Information in accordance with Art. 13 of the EU General Data Protection Regulation (GDPR)

Corporation under public law
Represented by the President
Interaktion 1
33619 Bielefeld

Tel: +49.521.106-01
E-mail: info@hsbi.de
Website: www.hsbi.de

Your contact person is:
Hochschule Bielefeld – University of Applied Sciences and Arts (HSBI)
Department for Scientific Further Education, Work-Integrated and Part-Time Studies
Marcus Miksch
praxisintegriertes-studium@hsbi.de
Tel: +49.521.106-5078

The Data Protection Official can be reached at the above address or by telephone at +49.521.106-7743 or by e-mail at datenschutzbeauftragte@hsbi.de.

1. Description and scope of data processing
Your contact details, which we have received from you in writing or text form, will be entered into a Customer Relation Management (CRM) System. In doing so, we will store the name, title, academic degree, department, function, e-mail address, telephone numbers and the postal address of our cooperation partners’ contact persons. These data will also be stored on business mobile phones. In the CRM, we will document important communications (personal conversations, telephone calls and e-mail exchanges) for specific purposes (essential conversation contents and participants’ names). Using mailing lists for companies, we will send information on studies and invitations to events to the cooperating companies’ contact persons.

The personal data of the cooperating companies’ contact persons will also be used to send greeting cards. In addition, the contact persons will be invited to HSBI’s Annual Reception and they will receive HSBI’s printed Annual Report and Jahresgabe. For these purposes, their names, titles, companies and the postal addresses will be transferred from the CRM to a data source (Excel) and sent by post as a serial letter.

2. Legal basis for data processing
The legal basis for data processing is Art. 6(1)(e) alt. 1 GDPR, as the processing is necessary for the performance of a task that is in the public interest. The task results from Section 3(2), (3) of the Higher Education Act of North Rhine-Westphalia. You can object to the processing of your personal data in accordance with Art. 21(1) GDPR.

As part of the cooperation in work-integrated studies, you are required to provide those personal data that are necessary for the establishment, implementation and termination of the contractual relationship and for the fulfilment of the associated contractual obligations or for which we are legally obliged to collect them. Without these data, we will not able to cooperate with you in work-integrated studies.

3. Purpose of data processing
The CRM system is necessary for the management of the cooperating companies and organisations as well as for the initiation of cooperation in work-integrated studies. We will store your e-mail address in the mailing lists for companies in order to send you information on studies and invitations to events. The storage of your data on business mobile phones is necessary in order to ensure reliable contact with the cooperating companies and organisations at all times.

4. Storage period
Personal data will be erased after the cooperation has been terminated. The cooperation ends if the company is no longer suitable or after completion of the studies, termination or cancellation of the cooperation agreement, provided that no new cooperation is planned by the cooperation partner.

1. Description and scope of data processing
The company portals are located on HSBI’s website. Each campus that offers work-integrated study programmes has its own company portal. Within these company portals, there is a list-like website for each work-integrated study programme. This site contains an entry for each cooperating company with the company name and logo through which the websites with the specific placement offers of each company can be reached. As part of the publication, we create a website with the company logo, a brief description of the company, information on the placement offers and the contact details of a contact person for the cooperation partner. The companies have the opportunity to publish advertisements in the company portal (in PDF format or with a link to the respective company website), which are aimed at applicants for work-integrated studies.

2. Legal basis for data processing
By sending the data and documents required for the portal entry by e-mail, you instruct HSBI to publish your entry in the company portal. The legal basis for data processing is Art. 6(1)(e) alt. 1 GDPR, as the processing is necessary for the performance of a task that is in the public interest. The task results from Section 3(2), (3) of the Higher Education Act of North Rhine-Westphalia. You can object to the processing of your personal data in accordance with Art. 21(1) GDPR.

Without the data mentioned under II. 1., we will not be able to publish your placement offers in the company portal on HSBI’s website.

