Skip to main content

Privacy Policy for the “Housing Service of the International Office” for International Students at the University of Potsdam (UP-Contingent)

This website provides information about the collection, processing, and use of your personal data by the University of Potsdam and the rights to which you are entitled in the context of arranging housing within the framework of a contingent contract concluded with the Potsdam Association for Student Affairs.

We process your personal data in compliance with the applicable data protection regulations, in particular the EU General Data Protection Regulation (DSGVO) and the Brandenburg Data Protection Act (BbgDSG).

Person responsible for data processing

The University of Potsdam
Represented by the President, Prof. Oliver Günther, Ph.D.
Am Neuen Palais 10
14469 Potsdam
Telephone: +49 331 977-0
Fax: +49 331-97 21 63
www.uni-potsdam.de

Types of data processed

  • Key data (first name, last name, date of birth, gender),
  • Contact details (e-mail address),
  • Study details (matriculation number, start semester, planned end date, registration and participation in the ‘Welcome to German(y)’ course, and field of study),
  • Application-related and work process-related data (approval/rejection of contingent place, dates and payments received, reasons for cancellation and waiting list place).

Purpose of data processing

This data processing supports the placement process of a room option in a dormitory of the Potsdam Association for Student Affairs.

Legal basis of data processing

The legal basis for data processing is Art. 6 para. 1 p. 1 lit. e DSGVO in conjunction with Section 14 (9) BbgHG. According to these regulations, the higher education institutions of the state of Brandenburg may, among other things, process data of external users who participate in courses or use higher education facilities. 

Recipients of the data

Only those persons and offices of the University of Potsdam (Division 2: Student Affairs to handle the placement process, Division 4: Budget Planning and Financing to handle payment transactions, and Center for Information Technology and Media Management (ZIM): administration of service Box.UP) will receive your personal data that are involved in the processing of your application for a dormitory placement. In addition, the Potsdam Association for Student Affairs (contact person: Ms. Susanne Wolf, Babelsberger Straße 2, 14473 Potsdam, Tel: +49 331 3706-501, E-mail: wohnen-service1@studentenwerk-potsdam.de) receives and processes the data on its own responsibility in connection with the application process in the context of the contingent and the subsequent conclusion of the rental contract. Within the framework of the data processing contract for the MoveOn database, your data will be forwarded to QS unisolution GmbH, Wankelstr. 14, 70563 Stuttgart, Tel: +49 711 253591-60.

The following data will be forwarded to the Potsdam Association for Student Affairs:

  • Key data (first name, last name, date of birth, gender),
  • Contact details (e-mail address),
  • Study details (matriculation number, start semester, planned end date, registration and participation in the ‘Welcome to German(y)’ course, and field of study),
  • Application-related and work process-related data (approval/rejection of contingent place, dates and payments received, reasons for cancellation and waiting list place).

Duration of data storage

The collected data is stored for a period of two semesters and then deleted. The booking and payment data are stored by the Division 4: Budget Planning and Financing, in accordance with Section 147 Para. 1 No. 4 and Para. 3 AO, for a period of 10 years.

Your rights

You have the right to request information from us about the processing of personal data concerning you. In addition to a copy of the personal data, this right to information also includes information on the purpose of the data processing, data recipients, and the storage period.

If incorrect personal data is processed, you can request that we correct this data. If the legal requirements of Art. 17 or 18 DSGVO are met, you also have the right to request the deletion of personal data or the restriction of processing. Please note that restricted processing of data may not be possible. You have the right to receive your personal data in a structured, common and machine-readable format, or to request that it be transferred to another controller (Art. 20 DSGVO). Insofar as data processing is permitted without your consent, you may object to the processing under the conditions of Art. 21 DSGVO.

We would ask you to contact us to exercise your above-mentioned rights at:

International Office

Dr. Regina Neum-Flux
Am Neuen Palais 10
14469 Potsdam
Telephone: +49 331 977-1533
E-mail: regina.neum-flux@uni-potsdam.de

You can also request information from the Chief Information Officer (University of Potsdam, Karl-Liebknecht-Straße 24-25, 14476 Potsdam). The form for doing so is located at: https://www.uni-potsdam.de/de/praesidialbereich/praesident-vizepraesidenten/cio.html.

If you have any questions regarding data protection, you can contact the Data Protection Officer at the University of Potsdam at the following address:

Dr. Marek Kneis
Am Neuen Palais 10
14469 Potsdam
Telephone: +49 331 977 - 124409
Fax: +49 331-977 - 701821
E-mail: datenschutz@uni-potsdam.de

If you believe that the processing of your personal data is not lawful, you have the right to lodge a complaint with the competent supervisory authority for data protection.