Every time you visit our website, our web server automatically processes the information that your browser sends to us and which is stored in log files: the date and time the page was accessed – the document currently being accessed (info) – the previously accessed document (without request parameters) – the HTTP status code (info). This data is not combined with any other data sources. We process this data exclusively in a non-personal form; in other words, no personal analysis (profiling) takes place.

Our website uses Matomo, which is a web analytics service. Matomo uses ‘cookies’. These are text files that are stored on your computer and enable us to analyse how the website is used. For this purpose, the usage information generated by the cookie (including your truncated IP address) is transmitted to our server and stored for the purposes of usage analysis, which helps us to optimise the website. Your IP address is anonymised immediately during this process, so that you, as a user, remain anonymous to us. The information generated by the cookie regarding your use of this website is not passed on to third parties. You can prevent the use of cookies by adjusting the settings in your browser software accordingly. However, in this case, you may not be able to make full use of all the functions of this website. If you do not consent to the storage and analysis of this data from your visit, you can object to its storage and use at any time by clicking the link below. In this case, a so-called ‘opt-out’ cookie will be stored in your browser, with the result that Matomo will not collect any session data. Please note: if you delete your cookies, this will also delete the opt-out cookie, which you may then need to reactivate.

The storage of data in log files serves primarily to ensure security and the error-free provision of the website, to identify and track unauthorised access attempts and access to the website, and also for statistical purposes. The temporary storage of the IP address by the system is necessary to enable the website to be delivered to the user’s computer. To this end, the user’s IP address must be stored for the duration of the session. The data is not analysed for marketing purposes in this context.

Specifically, the following data record is collected for each visit and stored in our system’s log files:

• Name of the file accessed
• Date and time of access
• Amount of data transferred
• Indication of whether the access was successful
• URL of the referring page
• Browser type and version
• Operating system

Data processing is carried out in accordance with Article 6(1)(e) of the GDPR in conjunction with Section 2 of the LHG, for the purpose of performing a task carried out in the public interest.

For the purpose of optimising the website, the stored, anonymised access log data is analysed by technical administrators at our university. The log files are stored for a period of 14 days and then deleted. For the purpose of optimising the website, the stored access log data is analysed in anonymised form. Individuals can no longer be identified from this data.

When you contact us via this website (e.g. via a form) or via other channels, your details will be processed for the purpose of handling your enquiry and following it up. If you contact us by email, your email will be stored on our mail server. If you contact us by post or fax, your document may be scanned and entered into our data management system (DMS). Your fax number is stored in our fax machine as a matter of system design. In the case of a telephone call, your telephone number (unless you have suppressed it), the time and the duration of the call will be stored on the relevant telephone for a certain period.

The data collected is processed solely for the purpose of contacting us.

If you apply for a place on a course at Ludwigsburg University of Applied Sciences and submit your application documents to us in electronic form, we will process and use this data, which you have voluntarily provided, exclusively for the purpose of handling the application process and, where applicable, initiating an employment relationship at our university.

Data processing is carried out in accordance with Article 6(1)(b) of the GDPR, for the purpose of taking pre-contractual measures at your request.

Your data will be treated confidentially and will neither be passed on to third parties nor linked to the access data you have provided. When using contact forms, the data you enter is encrypted using the ‘SSL’ method and transmitted via ‘https’, ensuring that no unauthorised third party can access the information. Enquiries are processed by a designated member of staff at our university and treated confidentially.

Your data will only be disclosed to third parties in cases where you expressly authorise us to do so in writing. We do not disclose your personal data to third parties for the purposes of direct marketing.

The data will be deleted as soon as it is no longer required. We review the necessity of the data every two years; furthermore, statutory archiving obligations apply.

When you contact us via the Ludwigsburg Competence Centre of Public Administration (LUCCA), the personal data you provide is collected, processed and managed by a third-party service provider acting on our behalf. This processing is carried out exclusively in accordance with the applicable data protection regulations and for the purpose of dealing with your enquiry. Further information can be found  here

We are delighted that you are interested in us and have applied, or are applying, for a role at our university. The following information is intended to inform you about the processing of your personal data in connection with an application for a job vacancy (in accordance with Article 13 of the EU GDPR).

We process the data you have sent us in connection with your application in order to assess your suitability for the post (or, where applicable, other vacant posts at the university) and to carry out the application process. This data includes both manually recorded data and messages sent electronically (emails).

