Data Privacy Statement
We – Deutscher Akademischer Austauschdienst e.V. (the German Academic Exchange Service), hereinafter referred to as either “we” or “DAAD” – are pleased to see you visiting our website. Thank you for your interest.
Your privacy is important to us. We take the protection of your personal data and their confidential treatment very seriously. Your data will be processed exclusively within the legal framework of the data protection provisions of the European Union, particularly the General Data Protection Regulation (hereinafter: “GDPR”). This data protection statement provides you with information about the processing of your personal data and your data protection rights when using our website.
1. Data Processor and Data Protection Officer – contact details
The Data Processor as defined in data protection legislation is
Deutscher Akademischer Austauschdienst e.V. (DAAD)
Tel.: +49 228 882-0
If you have any questions or suggestions about data protection, please feel free to contact us.
2. Object of data protection
The object of data protection is personal data. Personal data means any information relating to an identified or identifiable natural person (a so-called data subject). This includes, for example, details such as the name, postal address, email address and phone number, though other details are also necessarily created while using our website, such as the beginning, end and extent of use.
3. Type, scope, purposes and legal basis for data processing
Below you will find an overview of the type, scope, purposes and legal basis of data processing on our website.
3.1 Provision of our website
When you access our website on your device, we process the following data:
- Date and time of access
- Duration of visit
- Your operating system
- Volume of data sent
- Type of access
- IP address
- Domain name
We process this data on the basis of GDPR Article 6 (1) point f, as they are required for us to provide the service, to ensure technical operation and to investigate and remove malfunctions. It is in our interest to ensure the use and technical operability of our website. This data is automatically processed when our website is accessed. Unless they are provided, you cannot use our services. We usually erase these data after seven days unless, under exceptional circumstances, we need them for a longer period for the above-mentioned purposes. In such a case we erase the data as soon as they are no longer required for the relevant purpose.
3.2 DAAD ID login function
This website provides the DAAD ID login function, so that you can use your DAAD ID to register with a variety of DAAD services (including the DAAD website “My DAAD”, the DAAD application portal “MOVE” and My GUIDE).
When you use this service, we will only process your personal data that are required to ensure functionality. These may include:
- Email address (= your DAAD ID)
- Surname, first name
- Form of address
- Preferred language
When you use this service, the relevant data which are stored in the individual DAAD services are linked to your DAAD ID, so that you can transfer your data to all DAAD services without having to enter them again each time.
Legal basis, erasure
Your data will be processed based on Article 6 (1) b) of the GDPR. We will delete your data if and when they are no longer needed for the purpose of ensuring the functionality of the DAAD ID service, if you have deleted your DAAD account and if no other legal bases are applicable, in particular statutory or contractual retention periods.
Recipients or categories of recipients
Within the DAAD, your personal data will only be accessible to employees who have a compelling reason to access it in order to carry out their functions or duties. We will only pass your personal data on to external recipients if there is a legal justification for doing so or if you have consented to this. External recipients may be:
- Commissioned data processors: service providers, e.g. those entrusted with the maintenance of our IT systems. This is, in particular, the Microsoft Corporation as the supplier of the Azure cloud service, which we use for operating the DAAD ID function. We carefully select all processors and regularly screen them to ensure that your personal data are in good hands. These service providers may only process your personal data for the purposes we specify.
- Public bodies: public authorities and state institutions, such as public prosecutors, courts of law and fiscal authorities, to which we may be required to provide personal data in individual cases.
Direct and third-party data collection
We mainly process personal data which we receive directly from you through your use of DAAD services. In some cases, we also obtain your personal data from third parties. If required, we will give you more information about this separately.
Third-country transfer, suitable safeguards and access to the same
As part of our provision of the DAAD ID function, we use the Azure cloud service from the Microsoft Corporation as an external service provider. Neither the head office of the Microsoft Corporation nor the data processing venue is located in an EU member state or in any other state that is signatory to the EEA agreement. Prior to the transmission of data, however, we ensure that the relevant service provider has implemented appropriate safeguards warranting an adequate level of data protection. For this purpose, we have concluded so-called Standard Data Protection Clauses of the European Commission with them (GDPR Art. 46 (2) c)). You are welcome to request us to send a copy of the precise “Standard Contractual Clauses (Processor)” that have been agreed. In addition, the Microsoft Corporation also has certification under the EU-US Privacy Shield. More information on the EU-US Privacy Shield is available under https://www.privacyshield.gov.
Automated decision-making and profiling
We use neither automated decision-making nor profiling as per GDPR Art. 22.
3.3 Contact form
You have the option to contact us through the contact form ” Contact form for technical enquiries about the DAAD ID“.
Therefore we need the following mandatory details (marked as such): first name, surname, email address, description of error. However, you can voluntarily provide additional details, such as a screenshot.
