Privacy statement IT Services and Resources

This privacy statement informs you about data processing when you use IT services or IT resources (hereinafter referred to as "IT services") of the FH Vorarlberg or affiliated companies (including Schloss Hofen) or otherwise interact with us (e.g. in the context of IT support requests).

You can find more information on data protection at https://www.fhv.at/datenschutz/

What information do we process?
Information that you process or store on our IT services.

This includes, among other things, entered texts, comments, ratings, uploaded documents, transmitted or received e-mails. We process or store this data explicitly on your behalf and will hereinafter be referred to as "content data".

Content data in a storage location that has been set up exclusively for you (e.g., your mailbox, computer, or your own network drive) will generally be irretrievably deleted immediately upon termination of your user account.

Content data in a storage location that you share with others (e.g. pages in the intranet, learning platform, group network drives or cloud-based storage locations) will remain until FH Vorarlberg discontinues this IT service or a defined subset in a regular and orderly manner or a deletion takes place in accordance with the operational deletion concept.

Information related to your user account
Employees, external lecturers and students each receive a user account for carrying out activities within the framework of the employment relationship, the freelance employment relationship, or for carrying out the studies. The data required in each case is recorded for the creation of the user account.

To ensure that your data is protected, the IT services require authentication based on your user account, for this reason your password is stored as well as your contact details (e.g. e-mail address). You will receive a user account in connection with a legally valid contract with FH Vorarlberg (e.g. employment or training contract).

To ensure that you can make your data available to other people in a controlled manner, we also store your role (e.g. student) or membership of certain groups (e.g. department, student cohort).

For optimal use of IT - we may store additional settings (e.g. profile settings) on your behalf.

The legal basis for the processing of this data for students is Art. 6 para. 1 lit. a) GDPR (consent) and Art. 6 para. 1 lit. b) GDPR (for the fulfillment of the training contract) and for employees and external contractors Art. 6 para. 1 lit. b) GDPR (for the fulfillment of the contract).

The creation of user accounts is necessary for the provision of certain contents and services as well as for the use of the systems of the FH Vorarlberg.

The user account is mandatory to use with the respective contractual relationship. It will be deleted in accordance with the deletion concept of FH Vorarlberg after termination of the contract and the retention period. The deletion concept is based on the legal requirements and the legitimate interests of FH Vorarlberg to process the data in order to ensure proper study and business operations.

Administration of teaching and studies
Purpose of processing
The FH Vorarlberg operates a variety of applications that can be used in connection with teaching and studying, for example the campus management system. In addition to the personal data associated with the user account, other personal data is also processed which is required in connection with the execution of the studies.

Data processing is carried out for the following purposes:

  • Organization, implementation and safeguarding of the regular business operations of the FH Vorarlberg;
  • Implementation of the study programs offered (e.g. fulfillment of education contracts and associated activities);
  • Organization and carrying out of events;
  • Marketing purposes;
  • Research.

The data will be processed as necessary for the entire duration of the study and beyond in accordance with the intended and statutory retention and documentation obligations.

Furthermore, the contact details of the students are used for the transmission of information on current topics and content related to the FH Vorarlberg. This processing activity is carried out in accordance with Art. 6 para. 1 lit. f) GDPR in the legitimate interest, which is based on marketing purposes. You may object to this processing activity at any time in accordance with Art. 21 GDPR. The lawfulness of the processing until the objection remains unaffected.

Legal bases
The legal basis for the processing of this data is Art. 6 para 1 lit. b) GDPR (for the fulfillment of the education contracts and employment contracts), Art. 6 para 1 lit. c) GDPR for the fulfillment of legal obligations to which the FH Vorarlberg is subject, for the performance of a task that is in the public interest according to Art. 6 para 1 lit. e ) GDPR (educational mission), as well as the legitimate interest of the FH Vorarlberg pursuant to Art. 6 para. 1 lit. f) GDPR, which is based on the proper provision of the technical infrastructure and conditions for operational management.

Recipients
The personal data will be used by the employees of the FH Vorarlberg for the activities required in connection with the implementation of the study program. The data will be forwarded to external recipients insofar as this is necessary for the execution of the education contracts or other contracts or due to legal provisions or legitimate interests of the FH Vorarlberg.

Activities to ensure the functionality and safety of the systems

Purpose of processing and categories of data
To ensure functionality and security, as well as for ongoing optimization and for problem analysis and resolution, we log the use of IT services, including storing IP addresses, access times, resources used (e.g. URLs, files).

Legal bases
The legal basis for these processing activities is the legitimate interest of FH Vorarlberg pursuant to Art. 6 (1) f) GDPR, which is to ensure the best possible functioning of the systems and data security.

Recipients
Access to this data can only be granted by a few authorized persons. The FH Vorarlberg has issued strict internal guidelines for the security of your data, which regulate access and use in detail and take into account the requirements of data protection law. A transfer to order processors can take place to the extent necessary.

How we store, process and protect data
The storage and processing of data takes place on devices and storage facilities owned by and at a location of the FH Vorarlberg or at cloud service providers with a storage location within the EU (e.g. Microsoft 365 including Microsoft Teams, a system of Microsoft Corporation, the campus management system Academy Five, a system of Simovative GmbH, the ILIAS learning platform), with which the FH Vorarlberg has regulated the protection of the data by corresponding contracts, and by employees of the FH Vorarlberg who are explicitly commissioned and qualified to do so.

In certain cases, processing or storage is carried out by processors, but only if they handle data with the same level of protection or higher than described here and in conformity with the EU-GDPR and corresponding order processing agreements are in place.

FH Vorarlberg has implemented appropriate technical and organizational measures regarding IT security and availability as well as data protection; these measures are monitored and continuously adapted to legal requirements and changing threats.

In the context of optimization or for problem analysis and resolution, data may be transferred to third parties (manufacturers, suppliers, support service providers or processors), but only if these treat data with the same level of protection or higher than described here and in conformity with the GDPR and corresponding data processing agreements are in place.

Your data protection rights under the GDPR:
Please be aware that you generally have rights to access, rectify and erase your personal data, to restrict its processing, to obtain it in a portable format, to withdraw your consent and to object to its processing. You may address enquiries and requests on this topic to datenschutz@fhv.at.

If we process your personal data based on your consent, you may withdraw your consent at any time by sending an email to 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 activity 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 for data processing:
Fachhochschule Vorarlberg GmbH, Campus V, Hochschulstraße 1, 6850 Dornbirn, Austria,
E-Mail: info@fhv.at, +43 5572 792-0

Data protection officer: available at datenschutz@fhv.at

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.

This text is published in German and English. In case of ambiguities or disputes the German version shall be binding.