We are pleased to offer you a digital application platform for the allocation of dormitory rooms. If we were unable to offer you a lease agreement by the end of the semester-based application process, we will continue to consider your application even after the start of the semester for which you applied. The application period may therefore extend until the end of the semester for which you applied. Please refer to Section 3 for the exact retention periods. The Studierendenwerk West:Brandenburg (hereinafter referred to as STWWB) collects and uses personal data exclusively in accordance with the provisions of the applicable data protection laws of the Federal Republic of Germany.
1. Name and contact information of the data controller and the data protection officer
The entity responsible for data protection on this website is:
Studierendenwerk West:Brandenburg
Anstalt des öffentlichen Rechts
Babelsberger Straße 2
14473 Potsdam
Phone: +49 331 3706-0
Email: post[at]stwwb.de
The controller is the natural or legal person who, alone or jointly with others, determines the purposes and means of the processing of personal data (e.g., names, email addresses, etc.).
The Data Protection Officer is:
Kevin Peter
Arthur-Hausmann-Str. 10
04129 Leipzig
Phone: +49 800 63003061
Email: kevin.peter[at]kemian.de
2. Collection and Storage of Personal Data, as well as the Nature, Purpose, and Use of Such Data
We process personal data related to the allocation of housing in the STWWB student residence halls in Potsdam, Brandenburg, and Wildau (purpose of processing).
Specifically, these are:
The following documents must be uploaded:
Processing is carried out on the following legal grounds:
The legal basis for the processing of your personal data is Article 6(1), first sentence, letter b of the DSGVO. According to this provision, the processing of personal data is permitted for the purpose of taking pre-contractual measures (in this case, the application process for a lease agreement) at the request of the data subject. Furthermore, processing by public authorities is permitted if it is necessary for the performance of a task carried out within the scope of the controller’s public authority (in this case, the public mandate to provide student housing) or in the exercise of official authority delegated to the controller (Article 6(1), first sentence, letter e of the DSGVO). Data processing is also based on consent (Art. 6(1), first sentence, lit. a DSGVO).
3. Retention period
Your personal data will be stored for 300 days starting from the date you submit your application as part of the semester-based application process for housing assignments. Your data will be automatically deleted at the end of this period.
4. Disclosure of Data to Third Parties
We do not transfer your personal data to third parties for purposes other than those listed in Section 2 or on the legal grounds set forth in Section 2. Furthermore, personal data is processed on our behalf pursuant to contracts under Article 28 of the DSGVO. We do not transfer personal data to a third country, nor do we intend to do so.
5. Your Rights
You have the right to:
6. Requirement to Provide Personal Data
The provision of personal data is not required, nor are you obligated to provide it.
However, providing your information is necessary for the application process for a spot in student housing. This means that if you do not provide any personal information, your application for a spot in student housing cannot be accepted or processed.
7. No automated decision-making
No automated decision-making takes place in individual cases within the meaning of Article 22 of the DSGVO.
8. Changes to the Privacy Policy
We are constantly developing and optimizing our services. As a result, we may add new features. If this affects the way your personal data is processed, we will inform you in a timely manner in our privacy policy.
For further information, please refer to the STWWB Privacy Policy.
We take the protection of your personal data very seriously and treat the data entrusted to us as strictly confidential in accordance with applicable data protection regulations, handling it responsibly. We would like to take this opportunity to inform you about how we implement data protection regulations during the initiation, execution, and termination of the lease agreement, and what personal data we process within the scope of our business relationship. The following information explains the nature, scope, and purpose of this data processing, as well as your rights. At the end of this privacy notice, you will find all details in a comprehensive table.
1. Name and contact information of the data controller and the data protection officer
The entity responsible for data protection on this website is:
Studierendenwerk West:Brandenburg
Anstalt des öffentlichen Rechts
Babelsberger Straße 2
14473 Potsdam
Phone: +49 331 3706-0
Email: post[at]stwwb.de
The controller is the natural or legal person who, alone or jointly with others, determines the purposes and means of the processing of personal data (e.g., names, email addresses, etc.).
The Data Protection Officer is:
Kevin Peter
Arthur-Hausmann-Str. 10
04129 Leipzig
Phone: +49 800 63003061
Email: kevin.peter[at]kemian.de
2. Collection and Storage of Personal Data, as well as the Nature, Purpose, and Use of Such Data
We process personal data related to the initiation, execution, and termination of your lease agreement with Studierendenwerk West:Brandenburg (hereinafter referred to as STWWB) (purpose of processing).