3. Purpose of data processing

Through the company portals, we support cooperating companies in the recruitment of applicants for work-integrated studies.

4. Storage period

A company’s entry in the company portal is erased

a)       Upon termination of the cooperation,

b)      At any time at the company’s request.

1. Description and scope of data processing
a) An annual “Unternehmer*innen-Austausch” networking event for company representatives takes place at every campus of the university (Bielefeld, Gütersloh, Minden). The event is organised by the Department for Scientific Further Education. The cooperating companies’ representatives are invited to these events through our mailing lists for companies. Together with the invitation, we send out an agenda that lists the names, functions and companies of the speakers in connection with the titles of their contributions. Participants register for the event by e-mail. By registering for the event, they give their consent to the inclusion of their personal data (first name, last name, company) in the list of participants and to the creation of name tags.

b) For each event, we will create a PowerPoint presentation containing the individual presentations of the speakers as well as the information of the agenda mentioned under a). Subsequently, this presentation will be converted into a protected PDF document and published on HSBI’s website to a limited audience. The location of this file will not be accessible through the website navigation. The cooperating companies’ representatives will receive a special download link to access the file through the mailing list for companies.

2. Legal basis for data processing
a) There is no legal obligation to provide your data. By registering for the event by e-mail, the participants give their express consent to their data being included in the list of participants and to the creation of name tags. The legal basis for the processing described under III. 1. a) is Art. 6(1)(a) GDPR. Without the data mentioned under III. 1., we will not be able to include your data in the list of participants and to create a name tag for you.

b) As part of the organisation of the event, the speakers are expressly informed that their names, functions and companies, the titles of their contributions and their PowerPoint presentations will be published on HSBI’s website as a protected PDF document and that a special download link to the storage location will be communicated to the cooperating companies’ representatives through the mailing list. The speakers have no legal obligation to provide their data. They expressly give their consent by e-mail. The legal basis for the processing described under III. 1. b) is Art. 6(1)(a) GDPR.

3. Purpose of data processing
The purpose of the processing is informing the cooperation partners about the respective event’s agenda and making it possible for HSBI to plan the event.

4. Storage period
The file (directory of participants, see III. 1. a) will be erased after the event without delay. The speakers’ presentations and the PDF document created from the presentations will be available to the cooperating companies’ representatives for a period of five years after the event and will be erased after this period.

The hybrid “Unternehmer*innen-Austausch” networking event is organised by the Department for Scientific Further Education. The physical event is offered as a virtual event at the same time.

1. Description and scope of data processing
a) Data of participants
The cooperating companies’ representatives are invited to these events through our mailing lists for companies. Together with the invitation, we send out an agenda that lists the names, functions and companies of the speakers in connection with the titles of their contributions. Participants register for the event by e-mail. By registering for physical participation in the event, they give their consent to the inclusion of their personal data (first name, last name, e-mail address, company) in the list of participants and to the creation of name tags. During the event, video images and sounds of the participants will be transmitted to the virtual participants through a video conferencing system.

By registering for virtual participation in the event, participants consent to the fact that HSBI will create a mailing list of registered persons for the organisation of the events; their last name, first name, e-mail address and company will be stored. The purpose of this mailing list is to provide the participants with the information required to conduct the online meeting, including the link for the meeting. Video images and sounds and the name that virtual participants specify in the video conferencing system will be transmitted to the people participating physically.

b) Speakers’ data
As part of the events, the speakers will present their own PowerPoint presentations. Subsequently, all presentations will be converted into a protected PDF document and published on HSBI’s website. The location of this file will not be accessible through the website navigation. The cooperating companies’ representatives will receive a special download link to access the file through the mailing list for companies. During their contributions, video images and sounds of the speakers will be transmitted to the virtual participants through a video conferencing system.

