Data Protection Statement for Participants

Date: 30.03.2017

As the operator of this web application, the RTWH Aachen University Language Center takes the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with legal data protection regulations as well as this Data Protection Statement.

In order to use this web application, you are asked as a user to log in and submit the requested data (first name, last name, gender, student number, TIM identification, e-mail address, place of university admission authorisation, nationality, study courses and elective department).

In addition, the following will be stored in the course of this web application: registered modules, course registrations, data provided to the examination office, processing history, classifications, group affiliation/membership, purchases of course places, notes, test results, language level certificates, language levels, Language Center ID, proof of participation and performance as well as course participation.

Employees of the language center and freelancers working for the Language Center (e.g. contract teachers) can access the provided data for the following purposes:

• Registered modules: saved for the purpose of ensuring the correct priority for the awarding of course places in terms of the curricular establishment of language courses. This data is deleted 10 years after the last activity.
• Course registrations: saved for the purpose of performing a allocation of course places according to requests and as fairly as possible, taking into account curricular establishment as well as the possibility of needs-based course planning. This data is deleted 10 years after the last activity.
• Data provided to the examination office: saved for the purpose of ensuring the equality of saved and reported data. This data is deleted 10 years after the last activity.
• Processing history: saved for the purpose of identifying contact persons in case of questions concerning the processing conducted, as well as for checking and ensuring compliance with deadlines. This data is deleted as with the corresponding data set.
• E-mail address: saved for the purpose of possible contacting if I am not on site. This data is deleted 10 years after the last activity.
• Placement Tests: saved for the purpose of observing the retention period of examination data. This data is deleted 50 years after the issuing date.
• Gender: saved for the purpose of ensuring the correct address for correspondence or certificates. This data is deleted 50 years after the issuing date of the last participation/performance certificate.
• Group affiliation/membership: saved for the purpose of correct cost accounting for special groups as well as for allocation to group-specific courses. This data is deleted 10 years after the last activity.
• Purchases of course places: saved for the purpose of the correct cost accounting for paid courses. This data is deleted 10 years after the last activity.
• Student number: saved for the purpose of uniquely identifying the individual. This data is deleted 50 years after the issuing date of the last participation/performance certificate.
• Nationality: saved for the purpose of ensuring a correct awarding of course places, provided that nationality is relevant to the course concept. This data is deleted 10 years after the last activity.
• Names: saved for the purpose of ensuring the correct address for correspondence or certificates. This data is deleted 50 years after the issuing date of the last participation/performance certificate.
• Notes: saved for the purpose of processing/accessing, in a way that is not connected to the individual, information that concerns the participant but is not covered by the other fields. This data is deleted 10 years after the last activity.
• Place of university admission authorisation: saved for the purpose of ensuring the correct awarding of course places for courses with native speakers and non-native speakers. This data is deleted 10 years after the last activity.
• Test results: saved for the purpose of compliance with the retention period of examination data. This data is deleted 50 years after the issuing date.
• Language level certificates: saved for the purpose of compliance with the retention period of examination data. This data is deleted 50 years after the issuing date.
• Language levels: saved for the purpose of ensuring a level-based course allocation as well as to enable needs-based course planning. This data is deleted 10 years after the last activity.
• Study courses: saved for the purpose of ensuring the correct priority for the awarding of course places in terms of the curricular establishment of language courses. This data is deleted 10 years after the last activity.
• Language Center ID: saved for the purpose of clearly identifying the person within the web application. This data is deleted 50 years after the issuing date of the last participation/performance certificate.
• Proof of participation and performance: saved for the purpose of compliance with the retention period of examination data. This data is deleted 50 years after the issuing date.
• Course participation: saved for the purpose of ensuring the correct allocation of the course desired by the applicant; enables needs-based course planning. This data is deleted 10 years after the last activity.
• TIM identification: saved for the purpose of the unique identification of the individual. This data is deleted 10 years after the last activity.
• Elective department: saved for the purpose of ensuring the correct priority for the awarding of course places in terms of the curricular establishment of language courses and in the case of course places financed by departments; enables needs-based course planning. This data is deleted 10 years after the last activity.

The collection of the personal data in the context of the web application always takes place on a voluntary basis as far as possible. This data will only be passed on to third parties without your explicit consent if the respective course is commissioned or financed by an external entity which is required to provide the Language Center or another institution of the university with information regarding invoicing.

Although the exchange of all data occurs via a secure encrypted communication channel, we would like to point out that the data transmission over the Internet (e.g. when communicating via e-mail) can have security gaps. A complete protection of the data from access by third parties is not possible.

Cookies

The web application uses so-called cookies. Cookies do not damage your computer and do not contain any viruses. They are small text files which are stored on your computer and saved by your browser.

All of the cookies we use are "session cookies". They are automatically deleted after your visit.

You can set your browser so that you are informed about the setting of cookies and can allow cookies only in individual cases, only in certain cases, or generally exclude them. It is also possible for the automatic deletion of cookies when the browser is closed to be activated. However, it is not possible to use the web application upon deactivation.

Server log files

The Language Center automatically collects and stores information about the page impressions in so-called server log files, which your browser automatically transmits to us. These involve the following:

• IP address of the accessing computer in anonymous form
• Date and time of the server request
• Name of the accessed page
• HTTP status code
• Transferred data
• Referrer URL
• Browsing type/browser version
• Utilised operating system

This data cannot be assigned to any specific individual. This data is not merged with other data sources. We reserve the right to review this data at a later date if specific indications of unlawful use become known to us. Server logs will be deleted on a regular basis 7 days after they have been created.

Information, deletion, blocking

You are always entitled to receive information at no cost regarding your stored personal data, its origin and recipient(s) and the purpose of the data processing as well as to correct, block or delete this data. For this purpose, as well as for further questions regarding the topic of personal data, you can contact the Data Protection Officer of the RWTH directly, who, along with his team, is also available in case of informational inquiries, requests, or complaints.

For backup purposes, the data is backed-up regularly. Data related to non-active users will be anonymised 10 years after the last logon to the web application, provided that the retention periods pursuant to the NRW Archive Act have expired.

Copyright

The layout of the web application, the utilised graphics and images, the collection as well as the individual contributions are protected by copyright.

RWTH Aachen University reserves all rights, including those relating to photomechanical reproduction, duplication and distribution by means of special procedures, such as data processing, data carriers and data networks, including in part.

Legal validity

This Data Protection Statement is part of the website offer by RWTH Aachen University. If individual formulations or parts of this text are no longer or no longer fully compliant with the current legal situation, the remaining parts of this declaration shall remain unaffected thereby.