PRIMUSS privacy policy

Data protection is an important concern for Hochschule für angewandte Wissenschaften Coburg. Therefore, when processing personal data in connection with the performance of our tasks, we also attach great importance to data minimisation and user-friendly data processing.

This Privacy Policy also applies to the processing of personal data and information within the meaning of Section 25 TDDDG in connection with this website, including the services offered on it.

The controller within the meaning of the General Data Protection Regulation (GDPR) and other national data protection laws of the member states as well as other data protection regulations is:

Hochschule für angewandte Wissenschaften Coburg
Friedrich-Streib-Straße 2
96450 Coburg

Telephone: +49 9561 317-0

Email: datenschutz@hs-coburg.de

Please contact our data protection officer directly with any questions regarding data protection and data security:

Data protection officer of Hochschule für angewandte Wissenschaften Coburg

Friedrich-Streib-Straße 2

96450 Coburg

Telephone: +49 9561 317-443

Fax: +49 9561 317-109

Email: datenschutz@hs-coburg.de

3.1      Purposes and legal basis for the processing of personal data

3.1.1        Use of your data during the application and enrolment process

We use the personal data collected to process your application for a place of study in accordance with the applicable legal requirements and, following a successful application, for the subsequent enrolment or matriculation process. During the application process, we use your personal data exclusively to contact you and to manage the application process.

3.1.2        Use of your data during your studies

If you enrol at Hochschule für angewandte Wissenschaften Coburg, your personal data will subsequently be used for student and examination administration, the organisation of academic operations, support in handling your international matters such as semesters abroad, scholarship-related matters and as a basis for talent development, as well as to provide support and advisory services during your studies.

 

• Online Services of Hochschule Coburg
  We use the data collected to manage access to systems (network, online portals, learning platforms, library services, room use, personal timetable).
• Student and examination administration
  Within student and examination administration, the data are used to contact you, manage applications and requests (leaves of absence, deadlines, recognition of credits, etc.), and administer internships, fees and examinations in accordance with the applicable legal requirements.
• Scholarship matters
  In connection with scholarship matters, we record scholarship applications that are to be processed through Hochschule Coburg (e.g. Deutschlandstipendium) and use the available data to provide you with targeted information about scholarship programmes, talent development opportunities and the awarding of prizes to students and graduates. In the case of some external funding programmes, universities have the right to nominate suitable students in accordance with the relevant criteria: to this end, we identify, within the systems, those students who best meet the criteria of the funding programmes. A nomination, as well as the associated transfer of your personal data to external scholarship providers, will only take place with your consent.
• Semester abroad
  We also use your personal data to support your application for places at partner universities abroad.
• Moodle
  On our Moodle learning platform, we use your username, first and last name, degree programme and study group from the student portal in order to provide you, in a legally compliant, authenticated and target-group-specific manner, with access to course areas, scripts and information from individual organisational units (faculties, degree programmes, etc.).
• E-Payment
  We use your data to enable you to make payments electronically.

3.1.3        Use of your data after graduation (alumni services)

If you wish to remain in contact with us as an alumnus after graduation, a separate declaration/registration is required: only then will we use your personal data to provide you with tailored alumni services.

3.1.4        Logging

During the application process and while you are enrolled with us, we provide you with password-protected system access for the digital processing of your application as well as your requests and procedures in the PRIMUSS portals for applicants and students. We log your access and activities in order to be able to verify the lawfulness of access at any time and to provide evidence of the activities performed. The log data are not used for any other purposes.

3.1.5        Legal basis

The legal basis for the collection of data is Art. 6 (1) (e) GDPR in conjunction with Art. 4 (1) Bayerisches Datenschutzgesetz (BayDSG), Art. 2 and Art. 87 Bayerisches Hochschulinnovationsgesetz (BayHIG), the Bayerische Hochschulzulassungsgesetz (BayHZG) and the Immatrikulationssatzung of Hochschule Coburg, as well as the Hochschulstatistikgesetz (HStatG).

As part of the application, admission and enrolment process, we process your private email address insofar as this is necessary to carry out the respective procedure and to communicate with you as required. The legal basis for this is Art. 6 (1) (e) GDPR in conjunction with Art. 4 (1) BayDSG and the applicable provisions of higher education law.

After your enrolment, regular communication with you will generally take place via the student email address provided by Hochschule Coburg and the designated online portals.