2. Legal basis for data processing
a) Data of participants
There is no legal obligation to provide your data.
By registering for physical participation in the event by e-mail, participants give their express consent to the inclusion of their e-mail address in the mailing list, to the creation of name tags and to the transmission of their video image and sound to the virtual participants through a video conference system.
By registering for virtual participation in the event by e-mail, participants give their express consent to the inclusion of their e-mail address in the mailing list, for the transmission of their video image and sound and the name specified in the videoconferencing system to the physical participants.
The legal basis for the processing described under IV. 1. a) is Art. 6(1)(a) GDPR. Without the data mentioned under IV. 1., we will not be able to provide you with the information necessary for the event through the mailing list.

b) Speakers’ data
As part of the organisation of the event, the speakers are expressly informed that their names, functions and companies, the titles of their contributions and their PowerPoint presentations will be published on HSBI’s website as a protected PDF document to a limited audience and that a special download link to the storage location will be communicated to the cooperating companies’ representatives through the mailing list. The speakers have no legal obligation to provide their data. By e-mail, they expressly give their consent to their above-mentioned data being included in the agenda, to their presentation being published on HSBI’s websites and to their video image and sound being transmitted through a video conference system to virtual participants during their contribution. The legal basis for the processing described under IV. 1. b) is Art. 6(1)(a) GDPR.

3. Purpose of data processing
The purpose of the processing is informing the cooperation partners about the respective event’s agenda and the participants receiving the information they need for the event. In addition, the transmission of video image and sound enables exchange and discussion between speakers, physical participants and virtual participants.

4. Storage period
The mailing list will be erased after the event without delay. The speakers’ presentations and the PDF document created from the presentations will be available to the cooperating companies’ representatives for a period of five years after the event and will be erased after this period.

1. Description and scope of data processing
The InfoPLUS event takes place at the Gütersloh and Minden campuses and is an offer of HSBI for all cooperating companies. The event is organised by the Department for Scientific Further Education. The cooperating companies’ representatives are invited to these events through our mailing lists for companies. Participants register for the event by e-mail. An Excel file with a directory of the participants (company, first and last name) is created to plan and organise the events.

2. Legal basis for data processing
The legal basis is Art. 6(1)(a) GDPR. The transmission of your data is necessary for participation in the event. The processing is an offer of HSBI within the framework of cooperation in work-integrated studies. Without the data mentioned under V. 1., we will not be able to include your data in the list of participants and to create a name tag for you.

3. Purpose of data processing
Through the events, we support cooperating companies in the recruitment of applicants for work-integrated studies. The participants’ data are required for the organisation of the event, for example for the creation of name tags.

4. Storage period
The personal data contained in the Excel file (directory of participants, see V. 1.) will be erased after the event without delay.

1. Description and scope of data processing
Individuals who have reached the age of sixteen can register with their e-mail address through HSBI’s website or by scanning a QR code published at information events to be included in the mailing list for prospective students.

2. Legal basis for data processing
There is no legal obligation to provide your data. By registering independently on the “general list information page,” prospective students give their consent to their data being included in the mailing list. The legal basis for the processing described under VI. 1. is Art. 6(1)(a) GDPR.

3. Purpose of data processing
The purpose of the mailing list is to inform prospective students about work-integrated studies at HSBI, in particular about placement offers, information events and the application process.

4. Storage period
Your e-mail address will be erased three months after the application deadline for the semester in which you would like to begin your studies (i.e. on 15 October of each year). Alternatively, you can have your e-mail address deleted from the mailing list immediately by sending a brief message to praxisintegriertes-studium@hsbi.de or by unsubscribing from the mailing list at any time.

1. Description and scope of data processing
An annual “Unternehmer*innen-Stammtisch” event takes place at every campus of the university (Bielefeld, Gütersloh, Minden); it is (alternately) organised by the cooperation partners in work-integrated studies. The cooperating companies’ representatives are invited to these events through our mailing lists for companies. Participants register for the event by e-mail, providing the following personal data: Last name, first name and company.

For organisational purposes, HSBI will create a file with a directory of the participants in Excel as a service for the organising company. This file will be e-mailed to the organiser of the event for preparation.

