Terms of Service

Data protection information for students on data processing in the context of using the Ilias instance in vlspace (Art. 13 GDPR)

 

We would like to provide you with the following information on the processing of your personal data in connection with the vlspace platform.

 

The "vlspace" platform is an external Ilias instance. The external Ilias instance is a learning management system and is used to enable projects, training courses and other forms of collaboration between university members and external users, such as companies, schools, and other universities.

 

Various personal data must be collected for this purpose. Depending on the form of collaboration, materials and submissions are also stored via the system. Once the collaboration has been completed, the accounts and the associated content are deleted. If the materials and submissions are relevant to the examination, they are sent to the examiner and archived in accordance with the legal requirements.

 

1. Controller

 

Names and contact details of the Controller:

 

Heilbronn University

Max-Planck-Straße 39

74281 Heilbronn

Germany

legally represented by the Rector, Prof.-Dr. Ing. Oliver Lenzen.

 

2. Data protection officer

 

We have appointed an external data protection officer at our university. You are welcome to address confidential data protection concerns directly to this officer:

 

You are welcome to address confidential data protection concerns directly to him:

 

Deutsche Datenschutzkanzlei

Mr. Maximilian Musch

Richard-Wagner-Str. 2

88094 Oberteuringen

Germany

Tel.: +49 (0) 7542 / 949 21 02

e-mail adress: musch@ddsk.de.

 

Internal data protection office:

 

If you have any questions about data protection, please contact the Heilbronn University data protection office: dsb@hs-heilbronn.de.

 

 

3. Purposes of data processing

 

As part of your studies, you have the opportunity to work together with external groups of people such as other universities, companies or schools, for example in projects or seminars. In order to be able to provide services in these subjects, the external learning management system Ilias must collect personal data that can be clearly assigned to the individual service.

 

4. Description of the data processing

 

During processing, personal data from the enrolment or registration process is combined with the individual achievements, which have been created in the context of specific submissions or work results, alone or in partner or group work, as well as the individual learning progress, in order to obtain proof of individual examination and work performance.

 

 

5. Type of data and data categories

 

Below we inform you about the type of data and data categories that are processed in connection with vlspace:

 

-           First name, last name, degree program, matriculation number and e-mail address

-           Personal data in materials and submissions

 

6. Source of data collection

 

We process the data provided to us in connection with enrolment at our university and made available there in the internal learning management system. This is done by integrating the vlspace via an LTI interface. For external users, only the data provided individually during registration is used. External users are only required to enter a username and e-mail address. External users are authorized manually and must be requested by the external user.

 

7. Legal basis

 

The legal basis for the processing is the task of the university in accordance with Art. 6 (1) lit. e) GDPR in conjunction with §§ 2, 12 LHG (Higher Education Act of Baden-Württemberg).

 

Vlspace is used by students, lecturers, and external users in both optional and compulsory courses as part of their studies.

 

 

8. Further data protection information

 

8.1 Existence of automated decision-making (including profiling)

 

We do not use automated decision-making processes in accordance with Art. 22 GDPR.

 

8.2 Provision obligations

 

As part of your studies, participation in an event involving external persons may be compulsory, which is why the data must be provided as part of the proper course of studies. In this case, the provision of the data is a prerequisite for the verification of individual examination and work performance. 

 

8.3 Storage and deletion periods

 

In principle, we only process the data in the procedures for as long as is necessary to fulfil our tasks. Specifically, this means that we delete the data from the external Ilias server promptly after the end of the collaboration. As a rule, the data is deleted at the end of the semester. Any work results remain with the lecturer of the course and the lecturer is responsible for their deletion.

 

9. Recipients of the data

 

At our university, your data will be received by those internal departments or organizational units that need it to fulfil our obligations or in the context of processing and implementation.

 

Your data will be forwarded to external parties to the provider of the external Ilias instance (DM-Solution).

 

Access to personal data cannot be ruled out in the context of any support activities, but this does not generally take place.

 

The data will be passed on to your lecturers for information purposes.

 

Data is not transferred outside the EU.

 

If we commission service providers as part of order processing, your data is subject to the same security standards there as it is with us. In all other cases, the recipients may only use the data for the purposes for which it was transmitted to them. We will not pass on your data to third parties beyond this.

 

 

10. Rights of data subjects

 

Under certain circumstances, you can assert your data protection rights against us. If possible, your requests to exercise your rights should be addressed in writing or by e-mail to the address given above or directly in writing or by e-mail to our data protection officer.

 

You have the right to receive information from us about your data stored by us in accordance with the rules of Art. 15 GDPR (possibly with restrictions according to § 9 LDSG) (National data protection act).

 

At your request, we will correct the data stored about you in accordance with Art. 16 GDPR if it is inaccurate or incorrect.

 

If you wish, we will delete your data in accordance with the principles of Art. 17 GDPR, provided that other legal regulations (e. g. statutory retention obligations or the restrictions according to § 10 LDSG) or an overriding interest on our part (e.g. to defend our rights and claims) do not conflict with this.

 

Taking into account the requirements of Art. 18 GDPR, you can request that we restrict the processing of your data.

 

You can also object to the processing of your data in accordance with Art. 21 GDPR, based on which we will stop processing your data. This right to object only applies if there are special circumstances relating to your personal situation, whereby our university rights may conflict with your right to object.

 

You also have the right to receive your data in a structured, commonly used and machine readable format or to transmit it to a third party in accordance with the requirements of Art. 20 GDPR.

 

In addition, you have the right to withdraw your consent to the processing of personal data at any time with effect for the future.

 

You also have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR). You can contact the supervisory authority responsible for us at:

 

Der Landesbeauftragte für den Datenschutz und die Informationssicherheit

Baden-Württemberg

e-mail adress: poststelle@lfdi.bwl.de