If you voluntarily wish us to contact you additionally via your private email address and/or private telephone number, these contact details will be processed on the basis of your consent pursuant to Art. 6 (1) (a) GDPR in conjunction with Art. 7 GDPR. The additional contact details may be used in particular to reach you in urgent or time-sensitive cases, in addition to regular communication channels of Hochschule Coburg.

Providing and using your private contact details for this purpose is voluntary. You will not suffer any disadvantages if you do not make use of this option. You may withdraw your consent at any time with effect for the future. The lawfulness of processing based on consent before its withdrawal remains unaffected.

3.2      Recipients of personal data

Hochschule Coburg will disclose your data only on the basis of statutory authorisation or with your consent. Your data will not otherwise be disclosed.

For degree programmes that participate in the nationwide admission coordination procedure, the so-called „dialogorientierten Serviceverfahren (DoSV)”, your application data will be transmitted to the Stiftung für Hochschulzulassung responsible for the DoSV (see: www.hochschulstart.de) for the nationwide coordination of applications and admissions and will be compared with the data you have provided there (legal basis: Art. 7 (3) No. 4 Bayerisches Hochschulzulassungsgesetz (BayHZG) in conjunction with Section 2 (1) and Section 3 (1) sentence 4 Verordnung über die Hochschulzulassung an den staatlichen Hochschulen in Bayern (HZV)).

As part of the admission process and during the course of your studies, your data will be compared with the data held by your health insurance provider (legal basis: Studentenkrankenversicherungs-Meldeverordnung, SKV-MV of 27 March 1996, as amended), and, where applicable, data may be transmitted to Studierendenwerk Oberfranken in connection with BAföG applications submitted by you there (legal basis: Sections 47 and 48 Bundesausbildungsförderungsgesetz – BAföG).

For the administration of lending services, the library operates its own library system and, for research purposes by members of Hochschule Coburg, a library catalogue. The systems and data themselves are hosted at Leibniz Supercomputing Centre, an institute of Bavarian Academy of Sciences and Humanities. In addition, Head Office of the Bavarian Library Network, a department of Bavarian State Library, provides various IT services in connection with the provision of these systems.

For many scholarship programmes, Hochschule Coburg has the right to nominate potential candidates from among its students. We will disclose your contact and academic performance data only with your consent. Pursuant to Art. 27 BayDSG, data may also be disclosed without your knowledge for the preparation and implementation of state or municipal awards or honours.

If you choose a degree programme that we offer in cooperation with one or more other higher education institutions or under which we jointly award degrees, we will transmit your personal data relevant to your studies and degree to the partner higher education institution(s). These higher education institution(s) are equally obliged to comply with data protection requirements.

Hochschule Coburg operates PRIMUSS as examination, enrolment and student administration software in collaboration with other higher education institutions. The systems, including the online portals, are hosted centrally at Erlangen Regional Computing Center and administered by the PRIMUSS network. The PRIMUSS network (Esplanade 10, 85049 Ingolstadt) is supported by its competence centres: the PRIMUSS team at Hochschule Coburg is responsible for central administration and second-level support for the online services, while Technische Hochschule Ingolstadt is responsible for second-level support for the administrative applications. You can contact the relevant staff there at techadmin@primuss.de or info@primuss.de.

Where Hochschule Coburg cooperates with various cooperation partners and IT service providers in connection with the organisation and processing of your applications and studies, these parties are subject to the same data protection obligations as Hochschule Coburg itself or are contractually required by us to comply with corresponding data protection requirements.

3.3        Transfer of data to a third country or an international organisation

Your personal data may be transferred to entities in countries outside the scope of the GDPR (so-called third countries) insofar as this is required by law, is necessary for the performance of the tasks assigned to us by law as a higher education institution, is necessary for the performance of a contract with you, or you have given us your consent.

For certain tasks, we use service providers (e.g. IT infrastructure, plagiarism checks for final theses) that have their registered office in a third country or operate data centres there. A transfer is permitted where an adequacy decision by the European Commission is in place for the transfer (Art. 45 GDPR). If no such decision exists, we may transfer the data only where appropriate safeguards have been agreed and enforceable rights and effective legal remedies are available to data subjects (Art. 46 (1) GDPR).

We only use service providers that provide assurances that appropriate safeguards to ensure compliance with the European level of data protection have also been agreed with their contractual partners.

