Data protection declaration PRIMUSS

The protection of your personal data is very important to us. We therefore process your data exclusively on the basis of legal directives (European General Data Protection Regulation -GDPR, Bavarian Data Protection Law – BayDSG). As part of this data protection information, we will inform you about the aspects of data relevant to you regarding our application procedure for university places, our matriculation procedure, the student and examination administration for enrolled students, as well as scholarship and alumni administration.

We adapt our data protection information to current developments appropriately: please consult the current status regularly on this page.

Responsible Controller

HM Hochschule München University of Applied Sciences

Lothstr. 34
D-80335 Munich
Tel.: +49 89 12 65 - 0
Fax: +49 89 12 65 - 3000
Email: kommunikation@hm.edu
Website: www.hm.edu

The HM Hochschule München University of Applied Sciences is a public institution that is legally represented by its President Prof Dr Martin Leitner.

Value Added Tax Identification Number, in accordance with § 27 of the Value Added Tax Act (Umsatzsteuergesetz – UStG):
DE 235 059 152

Official Data Protection Officer

You can contact the official data protection officer at the HM Hochschule München University of Applied Sciences by e-mail at the address datenschutzbeauftragter@hm.edu and by telephone at 089 60807600.

Purposes and Legal Bases of the Processing

We use the gathered personal data to process your university application according to legal directives, as well for the matriculation process following a successful application. If you enrol at HM, your personal data is then used for study and examination administration, to support the processing of your international matters such as a semester abroad, as well as for scholarship matters and as a basis for promoting talent.

If you would like to stay in contact with us after your studies as alumni, a separate statement/registration is required: only then will we use the data to provide you with suitable alumni offers.

We also use the gathered data to control system accesses (network, online portals, educational platforms, library use, room use).

During the application procedure, we use your personal data exclusively for contacting you and for carrying out our application procedure.

In the studies and examination administration, the data is used to contact you, for application management (leave of absence, deadlines, acknowledgement etc.), as well as for the administration of internships, fees and examinations according to legal requirements.

In relation to scholarship matters, we gather your scholarship applications (e.g. the Deutschlandstipendium) to be processed through the university and use the available data for targeted information about scholarship programmes, talent promotion and the awarding of prizes to students and graduates. In some external scholarship programmes, the universities have a nominating power for suitable students according to relevant criteria. These may include arithmetic examination grade averages from PRIMUSS. With the help of the systems, we identify the students who fulfil the criteria of the sponsorship programmes the best; a suggestion with the transmission of your personal data to external scholarship providers only ensues with your consent.

With your personal data, we also support your application for places at foreign partner universities: this application is processed and carried out in the mobility management system “MoveOn” of HM of Applied Sciences: PRIMUSS supplies current arithmetic examination grade averages for allocation according to ranking lists, if there are more applications than places available.

As an applicant and if you are matriculated at our university, you receive from us password-protected system access for the digital processing of your application and procedures in the PRIMUSS portals for applicants and students: we log your accesses and activities to be able to verify the legitimacy of accesses and activities at all times. Beyond this, there is no use of the log data.

The legal basis for the data gathering is Art. 6 Par. 3 No. b GDPR in conjunction with Art. 42 Bavarian University Law (BayHSchG), the Bavarian Higher Education Admissions Law (BayHZG) and the statute pertaining to the application, matriculation, leave of absence, reregistration and deregistration procedure at HM in its latest version, as well as the University Statistics Law (HStatG).

The storing of your private e-mail address, as well as private telephone contact details, is based on Art. 6 Par. 1 lit. e, Par. 3 No. B GDPR in conjunction with Art. 4 Par. 1 BayDSG n.s. Your private contact details allow you and us, in time-sensitive cases such as examination schedules, agreements about applications and decisions etc., to conduct efficient exchanges in a way that experience has shown is not possible via the Munich e-mail accounts. The data processing is therefore necessary for handling a task assigned to the person responsible. As we only use your private contact details internally and not externally, passed on internally only to authorised service units, it does not run counter to your interests in preserving privacy and protecting personal data.

Recipients or categories of recipients of the personal data

HM only passes on your data in cases of legal enforcement or with your consent: there is no passing on of data beyond this.

For degree courses that are part of the nationwide admission comparison, the so-called dialog-orientated service procedure (DoSV), your application data is passed on to the authority for university admission responsible for DoSV (see www.hochschulstart.de) for the nationwide application and admissions comparison and compared there with the data you submitted (legal basis § 37 1 Bavarian University Admissions Act).

In relation to admission and the course of study, there is a comparison of your data with your health insurance (legal basis Student Health Insurance Registration Ordinance, SKV-MV of 27 March 1996 in the current version), as well as if required a data transmission to the Studentenwerk Munich in connection with the BAöfG applications you submitted to it (legal basis §§ 47/48 Federal Education and Training Assistance Act – BaföG).