2. Legal basis for data processing
The legal basis is Art. 6(1)(a) GDPR. The transmission of your data is necessary for participation in the event. Without the data mentioned under VII. 1., we will not be able to include your data in the list of participants.

3. Purpose of data processing
The file with the directory of participants will be created and forwarded by HSBI in order to make it possible for the organiser to accredit the participants for entering the company premises and to create name tags.

4. Storage period
HSBI will erase the file (directory of participants) will be erased after the event without delay.

The cooperation agreement data are collected by Department II: Student Affairs. Please find detailed information on the processing in Department II’s area on HSBI’s website at: www.hsbi.de/studium/datenschutz

1. Description and scope of data processing
The Department for Scientific Further Education sends information letters on work-integrated studies by post to companies in the region that are suitable (for the study programmes) for advertising purposes. The department researches company addresses and publicly accessible data of corresponding contact persons online in order to send these information letters. The Department for Scientific Further Education creates a file with the following columns: Company name, street address, post code, city, title, first and last name of the contact persons, industry, link and status of the website used for the search.

The letters are printed, put in an envelope and sent by HSBI’s post room team.

2. Legal basis for data processing
Work-integrated studies makes it possible for companies to train specialist staff in line with their needs. The legal basis for data processing is Art. 6(1)(e) GDPR, as the processing is in the public interest. The task results from Section 3(2), (3) of the Higher Education Act of North Rhine-Westphalia.

3. Purpose of data processing
The purpose of the information letters is to make companies aware of work-integrated studies at HSBI in order to make it possible for them to train specialist staff in line with their needs.

4. Storage period
The personal data contained in the Excel file (directory of participants, see IX. 1.) will be erased three months after the information letter have been sent out.

The personal data will be used exclusively for the above-mentioned processing and/or purposes. Your personal data will not be disclosed to third parties, except in the cases described under B. or with your express consent.

We do not use automated processing/profiling.

As a data subject within the meaning of the GDPR, you have the rights specified below at any time:

• In accordance with Art. 15 GDPR, to request information about your personal data processed by us. In particular, you may request information about the purposes of processing, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the existence of a right to rectification, erasure, restriction of processing or objection, the existence of a right to lodge a complaint, the origin of your data if they have not been collected by us and the existence of automated decision-making including profiling and, where appropriate, meaningful information on their details;
• In accordance with Art. 16 GDPR, to request the rectification of incorrect or completion of your personal data stored by us without delay;
• In accordance with Art. 17 GDPR, to request the erasure of your personal data stored by us, unless the processing is necessary to exercise the right to freedom of expression and information, to fulfil a legal obligation, for reasons of public interest or to assert, exercise or defend legal claims;

• In accordance with Art. 18 GDPR, to request the restriction of the processing of your personal data, insofar as you contest the correctness of the data, the processing is unlawful, but you refuse to erase it and we no longer need the data, but you need it for the establishment, exercise or defence of legal claims or if you have objected to the processing in accordance with Art. 21 GDPR;
• In accordance with Art. 20 GDPR, to receive the personal data that you have provided to us in a structured, common and machine-readable format or to request their transmission to another data controller;
• In accordance with Art. 21(1) GDPR, to object to the processing of your personal data, provided that the processing takes place according to Art. 6(1)(e) alt. 1 GDPR (performance of a task that is in the public interest);
• In accordance with Art. 7(3) GDPR, to revoke a consent once granted to us at any time. Provided that it was based on this consent, we will consequently no longer be allowed to continue the data processing and the data will be erased;

• In accordance with Art. 77 GDPR, to complain to a supervisory authority.

In order to exercise your rights as a data subject, please contact the persons mentioned under A.

You have the right to lodge a complaint with the data protection supervisory authority at any time.

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen
Postfach 200444
40102 Düsseldorf
Tel: +49.211.384240
Fax: +49.211.3842410
E-mail: poststelle@ldi.nrw.de
Website: https://www.ldi.nrw.de/kontakt