3.4        Information on your obligation to provide personal data and the possible consequences of failure to provide such data

Pursuant to Art. 87 (2) Bayerisches Hochschulinnovationsgesetz (BayHIG), you are required to provide all personal data relevant to the processing of your application and the administration of your studies. If you fail to provide requested data that are relevant to a decision, you may lose entitlements based on such data (e.g. admission to a degree programme, enrolment, participation in examinations, leave of absence, extensions of deadlines and access rights, etc.).

3.5        Automated decision-making / profiling

At Hochschule Coburg, we evaluate student data in the areas of talent development, scholarship nominations (see above), and the provision of targeted support measures aimed at successful academic progress, based on the criteria applicable in each case. On this basis, you may be informed accordingly, invited to submit an application, or contacted directly by Hochschule Coburg.

 

Irrespective of this, general information on talent development, scholarship programmes and support services is available to all students via the usual portals.

3.6      Duration of storage of personal data

Your applicant data will be used exclusively for processing your application – where applicable, also across multiple semesters. If your application is unsuccessful, these data will be erased after 6 months, or if documents were uploaded, at the latest 14 months  after the start of the last semester to which the application related, unless longer storage is permitted under specific legal provisions or you have consented to the use of your data for further information.

If you are enrolled with us, we store your personal data for the duration of your studies in accordance with the applicable legal requirements:

• Applications are stored for the duration of the studies and beyond, as far as necessary to track the course of studies and, if necessary, issue relevant certificates, etc. Other correspondence is stored for the duration of the studies and for six months afterwards.
• Examination documents must be retained for two years pursuant to Section 19 of Allgemeine Prüfungsordnung der Hochschule Coburg (APO), beginning on the first day of the semester following the examination. By way of exception, examination documents that are the subject of objection or court proceedings will be stored until the proceedings have been concluded with final legal effect.
• A reduced examination file will be stored for a period of 50 years and will contain information on the duration of enrolment, examination results, exmatriculation and the conferral of the academic degree. The retention period begins at the end of the calendar year in which you are exmatriculated (Section 19 (3) APO).
• Your personal timetables, which you can compile individually each semester from all courses offered using our timetable tool and view online, will be erased after the end of the following semester.
• Personal data relating to financial transactions (student services fees, tuition fees for part-time Bachelor’s and Master’s degree programmes) are stored for a period of ten years on the basis of budgetary and tax law.
• The data of exmatriculated students are erased as part of the regular synchronisation with PRIMUSS, generally no later than the end of the semester in which exmatriculation takes place. If there are still outstanding claims by the library, the data may continue to be stored until these have been resolved.
• On the Moodle learning platform, your master data will be erased and your contributions anonymised no later than one year after your exmatriculation.

The erasure periods stated above are subject to the specific provisions of the Bayerisches Archivgesetz (BayArchivG). Under these provisions, documents/data deemed worthy of archiving must be offered for archiving and, where applicable, transferred before they are erased or anonymised. In the event of an infringement of your rights, you have the right to lodge a complaint with a supervisory authority in addition to the right to seek the legal remedies provided by law. Pursuant to Art. 15 BayDSG, the supervisory authority responsible for Hochschule Coburg is the Bayerische Landesbeauftragte für den Datenschutz (BayLfD). You can contact the authority at: poststelle@datenschutz-bayern.de.

3.7      Your rights

Insofar as we process your personal data, you as the data subject have the following rights:

• You can request information about whether we process your personal data. If this is the case, you have the right to obtain information about this data and other information related to the processing (Art. 15 GDPR). Please note that this right to information may be restricted or excluded in certain cases (see in particular Art. 10 BayDSG).
• If incorrect personal data is processed, you have the right to rectification (Art. 16 GDPR).
• If the legal requirements are met, you may request the erasure or restriction of processing (Art. 17 and 18 GDPR).
  However, the right to erasure under Art. 17 (1) and (2) GDPR does not apply if the processing of personal data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority (Art. 17 (3) (b) GDPR).
• If you have consented to the processing and the processing is based on this consent, you can revoke your consent at any time for the future.
  The lawfulness of the data processing carried out on the basis of the consent until revocation is not affected by this.
• You have the right to object to the processing of your data at any time for reasons arising from your particular situation (Art. 21 GDPR). If the legal requirements are met, we will no longer process your personal data.