If you decide to apply to us, we will process your application data in order to contact you and to assess whether you possess the suitability, competence and professional ability required for the post you are applying for (or, where applicable, other vacant posts at the university). The legal basis for data processing as part of the selection procedure for the establishment of a civil service, employment or internship relationship is Article 6(1)(e) of the EU GDPR in conjunction with Section 15 of the State Data Protection Act (LDSG) and Sections 83 to 85 of the Baden-Württemberg Higher Education Act (LBG). Further legal requirements arise from Article 33(2) of the Basic Law, the General Equal Treatment Act, the State Higher Education Act and the Budgetary Law of Baden-Württemberg.

The recipients of the personal data contained in the application documents are the relevant HR managers and the staff representative bodies at our university.
In the case of an application for a professorship, the following are also recipients: the members of the appointment committee and, where necessary, other persons required to be involved by the committee (reviewers, representatives for people with severe disabilities), as well as, in part, the internal university bodies dealing with the appointment.

In the case of an application for any other post: the members of the selection committee of the relevant organisational unit, as well as the staff representative bodies (staff council, equal opportunities officer and, where applicable, the representative for people with severe disabilities).

Your personal data (application documents) will be destroyed six months after you receive notification of rejection, unless longer retention is necessary to defend legal claims. In the event that the application process leads to a job, apprenticeship, work placement or other employment relationship, your data will be stored and further processed for the purposes of the employment relationship, in particular in connection with the maintenance of a personnel file.

You have the right to access (Art. 15 of the EU GDPR), rectification (Art. 16 of the EU GDPR), erasure (Article 17 of the EU GDPR), restriction of processing (Article 18 of the EU GDPR), objection to processing (Article 21 of the EU GDPR) and a right to data portability (Article 20 of the EU GDPR). You also have the right to lodge a complaint with a supervisory authority within the meaning of Article 51 of the EU GDPR. For our university, this is the State Commissioner for Data Protection and Freedom of Information in Baden-Württemberg (https://www.baden-wuerttemberg.datenschutz.de).

The provision of personal data is necessary for the selection procedure to be carried out lawfully. The absence of relevant personal data in the application documents may result in the applicant not being considered for the post or position. For our university, the legal requirements governing the selection process are derived in particular from Article 33(2) of the Basic Law, the General Equal Treatment Act, the State Higher Education Act and the Budgetary Law of Baden-Württemberg. According to these provisions, the selection decision must be based on suitability, competence and academic performance.

1. Right of access
You have the right at any time to obtain, informally and without giving reasons, information about the personal data held about you. This also applies to the source and recipients of such data, as well as the purpose for which it is stored. You will receive this information free of charge in accordance with Article 15 of the EU GDPR. Please address any requests for information to the university management.

2. Right to rectification, right to erasure and other rights
In addition, you have the right to have inaccurate data rectified, to restrict the processing of your personal data and to have it erased in accordance with Articles 16–18 of the EU GDPR. If you believe that your data has been processed unlawfully, you may lodge a complaint at any time with the supervisory authority responsible for us, the State Commissioner for Data Protection and Freedom of Information in Baden-Württemberg. If you have given us your consent, you may, in principle, withdraw it with future effect in accordance with Article 7 of the EU GDPR.

3. Right to object
Furthermore, where we process your personal data not on the basis of consent but on the basis of a legal ground such as Article 6(1)(e) of the EU GDPR, you may object at any time to the future processing of your personal data on grounds relating to your particular situation, in accordance with Article 21 of the EU GDPR.

4. Deletion of data
The data stored by us will be deleted as soon as it is no longer required for the purpose for which it was collected and there are no statutory retention obligations preventing its deletion. Where users’ data is not deleted because it is required for other, legally permissible purposes, its processing will be restricted. This means that the data will be blocked and will not be processed for any other purposes.

Some of our university’s departments maintain an online presence on social networks and platforms in order to communicate with interested parties active on these platforms and to keep them informed about our content. When accessing such a network or platform, the terms and conditions and data processing policies of the respective operators apply. Unless otherwise stated in this privacy policy, users’ data is processed when they communicate with the departments via social media networks and platforms, for example by sending them messages. Please note that these online presences merely represent additional ways of obtaining information about our university.

Social media platforms such as Facebook, Instagram, YouTube and many others have become an integral part of everyday life for an increasing number of people. Users create personal profiles and connect with others to communicate. Organisations, institutions and companies also have profiles on social media, as do individual departments of our university through various social media channels.

Editorial responsibility lies with the person named as such on a particular social media channel.

The full document setting out the privacy notice pursuant to Article 13 of the GDPR regarding the processing of personal data in connection with the organisation of video conferences and webinars by the Ludwigsburg University of Public Administration and Finance using ‘Zoom X’ can be found below.