The data serves the purpose of meeting your request for contact. We process this data on the basis of GDPR Article 6 (1) point f. The purpose of processing your data is solely to deal with your contact request. As soon as your contact request has been concluded, we will erase the data we have collected via the contact form. Any personal data that were additionally collected during the sending process are erased if they are no longer required for the purposes for which they were collected or otherwise processed.
3.4 Google Analytics
This website uses Google Analytics with the extension “_anonymizeIp()”. This has the effect of truncating IP addresses before further processing, so that the data cannot be related to any specific person. If the data that is collected about you allows conclusions about you as a person, this is immediately prevented and the relevant personal data are thus erased immediately.
We use Google Analytics to analyse use of our website and to improve it at regular intervals. The statistical data we receive in this way helps us to improve our website and to make it more interesting for you as a user. For exceptional cases in which personal data is transferred to the United States, Google has subjected itself to the EU-US Privacy Shield (https://www.privacyshield.gov/EU-US-Framework).
The legal basis for the use of Google Analytics is GDPR Article 6 (1) point a, i.e. your consent. Any data that we send, and which is linked to cookies, user IDs or advertising IDs, is automatically erased after 14 months. Any data that has reached the end of its retention period is automatically erased once a month.
You can prevent the storage of cookies through a suitable setting in your browser software. Please note, however, that if you do so, you may not be able to use all the functions of this website in full. Furthermore, if you wish to prevent the collection of data generated by cookies and related to your usage of the website (incl. your IP address) and if you wish to opt out of such data being processed by Google, you can download and install a browser plug-in from the following link: https://tools.google.com/dlpage/gaoptout?hl=en.
Opt-out cookies prevent any future collection of your data when visiting this website. To prevent collection via Universal Analytics across multiple devices, you need to implement the opt-out on all the systems you use. Click here to set the opt-out cookie: Deactivate Google Analytics
Further details about Google and its use of personal data can be obtained from the following addresses:
- Google Dublin, Google Ireland Ltd., Gordon House, Barrow Street, Dublin 4, Ireland, Fax: +353 (1) 436 1001.
- data privacy overview:
4. Links to third-party websites
If websites and services by other site owners are linked to this website, they have been and will continue to be designed and supplied by third parties. We have no influence on the design, content or function of third-party services, and we expressly distance ourselves from any content provided by linked third-party sites. Please remember that third-party sites linked to this website may have their own cookies which are installed on your device to collect personal data. We have no influence over this. In such cases you may wish to obtain more information directly from the owners of the third-party websites linked to this site.
We use so-called cookies to provide you with extensive functions, to make our website more user-friendly and to optimise our website. Cookies are small files which are saved to your device via your web browser.
Categories of cookies
Technical requirement and legal basis
Technically mandatory cookies: We use certain cookies because they are mandatory requirements to ensure that our website and its functions can work in a legally compliant manner. Such cookies are automatically set when the website or a specific function is accessed, unless you have prevented the setting of cookies through your browser settings. Any data collected through the use of such cookies are processed by us on the basis of GDPR Article 6 (1) point f.
Technically non-mandatory cookies: On the other hand, non-mandatory cookies are set to improve, for instance, the convenience and performance of our website or to save certain settings you have made. We also use technically non-mandatory cookies to obtain information on the frequency with which certain parts of our website are used, so that we can tailor them more closely to your needs in the future. We do not store technically non-mandatory cookies until you click the relevant box, confirming that you have read our cookie note, and continue to use our website. Any data collected through the use of such cookies is processed by us on the basis of GDPR Article 6 (1) point a.
Session cookies: Most cookies are only required for as long as you access the current service or continue your session. They are either erased or lose their validity as soon as you leave our website or your current session has expired (these are so-called session cookies). Session cookies are used, for instance, to retain certain information during your session.
Permanent cookies: It happens occasionally that cookies are saved for a longer period of time, for instance, to recognise you when you open our website again at a later point. It means that you can call up saved settings again. This means you can access our website faster and more conveniently, and you don’t have to make certain settings again, e.g. specify the relevant language. Permanent cookies are automatically deleted upon the expiry of a defined period of time following the date on which you visited the site or domain where the cookie was set.
The acceptance of cookies is not mandatory in the use of our website. If you do not want cookies to be saved to your device, you can disable the relevant option in the system settings of your browser. Saved cookies can be deleted through the system settings in your browser at any time. Please note, however, that if you do not accept cookies, the functions of our services may be limited.
