Erasmus+ Data Privacy Information
Privacy Notice pursuant to Art. 13 et seq. of the GDPR *Please note: The following information is a translation of the original German version. For all legal purposes the German Version is binding.
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Information on Data Collection and Processing for Erasmus+ Outgoing Student Mobility
A. Data Controller
Cologne University of Applied Sciences (TH Köln)
represented by the President, Prof. Dr. Sylvia Heuchemer
Claudiusstraße 1
50678 Cologne
Email:praesidium@th-koeln.de
B. Data Protection Officer
Bernadette Schmitz
Mailing address:
Data Protection Officer at TH Köln
Gustav-Heinemann-Ufer 54
50968 Cologne
Phone: +49 221 8275 3994
Email: datenschutzbeauftragter@th-koeln.de
Elisabeth Mansel
Mailing Address:
Data Protection Officer at TH Köln
Gustav-Heinemann-Ufer 54
50968 Cologne
Phone: +49 221 8275 5489
Email: datenschutzbeauftragter@th-koeln.de
If you have any questions regarding data protection, please contact our Data Protection Officer (datenschutzbeauftragter@th-koeln.de ).
C. Contact person in the Department for data processing
Department International Affairs
Team International Mobility
Felixa Wingen
Mailing address:
TH Köln
Department of International Affairs
Team International Mobility
Gustav-Heinemann-Ufer 54
50968 Cologne
T: +49 221-8275-5441
Email: felixa.wingen@th-koeln.de
TH Köln uses the browser-based software Mobility-Online from SOP Mobility-Online GmbH (hereinafter SOP) to manage mobility programs.
The International Mobility Team, Office of International Affairs, collects personal data (PD) primarily in Mobility-Online as follows:
As part of your application for the Erasmus+ Outgoing Student Mobility program, PPD is collected and processed. Data processing is carried out to review your application, organize the selection process, submit nominations to partner universities, and, where applicable, prepare for and implement the mobility program, including financial support (Erasmus+ grant).
The personal data provided in your application is mandatory information required for a valid application for an Erasmus+ mobility program abroad and is therefore a prerequisite for consideration in the selection process. If you are accepted and accept the offered mobility placement or funding, this mandatory information is also necessary for further administrative processing.
Students’ designated personal data is centrally recorded at TH Köln in the Mobility-Online system. Students apply using the application form generated via Mobility-Online. The recorded data is used for the administrative management of ERASMUS mobility programs by the Office of International Affairs at TH Köln.
In addition, the personal data is shared with international partner universities outside of TH Köln for the purpose of initiating and processing student mobility. The data is also transmitted to the European Commission and the German Academic Exchange Service (DAAD).
Personal data is stored for the duration of the application processing and during the funding period. Subsequently, the data continues to be archived in accordance with statutory retention periods.
| Data Categories | Purpose | Legal basis |
|---|---|---|
|
Personal data, contact data |
Administrative management of ERASMUS mobility programs, including online applications for study abroad, internships, short-term mobility, blended intensive programs, and scholarships for stays abroad | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Identification data | For nomination at partner universities | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
|
Bank details/scholarship details |
Scholarship payments | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Tax data | Obligations to cooperate (e.g., by universities) in tax matters | Art. 6(1)(c)9 -> § 93c AO |
| Academic data | Selection and placement of students | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Health data within the meaning of Article 9 of the GDPR (severe disability status / proof of chronic illness / medical certificate) | For the processing of actual cost claims (mobility with disabilities / chronic illnesses) | Art. 6(1)(b), Art. 6(1)(e) of the GDPR in conjunction with § 3(2) of the HG NRW and Art. 6(3)(b) of the GDPR |
| Personal data of the child | For the processing of the actual cost claim (mobility with a child) | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Health data within the meaning of Article 9 of the GDPR (medical certificate) | In the event of force majeure (failure to commence or interruption of mobility due to illness) | Art. 6(1)(b), Art. 6(1)(e) GDPR in conjunction with § 3(2) HG NRW and Art. 6(3)(b) GDPR |
| Family situation | For the provision of additional support (Fewer Opportunities) for students with child(ren) | Art. 6(1)(b), Art. 6(1)(e) GDPR in conjunction with § 3(2) HG NRW and Art. 6(3)(b) GDPR |
| Health data within the meaning of Article 9 of the GDPR | For the provision of additional support (Fewer Opportunities) to students with a disability or chronic illness |
Art. 6(1)(b), Art. 6(1)(e) GDPR in conjunction with § 3(2) HG NRW and Art. 6(3)(b) GDPR |
| Employment |
For the implementation of additional support (Fewer Opportunities) for students who are continuously employed |
Art. 6(1)(b), Art. 6(1)(e) GDPR in conjunction with § 3(2) Higher Education Act of NRW (HG ) and Art. 6(3)(b) GDPR |
| Educational status | For the provision of supplementary funding (Fewer Opportunities) to first-time university students | Art. 6(1)(b), Art. 6(1)(e) GDPR in conjunction with § 3(2) HG NRW and Art. 6(3)(b) GDPR |
Where does the personal data come from?