The library system of HM is hosted at the Leibniz data centre, an institute of the Bavarian Academy of sciences. The technical service is by the central office of the Bavarian State Library and the Library of HM.

In many scholarship programmes, the university has a right of nomination for potential candidates among the students: we only ever pass on your contact and results details with your consent. The passing on of data even without your knowledge is permissible on the basis of Art. 27 Bavarian Data Protection Law BayDSG n.s. for preparing and carrying out state or communal awards or honours.

HM operates PRIMUSS as an examination, matriculation and student administration software in conjunction with nine further universities. The systems including the online portals are hosted centrally in the Regional Datacentre Erlangen-Nürnberg and are administrated by the PRIMUSS association. Its competence centres are responsible for the PRIMUSS association: for the central administration and the second-level support of the online services it is the PRIMUSS team at Coburg University, for the second-level support of the administrative programmes it is the Technical University Ingolstadt. You can reach their contact partners at techadmin@primuss.de or info@primuss.de.

Duration of personal data storage

Your applicant data is used exclusively to process your application. If your application was not successful, this data is deleted six months after the conclusion of the application procedure (Art. 17 Par. 1 lit. a GDPR). In the event that it merits archiving, the deletion only ensues after the data has been offered for archiving (Art. 89 GDPR, in conjunction with Art. 26 Par. 6 BayDSG n.s.)

If you are matriculated at the university, we store your personal data for the duration of your studies according to legal directives:

• Applications and other written correspondence are stored for the duration of studies and for six further months to verify the course of study and to be able to issue any relevant certifications.
• Examination documents are stored for two years, in accordance with §12 of the framework study regulations for universities in Bavaria (RaPO), starting with the end of the calendar year in which the result of the respective module examination was issued. Examination documents that are the object of an objection or complaints procedure are stored until the legal conclusion of the procedure.
• A reduced examination file is stored for the duration of 50 years with information about the matriculation period, the examination results, the deregistration and the award of an academic grade. The storage period starts at the end of the calendar year in which you deregistered.
• Personal data regarding financial transactions (student union contributions, study fees in the vocational bachelor and masters courses) are stored for a period of ten years on the basis of budget and tax law.
• Your data in the library systems is deleted after deregulation. If an account still owes fees or borrowed books, the data is kept until the account has been cleared and then deleted immediately afterwards.

Rights of Affected Persons

In accordance with Art. 15 GDPR, you have the right to request information about whether and which personal data of yours is stored, what purpose it is used for, who the data was passed on to, if applicable where the stored data came from, if it was not gathered from you personally. If you believe that incorrect personal data has been stored about you, you have the right to correction of this data in accordance with Art. 16 GDPR and to restriction of processing according to Art. 18 GDPR until correction has been clarified. In relation to personal data that is no longer needed for the purpose for which it was gathered, you have the right to deletion of data in accordance with Art. 17 GDPR.

Art. 20 GDPR is the basis for your right to receiving the data you provided in a structured, current, machine-readable format or being made available directly to another responsible party designated by you.

You also have the right to submit a complaint at a regulatory authority. The authority responsible for HM is the Bavarian Federal Authority for Data Protection:
The contact details are as follows:
Postal address: P.O. Box 22 12 19, 80502 Munich
Address: Wagmüllerstraße 18, 80538 München
Telephone: 089 212672-0
Fax: 089 212672-50
E-mail: poststelle@datenschutz-bayern.de
Internet: https://www.datenschutz-bayern.de/

Provision Obligation for Personal Data and possible consequences of Non-provision

According to Art. 42 Par. 4 Bavarian University Law (BayHSchG), you are obliged to provide all personal data relevant to carrying out your application and your studies. If you do not state requested data relevant to decisions, you can lose rights that depend on it (e.g. admission to studies, matriculation, examinations, leave of absence, deadline extensions, accesses etc.).

Automated Decision-making / Profiling

In the area of talent promotion at HM, for scholarship nominations (see above) and for information about job offers for research associates, we evaluate the data of students according to the respective catalogues of criteria for jobs, scholarships and talent promotion. In relation to this, you will be informed if applicable, asked to make an application or approached directly by the university. Independently of this, the basic information for talent promotion, scholarship programmes and job descriptions is available on the usual portals for all students.

For applications for semesters abroad at foreign partner universities, current arithmetic examination grade averages are supplied for processing in the mobility management system “MoveOn” as a decision basis for awarding places, if there are more applications than places available. The student data is taken over from the PRIMUSS system, insofar as necessary for the application. The data is not passed on or subject to evaluations without your consent.