Data Protection Information for HSBI’s Graduate Survey as Part of the Graduate Studies Collaboration Project (KOAB)

With this data protection information, Hochschule Bielefeld – University of Applied Sciences and Arts (HSBI) meets the duty to supply information in accordance with Articles 13, 14 of the EU General Data Protection Regulation (EU GDPR) for the aforementioned processing of personal data. With regard to the terms used below, “personal data,” “processing,” “controller,” “third party” etc., we refer to the definitions in Article 4 of the EU GDPR.

1. Name and address of the data controller

HSBI a corporate entity under public law financed by the German federal state North Rhine-Westphalia, is the controller of the processing of personal data. It is represented by its president, Prof. Dr. Ingeborg Schramm-Wölk.

HSBI, Die Präsidentin   
Interaktion 1
33619 Bielefeld, Germany
Telephone +49.521.106-01   
www.hsbi.de


If you have any queries regarding the project’s content, please approach the specialist contact person directly: Melanie Melz

HSBI’s Data Protection Official:
E-mail: datenschutzbeauftragte@hsbi.de
Telephone: +49.521.7743
www.hsbi.de/datenschutzbeauftragte

 

2. Processed personal data and purposes

When you take part in the collaboration project (KOAB), the following types of personal data are collected from you and processed for the following purposes:

  1. For sending out invitations and reminders: name, address, e-mail address, study programme.
  2. For representativeness and plausibility checks: gender, date of birth, nationality, faculty and study programme, type of degree, final mark and examination semester, semester of study or university semester.
  3. For prize draws and the sending of a results report: name, e-mail address. If you win: shipping address for the prize.

HSBI has submitted a list of all degrees awarded in the examination year to the Institute for Applied Statistics (ISTAT) to ensure that the survey is tailored to the target group in the best possible way and to avoid unnecessary data entry. The list also comprises data for representativeness and plausibility checks. The list is linked to individual access codes required to access the questionnaire and contains the data specified under section 2. However, it does not (!) include any names, addresses or registration numbers. Information regarding the type of degree and the subjects studied as part of the completed degree programme is automatically entered into the questionnaire via the access code. ISTAT is thus able to link access codes to respondents’ answers, without, however, being able to link them to names, addresses or registration numbers. However, the dataset containing the survey results, which HSBI receives from ISTAT, does not contain any access codes. It is thus not possible to link the dataset to names, addresses or registration numbers. The data set is analysed by Department I Planning, Controlling, Quality Management at HSBI. In this process, no conclusions about individual persons are drawn. To ensure this, we carry out analyses only if there are at least six cases. For example, if only five or fewer women from a particular degree programme took part in the study, we will not carry out gender-specific analyses. This applies to any other analyses.

We send respondents a personalised invitation (and reminders, if applicable) to take part in the survey. The questionnaire version may vary depending on the type of degree or study programme. We will send invitations both by post and by e-mail. In the cover letter we specify the study programme that the survey will be about. This is to clearly distinguish it from other degree programmes that may have been, are being, or will be subject of surveys undertaken before, alongside or after.

We will reinvestigate postal addresses that were undeliverable. This is done by using the “addressfactory” service of Deutsche Post GmbH. To this end, HSBI imparts the name, address, gender and date of birth of all cases that cannot be contacted by post. If available, “addressfactory” imparts the updated address data to HSBI. The whole process is done on the basis of order data processing (ADV) pursuant to Art. 28 EU GDPR. 

The stored address data will not be used for any purpose other than sending invitations and reminders to take part in the graduate survey. Your address data will in principle not be transferred to third parties.

Respondents who wish to take part in the prize draw or receive a report on the results are asked at the end of the questionnaire to indicate their name and e-mail address so that the relevant information can be sent to them.

ISTAT then compiles a comprehensive, cross-university dataset containing details of all graduates from the universities participating in the project. This anonymised data is analysed exclusively for academic purposes as part of higher education and graduate research. The relevant findings are published. None of ISTAT’s publications allow any conclusions to be drawn about individual higher education institutions or individual persons.

3. Legal bases

The legal basis for the processing of personal data when participating in KOAB is Art. 6(1) point (c) EU GDPR. The processing of data is carried out as part of the university’s fulfilment of its tasks in accordance with Section 7 of the Higher Education Act of North Rhine-Westphalia (HG NRW), “Quality assurance through accreditation and evaluation”, in conjunction with Section 17(4) of HSBI’s Einschreibungsordnung and Section 7(1) of HSBI’s Evaluation Regulations. The collection of personal data for the purpose of a prize draw and/or sending out results reports as part of the Graduate Studies Cooperation Project (KOAB) at HSBI is based on the consent of data subjects in accordance with Article 6(1)(a) EU GDPR.

4. Processing period/erasure of data

Data processed for the purpose of inviting participants to take part in the KOAB survey, carrying out representativeness and plausibility checks, conducting a prize draw and sending out a results report will be deleted after the fieldwork phase has ended.

5. Your rights as data subject

As data subject, you can assert your rights granted by the EU GDPR at any time:

  • The right to obtain information from the contact person named under 1 as to whether or not personal data of yours are being processed, and if so, which personal data are being processed (Art. 15 EU GDPR),
  • the right to request rectification or completion of the data that concern you (Art. 16 EU GDPR),
  • the right to erasure of data that concern you in accordance with Art. 17 EU GDPR,
  • the right to obtain restriction of processing data in accordance with Art. 18 EU GDPR,
  • the right to withdraw the consent you have given at any time (from the moment of withdrawal onwards). The lawfulness of the processing taking place from consent until withdrawal shall not be affected by this (Art. 7(3) EU GDPR),
  • the right to object to future processing of data that concern you in accordance with Art. 21 EU GDPR.

 

Beyond the aforementioned rights, you have the right to lodge a complaint with the data protection supervisory authority (Art. 77 EU GDPR), e.g. with the authority relevant to the university:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen    
Kavalleriestraße 2–4
40213 Düsseldorf, Germany
Telephone: +49.211.38424-0   
E-mail address: poststelle@ldi.nrw.de
www.ldi.nrw.de