Specifically, these are:
If we provide you with Internet access, we also process log and traffic data (e.g., IP/MAC addresses, timestamps, system messages) to ensure system operation, perform error analysis, and maintain IT security.
Processing is carried out on the following legal grounds:
The legal basis for the processing of your personal data is Article 6 (1), first sentence, letter b of the DSGVO. According to this provision, the processing of personal data is permitted for the performance of a contract (in this case, a lease agreement) to which the data subject is a party. Furthermore, processing by public authorities is permitted if it is necessary for the performance of a task falling within the competence of the controller (in this case, the social mandate to provide student housing) or in the exercise of official authority delegated to the controller (Article 6 (1), first sentence, letter e of the DSGVO in conjunction with the Brandenburgischen Studentenwerksverordnung). Data processing is also carried out on the basis of a legal requirement (Art. 6 (1) (g) DSGVO in conjunction with the Brandenburgischen Behindertengleichstellungsgesetz) as well as to safeguard the legitimate interests of the controller (Art. 6 (1), first sentence, (f)). Furthermore, we process certain information only with consent, which is always voluntary.
3. Retention period
The personal data we collect in connection with our business relationship will be stored until the statutory retention period expires and will be deleted thereafter. Pursuant to Article 6 (1), first sentence, subparagraph (c) of the DSGVO, we may store data for up to 10 years after the termination of the lease agreement due to retention and documentation requirements under tax and commercial law.
If we provide you with Internet access (see Section 2), we process log and traffic data (e.g., IP/MAC addresses, timestamps, system messages) to ensure system operation, perform error analysis, and maintain IT security. During normal operation, this data is stored for a maximum of 7 days and then deleted. In the event of specific security incidents or a specific suspicion of misuse or an attack, the log data necessary for investigation will be stored until the matter is resolved; typically for up to 30 days. In justified exceptional cases (e.g., complex security incidents or forensic analysis), a longer retention period is possible, which is regularly reassessed.
4. Disclosure of Data to Third Parties
We disclose personal data only to the extent necessary to fulfill the purposes specified in Section 2, where there is a legal obligation to do so, or where you have given your consent. Recipients may include, in particular:
Banks/payment service providers, auditors/tax advisors, IT service providers (e.g., hosting, maintenance/support, ticketing systems), printing and shipping service providers, janitorial/facility management and handyman services (to perform repairs/maintenance), legal advisors, debt collection agencies, as well as courts and government agencies (as necessary). To the extent that we engage service providers as data processors, this is done on the basis of contracts pursuant to Article 28 of the DSGVO.
Data is not currently transferred to third countries, nor is such a transfer planned. Should a transfer to a third country become necessary in a specific case, it will be carried out only in accordance with Articles 44 et seq. of the DSGVO (e.g., an adequacy decision or appropriate safeguards).
5. Your Rights
You have the right to:
6. Requirement to Provide Personal Data
The provision of personal data is not required, nor are you obligated to provide it.
However, providing your information is necessary for the rental agreement to take effect. This means that if you do not provide any personal information, we cannot enter into a rental agreement with you or provide you with Internet access.
7. No automated decision-making
No automated decision-making takes place in individual cases within the meaning of Article 22 of the DSGVO.
8. Changes to the Privacy Policy
We are constantly developing and optimizing our services. Therefore, we may add new features during the term of the lease. If this affects the way your personal data is processed, we will inform you of this in a timely manner in our privacy policy.
For further information, please refer to the STWWB Privacy Policy.