- Participants in ERASMUS programs provide the personal data themselves.
Is data transferred to a third country or to an international organization?
- Your data is processed at TH Köln in the Mobility-Online software by the company SOP, based in Austria. TH Köln’s data is hosted by SOP on its own, isolated instance (Software-as-a-Service (SaaS) hosted in the EU). TH Köln has entered into a contract with the data processor SOP in accordance with Article 28 of the GDPR. There are sufficient safeguards in place to ensure that appropriate technical and organizational measures guarantee the protection of personal data in accordance with the GDPR.
- In addition, your data is transferred to the ERASMUS partner university as well as to the European Commission and the DAAD.
- The data shared may be used by third parties solely for the purposes specified.
How long will my data be stored?
- Your data will be stored only until the purpose of data storage no longer applies, provided that no statutory retention periods or statutes of limitations that enable the legal pursuit of resulting claims prevent deletion (in this case, the processing of the data is restricted pursuant to Art. 18 GDPR).
- Exceptions are pbD (first and last name, date of birth, email address, nationality, gender, status group, scholarship data) and documents that are subject to a five-year retention requirement within the scope of reporting obligations to the National Agency for EU Higher Education Cooperation—the DAAD/European Commission for the Erasmus+ program.
What data subject rights can be exercised?
In accordance with the GDPR and the North Rhine-Westphalia Data Protection Act, you have the right to access, rectification, erasure, and restriction of processing of your personal data.
To exercise your data subject rights, please contact us atdatenschutzbeauftragter@th-koeln.de .
You also have the right to lodge a complaint with a supervisory authority. To do so, you may contact the supervisory authority, the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia. The address and contact details can be found at www.ldi.nrw.de.
Additional Data Privacy Information
Data privacy notice regarding decentralized measures under Erasmus+ and the European Solidarity Corps, which are administered by the national agencies.
General Data Privacy Information from TH Köln - University of Applied Sciences
Information on Data Collection and Processing for Erasmus+ Incoming Student Mobility
A. Data Controller
Cologne University of Applied Sciences (TH Köln)
represented by the President, Prof. Dr. Sylvia Heuchemer
Claudiusstraße 1
50678 Cologne
Email:praesidium@th-koeln.de
B. Data Protection Officer
Bernadette Schmitz
Mailing address:
Data Protection Officer at TH Köln
Gustav-Heinemann-Ufer 54
50968 Cologne
Phone: +49 221 8275 3994
Email: datenschutzbeauftragter@th-koeln.de
Elisabeth Mansel
Mailing Address:
Data Protection Officer at TH Köln
Gustav-Heinemann-Ufer 54
50968 Cologne
Phone: +49 221 8275 5489
Email: datenschutzbeauftragter@th-koeln.de
If you have any questions regarding data protection, please contact our Data Protection Officer (datenschutzbeauftragter@th-koeln.de ).
C. Contact person in the Department for data processing
Department of International Affairs
International Mobility Team
Felixa Wingen
Mailing address:
TH Köln
Department of International Affairs
Gustav-Heinemann-Ufer 54
50968 Cologne
T: +49 221-8275-5441
Email: felixa.wingen@th-koeln.de
TH Köln uses the browser-based software Mobility-Online from SOP Mobility-Online GmbH (hereinafter SOP) to manage mobility programs.
The International Mobility Team, Office of International Affairs, primarily collects personal data (PD) in Mobility-Online as follows:
As part of your application for the Erasmus+ Incoming Student Mobility program, PPD is collected and processed. Data processing is carried out to review your application and to organize the selection process.
