Website www.stwdo.de

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 process personal data of our website visitors (hereinafter: "you") that we receive when you use our website.

For technical reasons, log data is collected about every access to our websites, so-called server log files, in particular: Name of the website accessed, file, date and time of access, amount of data transferred, notification of successful access, browser type incl. version, your computer's operating system, referrer URL (the previously visited page), IP address and the requesting provider. We use the log data collected in this way for the purpose of enabling you to call up our web pages and for statistical evaluations for the security and optimisation of our web offer. Server log file data is only used for checks after the website call has ended if there is a justified suspicion of illegal use based on concrete indications. In this case, the data will also be forwarded to investigating authorities.

The legal basis for this is Art. 6 para. 1 letter b) DSGVO, in order to make the web pages you have requested technically available, and Art. 6 para. 1 letter f) DSGVO, with our legitimate interest in a statistical evaluation to improve our website offering and our legitimate interest in prevention or legal prosecution in the event of unlawful use.

After seven days at the latest, this data is deleted by us to the extent that it could allow a personal reference, so that all log file data is only available to us in anonymised form, unless we are legally obliged to store the data for a longer period.

Our website uses Piwik, a software for the statistical analysis of the use of our website. Piwik uses so-called "cookies", which are text files that are stored on your computer. This enables us to analyse the use of our website. For this purpose, the usage information generated by the cookie (including your shortened IP address) is transmitted to our server. This is used exclusively for the purpose of usage analysis and website optimisation and is not passed on. Since only the shortened IP address is stored and used, you as a user remain anonymous to us. If your browser is generally set to reject cookies, we will take this into account and no Piwik web analysis will take place. You can deactivate the use and storage of data by Piwik Analytics by clicking on the checkbox below, this is then indicated by the removed checkmark. The check mark indicates that your visit to these web pages is currently being collected by Piwik Web Analytics. If you click on it, your visit will no longer be collected and the check mark will be missing.

The legal basis for this data processing is Art. 6 (1) (f) DSGVO with our legitimate interests in the evaluations of Piwik in order to be able to analyse and improve the use of our website.

The data transmitted to us in this process is evaluated by us exclusively for our own statistical purposes and for the technical administration and improvement of the website. The data is not passed on to third parties, not even in part, and only anonymous statistical data is stored by us.

We sometimes use "session cookies". These are small text files that are stored on the user's computer to improve the use of the websites. "Session cookies" are automatically deleted after the end of the visit to our websites. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.

The legal basis for this data processing is Art. 6 para. 1 letter f) DSGVO with our legitimate interests in the evaluations of Piwik in order to be able to analyse and improve the use of our website. The data transmitted to us in this process is evaluated by us exclusively for our own statistical purposes and for the technical administration and improvement of the website. The data is not passed on to third parties, not even in part, and only anonymous statistical data is stored by us.

Personal data is collected by us when you provide it to us of your own accord. Beyond this, we do not collect any personal data - insofar as this is technically possible. If you use the opportunity to enter personal data (such as e-mail address, name, address and other details) on this website, you do so expressly on a voluntary basis. In addition to the data you provide in the form, we store the date and time you sent the form to us for the purpose of prompt processing and better traceability.

All data collected in forms will be stored for as long as is necessary to process your request. We delete your personal data when your request has been conclusively processed, unless the data is required for a contractual relationship that has arisen or for proof, in which case the data is deleted as soon as the contractual relationship with you has ended, when the contractual relationship and all mutual claims have been fulfilled and there are no further statutory retention obligations or legal grounds for data storage. The retention obligations under commercial and tax law apply for a period of up to 10 years.

The legal basis for this processing is Art. 6 (1) (b) DSGVO, insofar as it concerns the implementation of contractual or pre-contractual measures. The legal basis is Art. 6 (1) (a) DSGVO if and insofar as you have given us your consent. The legal basis is Art. 6 (1) (f) DSGVO with our legitimate interest in presenting and explaining our range of services.