When you access our website, the following cookies may be stored:
|Name of cookie||Technical requirement||Retention period||Cookie providers||Purpose of use and interest|
|PHPSESSID||Yes||Session cookie (end of session)||DAAD||This cookie is necessary to authenticate users in various databases and to use forms.|
|ga-disable-UA-107536349-25||No||Permanent cookie (31 Dec 2099)||DAAD||This cookie prevents Google Analytics tracking from being applied to mydaad.de.|
|_ga||No||Permanent cookie (2 years)||Google LLC||This cookie enables Google Analytics to distinguish between users.|
|_gat_gtag_UA_107536349_25||No||Permanent cookie (1 minute)||Google LLC||This cookie has the purpose of limiting the number of requests sent to Google Analytics.|
|_gid||No||Permanent cookie (24h)||Google LLC||This cookie enables Google Analytics to distinguish between users.|
|pll_language||No||Permanent cookie (1 year)||DAAD||This cookies has to the purpose to save the language in which the website has been used.|
|saml_login||Yes||Permanent cookie (1 year)||DAAD||Cookie for single sign on (only for users who are logged in)|
|saml_nameid||Yes||Permanent cookie (1 year)||DAAD||Cookie for single sign on (only for users who are logged in)|
|saml_sessionindex||Yes||Permanent cookie (1 year)||DAAD||Cookie for single sign on (only for users who are logged in)|
|wordpress*||Yes||Session cookie (end of session)||DAAD||WordPress cookie (only for users who are logged in)|
|wordpress_logged_in_*||Yes||Session cookie (end of session)||DAAD||WordPress cookie (only for users who are logged in)|
6. Recipients of personal data
Within the DAAD, access is limited to persons requiring it for the purposes specified under clause 3.
We only share your personal data with external recipients outside the DAAD if this is required for managing or processing your request, if there is some different legitimate permission or if you have given us your consent for this purpose. External recipients may be:
External service providers we use for the provision of services, for instance in the technical infrastructure and maintenance of the DAAD’s own services or for the provision of content. We carefully select such processors and regularly check them to ensure the safeguarding of your privacy. Service providers may only use data for the purposes we specify.
Public authorities and state institutions, such as public prosecutors, courts of law and fiscal authorities to which we need to send personal data for mandatory legal reasons.
Cooperation partners and assistants, to whom data is transmitted on the basis of consent or a mandatory requirement.
7. Data processing in third countries
If data is transmitted to bodies that have their head offices or data-processing locations outside EU member states and outside states forming part of the EEA, we ensure before disclosure that – except for certain legally permitted exceptions – those bodies either have your adequate consent or they provide an adequate level of data protection (for instance, through an adequacy decision taken by the European Commission, through suitable guarantees such as the recipient’s self certification for the EU-US Privacy Shield or the agreement of so-called standard EU contractual clauses with the recipient). You can request from us a list of recipients in third countries and a copy of the provisions that have been agreed in each case to ensure an adequate level of data protection. To do so, please use the contact details given in clause 1.
8. Retention period
You will find the retention period for personal data in the relevant chapter on data processing. We generally apply the rule whereby we only save your personal data for as long as they are required to fulfil their purposes or – if you have given your consent – until you revoke your consent. If you revoke your consent, we erase your personal data, unless further processing is permitted under the relevant applicable statutory provisions. We also erase your personal data if we are under an obligation to do so on legal grounds.
9. Rights of data subjects
As a data subject you are entitled to the following rights:
- Right to information: You have a right to access the data we have stored about you as a person.
- Right to rectification and erasure: You can require us to correct inaccurate data or – provided that the legal grounds are in place – to erase your data.
- Restriction of processing: Provided that the legal grounds are in place, you can require us to restrict the processing of your data.
- Data portability: If you have provided us with data on the basis of a contract or your consent, and as long as there are legal grounds, you can require us to send you the data you gave us in a structured, commonly used and machine-readable format, or you can require us to send your data to a different controller.
Objection to data processing on the legal basis of “legitimate interest” under GDPR Article 6 (1) point f: If there are reasons arising from your specific situation, you are entitled to object to our processing of your data at any time, provided that such an objection has its legal basis in a “legitimate interest”. If you make use of your right to object, we shall discontinue the processing of your data, unless we can – within the parameters of the law – demonstrate compelling legitimate grounds for further processing, outweighing your own rights. To make use of your right to object, please use the contact details specified in clause 1.
- Revocation of consent: If you have given us your consent to the processing of your data, you can revoke the same at any time with future effect. This, however, does not affect the legitimacy of processing your data until the date of revocation.
- Right to lodge a complaint with the supervisory authority: You can also lodge a complaint with the competent supervisory authority if you believe that the processing of your data has breached the latest applicable law. To do so, you can contact the data protection authority responsible for your place of residence or country or the data protection authority responsible for ourselves.
Your contact with us: In addition, if you have any questions about the processing of your personal data, your rights as a data subject or any consent you may have given, please feel free to contact us without incurring any charge. To exercise any of the aforementioned rights, please contact firstname.lastname@example.org or write to the postal address specified in clause 1. When you do so, please make sure that we can clearly identify you.
10. Commissioner for data protection
Contact details of our commissioner for data protection:
Dr Gregor Scheja
Scheja und Partner Rechtsanwälte mbB
Telephone: +49 228 227226-0
Fax: +49 228 227226-26
11. Update status
The latest version of this data protection statement shall be applicable. Last updated: 25 May 2018.