Data Protection Information for Student Applicants and Current Students on the PRIMUSS Portal for Applicants and Students

Protecting your personal data is important to us. That is why we strictly adhere to the current legal guidelines when processing your data (the European General Data Protection Regulation - GDPR, the Bavarian Data Protection Act - Bay DSG).

In accordance with these regulations, this information on data protection is meant to inform you of how your data is processed when you apply to study here and when you enrol as a student. It also describes how your data is used for other administrative tasks during your course of study (coursework, examinations) as well as for managing scholarship and alumni affairs. 

Whenever changes to data protection regulations come about, we will update our information and inform you of the changes. Furthermore, we will do so according to the data protection guidelines. 

Name and Contact Information of the Controller - GDPR Art. 13(1a)

Technische Hochschule Ingolstadt (THI)
Esplanade 10, 85049 Ingolstadt

Controller’s representative: President Prof. Dr. Walter Schober 

Tel. +49-841-9348-0
Fax +49-841-9348-2000 

Email: info@thi.de  

Name and Contact Information of the Controller - GDPR Art. 13(1b) 

Tel. +49-841-9348-1234
Email: datenschutz@thi.de    

Purpose and Legal Basis for Data Processing - GDPR Art. 13(1c)

The data we collect from you is used to process your application following legal regulations. In the case of a successful application, we further use the data to process your enrolment. If you enrol as a student at Technische Hochschule Ingolstadt (THI), your personal data will then be used for administrative tasks related to registration and examinations. We will also use your data to process tasks associated with international affairs (study abroad), university life, as well as scholarships and awards. Furthermore, we collect data anonymously to monitor student performance. 

If you wish to remain in contact with us after graduation, you will need to fill in a consent form for alumni: After you submit the consent form, we will then, and only then, use your data to provide you with special information for alumni.

We also use the data collected to coordinate access to university systems (network, online portals, learning platforms, library use, room reservations, displaying course schedules). 

While processing your application, we only use your data to contact you and carry out the application process. This includes sending you invitations to any relevant informational events. 

Registration and examination affairs also require use of your data in order to contact you and to manage petitions and requests (semester leave, deadline extensions, credit transfers, etc.). We also use your data to manage internships, student fees and examinations. For all of these uses, we adhere to the legal guidelines in place. For registration purposes, your data is used when you sign up for a specific degree programme and select your schedule of courses.

For scholarship purposes, we use your data to process certain scholarship applications submitted internally (such as the Deutschlandstipendium). We also use your data to provide you with appropriate information regarding scholarship programmes, awards and other prizes given to students and graduates. Universities have the right to nominate candidates for certain external funding programmes, and we use PRIMUSS to help us identify potential candidates for them. However, your data will only be shared with the external scholarship provider if you give your consent. 

Your personal data can also be used to facilitate your application to partner schools abroad. These types of applications can be completed using the Mobility Online system at THI. PRIMUSS provides a list of applicants ranked according to their average grade scores. The ranking is then used to determine which students can participate if there are more applicants than available spots. For first semester students, who do not yet have an official grade average, their ranking is based on their average grade score from their university entrance qualification.  

For your application and later enrolment, you will receive password-protected access to the PRIMUSS Portal for Applicants and Students. The online system allows you to electronically submit application materials as well as other forms and documents required for administrative tasks. We keep a record of your account activity in order to monitor use and check that all access to your account is authorized. This record is not used for any other purposes.

Legal basis for collection of this data: GDPR Art. 6 (1c) together with GDPR Art. 6 (3b), Bavarian Higher Education Act (BayHSchG) Art. 42, Bavarian State Law on Higher Education Admissions (BayHZG) and the THI enrolment regulations from 8 July 2007, as well as the Higher Education Statistics Act (HStatG) 

Recipients of Personal Data and Categories of Recipients - GDPR Art. 13(1e)

THI will only share your data if required to do so by the law or if you grant permission to do so. Otherwise, we do not 

If you are applying to a degree programme that uses the nationally recognized dialogue-oriented service procedure (DoSV), your application data will be submitted to the Stiftung für Hochschulzulassung (Trust for Admission to Higher Education, also referred to as hochschulstart.de), which is responsible for processing applications and admissions nationwide. The Trust then compares the application data with your data in their system (legal basis: Bavarian Higher Education Admissions Regulation [BayHZV] Art. 37a).

For admissions purposes and other administrative steps during your studies, your data will be shared and checked with your health insurance provider (legal basis: Student Health Insurance Reporting Ordinance (SKV-MV) from 27 March, 1996 in its current version) and with the Studentenwerk Erlangen-Nürnberg (student services Erlangen- Nuremberg) as necessary when you submit your BAföG forms (legal basis: Federal Training Assistance Act (BAföG) Art. 47 and 48).

For degree programmes offered in cooperation with other universities, we provide the partner institution with any personal data that is relevant to you completing your programme. The other universities are also required to adhere to these data protection rules. 

For degree programmes with tuition costs, we sometimes work with service providers who manage various organisational tasks associated with completing a degree programme. THI shares the necessary data with these service providers so that they can properly carry out their tasks. The service providers obviously are required to adhere to the same data protection regulations as THI does. Currently, this situation applies to the Master's degree programme Applied Computational Mechanics (ACM), which works together with the company CADFEM GmbH, Marktplatzstr. 2, 85567 Grafing. CADFEM helps THI process student applications for a place at university, provide student advisory services and support the digital learning platform Moodle, which all students are required to use during their studies. 