An online application procedure is used to apply for our student hall of residence places. The online application only asks for data that is necessary for the placement of a place in a hall of residence. You enter the application data online, and the data transfer is secured by encryption. A complete application consists of this data:

- Your personal data, incl. e-mail address
- Preferred type of accommodation (single flat, shared flat, etc.).)
- Preferred residential complex
- Preferred move-in date
- Your home address
- Certificate of study
- If applicable. Disability certificate
- Passport photo if applicable

In addition to the data you provide in the form, we will also save the date and time you sent the form to us for the purpose of prompt processing and better traceability. After submitting the online application, you will receive a confirmation link by e-mail. Please confirm this link within seven days, otherwise your application will not be considered. We will only use the data from your online application to arrange a place in a hall of residence. If we are able to make you an offer, we will inform you by e-mail. In addition, you will receive an e-mail every four weeks in which we ask you whether you are still interested in a place in the hall of residence. If you do not respond to this email by the deadline, you will be removed from the waiting list.

If a tenancy agreement is concluded, your application data will be used for the purpose of concluding the tenancy agreement. If a tenancy agreement is concluded, we will store your data for the duration of the tenancy and delete it after the end of the statutory retention obligations of 10 years after the end of the tenancy period and after settlement of any rights and obligations that may still exist.

In the context of a tenancy agreement, you must provide the data that is required for the establishment, implementation or 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 will not be able to conclude the tenancy agreement with you. All other information is voluntary. If details of a hall of residence application are not complete, it is possible that no tenancy agreement will be concluded.

The legal basis for this processing is Art. 6 (1) (b) DSGVO for our data processing in the case of pre-contractual or contractual measures in connection with the hall of residence rental contract.
The legal basis is Art. 6 (1) (c) DSGVO for the fulfilment of all legal obligations arising in this context.

Insofar as we use service providers to establish or implement the tenancy and insofar as we use technical aids or equipment in connection with the tenancy, your data will be passed on. The recipient is then obliged to use the data only for the specified purpose, this is done on the legal basis of Art. 6 (1) (f) DSGVO with our legitimate interest in the efficient performance of our services, in the case of commissioned processing in connection with Art. 28 DSGVO.
The supplementary legal basis is Art. 6 (1) (e) DSGVO in conjunction with § 2 Studierendenwerksgesetz NRW for the fulfilment of our statutory social mandate for students.

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

Data that you enter on our contact pages will only be used to process your request, for example to answer a question. Your contact details may be used to contact you. We will only pass on your personal data if this is necessary for processing or if you give your consent.

The legal basis for this processing is Art. 6 (1) (b) DSGVO, insofar as it concerns the implementation of contractual or pre-contractual measures. The legal basis is Art. 6 (1) (a) DSGVO if and insofar as you have given us your consent. The legal basis is Art. 6 (1) (f) DSGVO with our legitimate interest in presenting and explaining our range of services.

We welcome feedback, your opinion is important to us. Your messages help us to further improve our services, are evaluated and processed exclusively by us and deleted after one year at the latest. We do not pass on any personal data unless you have given us your consent to do so. You can send us your opinion anonymously, without giving your name or e-mail address. However, if you would like a reply, please state your e-mail address and, if you wish, your name.

The legal basis is Art. 6 (1) (a) DSGVO if and insofar as you have given us your consent. The legal basis is Art. 6 (1) (f) DSGVO with our legitimate interest in explaining and improving our range of services.

As an information note, you will find links on our pages that refer to other Internet pages. If you leave our website by clicking on a link, this data protection information does not extend to it. Please inform yourself on the websites of the other providers about the data protection declarations provided there. We have no influence on compliance with data protection and security regulations by other providers or changes to the linked websites. At the time of setting the link, we were not aware of any violations of applicable law on the linked websites. If you notice any legal violations or other negative features on linked websites, please inform us so that we can take appropriate action.

The legal basis for this offer of hyperlinks on our website is Art. 6 para. 1 letter f) DSGVO with our legitimate interest in a user-friendly website offer.

