Privacy notice for FHV online-incoming students

We handle your personal data carefully and conscientiously. We comply with statutory data protection regulations at national and European level when processing data and are providing you with the following information in accordance with EU GDPR article 13.

Purpose of data processing, data categories:
When you have accepted the conditions of participation in selected courses for online-incoming students and provided Vorarlberg University of Applied Sciences (FHV) with the required date and the required documents your personal data and your documents will be processed in order to administer the selected courses  with the assistance of automated technology.

The data processed includes personal details such as your name, current academic degree, title, gender, place and country of birth, date of birth, citizenship, photograph, addresses, contact details (email and mobile telephone number). Furthermore, details about admission requirements will be stored (type of degree, graduation date, institution name, institution address and professional experience) along with information about your passport details (passport number, passport issue date, passport issuing authority).

To administer the courses, we are required to process and store data about your studies, such as your enrolment number or personal identifier, study programme, programme identifier, admission status, course data, work placement data, academic results, examination and assessment data, and social security number or substitute identification number.

If you do not have an Austrian social security number, the documentation in Education Act (Bildungsdokumentationsgesetz, BilDokG) requires that you have a substitute identification number. If you already have the latter, you are required to provide it to FHV. If you do not have such a number yet, a substitute identification number will be requested for you via ‘Portal Austria’, operated by the Austrian Federal Computing Centre. If you later obtain an Austrian social security number, you are required to forward it to FHV immediately. Your substitute identification number will cease to be effective as of that time and replaced by your social security number. Your substitute identification number is used exclusively for the purpose of reporting student data in line with BilDokG and does not play any role under Austrian social security law.

Your portrait photo, which you have given us, will also be used for activities that are necessary for carrying out your studies, such as for your profile in the campus management system, for the student file, for course lists or for interviews.

The above mentioned processing activities are carried out on the legal basis of art. 6 sub-section 1 letter b GDPR for the fulfilment of the contract.

The provision of your personal data for your studies is on the one hand provided for by law and on the other hand is absolutely necessary for the conclusion of the training contract and the implementation of your studies. If you do not provide us with the necessary data, your studies cannot be carried out.

Legal basis:
As already explained in detail above, the individual processing activities are carried out either to fulfil the training contract (Art. 6 Para. 1 letter b GDPR) or to safeguard the legitimate interests of FHV (Art. 6 Para. 1 letter f GDPR). In some cases, consents (art. 6 sub-section 1 letter a GDPR) for the performance of processing activities may also be obtained during the course of studies.

Recipients:
Students’ personal data will be used by employees of FHV to carry out tasks required for the administration of your studies and forwarded internally to the persons responsible.

The campus management system “Academy Five” used by FHV is operated by Simovative GmbH, Landsberger Straße 110, 80339 Munich, Germany.

Personal data may be disclosed to external bodies if it is required to perform and administer the agreed courses, to fulfil legal obligations or for the legitimate interests of FHV.

In order to organize international studies FHV has also licensed SOP Mobility Online.
SOP Mobility Online is operated by SOP Hilmbauer & Mauberger GmH & Co KG, Siemensstraße 5, 3300 Amstetten, Austria.

In order to conduct the agreed courses FHV uses Microsoft 365 Teams, you will be invited to this application as a guest. The FHV will communicate with you via this application and it will be also used for the communication between students. Microsoft Education A3 365 is licensed by Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown Dublin 18, Ireland (Parent Company: Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA; Data disclosure to third countries: USA). Further information is available at https://privacy.microsoft.com/de-de/privacystatement.

FHV will be required to assign you an enrolment number if you are being admitted to study in Austria for the first time and have not previously been admitted to a university, teacher training college, institution conducting vocational education programmes or private university. To this end, your personal data (e.g. name, academic degree, addresses, gender and date of birth) will be reported to the Data Network for Universities, Teacher Training Colleges and Vocational Colleges and you will be assigned an enrolment number. If you are admitted to a joint programme, it will also be required to report programme fee data, programme details and academic performance data to the Data Network. Furthermore, any data pertaining to university entrance examinations will be reported if necessary.

Further information can be obtained from the International Office of FHV.
You will be informed on any other occasions where your data is transferred and, if required, we will seek your consent.

Retention periods:
Below we give you a short overview of the most important planned storage periods:
Social security number or replacement number plate: 2 years after end of your studies;
Course details and Transcript of records: three years after end of your studies.
Other data and documents: essentially three years after end of your studies.

Your data protection rights according to GDPR:
Please be aware that you generally have rights to access, rectify and erase your personal data, to restrict its processing, to obtain it in a portable format, to withdraw your consent and to object to its processing. You may address enquiries and requests on this topic to datenschutz@fhv.at.

If we process your personal data based on your consent, you may withdraw your consent at any time by sending an email to datenschutz@fhv.at, If data processing is based on the legitimate interests of FHV, you may object to this processing and include your reasons for the objection, however the lawfulness of data processing activity conducted prior to withdrawal or objection shall remain unaffected. If you believe data processing to be unlawful, we ask that you contact us by emailing datenschutz@fhv.at. Moreover, you have the right to lodge a complaint with the supervisory authority, the Austrian Data Protection Authority.

Data controller:
Fachhochschule Vorarlberg GmbH, Campus V, Hochschulstraße 1, 6850 Dornbirn, Austria, +43 5572 792-0

Privacy Officer:
datenschutz@fhv.at

Should you have any questions or comments in relation to data protection at FHV, our internal contact person – who can be reached by email at datenschutz@fhv.at – will be happy to assist you.

Further information on privacy is available at https://www.fhv.at/en/data-protection/.