Data Protection of the Studentenwerk Frankfurt am Main

1. General information

With this data protection declaration we would like to inform you about the nature, extent and purpose of collected and processed personal data and about the rights you are entitled to.
The protection of your personal data is of great importance to the Studentenwerk Frankfurt am Main. Therefore, the use of our websites is principally possible without providing personal data; merely general access data under item 4 below is collected. However, if you wish to use certain offers of these sites, a processing of personal data may be necessary. These offers can be found under item 9 in more detail. The processing of personal data always occurs in accordance with the General Data Protection Regulation and other data protection provisions applicable to the Studentenwerk Frankfurt am Main.
For the processing of your personal data, we have implemented numerous technical and organisational measures to ensure the greatest possible protection of your data. Nevertheless, Internet-based data submissions can have security gaps so that absolute protection cannot be guaranteed. Therefore, you are free to submit personal data on alternative ways, such as per telephone or per mail.

2. Name and address of the person responsible

For the processing of your personal data according to the General Data Protection Regulation, the following person in responsible:

Konrad Zündorf (Managing Director)
Studentenwerk Frankfurt am Main
Anstalt des öffentlichen Rechts
Bockenheimer Landstraße 133
60325 Frankfurt am Main

Tel.: 069 798-34901
gf(at)studentenwerkfrankfurt.de

3. Name and address of the data protection officer

You can always contact the data protection officer directly with any questions and suggestions regarding data protection. The data protection officer of the Studentenwerk Frankfurt am Main can be contacted as follows:

Studentenwerk Frankfurt am Main
Anstalt des öffentlichen Rechts
Klaus-Peter Schadt
Bockenheimer Landstraße 133
60325 Frankfurt am Main

Tel.: 069 798-34920
datenschutz(at)studentenwerkfrankfurt.de

4. Collecting general data and information

Our website collects the following general data and information each time. This general data and information is stored in the server’s log files. Collected information is
(1) used browser types and versions, (2) the operating system of the accessing system,
(3) the website from which the access to our website occurs, (4) the accessed subsections via our website, (5) the date and time of access, (6) an Internet Protocol address (IP address) and (7) the accessing system's Internet service provider. The data is collected for purely statistical purposes. The legal basis for the processing is Art. 6, para. 1f of the DSGVO.

When using this data and information, we cannot gather personal data from this information.

5. Processing purpose

The processing of personal data by the Studentenwerk Frankfurt am Main always occurs to perform a contract with the affected person or to fulfil possibly pre-contractual measures.

If the processing of personal data is necessary and there is no legal or contractual basis for this, processing only takes place with the consent of the person concerned.

A given consent can be cancelled at any time, whereupon the blocking or deletion of the stored data occurs.

6. Collection, process, use and deletion of personal data

Normally, the Studentenwerk Frankfurt am Main directly collects personal data from the person concerned. Personal data is solely processed for the purpose of contract implementation or for the purpose described in the consent, and stored for the period required to achieve this purpose. Any further storage only occurs if this is determined by laws or regulations (for example, legal retention obligation).

If the purpose of the processing is omitted or if the retention obligation prescribed by law expires, the personal data is anonymised or deleted. The processing of data takes place exclusively in the Federal Republic of Germany.

We only pass on your data to third parties if this is necessary for implementing a contract with you or if we are legally bound to do so. By the way, we only transfer data if you have authorised us to do so.

An automated decision-making process (Art. 13 para. 2f) does not take place.

7. Rights of the person concerned

The General Data Protection Regulation gives each affected person, inter alia, the right to disclosure, correction, blocking and deletion of their personal data. If you wish to use this right or if you have questions about this data protection declaration, you can always contact our data protection officer (see contact details under item 3) or another employee of the Studentenwerk Frankfurt am Main.