Mapping Table
Mapping Table Processing/Purpose | Data Categories | Legal Basis | Recipient | Retention period/ |
Application for and Assignment of Dormitory Rooms | Master data, contact information, college/university enrollment data, | lit. b, lit. e in conjunction with the Brandenburgischen Studentenwerks-verordnung | interal administration, | until the end of the award cycle, longer in the event of a legal dispute |
Identity Verification Upon Contract Signing/Move-In | Access to ID/Passport Information | lit. b | interal administration, | only until the purpose is fulfilled |
Execution and Administration of Lease Agreements (Master Data Management, Contract Communication) | Master data, contact information, room/property information, college/enrollment information,social criteria (if applicable) | lit. b | interal administration, | Contract Term and Statutory/Contractual Time Limits |
Rent Payments/Accounting/SEPA | Payment Information, IBAN, Transaction Details, Reminder Status | lit. b, lit. c (Record-keeping Requirements) | Banks, payment services, accounting systems,and, if applicable, auditing | Generally, statutory retention period
|
Debt Collection/Enforcement/Defense Against Claims | Accounts receivable data, correspondence and, if applicable, collection data | lit. f or lit. b | interal administration, Debt Collection, Law Firms, Courts | until completion, as well as the expiration of the statute of limitations and evidence retention periods |
Handover Report, Inventory, Key Management | Report data, inventory, key numbers and, if applicable, photos of damage | lit. b, lit. f (in the event of a dispute) | interal administration, Caretaker, if applicable, contractors/insurance companies | Termination of the Lease and Expiration of Statutes of Limitations and Proof Deadlines |
Repair/Maintenance/Coordination of Tradespeople | Contact information, Apartment/room details, description of defects, dates, photos,if applicable | lit. b, lit. f (in the event of a dispute) | interal administration, Caretaker, Craft Businesses,IT-services | upon completion of the project, as well as a short retention period; for warranties/claims, until the expiration of the statutory retention period |
House Rules/Safety/Enforcement of Property Rights | Incident reports, correspondence, witness statements, if applicable | lit. f | interal administration,Security personnel or authorities, if necessary | case-specific:until clarification and the expiration of the deadlines for providing evidence, strict access restrictions |
Severe disability/ social criteria | Indication of severe disability,proof and degree of disability, if applicable | lit. b Art. 9 Abs. 2 lit. a & lit. g in conjunction with the Brandenburgischem Behinderten-gleichstellungsgesetz | interal administration, | Contract Term |
Internet Service (Normal Operation) | Authentication credentials, Device/Network Data | lit. b or lit. f | interal IT, | Max. 7 days – then deleted |
Internet: Security Incident/ | as above, | lit. f (Security interests) or lit. c (Obligations) | interal IT, | until processing is complete, usually within 30 days, or longer in justified exceptional cases |
We take the protection of your personal data very seriously and treat the data entrusted to us as strictly confidential in accordance with applicable data protection regulations, handling it responsibly. We would like to take this opportunity to inform you about how we implement data protection regulations in connection with the provision of the “Wohnen+” service portal (hereinafter referred to simply as the “service portal”) for student housing.
The service portal is operated by Aareon Deutschland GmbH (Isaac-Fulda-Allee 6, 55124 Mainz) as a service provider on behalf of Studierendenwerk West:Brandenburg (hereinafter referred to as STWWB), which acts as the data controller within the meaning of data protection law. The following information explains the nature, scope, and purpose of this data processing, as well as your rights. At the end of this privacy notice, you will find all relevant information in a detailed cross-reference table.
Please note that the service portal may contain links to websites operated by other providers, to which this privacy notice does not apply. Although we exercise the utmost care in selecting links to other providers, we cannot accept any responsibility or liability for the content or data security of those providers’ websites.
1. Name and contact information of the data controller and the data protection officer
The entity responsible for data protection on this website is:
Studierendenwerk West:Brandenburg
Anstalt des öffentlichen Rechts
Babelsberger Straße 2
14473 Potsdam
Phone: +49 331 3706-0
Email: post[at]stwwb.de
The controller is the natural or legal person who, alone or jointly with others, determines the purposes and means of the processing of personal data (e.g., names, email addresses, etc.).
The Data Protection Officer is:
Kevin Peter
Arthur-Hausmann-Str. 10
04129 Leipzig
Phone: +49 800 63003061
Email: kevin.peter[at]kemian.de
2. Collection and Storage of Personal Data, as well as the Nature, Purpose, and Use of Such Data
If you are a tenant of STWWB, you can set up an account to use the service portal. Once you have registered with an email address and a password, you can use this service portal to manage matters related to your tenancy with STWWB online, access information about your lease, share new information, and contact STWWB staff. We collect the personal data required for registration (email address and password) for the purpose of providing access to the service portal. We use the data you view and share via the service portal to administer the tenancy agreement.
We also process server log files to ensure the operation of the service portal, for error analysis, and for IT security. These include the IP address of the accessing device, the date and time of the request, the type of Internet browser, information about the device’s operating system, and information about previously visited pages (referrer). No further personal identification is made, nor is it intended.
