Privacy notice pertaining to your university studies

Information in accordance with Art. 13 EU General Data Protection Regulation (GDPR) of the European Union

From application, to university study program, to graduation: The University of Stuttgart stores a lot of data. Here you can find information about how we handle your data, how long it is stored and who to contact if you have any questions.

Version 01 (July 16, 2019) with editorial changes from June 19, 2023.

The information on this page relates to data gathered in relation to your university studies. This data is processed centrally by the University of Stuttgart.

The English version of this text is intended to assist the reader’s understanding, but is not legally binding. The official German version takes precedence in all matters.

1. Responsible in the context of data protection law

You can find information about who is responsible in the university's Privacy Notice.

2. Data protection officer

You can find information about the Data Protection Officer in the university's Privacy Notice.

3. Purpose of data processing and the consequences of non-disclosure

Your data is processed in order to comply with the university's legal tasks, particularly in the area of academic studies and teaching. Without this information, you cannot be enrolled as a student, or complete a study program at the University of Stuttgart.

4. Legal bases for processing data

Your data will be processed in accordance with Art. 6 para. 1 point e. DS-GVO [cf. § 4 State Data Protection Act (LDSG)], based on the currently applicable version of the following legal bases:

  • Sections 12, 58 to 63 of the state law regulating higher education institutions (LHG)
  • Section 10 of state law regulating university fees (LHGebG)
  • State law on university admissions (HZG) in conjunction with state law on university admissions with admission regulations (HZVO)
  • Law on statistics for higher education (HStatG) as well as
  • Information requirements in accordance with section 199a SGB V 

5. Data recipients

5.1. Internal recipients

The data collected during enrollment will be forwarded internally within the university, insofar as this is permitted on the basis of the LHG and the University Data Privacy Ordinance.

Internal recipients primarily include the responsible offices in the faculties, the university administration, and central operating facilities, especially SIAM and the university library. University employees only have access to the data collected during application, enrollment, or re-registration processes, if this is necessary to perform the official duties assigned to them by the university.

5.2. Recipients outside the university
  • In accordance with section 12 para. 2, pg. 1 LHG, the University of Stuttgart may transfer data that has been gathered and processed, in accordance with section 12 para. 1 LHG, to another university, but only if this is permitted by the university or the other university due to an existing legal obligation to provide the information. The University of Stuttgart cooperates with other universities on certain study programs. Within the framework of these cooperations, the universities also offer events and examinations for students from the other universities. In this context, it is necessary to share the data of the respective students. Only the data of students who have expressly decided to attend an event/examination will be transmitted. 
    Data is regularly exchanged with the University of Hohenheim for the joint study programs Information Systems and Food Chemistry and with the University of Tübingen for the Bachelor's study program Medical Engineering.
  • The University of Stuttgart transmits data to other public bodies if the requirements of section 6 LDSG are fulfilled, or to fulfill legal requirements. These include the Statistische Landesamt (State Statistical Office) and statutory health insurance providers.
  • In other cases, data is only shared if consent has been given, or based on corresponding contractual regulations through data processing in the contractual context.

6. Duration of data storage

The duration of the processing of personal data processed by the University of Stuttgart is governed by Section 12 of the Hochschuldatenschutzverordnung (University Data Protection Act):

  • The personal data collected as part of the application process will be deleted once the admission/enrollment decision has been finalized. This is usually done one year after the end of the application semester.
  • The data collected during the course of your enrollment or time at university will be deleted after exmatriculation or legal validity has expired. This does not apply to the master data or data pertaining to examination of study programs, as specified in Section 12, para. 2 of the of the Hochschuldatenschutzverordnung (University Data Protection Act): These are only deleted 40 years after deregistration. Exceptions apply if the examination procedure has not yet been completed.
  • Furthermore, the University of Stuttgart is permitted to use the personal data of its former members and affiliates, in accordance with section 12 para. 1 pg. 3 LHG, if this is necessary for the purpose of the survey in the context of quality development and if no objections are raised.

7. Your rights

  • You have the right to obtain information from the University of Stuttgart about the data stored about you and/or to have incorrectly stored data corrected.
  • You also have the right to request that your data be deleted, or that processing is restricted, and you have the right to object to processing. However, if you wish to study at the University of Stuttgart, the processing of the personal data gathered is mandatory.
  • In the event that you give the University of Stuttgart consent to process further personal data, you have the right to revoke this consent at any time. The legality of data processing carried out on the basis of the consent until consent is revoked is not affected by this.
  • If data processing is carried out with the help of automated procedures, you have a right to data portability (Art. 20 GDPR).
  • If you wish to assert your rights as a data subject against the University of Stuttgart, please contact the Data Protection Officer:
  • You have the right to lodge a complaint with a supervisory authority if you believe that the processing of your personal data is in breach of the law. The supervisory authority in Baden-Württemberg is the State Commissioner for Data Protection and Freedom of Information Baden-Württemberg [de].
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