Data protection declaration

Information meetings for international exchange students
by the International Office of the University of Konstanz

1. Responsible authority:
University of Konstanz
currently represented by the Rectorate, Prof. Dr. Katharina Holzinger
Universitaetsstr. 10
78464 Konstanz, GERMANY
Phone: +49 7531 88-0

Internal responsibility:
Frank E. Lutzenberger,
International Office
Tel.: +49 7531 88-3060
E-mail: frank.e.lutzenberger@uni-konstanz.de

2. Data protection officer (Article 37 EU General Data Protection Regulation (GDPR))
E-mail: datenschutzbeauftragter@uni-konstanz.de
Website: https://www.uni-konstanz.de/en/data-protection/

2. General information
Please note the data protection information at the bottom of the website
(https://www.uni-konstanz.de/en/university/general-information/information-on-data-protection/).

3. Legal basis
We process your data based on your consent as per Article 6 para. 1 sentence 1 lit. a) of the European General Data Protection Regulation (GDPR).

4. Purpose and scope of data processing
When you actively participate in a videoconference or online seminar, the following data will be processed, e.g.: the IP address, your name, the meeting metadata, audio and video files, chat content. The processed data is required for active participation in the Exchange-Days event and recording of the event for later making available on the International Office website.
Adobe Connect is used for the Exchange-Days events. Please see the privacy notice for this web conferencing system and online seminar tool, which can be found here:
Adobe Connect: https://helpx.adobe.com/adobe-connect/adobe-connect-gdpr.html

5. Consequences of not providing data
Should you not give your consent, you cannot participate in the online event mentioned above. You will not suffer any further disadvantages.
The main information of the event will be made available on the following website approximately 1 day after the event:

www.uni-konstanz.de/en/international-office/study-in-konstanz/preparation/orientation-courses-and-programmes/exhange-days-sose2022/

6. Using cookies
When you visit a page, the browser will save a so-called “session cookie” to the end device in use after a one-time log-in to protected areas. The cookie will be deleted as soon as the browser is closed. The purpose here is to recognize multiple related requests from the same user, which preserves the user's log-in status while using the website. Blocking these cookies can impair access to and use of the website.

7. Recipients
Staff members of the International Office of the University of Konstanz and the other participants of the above-mentioned online event only have access to the content data (audio and video files, chat transcripts, list of participants). Internal recipients are also those employees who require the data for their activities within the scope of fulfilling their tasks (e.g., employees in the Communications Information and Media Center for technical provision).
For information on external recipients (e.g., with regard to meeting metadata), please refer to the privacy notices for the web conferencing system and the online seminar tool used: Adobe Connect.

8. Storage duration
Data related to your person will be deleted after 6 months.
For the data that the web conferencing system or online seminar tool processes and stores, please consult the privacy information of the tool in question: Adobe Connect.

9. Your rights

• In accordance with Article 15 GDPR, you have the right to request information from the University of Konstanz about any data it stores that is related to your person and/or to have incorrect data corrected as per Article 16 GDPR.
• You can withdraw your consent at any time as per Article 7 GDPR. The withdrawal of consent will not affect the lawfulness of data processing if consent had been provided before its withdrawal.
• Moreover, you also have the right to have your data deleted (Article 17 GDPR) or the processing of data limited (Article 18 GDPR).
• To better understand and exercise your data protection rights, please contact Frank E. Lutzenberger of the International Office (frank.e.lutzenbergr@uni-kontanz.de) or our data protection officer, email datenschutzbeauftragter@uni-konstanz.de.
• You also have the right to file a complaint with the regulating authority if you believe that the processing and use of your personal data is in violation of the law (Article 77 GDPR). The responsible contact person at the regulating authority is the Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg (state commissioner for data protection and the freedom of information in Baden-Württemberg) (https://www.baden-wuerttemberg.datenschutz.de).

Every semester, the International Office offers Exchange-Days for newly arriving international students at the University of Konstanz before lectures begin. 

This event is intended for all newly arriving exchange students.
Since it takes place in March/September, when only half of the exchange students are on site in Konstanz and the other half are still abroad, these events are offered in hybrid form so that interaction and exchange are not neglected. Therefore, the events will also be streamed live, for which we will use the online seminar tool Adobe Connect.
Please take note of the privacy information for these tools.
You can find it further down the page under "data protection information".

For IT security reasons, we recommend that you join the info meetings via browser (best compatibility with browser Google Chrome or alternatively Mozilla Firefox). You do not need to install the client, but we highly recommend it.

Personal data will be processed during the Exchange-Days events. Information about data processing in this course can be found further down the page under "data protection information".

The sessions will be (partially) recorded by the International Office so that students who cannot attend these Exchange-Days events (due to different time zones or other commitments at the time of the event, etc.) can watch them afterwards.
You as a participant are not allowed to make recordings of these meetings or give the link and password to the room to anyone else.

These online events are central components of the Exchange-Days events.
In principle, you do not need to activate the microphone or camera to participate in the info meetings. Please switch on your microphone, and activate the camera when asked to do so and/or if the situation so requires.
For improved functionality and performance, we recommend installing the Adobe Connect application for the desktop!
Without installing the Adobe Connect application for the desktop, you will not be able to turn on your microphone or webcam for interactive participation.
If technical problems arise or if you do not wish to participate in the online meetings due to privacy concerns, please write a message to: frank.e.lutzenberger@uni-konstanz.de.

Please indicate your acknowledgement of the above information and your consent to the described data processing by completing and submitting the consent form at the bottom of the page.
You will then receive the link and password to the Exchange-Days events directly afterwards by e-mail. Therefore, please also check your e-mails and, if necessary, your spam folder immediately afterwards.
As mentioned above, you may not pass on the link and password to the Exchange-Days events to third parties.

You can withdraw your consent by sending an e-mail message to: frank.e.lutzenberger@uni-konstanz.de.