In addition, data subjects also have the option to directly contact the responsible data protection supervisory authority. For the Studentenwerk Frankfurt am Main, this is:

The Hessian Data Protection Officer
Gustav-Stresemann-Ring 1
65189 Wiesbaden

Tel.: 0611 1408-0
poststelle(at)datenschutz.hessen.de

8. Websites of other providers (external links)

Our website also contains links to other websites. However, this data protection declaration exclusively refers to the content of the websites www.studentenwerkfrankfurt.de, www.wohnraum-gesucht.de, www.studentenwerke-hessen.de  and not to linked pages and their contents (for example, job exchange, job offers).

9. Notifications on individual offers of the Studentenwerk Frankfurt am Main

a) General email traffic

The email traffic of the Studentenwerk Frankfurt am Main is not coded. If you communicate with us by email, please bear in mind that unauthorised third parties may have access to these. If you would like to avoid this risk, please use the contact forms of our websites, which are transmitted encoded, or contact us personally by phone or by mail.

If you send us an email, we use it solely to process your request. Email redirections only occur if necessary to handle your request.

We store and archive emails because we are required to do so due to legal retention obligations.

b) Contact forms

When using our contact forms, provided personal data (name and email address) is only used for the purpose stated in the contact form (approval, criticism, inquiries, request of information material, etc.) and then deleted. A further use of data does not occur.

c) Registration form for cooking courses

Data (name, address, contact details, student status, if applicable matriculation number) transmitted during the use of this registration form is exclusively used for the implementing and billing of the respective cooking course and is deleted at the end of the legal retention obligation.

d) Application platform for residential halls

For the rental contract management of the residential halls, an online application procedure is used for the individual spaces within the student residential halls. Only data required for the rental contract management is collected and is provided by you directly (first and last name, birth name if applicable, gender, birthday, marital status, spouse's name if applicable, home address, semester address, country, telephone number, email address , nationality, number of children if applicable, university, subject area and semester number).

Your personal data is used for the realisation of the tenancy and is deleted after expiration of the legal retention obligation. If no rental contract occurs, your personal data is deleted within three months after the cancelation of your application.

e) Private housing agency

In our portal for the private housing agency, www.wohnraum-gesucht.de, you can only provide data as a landlord, if you have agreed to the terms and conditions. You communicate this to us by setting a corresponding tick. We exclusively store this data for publication under "Wohnraum gesucht!". The data is published for a maximum of eight weeks and afterwards deleted.

f) Refund of the RMV-AStA semester ticket of the Goethe University

The Studentenwerk Frankfurt am Main runs the administration of the semester ticket hardship fund on behalf of the AStA of the Goethe University. Personal data and documents submitted in connection with the refund application are exclusively stored and processed by the Studentenwerk. The data is deleted after a retention period of three years, beginning with the end of the refund semester.

g) Insurance

The Studentenwerk Frankfurt am Main has taken out group accident and liability insurance for its students. Student data is not initially processed here.
Only when claiming the insurance in the event of damage personal data is collected and forwarded to the commissioned insurance company.

Their contact data is sent to you in the event of damage. Data and documents for processing and settlement claims are deleted at the Studentenwerk at the end of the legal retention obligation.

h) Job applications

We process your personal data, which we receive from you with a job application, exclusively for the purpose of this application. In the event of rejection, the data will be permanently deleted 6 months after completion of the application process.

Should you enter into an employee relationship with us as part of the application process, your data will be transferred to our personnel administration system.

i) Student loans

The Studentenwerk Frankfurt am Main has commissioned the Darlehenskasse der Studierendenwerke e. V., Weißhausstr. 30, 50939 Köln (hereinafter referred to as Daka) to process applications, administer and reclaim its student loans. The data collected by you when you submit your application will be forwarded by the Studentenwerk to the Daka and processed exclusively for the purpose of implementing the loan agreement. No other data will be passed on.

Your data will be stored by Daka after the loan repayment for the period of the legal retention obligation (10 years). The data will then be anonymised.

Data protection information of the Daka can be found on the website www.daka-darlehen.de
The Studentenwerk Frankfurt am Main is responsible for this data processing.

j) Emergency loans

The Studentenwerk Frankfurt am Main grants loans from its emergency fund to students in special cases. The data you provide when applying for a loan will be used exclusively for the execution of the loan agreement. Data will not be passed on.