Within the Studierendenwerk Dortmund only those persons receive your data who need it to fulfil our contractual and legal obligations or to carry out the respective tasks.

Your data will not be passed on to third parties for the purpose of direct advertising. Your data will not be passed on in any other way either, except as described in the individual points of this data protection declaration and with the following exceptions:

Data is passed on if you have given your consent to do so, on the legal basis of Art. 6 para. 1 letter a DSGVO.
Data is passed on to authorities and public bodies if we are obliged to do so by a legal provision, on the legal basis of Art. 6 para. 1 letter c DSGVO.
Data is disclosed to the extent that this is necessary for us to enforce legal claims arising from a contractual relationship with you, on the legal basis of Art. 6 Para. 1 Letter f DSGVO with our legitimate interest in safeguarding our rights.

We may use carefully selected service providers to fulfil our contractual and legal obligations and for our internal administrative processes. These service providers are granted access to your data to the extent necessary in each case and may only use this data to fulfil the orders placed by us. These are web providers, IT service providers, software-as-a-service providers and data centres, telephone service providers, banks and credit agencies, commercial agents and commissioned sales personnel, accounting service providers and tax auditors, transport and logistics service providers, printers, shipping services, specialist companies for data protection-compliant file destruction and, where applicable, other external service providers.

The legal basis for this is Art. 6 para. 1 letter f) DSGVO with our legitimate interest in ensuring and improving the efficiency, speed and cost effectiveness of our service portfolio through this transfer of individual tasks to other companies based on the division of labour. In the case of commissioned processing, Art. 28 DSGVO is the supplementary legal basis.

You have the right to information about the personal data we process about you in accordance with Article 15 of the GDPR. You have the right to rectification under Article 16 of the GDPR, the right to erasure under Article 17 of the GDPR, the right to restriction of processing under Article 18 of the GDPR, the right to withdraw consent and to object under Article 21 of the GDPR and the right to data portability under Article 20 of the GDPR. In the case of these rights, the restrictions in accordance with §§ 11 to 14 and § 19 of the NRW Data Protection Act 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.

In this regard, as well as for further questions on the subject of personal data or in the event of complaints, you can contact us at any time, either to the contact persons known to you or to our data protection officers. You will find the contact details of our data protection officers at the beginning of this data protection declaration. In addition, you have the right to lodge a complaint with a competent data protection supervisory authority, for example the State Commissioner for Data Protection and Freedom of Information LDI NRW, Kavalleriestr. 2 - 4, 40213 Düsseldorf. A list of the data protection supervisory authorities and their contact details can be found at the following link: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.

You can revoke any consent given to us to process your personal data at any time with future effect by sending us a message to that effect. This also applies to the revocation of declarations of consent given to us before the DSGVO came into force, i.e. before 25 May 2018. Please note that the revocation only takes effect for the future. Processing that took place before the revocation is not affected. In principle, the revocation can be sent to us without any formalities. However, for reasons of proof, we request that it be sent by post or e-mail with the subject "Revocation" and stating your name and address. As a precaution, we would like to point out that we may continue to process your data in whole or in part even after you have withdrawn your consent if there is another legal basis for doing so.

If you wish to unsubscribe from a newsletter, you can do so at any time via the corresponding link that appears at the end of each newsletter.

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Article 6(1)(e) of the GDPR - Data processing in the public interest - and Article 6(1)(f) of the GDPR - Data processing on the basis of a balance of interests -; this also applies to profiling based on these provisions.

In principle, the objection 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 "Objection" and stating your name and address.

If you justifiably 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 the assertion, exercise or defence of legal claims.

In addition to this information, please refer to all information you are aware of about our company and our processing of your data, which we will share with you in the future. If you would like further information, please contact the people you know, our head office or our data protection officers. They will be happy to help you. Please bear in mind that processing may be slightly delayed in the case of part-time positions and in the event of holiday/illness. Thank you.

Status of this data protection information: May 2018