Data privacy

These data protection regulations are in addition to the conditions of registration and participation.

The protection of personal data is extremely important to the Uni Sport of the University of Hohenheim. With these data protection regulations, we would like to inform you of how your personal data is processed by us and which people have access to it.

In order to make it easier to read, we will use the masculine pronouns for terms like “participant”, “employee”, etc. We would like to explicitly say here that both men and women are meant.

Version from: 27 February 2012

1. Principles in the processing of personal data

 

  • The processing of personal data is done in the framework of the State Data Protection Act Baden-Württemberg (LDSG).
  • Uni Sport uses personal data exclusively for the purpose of making participation in the sport program possible and to administrate the sport courses. Without the data detailed in the following (see section 3), participation in Uni Sport is not possible.
  • Data which are saved can only be accessed by employees of Uni Sport. Data related to the payment of course fees using direct debit are made accessible to the University of Hohenheim’s cashier’s office. Others or third parties cannot see the saved data.

2. Terms for these data protection regulations

 

2.1 Data

  • “Personal data.” according to Sec. 3(1) LDSG, are all individual pieces of information about personal or material circumstances of a certain person.
  • The personal data which must be entered when registering for a sport course (required fields) are called “registration details” (see 3.2).
  • Some fields are optional during registration. These are called “voluntary details” (see 3.3).
  • When registering for a course with fees, “payment data” are gathered (see 3.4).

2.2 People and Institutions

  • University sports is an institution of the University of Hohenheim and is open to members and associates of the University of Hohenheim. The employees and student employees of university sports who are responsible for organizing the sport program are called “staff.”
  • Instructors of the sport courses who are responsible for the subject and sport supervision are called “course instructors”; they are listed on the Uni Sport homepage or can be obtained from the Sport Office.
  • The users registered on the Uni Sport homepage are called “Users.”
  • Users who have registered for a sport course on the Uni Sport homepage or people who registered in person in the Sport Office for a sport course are called “participants.”
  • The direct debit charge for payment of course fees is processed by the University of Hohenheim’s cashier’s office; in the following, this will be called the “cashier’s office.”

2.3 Other terms

  • The website on which the Uni Sport posts its sport program will be called “Uni Sport homepage” and can be found at www.uni-hohenheim.de/unisport.
  • Registration to sport courses is also possible in person in the Uni Sport Office. This is called the “Sport Office.”
  • The entire program offered by Uni Sport is called “sport program.”
  • Individual services of the sport program are called “sport courses.”

3. Which data are processed?

 

3.1 Personal data

Personal data which are automatically processed in the organization of the sport program consist of the data described under 3.2, 3.3, and 3.4.

Participants have the right to receive information about their personal data which the University of Hohenheim has saved and to correct these data if necessary. Viewing and editing the data is possible in person in the Sport Office.

All data are saved for only a limited period of time. Data which can be linked to a sport course or the payment of a sport course are anonymized at the latest one year after the end of the semester in which the sport course took place so that it is no longer possible to trace the user or participant.
If the user or participant does not register for any further sport course within this time period, and if the user no longer logs in to the Uni Sport homepage, all the user’s / participant’s saved data will be deleted.

3.2 Registration details

When registering on the Uni Sport homepage or when registering in person in the Uni Sport Office, registration details are recorded.
At first, these are:

  • Title / Gender
  • First name
  • Surname
  • Street / Nr.
  • Post code/Town
  • Status (In the sense of: Status of University affiliation. Student, employee, guest/ext.)
  • Matriculation number (only for students)
  • Business telephone number (only for employees)

3.3 Voluntary details

The following details are voluntary when registering on the Uni Sport homepage or in person in the Sport Office :

  • E-mail address
  • Telephone number

3.4 Payment data

For sport courses with fees, when registering on the Uni Sport homepage, payment is only possible with a direct debit mandate.
When registering in person in the Uni Sport Office, the participant may choose between direct debit mandate and payment in cash. For direct debit payments, the following data is required from the participant:

  • Account number
  • Bank Code
  • Account holder

4. Who can view the saved data?

 

4.1 Staff

Unisport staff members can see personal data which is entered; they only use this data for Unisport purposes.

4.2 Instructors

In order to make it possible for instructors to contact participants, instructors are given access to personal data provided by the registered participants. The instructors receive a participant list with the following data:

  • First name
  • Surname
  • Status

4.3 Cashier’s Office

The direct debit payment is processed by the Cashier’s Office.
In order to process the direct debit payment, the following data entered by the participant is sent to the Cashier’s Office:

  • Name
  • First name
  • Account number
  • Bank Code
  • Registration date
  • Payment Amount
  • Course booked (sport course)

If the payment is rejected for reasons for which the participant is responsible (that is, the direct debit was unsuccessful because the participant gave false information, for example an account number which doesn’t exist), Unisport will contact the participant directly.

5. Changes in data protection regulations

 

Unisport reserves the right to change these data protection regulations if changes become necessary due to new technology, retroactively recognized loopholes in the regulations, or in regards to new Unisport services.

Unisport will publish the current version of the data protection regulations on the Unisport homepage.