendenwerk, only those persons have access to your data who need it for the proper course of the tenancy, in particular the housing department, caretaker and rent accounting.

To the extent permitted, service providers are included in the processing who process your data in accordance with the contract and are obliged to observe data protection. In particular, we use a specialised software provider for applicant management, allocation and administration of the residential places, who also obtains knowledge of your personal data in connection with the maintenance and care of the systems. For the operation of the housing estate network, the provision of the internet connection as well as the TV connection and for support and troubleshooting, we use Glasfaser Bochum GmbH & Co KG as service provider, including TMR - Telekommunikation Mittleres Ruhrgebiet GmbH as internet provider. Other recipients of your data may also be other external service providers, for example cleaning companies, always only as far as this is necessary, within the framework of the defined purposes and in compliance with data protection.

Data will be forwarded to authorities and public bodies if we are obliged to do so by a legal regulation. Data will also be forwarded if this should be necessary for us to enforce legal claims or to defend against legal claims, in particular if claims are asserted against us due to a possible copyright infringement or other legal infringements and there are concrete indications that these were committed using an Internet connection of one of our residential complexes.

We process data exclusively within the European Union.

What data protection rights do you have?

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 according to Art. 21 DSGVO

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 based on 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(s). They will be happy to help you. Please bear in mind that there may be a slight delay in processing in the case of part-time positions and in the event of holiday/illness, 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 StwDo.de/datenschutz.