Duty to provide information in accordance with Art. 13 of the GDPR 

HAWK attaches great importance to the security of your data. We would therefore like to take this opportunity to inform you about data protection when applying for and undertaking a study-related trip abroad and at the same time ensure compliance with all relevant legal provisions, in particular the EU General Data Protection Regulation (GDPR). 

 

1. Purpose of data processing

Personal data is required from you for the application process and subsequent administration of study­related trips abroad. 

 

2. Person responsible and contact details of the data protection officer

Responsible under data protection law

University of Applied Sciences and Arts (HAWK) 
Hildesheim/Ho lzm in den/ Göttingen 
Hohnsen 4 
31134 Hildesheim 
Telephone: +49/5121/881-0 
Fax: +49/5121/881-132 
Email: pressestelle@hawk.de 
Internet: http://www.hawk.de/en 
HAWK is a corporation under public law. lt is legally represented by the President Dr Marc Hudy 

Data protection officer at HAWK

Thomas Kittel 
Goschentor 1 
31134 Hildesheim Telephone: +49/5121/881-519 Email: datenschutz@hawk.de

 

3. Type of personal data

3.1. Outgoing mobility 

Personal details:

Name, sex, date/country of birth, nationality/nationalities, travel document, matriculation number, main country of residence, photo, CV (for internships) 

Contact details 

Address, email, telephone number 

Details of current studies 

Study programme, specialisation, semester, study level 

Languages 

Mother tongue, foreign languages 

Details about the preferred exchange programme 

Start date, duration, exchange programme, level, details of the preferred higher education institution 

Bursary 

Bursary details, bank details, tax identification number 

Contact person(s) in the event of an emergency (third party) 

Name, relationship, contact details 

Any other necessary documents 

  • Current certificate of enrolment 
  • Overview of grades 
  • Statement on why long-term mobility is not currently possible 
  • Sworn statement "Green Travel" 
  • Sworn statement "Fewer Opportunities" 
  • Proof of eligibility for "Fewer Opportunities" additional funding 

3.2. lncoming mobility 

Personal details: 

Name, sex, date/country of birth, nationality/nationalities, travel document, main country of residence, photo 

Contact details 

Address, email, telephone number 

Details of current studies 

Horne university, study programme, semester, study level 

Languages 

Mother tongue, foreign languages 

Details about the preferred exchange programme 

Start date, duration, faculty at HAWK, details of language tests. Desire to participate in orientation week and Say-Hi programme, participation in intensive language course, accommodation preference, smoker/non-smoker, personal restrictions 

Bursary 

Bursary details, bank details, tax identification number 

Contact person(s) in the event of an emergency (third party) 

Name, relationship, contact details 

Any other necessary documents 

  • Language certificate 
  • Portfolio 
  • EHIC 
  • Overview of grades (Transcript of Records) 

4. Legal basis

The University of Applied Sciences and Arts Hildesheim/Holzminden/Göttingen processes the personal data collected from you for the performance of a task carried out in the public interest in accordance with Art. 6(1)(e) of the GDPR in conjunction with Section 3(1)(5) of the NHG (Lower Saxony Higher Education Act). Standard contractual clauses are used for the transfer of personal data to partner universities selected by you that are outside the scope of the GDPR (third countries). 

5. Recipient/third country transfer

Within HAWK, the data is only made available to those employees who need it for their work in order to fulfil their duties.

The exception to this would be cases where we are legally obliged to pass on the data. We use administrative software to manage applications and organise trips abroad.

Your data is stored on a server in Germany. lf necessary, your personal data will be forwarded to the partner university of your choice. This may also be located in a third country. 

6. Storage duration

lf your application for a trip abroad is unsuccessful, we will store your personal data for possible future applications for a period of 7 years. 

Your personal data will be stored for 7 years after the end of your trip abroad.

Your data will then be anonymised for statistical purposes. Anonymisation removes the personal reference by irretrievably removing all personal and identifiable characteristics.

7. Your rights as a data subject

You have the following rights with regard to your personal data (in accordance with Art. 15 to 22 GDPR)

  • Right to information
  • Right to rectification and completion
  • Right to cancellation
  • Right to object
  • Right to restriction of processing
  • Right to portability/right to receive a copy 

8. Right to lodge a complaint with the competent supervisory authority

You have the right to lodge a complaint with the supervisory authority if you consider the processing of personal data relating to you to be in infringement of the law.
The competent supervisory authority is:

The State Commissioner for Data Protection in Lower Saxony Prinzenstraße 5
30159 Hanover
tel: 0511/1204500
email: poststelle@lfd.niedersachsen.de

Please contact the International Office (international@hawk.de) or the HAWK data protection officer first. In most cases, questions can be clarified and complaints resolved.