The mandatory information provided in your application is required for a valid application for an Erasmus+ mobility program at TH Köln and is therefore a prerequisite for consideration in the selection process. In the event of an acceptance of the offered mobility position or the grant in the case of a KA 171 mobility program, the mandatory information is also necessary for further administrative processing, including enrollment at TH Köln and the administrative management of your study stay at TH Köln.
Students’ purpose-specific personal data is centrally recorded at TH Köln in the Mobility-Online system. Student data is provided by partner universities during the nomination process and completed by students during the application process via the Mobility-Online software. The recorded data is used for the administrative management of ERASMUS mobility programs by the Office of International Affairs at TH Köln. For student enrollment and the administrative management of the study period, the necessary data is shared with the Campus Management System (CaMS) at TH Köln.
In addition, personal data is transferred outside of the Technical University of Cologne to the European Commission and to the German Academic Exchange Service (DAAD).
Personal data is stored for the duration of the application processing and during the funding period. Subsequently, the data is archived in accordance with statutory retention periods.
| Data Categories | Purpose | Legal basis |
|---|---|---|
|
Personal data, Contact Data |
Administrative management of ERASMUS mobility programs, including online applications for study abroad, internships, short-term mobility, blended intensive programs, and scholarships for stays abroad | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Bank details / Scholarship details | In case of Erasmus+ KA 171 Incoming Mobility: Disbursement of scholarships |
Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Tax data | In the case of Erasmus+ KA 171 Incoming Mobility: Obligations to cooperate (e.g., by universities) in tax matters |
Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW Art. 6(1)(C9) -> § 93c AO |
| Academic data | Selection and placement of students | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Health data within the meaning of Article 9 of the GDPR | In the case of a request for support (special needs) | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
Where does the personal data come from?
- Students’ purpose-bound personal data is centrally recorded at TH Köln in the Mobility-Online system. Student data is provided by partner universities during the nomination process and completed by students during the application process via the Mobility-Online software.
Is data transferred to a third country or to an international organization?
- Your data is processed at TH Köln in the Mobility-Online software by the company SOP, based in Austria. TH Köln’s data is hosted by SOP on its own, isolated instance (Software-as-a-Service (SaaS) hosted in the EU). TH Köln has entered into a contract with the data processor SOP in accordance with Article 28 of the GDPR. There are sufficient safeguards in place to ensure that appropriate technical and organizational measures guarantee the protection of personal data in accordance with the GDPR.
- In addition, your data is transferred to the European Commission and the DAAD.
- The data shared may be used by third parties exclusively for the stated purposes.
How long will my data be stored?
- Your data will be stored only until the purpose of data storage no longer applies, provided that no statutory retention periods or statutes of limitations that enable the legal pursuit of resulting claims preclude deletion (in this case, the processing of the data is restricted in accordance with Article 18 of the GDPR).
- Exceptions are pbD (first and last name, date of birth, email address, nationality, gender, status group, scholarship data) and documents that are subject to a five-year retention requirement within the scope of reporting obligations to the National Agency for EU Higher Education Cooperation—the DAAD/European Commission for the Erasmus+ program.
What data subject rights can be exercised?
In accordance with the GDPR and the Data Protection Act of North Rhine-Westphalia, you have the right to access, rectification, erasure, and restriction of processing of your personal data.
To exercise your data subject rights, please contact us at: datenschutzbeauftragter@th-koeln.de.
You also have the right to lodge a complaint with a supervisory authority. To do so, you may contact the supervisory authority, the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia. The address and contact details can be found at www.ldi.nrw.de.
Additional Data Privacy Information
Data privacy notice regarding decentralized measures under Erasmus+ and the European Solidarity Corps, which are administered by the national agencies.
General Data Privacy Information from TH Köln - University of Applied Sciences
Information on Data Collection and Processing for Erasmus+ Staff Mobility
A. Data Controller
Technische Hochschule Köln - University of Applied Sciences (TH Köln)
represented by the President, Prof. Dr. Sylvia Heuchemer
Claudiusstraße 1
50678 Cologne
Email: praesidium@th-koeln.de
B. Data Protection Officer
Bernadette Schmitz
Mailing address:
Data Protection Officer of TH Köln - University of Applied Sciences
Gustav-Heinemann-Ufer 54
50968 Cologne
T: +49 221 8275 3994
Email: datenschutzbeauftragter@th-koeln.de
Elisabeth Mansel
Mailing address:
Data protection officer of TH Köln - University of Applied Sciences
Gustav-Heinemann-Ufer 54
50968 Cologne
T: +49 221 8275 5489
Email: datenschutzbeauftragter@th-koeln.de
If you have any questions regarding data protection, please contact our data protection officers (datenschutzbeauftragter@th-koeln.de).
