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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- General Information on Data Collection and Processing in the Erasmus+ Program
- Information on Data Collection and Processing for Erasmus+ Outgoing Student Mobility
- Information on Data Collection and Processing for Erasmus+ Incoming Student Mobility
- Information on Data Collection and Processing for Erasmus+ Staff Mobility
- Data subject rights
General Information on Data Collection and Processing in the Erasmus+ Program
Technische Hochschule Köln
University of Applied Sciences (TH Köln)
represented by the President,
Prof. Dr. Sylvia Heuchemer
Claudiusstraße 1
50678 Köln
praesidium@th-koeln.de
- Categories used to determine eligibility for special support are requested.
- To provide targeted support to students, relevant comments regarding physical or mental limitations may be recorded.
- Participants in Erasmus+-programs provide the personal data themselves.
- 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 disclosed may be used by third parties solely for the stated purposes.
- 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 allow for the legal pursuit of resulting claims prevent deletion (in this case, the processing of the data is restricted in accordancte with 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 requirement within the scope of reporting obligations to the National Agency for EU Higher Education Cooperation—the DAAD/European Commission for the Erasmus+-program.
- Categories used to determine eligibility for special support are requested.
- To provide targeted support to students, relevant comments regarding physical or mental limitations may be recorded.
- At TH Köln, students' designated personal data is centrally recorded in the Mobility-Online system. The students' data is provided by partner universities during the nomination process and completed by the students themselves during the application process via the Mobility-Online software.
- 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 disclosed may be used by third parties solely for the stated purposes.
- 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 allow for the legal pursuit of resulting claims prevent deletion (in this case, the processing of the data is restricted in accordancte with 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 requirement within the scope of reporting obligations to the National Agency for EU Higher Education Cooperation—the DAAD/European Commission for the Erasmus+-program.
- As part of your application (via the application form) for Erasmus+ staff mobility, personal data 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) 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 personal data: Review of your application, organization of the selection process, and, if applicable, preparation and implementation of the mobility activity, including financial support (Erasmus+ Grant).
- 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.
- 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. The transferred data may be used by third parties exclusively for the stated purposes.
- 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.
If you have any questions regarding data protection, please contact our Data Protection Officer (datenschutzbeauftragter@th-koeln.de).
Information on Data Collection and Processing for Erasmus+ Outgoing Student Mobility
TH Köln uses the browser-based software Mobility-Online from SOP Mobility-Online GmbH (hereinafter SOP) to manage student mobility programs.
The Team International Mobility, Department of International Affairs, primarily collects personal data in Mobility-Online as follows:
Personal data is collected and processed as part of your application for the Erasmus+ Outgoing Student Mobility program. 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+-scholarship).
The personal data provided in your application is mandatory information required for a valid application for Erasmus+ study abroad mobility and is therefore a prerequisite for consideration in the selection process. In the event of acceptance and acceptance of the offered mobility placement or funding, the mandatory information is also necessary for further administrative processing.
Students’ purpose-specific 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 Department 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).
The personal data is stored for the duration of the application processing and during the funding period. Subsequently, the data is archived in accordance with the statutory retention periods.
| Data Categories | Purpose | Legal basis |
|---|---|---|
|
Personal data, contact data, academic 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), (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), (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), (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), (e) GDPR |
| Employment |
For the implementation of additional support (Fewer Opportunities) for students who are continuously employed |
Art. 6(1)(b), (e) GDPR in conjunction with § 3(2) HG NRW 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), (e) GDPR in conjunction with § 3(2) HG NRW and Art. 6(3)(b) GDPR |
What personal data is used for Erasmus+?
Where does the personal data come from?
Is data transferred to a third country or to an international organization?
How long will my data be stored?
Information on Data Collection and Processing for Erasmus+ Incoming Student Mobility
TH Köln uses the browser-based software Mobility-Online from SOP Mobility-Online GmbH (hereinafter “SOP”) to manage student mobility programs.
The Team International Mobility, Department of International Affairs, primarily collects personal data (PD) in Mobility-Online as follows:
Personal data is collected and processed as part of your application for the Erasmus+ Incoming Student Mobility program. Data processing is carried out to review your application and to organize the selection process.
The personal data provided in your application is mandatory information required for a valid application for Erasmus+ mobility at TH Köln and is therefore a prerequisite for consideration in the selection process. In the event of an offer and acceptance of the mobility placement or funding 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 Department 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 transmitted outside of TH Köln to the European Commission and to the German Academic Exchange Service (DAAD).
The personal data is stored for the duration of the application processing and during the funding period. Subsequently, the data is archived in accordance with the statutory retention periods.
| Data Categories | Purpose | Legal basis |
|---|---|---|
|
Personal 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 |
| Tax data | In the case of Erasmus+ KA 171 Incoming Mobility: Obligations to cooperate (e.g., by universities) in tax matters |
Art. 6(1)(C9) -> § 93c AO |
| Contact data | Advising and supporting students | Art. 6(1)(b), (e); (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| Application data | Selection and placement of students | Art. 6(1)(b), (e); (3)(b) GDPR in conjunction with § 3(6) HG NRW |
| 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 |
What personal data is used for Erasmus+?
Where does the personal data come from?
Is data transferred to a third country or to an international organization?
How long will my data be stored?
Information on Data Collection and Processing for Erasmus+ Staff Mobility
Description of data processing by the designated contact person, International Scholar Services, Department of International Affairs:
| 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 |
| Health data within the meaning of Article 9 GDPR (severe disability status / proof of chronic illness / medical certificate) | For the processing of the actual cost claim (mobility with a disability / chronic illnesses) | Art. 6(1)(b), (e) GDPR in conjunction with § 3(2) HG NRW as well as Art. 6(3)(b) GDPR |
| Personal data of the child (date of birth) | 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 (medical certificate) | In the event of force majeure (failure to commence mobility due to illness) | Art. 6(1)(b), (e) GDPR in conjunction with § 3(2) HG NRW as well as Art. 6(3)(b) GDPR |
Where does the personal data come from?
Is data transferred to a third country or to an international organization?
How long will my data be stored?
Data subject rights
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 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 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.
Further Data Protection Information
Data Protection Information regarding decentralized measures under Erasmus+ and the European Solidarity Corps, which are managed by the national agencies.