Data protection information for online study applications (according to Art. 13 of the GDPR)

Data protection information for online study applications (according to Art. 13 GDPR)
We handle your personal data carefully and conscientiously. When processing data, we observe the national and European statutory data protection provisions.

Purpose of data processing, data categories:
With the use of automation, we process all personal data and documents which you disclose and send to us by way of the online application initially in order to examine whether you meet the formal admission requirements for the chosen study programme and, where applicable, to conduct the admission process. The processing of application data is necessary in order to enable a decision on the conclusion of an education contract.

In this connection, the following data categories are processed: master data (first name, last name, date of birth, city and country of birth, sex, nationality, academic title, matriculation number and social insurance number), contact details (e.g. home address and address for correspondence, email address and telephone number), application data (e.g. application data, study courses, priorities, CV and letter of motivation), and the data and results in the context of the admission process, where applicable.

In the event that an admission process is conducted with an automated admission test for your chosen study programme, the test documents will be pseudonymised before being sent to a service provider for evaluation.

University entrants with relevant professional qualifications must demonstrate their successful completion of the prescribed additional tests before they begin their study programme. If your application for admission to the additional tests is approved, you are permitted to sit the additional tests. Preparatory courses are offered by Schloss Hofen, Lochau, for the additional tests. If you attend these courses, Schloss Hofen, Lochau, will provide your personal data to FH Vorarlberg. FH Vorarlberg and Schloss Hofen are jointly responsible for data processing.

If it is not possible for you to come to FH Vorarlberg for the interview, it is also necessary to attend a personal application interview via video conference. As part of this process, your personal data related to the preparation of the video conference will be processed by the video communication services provider and can be stored in accordance with its data protection policy. Please note the corresponding settings and privacy policies of the video conferencing provider.

Should you be admitted to the study programme, you may enter into the corresponding education contract via the online application tool. Your data will then be automatically added to the student file. Your portrait photograph, which you have sent us, will then be used for the execution of the study-related requirements for your personal profile in the campus management system, for internal communication, for photograph lists for programme management and teaching staff, and for interviews. Moreover, your portrait photograph will be printed onto your CampusCard for your identification.

In the event that you do not possess a social insurance number in Austria, you are required to obtain a substitute number in accordance with the Education Documentation Act (Bildungsdokumentationsgesetz). If you already have this number, you are obliged to disclose it to FH Vorarlberg. If you do not yet have this number, a substitute number will be requested for you via ‘Portal Austria’ of the Austrian Federal Computing Centre (BRZ). In the event that you receive a social insurance number at a later date, you are required to promptly disclose it to FH Vorarlberg. The substitute number will become invalid on the date of disclosure and will be replaced by the social insurance number. The substitute number is only relevant for the purposes of registering student data in accordance with the Education Documentation Act and has no importance whatsoever in terms of social insurance.

We will also use your data to continue to provide you with interesting information about your studies and events at the FH Vorarlberg.

Legal basis:
You provide us with the data for the execution of precontractual measures, i.e. for your possible participation in the application process for a university place (as well as for the conclusion of the associated education contract). The provision of your personal data is neither required by law nor by contract, and there is no obligation to do so. However, the provision of your personal data is necessary for the conclusion of the contract.

The use of your data for the transmission of interesting information about your studies and for events of the FH Vorarlberg is a legitimate interest of FH Vorarlberg, whereby the legitimate interest of FH Vorarlberg lies in its education mandate and in its competitive position (c.f. Recital 47 of the GDPR, http://www.privacy-regulation.eu/en/r47.htm). You can object to this processing for direct marketing purposes at any time by emailing unsubscribe@fhv.at. In this case, the lawfulness of processing prior to the objection will remain unaffected.

The legal basis for the further processing of data is provided by the corresponding statutory provisions, such as the University Studies Act (Fachhochschulstudiengesetz) and the Education Documentation Act (Bildungsdokumentationsgesetz).

If you attend the preparatory courses for the additional examinations at Schloss Hofen, Schloss Hofen and FH Vorarlberg work together in terms of data protection law, so that there is a joint responsibility. Responsibility is allocated in such a way that each institution is responsible for the personal data processed in its area, but also that the data processed by Schloss Hofen with the help of automation is processed in the same campus management system (currently Academy 5) as that of FH Vorarlberg. In this context, the rights of the persons concerned can be asserted at FH Vorarlberg under datenschutz@fhv.at.

Recipients:
The collected data are used by FH Vorarlberg staff and passed on internally to the responsible persons. In the case of foreign certificates and documents, it may sometimes be necessary that these certificates and documents be sent to the Federal Ministry for Education, Science and Research, to the competent embassies or consulates or to a university from which you have already been conferred an academic title in order to assess your previous education and to verify attestations.

Likewise, your application data and documents may be provided to external assessors involved in connection with the application process to the extent necessary.

If you are admitted to study in Austria for the first time and have not previously been admitted to any university, pedagogical university, institution for the provision of university study programmes or private university, FH Vorarlberg is obliged to assign you with a matriculation number. To this end, your personal data (e.g. name, academic title, addresses, sex, date of birth and date of school leaving examination) will be disclosed to the Data Network of Universities, Pedagogical Universities and Universities of Applied Sciences and you will be assigned with a matriculation number from there. In the case of joint study programmes, it is also necessary to disclose student contribution data, student data and student performance data to the data network.

Retention period:
Unsent applications saved in the application tool will be deleted at the end of the respective summer semester.

In the event that you are admitted to the study programme, your personal data and documents will be entered into the student file and retained and stored in accordance with the prescribed retention periods. The corresponding data protection information will be sent to you before conclusion of the education contract.

In the event that you are not admitted to the study programme, we will hold your personal data for three years (counted from the beginning of the winter semester following the application). Following these three years, your application documents and your submitted data will be deleted, with the exception of title, name, residential address, country, telephone number, email address and education programmes in which you are interested. We will continue to use this data in order to provide you with interesting information related to studies and FH Vorarlberg events. This will continue for as long as you remain in contact with us.

If we do not receive a response from you for a period of three years, this data will be anonymised for statistical purposes. Notwithstanding the above, we reserve the right to anonymise or delete your data at an earlier date.

Your data protection rights according to GDPR
We wish to inform you of your following rights to information, rectification, erasure, restriction, data portability, withdrawal and objection with respect to your personal data. Should you have any queries or requests in this connection, please contact datenschutz@fhv.at.

In the event that data processing is based on consent, you may withdraw this consent at any time also by emailing datenschutz@fhv.at. If data processing is based on the legitimate interests of FH Vorarlberg, you may object to this processing and include your reasons for the objection, however the lawfulness of data processing conducted prior to withdrawal or objection shall remain unaffected.

If you believe data processing to be unlawful, we ask that you contact us by emailing datenschutz@fhv.at. Moreover, you have the right to lodge a complaint with the supervisory authority, the Austrian Data Protection Authority.

Responsible controller for data processing:
Fachhochschule Vorarlberg GmbH,
Campus V, Hochschulstr. 1, 6850 Dornbirn,
info@fhv.at, +43 5572 792-0

Should you have any questions or comments in relation to data protection at FH Vorarlberg, our internal contact person – who can be reached by email at datenschutz@fhv.at – will be happy to assist you.