Your data will be stored for the duration of the legal storage obligation (10 years) after repayment of the loan. The data will then be anonymised.

k) BAföG / AFBG

The Studentenwerk Frankfurt am Main is also responsible for implementing the Federal Training Assistance Act (BAföG) and the Advanced Training Assistance Act (AFBG, or "Meister-BAföG").

Data protection information on these two procedures can be found at https://service.hessen.de/html/Datenschutzerklaerung.htm

l) Frankfurt.bookyour.menu

It is possible to book seats in the catering facilities of the Studentenwerk Frankfurt am Main via the website https://frankfurt.bookyour.menu/.

The provision of personal data is necessary for contact tracking reasons in the context of the COVID 19 pandemic and must be provided once before the reservation is made. Without this data, the reservation platform cannot be used.

The legal basis for the processing of their data is their consent (Art. 6 para. 1 lit. a DSGVO) and the Hessian Corona Contact and Operating Restriction Ordinance. If a given consent is revoked in whole or in part, the data covered by it will be deleted immediately, unless it must continue to be stored for another legal reason.

Within the Studentenwerk, the catering establishments receive the necessary booking data in anonymised form. In addition, a few selected employees have access to the personal guest data in order to be able to fulfil the legal notifications in the event of a proven Corona infection. Only in such a case will your personal data be passed on to the responsible health authority.

The personal data of a user account will be stored until the account is deleted. The account can be deleted by the user himself.

According to the current legal situation, information on seat reservations is stored for 30 days. After this time, the data is automatically deleted.

10. external providers

a) Facebook

On the webpages of the Studentenwerk Frankfurt am Main you will find links to the social media we use so that you can easily access them. However, there are no components (e.g. "Like" button) integrated into our pages that transmit data to the operators of the social networks.

However, when you visit our Facebook page, Facebook collects your IP address as well as other information that is present on your PC in the form of cookies. The data collected about you in this way is processed by Facebook and may be transferred to countries outside the European Union. Cookies are also stored on your device.

In what way Facebook uses the data from the visit to its pages for its own purposes, to what extent activities on the Facebook page are assigned to individual users, how long data is stored and whether data from a visit to the Facebook page is passed on to third parties, is not clearly stated by Facebook and is not known to us.

The complete Facebook data guidelines can be found here:
https://de-de.facebook.com/full_data_use_policy

b) YouTube

We use YouTube, represented by Google Ireland Ltd. Gordon House, Barrow Street, Dublin 4, Ireland, to integrate videos into our websites.

In principle, cookies are installed on your computer as soon as you have accessed a page with embedded videos and your IP address is stored. On our websites, however, we use YouTube videos with the "extended data protection mode" function. According to Google's privacy policy, no personal data is evaluated as long as you do not watch the video. However, as soon as you start playback of an embedded video by clicking on it, YouTube saves cookies on your device in extended data protection mode, which do not contain any personally identifiable data unless you are currently logged in to a Google service.

We have no knowledge of the subsequent collection and use of your data by YouTube and cannot influence this. You can find more information about this at: www.google.de/intl/de/policies/privacy/

c) Twitter

We also use the services of Twitter Inc, 1355 Market Street, Suite 900, San Francisco, CA 94103 U.S.A. back. The data controller for individuals living outside the United States is Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2 D02 AX07, Ireland.

We would like to point out that you use the Twitter short message service offered here and its functions under your own responsibility. This applies in particular to the use of the interactive functions (e.g. sharing, rating).

The Studentenwerk has no influence on the type and scope of the data processed by Twitter, the way in which it is processed and used, or the transfer of this data to third parties, and has no means of control.

Information on what data is processed by Twitter and for what purposes can be found in Twitter's privacy policy: https://twitter.com/de/privacy

You have options to restrict the processing of your data in the general settings of your Twitter account and under the item "Data protection and security". In addition, you can restrict Twitter's access to contact and calendar data, photos, location data, etc. on mobile devices (smartphones, tablet computers) in the settings options there. However, this depends on the operating system used.