 

Further restrictions, modifications and, where applicable, exclusions of the aforementioned rights may arise from the General Data Protection Regulation or national legislation.

You can also obtain more detailed information about these rights from our data protection officer.

3.8      Right to lodge a complaint with the supervisory authority

You also have the right to lodge a complaint with the Bayerischen Landesbeauftragten für den Datenschutz. You can contact them at the following address:

Postal address: PO box 22 12 19, 80502 München

Address: Wagmüllerstraße 18, 80538 München

Telephone: 089 212672-0

Fax: 089 212672-50

Online report: https://www.datenschutz-bayern.de/service/complaint.html

4.1      Logging

When you visit this or other websites, you transmit data to our web server via your internet browser. The following data is recorded during an active connection for communication between your internet browser and our web server:

• Date and time of the request
• Name of the requested file
• Page from which the file was requested
• Access status (file transferred, file not found, etc.)
• Web browser and operating system used
• Full IP address of the requesting computer
• Amount of data transferred.

 

We store this data for technical security reasons, in particular to defend against attempts to attack our web server. After seven days at the latest, the data is anonymised by shortening the IP address to domain level, so that it is no longer possible to establish a connection to individual users.

In order to prevent threats to information technology security, this data is forwarded to the Landesamt für Sicherheit in der Informationstechnik in accordance with Art. 44 BayDiG.

4.2      Secure data transmission

When you access this information service, we offer an HTTPS and Perfect Forward Secrecy encrypted connection, which is secured with at least the TLS 1.2 encryption protocol, so that your data is protected from being accessed by third parties during data transmission. We recommend that you keep your internet browser up to date to use this option.

We currently do not use cookies on our website.

6.1      Description and scope of data processing

You can contact us via the email address provided. Your personal data transmitted with the email will be stored. In this context, the data will not be passed on to third parties.

The data will be used exclusively for the purpose of processing the conversation.

6.2      Legal basis for data processing

The legal basis for the processing of your personal data transmitted in the course of sending an email is Art. 6 (1) (e) GDPR in conjunction with Art. 4 (1) BayDSG. If the purpose of contacting us by email is to conclude a contract, the additional legal basis for processing is Art. 6 (1) (b) GDPR.

6.3      Purpose of data processing

The other personal data processed during the sending process serves to prevent misuse of the contact form and to ensure the security of our information technology systems.

6.4      Duration of storage

Your personal data will be erased as soon as it is no longer required for the purpose for which it was collected. For personal data sent by email, this is the case when the respective conversation with you has ended. The conversation is ended when it can be inferred from the circumstances that the matter in question has been conclusively clarified.

The personal data additionally collected during the sending process will be erased after a period of seven days at the latest.

6.5      Right to object and right to erasure

You have the option to object to the processing of your personal data in the future at any time by contacting us via email. In such a case, the conversation between you and us cannot be continued. All personal data stored in the course of contacting us will be deleted in this case.

Information that you send to us unencrypted by electronic mail (email) may be read by third parties during transmission. As a rule, we cannot verify your identity and do not know who is behind an email address. Legally secure communication by simple email is therefore not guaranteed. Like many email providers, we use filters against unwanted advertising (“spam filters”), which in rare cases may also automatically classify normal emails as unwanted advertising and delete them. Emails containing harmful programs (“viruses”) are automatically deleted by us in any case.

If you have concerns about transmitting personal data or other sensitive data, please agree on a suitable encryption method with the recipient (our employees) before transmission, or use postal mail.

 

Active components such as JavaScript, Java applets or Active X controls are used in the information provided. You can disable this function by adjusting the settings in your Internet browser.

On our website, we offer the option of applying for a place of study or submitting an application for admission to doctoral studies. For this purpose, you must register on the PRIMUSS portal to create an applicant identity with Hochschule Coburg.

Fields marked with an asterisk (*) are mandatory for creating the applicant identity. All other information is provided voluntarily.

 

Unless otherwise specified, the use of all information we have about you is subject to this privacy policy.

The controller reserves the right to continuously adapt this privacy policy to the necessary security measures in line with technological developments and will announce any changes here.

Last updated: September 2026

11.1      Technical and organisational measures

The controller has implemented technical and organisational measures to protect your data against loss, destruction or unauthorised access.