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Privacy policy for online applications for a place in a student dormitory

We are pleased to be able to provide you with a digital application platform for the allocation of dormitory places.

  • If we are unable to offer you a rental agreement at the end of the semester-based process, we will continue to consider your application after the start of the semester for which you applied.
  • The application phase may therefore continue until the end of the semester for which you have applied.
  • Please refer to section 4) for the exact deletion periods.
  • Studierendenwerk West:Brandenburg collects and uses personal data exclusively within the framework of the provisions of the applicable data protection law of the Federal Republic of Germany.

1. Name and contact details of the controller and the company data protection officer

Studierendenwerk West:Brandenburg, Babelsberger Straße 02, 14473 Potsdam (referred to as “we” in the text) is the controller within the meaning of the EU General Data Protection Regulation (“GDPR”).

The data protection team can be contacted at the above address or at datenschutz[at]stwwb.de.

The external data protection officer can be contacted at kevin.peter[at]kemian.de.

2. Collection and storage of personal data, as well as the nature and purpose of its use

We process personal data related to the allocation of places in the student residences of the Studierendenwerk West:Brandenburg in Potsdam, Brandenburg, and Wildau (purpose of processing).

Specifically, these are:

  • Your personal data (first name, last name, date of birth, current residential address (street, house number, postal code, city, country), telephone number, email address, gender, nationality, severe disability of 50% or more in accordance with the Severely Disabled Persons Act, number of children living with you), as well as information about your studies (university, study status (first-time student), question about existing university degrees, desired degree, field of study/area of study).
  • The following documents must also be uploaded (identity card/passport, severely disabled person's ID card, letter of admission/payment request + proof of payment, certificate of enrollment, marriage certificate/birth certificate if applicable, registration certificate if applicable, provided that the interested party already lives in the catchment area).

Processing is carried out on the following legal bases:

  • The legal basis for the processing of your personal data is Art. 6 (1) (b) GDPR. According to this, the processing of personal data is permissible for the implementation of pre-contractual measures (in this case, the application process for a rental contract) at the request of the data subject.
  • Furthermore, processing by public authorities is permissible if it is necessary for the performance of a task carried out in the public interest (in this case, the social mission of providing student housing) or in the exercise of official authority vested in the controller (Article 6(1)(e) GDPR).
  • Data processing is also carried out on the basis of consent (Art. 6 (1) (a) GDPR).

3. Storage period

Your personal data will be stored for 300 days from the date of your application as part of the semester-based application process for the allocation of accommodation. Your data will be automatically deleted after this period has expired.

4. Transfer of data to third parties

Your personal data will not be transferred to third parties for purposes other than those listed under 2) and on the legal basis specified under 2). Furthermore, personal data is processed on our behalf on the basis of contracts in accordance with Art. 28 GDPR. Data will not be transferred to a third country, nor do we intend to do so.

5. Your rights

You have the right:

  • in accordance with Art. 7 (3) GDPR, to withdraw your consent at any time. As a result, we will no longer be permitted to continue processing data based on this consent in the future. In this case, we will no longer be able to consider your application for a place in a residence hall;
  • pursuant to Art.15 GDPR to request information about your personal data processed by us;
  • pursuant to Art.16 GDPR, to request the immediate correction of inaccurate personal data stored by us or the completion of incomplete personal data;
  • pursuant to Art.17 GDPR to request the erasure of your personal data stored by us, unless processing is necessary for exercising the right of freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or for the establishment, exercise, or defense of legal claims;
  • pursuant to Art. 18 of the GDPR to request the restriction of the processing of your personal data if you dispute the accuracy of the data, the processing is unlawful but you oppose its erasure and we no longer need the data, but you need it to assert, exercise, or defend legal claims, or you have objected to the processing pursuant to Article 21 of the GDPR. exercise or defend legal claims, or you have objected to the processing pursuant to Art. 21 GDPR;
  • pursuant to Art. 20 of the GDPR to receive your personal data that you have provided to us in a structured, commonly used, and machine-readable format or to request its transfer to another controller and
  • to lodge a complaint with a supervisory authority in accordance with Art. 77 GDPR. As a rule, you can contact the supervisory authority of your usual place of residence or workplace or our company headquarters for this purpose.

6. Necessity of providing personal data

The provision of personal data is neither mandatory nor are you obliged to provide it. However, the provision of your data is necessary for the application process for a place in a student residence. This means that if you do not provide personal data, your application for a place in a student residence cannot be accepted and processed.

7. No automated decision-making

No automated decision-making takes place in individual cases within the meaning of Article 22 GDPR.

8. Changes to the privacy policy

We continuously develop and optimize our services. This means that we may add new features. If this affects the way your personal data is processed, we will inform you in good time in our privacy policy.

For further information, please refer to the Datenschutzhinweise der Website des Studierendenwerks West:Brandenburg.