Further information on these points is available on the following Twitter support pages:https://support.twitter.com/articles/105576#

d) Instagram

If you visit our Instagram page and your browser allows cookies to be stored, Facebook Ireland stores "cookies" and can access this information when you visit the Facebook platform or a website that embeds Facebook technologies. You can find more information about the purpose of the cookies used, the integration of these cookies by other websites and your control options in this regard here: https://help.instagram.com/1896641480634370?ref=ig

e) Google Maps

On our website we use Google Maps (API) from Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland. Google Maps is a web service for displaying interactive (land) maps in order to visually present geographical information. By using this service, you will be shown our location and it will be easier for you to find us.

Information about your use of our website (such as your IP address) is transmitted to Google servers and stored there when you call up those sub-pages in which the Google Maps map is integrated, and may also be transmitted to Google LLC servers in the USA. This occurs regardless of whether Google provides a user account via which you are logged in or whether a user account exists. If you are logged in to Google, your data will be directly assigned to your account. If you do not want your data to be associated with your Google profile, you must log out before activating the button. Google stores your data (even for users who are not logged in) as usage profiles and evaluates them. If you do not agree to the future transmission of your data to Google in the context of the use of Google Maps, you have the option of completely deactivating the Google Maps web service by switching off the JavaScript application in your browser. Google Maps and thus also the map display on this website can then not be used.

Detailed information on data protection in connection with the use of Google Maps can be found on the Google website ("Google Privacy Policy"): https://www.google.de/intl/de/policies/privacy/

f) Google ReCAPTCHA

We use "Google reCAPTCHA" (hereinafter "reCAPTCHA") on our websites. The provider is Google Ireland Limited ("Google"), Gordon House, Barrow Street, Dublin 4, Ireland.

On this website, we also use the reCAPTCHA function of Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland ("Google"). This function is primarily used to distinguish whether an entry is made by a natural person or is abused by machine and automated processing. The service includes the sending of the IP address and, if applicable, further data required by Google for the reCAPTCHA service to Google and is carried out in accordance with Art. 6 para. 1 lit. f DSGVO on the basis of our legitimate interest in determining individual personal responsibility on the Internet and the prevention of abuse and spam. The use of Google reCAPTCHA may also involve the transmission of personal data to the servers of Google LLC. in the USA.

Further information on Google reCAPTCHA and Google's privacy policy can be found at: https://www.google.com/intl/de/policies/privacy/

11) Use of Matomo

Data is collected and stored using the web analysis service software Matomo (www.matomo.org), a service of the provider InnoCraft Ltd., 150 Willis St, 6011 Wellington, New Zealand, ("Matomo") based on our authorised interest in the statistical analysis of user behavior for optimization and marketing purposes in accordance with Art. 6 para. 1 lit. f DSGVO. From this data, pseudonymised user profiles can be created and evaluated for the same purpose. To this, cookies can be used. Cookies are small text files locally stored in the cache of the visitor's Internet browser. The cookies enable, inter alia, the recognition of the Internet browser. Data collected by Matomo Technology (including your pseudonymised IP address) is processed on our servers. The information generated by the cookie in the pseudonymous user profile is not used to personally identify the visitor of this website or merged with personal data about the bearer of the pseudonym. If you do not agree with the storage and evaluation of this data during your visit, then you can refute the storage and usage any time via following mouse click. In this case, a so-called opt-out cookie is stored in your browser, with the result that Matomo cannot collect any session data.

Please note that the complete deletion of your cookies also deletes the opt-out cookie, which requires you to reactivate this.

12) Use of own "cookies"

This website uses its own "cookies" to increase the user-friendliness ("cookies" are data records sent by the web server to the user's browser and stored there for later retrieval). In our personal "cookies" no personal data is stored. You can generally prevent the use of "cookies" if you deny the storage of "cookies" in your browser.

If you have any questions regarding data protection declaration, please contact our data protection officer (see contact details above under item 3).