C. Contact person in the department responsible for data processing
Department of International Affairs
International Scholar Services
Martina Brüderle
Mailing address:
TH Köln - University of Applied Sciences
Department of International Affairs
International Scholar Services
Gustav-Heinemann-Ufer 54
50968 Cologne
T: +49 221 8275 3919
Email: international-scholars@th-koeln.de
Description of data processing by the data controllers, International Scholar Services, Department of International Affairs:
As part of your application (via the application form) for Erasmus+ staff mobility, personal data (pd) is collected and processed.
The personal data provided in your application is mandatory information required for a valid application for a staff mobility grant for a stay abroad (for incoming staff: a stay at TH Köln - University of Applied Sciences) under the Erasmus+ program and is therefore a prerequisite for consideration in the selection process. In the event of an offer and acceptance of the mobility position or grant, the mandatory information is also necessary for administrative processing.
Purpose of processing the pd: Review of your application, organization of the selection process, and, if applicable, preparation and implementation of the mobility activity, including financial support (Erasmus+ Grant).
| Data types | Purpose | Legal basis |
|---|---|---|
| Personal master data (name, date of birth, gender, nationality, status group, higher education institution), contact details (address, email address, phone number) | Application for staff mobility for teaching or continuing education purposes, including administration of the mobility and financial support (Erasmus+ Grant) | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Bank details, scholarship details | Payment of Erasmus+ Grant; repayment |
Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Health data within the meaning of Article 9 GDPR (severe disability status / proof of chronic illness / medical certificate) | For the processing of the real cost claim (mobility with disability / chronic illnesses) | Art. 6(1)(b), Art. 6(1)(e) GDPR in conjunction with § 3(2) HG NRW and Art. 6(3)(b) GDPR |
| Personal data of the child (date of birth) | For the processing of real cost claims (mobility with a child) | Art. 6(1)(b), (e), (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Health data (medical certificate) | in the event of force majeure (failure to commence mobility due to illness) | Art. 6(1)(b), Art. 6(1)(e) GDPR in conjunction with § 3(2) HG NRW and Art. 6(3)(b) GDPR |
Where does the personal data come from?
- The personal data comes from the application form you completed and the funding documents and/or actual cost claim completed during the processing of the Erasmus+ mobility.
Is data transferred to a third country or to an international organization?
- Only in the event of a grant approval for an Erasmus+ staff mobility program will your personal data be transferred to the National Agency for EU Higher Education Cooperation at the DAAD and to the European Commission via entry into the Beneficiary Module.
- The transfer is made for the purpose of monitoring the implementation of the Erasmus+ program at TH Köln - University of Applied Sciences. The transferred data may be used by third parties exclusively for the stated purposes.
How long will my data be stored?
- Your data will be stored only until the purpose of data storage no longer applies, provided that no statutory retention periods or statutes of limitations that enable the legal pursuit of resulting claims prevent deletion (in this case, the processing of the data is restricted pursuant to Art. 18 GDPR).
- Exceptions are personal data (first and last name, date of birth, email address, nationality, gender, status group, scholarship data) and documents that are subject to a five-year retention obligation within the scope of reporting obligations to the National Agency for EU Higher Education Cooperation—the DAAD/European Commission for the Erasmus+ program.
What data subject rights can be exercised?
In accordance with the GDPR and the Data Protection Act of North Rhine-Westphalia, you have the right to access, rectification, erasure, and restriction of processing of your personal data.
To exercise your data subject rights, please contact us at: datenschutzbeauftragter@th-koeln.de.
You also have the right to lodge a complaint with a supervisory authority. To do so, you may contact the supervisory authority, the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia. The address and contact details can be found at www.ldi.nrw.de.
Additional Data Privacy Information
Data privacy notice regarding decentralized measures under Erasmus+ and the European Solidarity Corps, which are administered by the national agencies.
General Data Privacy Information from TH Köln - University of Applied Sciences