The website wohnenplus.stwwb.de uses only technically necessary “cookies.” Cookies are small data packets that do not cause any damage to your device. They are stored temporarily for the duration of a session (“session cookies”) and are automatically deleted at the end of your visit. Specifically, the cookies used on the website wohnenplus.stwwb.de are:
Session Cookies
Purpose: required for session management after login
Duration: until the end of the session
Website: wohnenplus.stwwb.de
dtCookie
Purpose: required to monitor and improve the website's technical performance and stability
Duration: until the end of the session
Website: wohnenplus.stwwb.de
rxvt, rxVisitor, dtSa, dtPC, dtCookie
Purpose: required to identify the user during the visit and to ensure secure login
Duration: until the end of the session
Website: wohnenplus.stwwb.de
SCDID_S
Purpose: required to uniquely identify the session for the current visit to the website
Duration: until the end of the session
Website: wohnenplus.stwwb.de
The FinTech Toolbox provided by the service provider Railslove GmbH (An der Bottmuehle 5, 50678 Köln) is used to validate IBANs when modifying or creating new bank account details. As part of this processing, the system checks whether a specified IBAN exists. Further information on data protection is available at https://fintechtoolbox.com/privacy.
The processing of personal data is based on the following legal grounds:
For existing tenants, the legal basis for processing your personal login information is Article 6(1), first sentence, subparagraph (a) of the DSGVO. By registering, you voluntarily consent to the use of the service portal.
The legal basis for the processing of your personal data is also, for new tenants [effective June 1, 2026], Article 6(1), first sentence, subparagraph (b) of the DSGVO. Accordingly, the processing of personal data is permitted for the performance of a contract (in this case, a lease agreement) to which the data subject is a party. We collect server log files and cookies on the basis of Article 6 (1) (f).
3. Retention period
We store your personal login information until your account is deleted, but no later than six months after the end of the lease. The personal data collected for the purpose of administering the lease will not be deleted until the statutory retention periods have expired. See also the Student Housing Privacy Notice.
Server log files are retained for 60 days.
Cookie data is deleted once you have exited the service portal, logged out, and closed your browser.
4. Disclosure of Data to Third Parties
We disclose personal data only to the extent necessary to fulfill the purposes specified in Section 2, where there is a legal obligation to do so, or where you have given your consent. Recipients may include, in particular:
Banks/payment service providers, auditors/tax advisors, IT service providers
(e.g., hosting, maintenance/support, ticketing systems), printing and shipping service providers, janitorial/facility management and handyman services (to perform repairs/maintenance), legal advisors, debt collection agencies, as well as courts and government agencies (as necessary). To the extent that we engage service providers as data processors, this is done on the basis of contracts pursuant to Article 28 of the DSGVO.
Data is not currently transferred to third countries, nor is such a transfer intended. Should a transfer to a third country become necessary in an individual case, it will be carried out only in accordance with Articles 44 et seq. of the DSGVO (e.g., an adequacy decision or appropriate safeguards).
5. Your Rights
You have the right to:
6. Requirement to Provide Personal Data
Providing personal login credentials for the service portal is not required, nor are you obligated to do so.
Unless you provide your login credentials, you will not be able to use the service portal.
7. No automated decision-making
No automated decision-making takes place in individual cases within the meaning of Article 22 of the DSGVO.
8. Changes to the Privacy Policy
We are constantly developing and optimizing our services. As a result, we may add new features as part of the ongoing development of the service portal or the administration of the lease agreement. If this affects the way your personal data is processed, we will inform you of this in a timely manner in our privacy policy.
In addition, please refer to the STWWB Privacy Policy and the Student Housing Privacy Policy.
Additional processing related to the portal that goes beyond the Student Housing Privacy Notice:
Mapping Table Processing/Purpose | Data Categories | Legal Basis | Recipient | Retention period/ Deletion Logic |
TechnisTechnical deployment of the portal, routine operationsche | Log and traffic data | lit. f (Security interests) | IT-services | 60 days |
Technische Bereitstellung des Portals | Cookie-Daten | lit. f (Security interests) | IT-services | until the browser session ends |
Registration and Authentication for Existing Tenants to Use the Portal | Email address, password | lit. a | IT-services, | until the account is deleted, no later than 6 months after the end of the lease. |
Registration and Authentication for New Tenants to Use the Portal | Email address, password | lit. b | IT-Dienstleister, | until the account is deleted, no later than 6 months after the end of the lease. |
Communication | Text Messages, Declarations of Intent | lit. b | IT-services, | Expiration of commercial law |
Changes to Information Pertaining to the Lease [1] | Master Data (e.g., bank account information, university information) | lit. b | IT-services, | Expiration of commercial law |
[1] Please also refer to the Student Housing Privacy Notice.