Our library and library systems work in cooperation with the Catholic University of Eichstätt-Ingolstadt (KU): You can use the libraries at both THI and KU. In order to provide this service, the libraries need to share and exchange user data. The Leibniz Supercomputing Centre of the Bavarian Academy of Science and Humanities hosts the library systems and data. The KU is responsible for the associated technical support. 

THI can nominate students for certain scholarships: We will only share your contact information and accomplishments with your consent. Nevertheless, Art. 27 of the Bavarian Data Protection Law (BayDSG) permits sharing data without a person’s knowledge in order to prepare and carry out the convocation of awards and/or honours. 

THI uses PRIMUSS together with nine other schools. The software serves these schools as an administrative tool to help manage examination and grade records, enrolment and registration, as well as other administrative areas. The regional computing centre in Erlangen-Nürnberg RRZE hosts the PRIMUSS systems, including the online platform. The PRIMUSS-consortium is responsible for the administration of the systems. 

These divisions are responsible for the various areas of expertise for the PRIMUSS-consortium: Central administration and second level support for online services are handled by the PRIMUSS expert team at Coburg University of Applied Sciences and Arts. THI provides second level support for subject-specific issues. The Service Center Study Affairs (SCS) deals with questions related to data protection. You can reach the SCS staff via email at studienangelegenheiten@thi.de  The PRIMUSS-consortium can be reached at info@primuss.de

Providing Your Data as a Necessary Requirement / Possible Consequences of Failure to Provide Such Data - GDPR Art. 13(2e)

Pursuant to Art. 42(2) of the Bavarian Higher Education Act (Bayerisches Hochschulgesetz, BayHSchG), you are required to submit relevant personal data in order to enable the processing of your application and other tasks associated with your studies at THI. If you fail to provide the requested information necessary for processing your application or other administrative tasks (e.g. university admissions, enrolment, examination registration, leave requests, deadline extensions, access requests, etc.), you may lose any rights or privileges you have which are associated with such data. 

The Planned Period for Which the Personal Data Will Be Stored  - GDPR Art. 13(2a) 

The following deadlines for the deletion and/or anonymisation of your data are subject to the regulations laid out in the Bavarian Archives Act (BayArchivG). If certain materials are deemed worthy of archiving, they will be offered and transferred to the appropriate archive before being deleted and/or anonymized locally. 
The data from your application materials will only be used for the purpose of processing your application. If you application is denied, we will delete your data within six months following completion of the application procedure (legal basis: Bavarian Data Protection Act Art. 12[1.2]).

If you are enrolled as a student here, we will save your personal data during the duration of your studies as stipulated by law: 

  • Applications, requests and other correspondence will be saved during the duration of your studies and for the six months following the end of your studies in order to document progress towards degree completion and to produce any necessary certificates etc.
  • In accordance with Art. 12 of the State Examination Regulations (Rahmenprüfungsordnung, RaPO), examination documents will be saved for two years starting from the end of the calendar year in which the examination results were released. Examination documents that are involved in cases of contested results or complaint proceedings will be deleted only once the process has officially and legally ended.
  • A minimal record will be kept for 50 years which includes information on your enrolment dates, examination results, de-registration, and degrees completed. The retention period begins after the end of the calendar year in which you de-registered.
  • Our schedule tool allows you to put together your course schedule based on the courses offered for a given semester. You can then view your personalised course schedule online. We delete your personal course schedule for the previous semester at the end of the subsequent semester.
  • Personal data regarding financial transactions (student union fees, semester fees for bachelor's and master's degree programmes for working professionals) will be stored for ten years in accordance with budgetary and tax legislation.

Your RIGHTS

Right of Access, Right to Rectification, Right to Restriction of Processing, Right to Erasure and Right to Data Portability - GDPR Art. 13(3b) and Art. 15 to Art. 20

As per Art. 15 of the GDPR, you have the right to know if personal data concerning you is being saved and, if so, which data, for what purpose and with whom it is being shared. If the data came from some source other than you directly, you also have the right to know from where the data was obtained (GDPR Art. 15). If you have reason to believe that we have collected incorrect data on you, you have the right to demand rectification pursuant to GDPR Art. 16 and/or the right to demand restricted use of your data until the incorrect data has been rectified as per GDPR Art. 18. You also have the right to erasure of any personal data, which is no longer being used for its intended purpose as per GDPR Art. 17.

Art. 20 of the GDPR establishes your right to receive your personal data in a structured, commonly used and machine-readable format. It also gives you the right to have one controller transmit your data directly to another controller.

Your Right to Lodge Complaints - GDPR Art. 13(2d) and Art. 77 

If you believe that the processing of your personal data has been handled in such a way that violates the GDPR, you have the right to lodge a complaint with a supervisory authority without prejudice to any other administrative or judicial remedy (GDPR Art. 77). The supervisory authority responsible for the public sector in Bavaria is the Bavarian State Commissioner for Data Protection (BayLfD). His office can be reached by 

Email: poststelle@datenschutz-bayern.de 

Tel. +49 89-212672-0
Fax 089-212672-50 

Your Right to Object Based on Your Particular Situation (“Atypical Constellation”) - GDPR Art. 21 

The processing of your data granted by Art. 6(1e) of the GDPR is subject to personal objection. You have the right to object to the processing of your private e-mail address and telephone information, in part or in whole, based on reasons due to personal circumstances. The circumstances must be atypical for a student. In order to terminate processing of your data in such a case, whether in part or in whole, there cannot be any compelling reasons to continue processing the data. Such reasons would outweigh your own personal interests, rights and liberties. They could include grounds for further processing your data in order to uphold, exercise or defend legal claims. 

Objections may be lodged with the Chancellor’s office at kanzler@thi.de.