Privacy Policy

I. Scope of Processing of Personal Data

We only process personal data of our users if this is necessary to provide a functional website and if this is required to make our contents and services available. The processing of personal data of our users takes place as a rule only after consent of the user. An exception applies in those cases where prior consent cannot be obtained for factual reasons and the processing of the data is permitted under statutory regulations.

II. Data Erasure and Duration of Storage

The personal data of the data subject will be erased or made unavailable as soon as the purpose of storage ceases to apply. Furthermore, data may be stored if this has been provided for by the European or national legislator in EU regulations, laws or other ordinances to which the responsible person is subject. The data will also be made unavailable or erased if a storage period prescribed by the named norms expires, unless the continued storage of the data is necessary for the conclusion or fulfillment of a contract.

III. Provision of the Website and Creation of Log Files

1. Description and scope of data processing

Each time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer.

The following data are collected here:

• Information about the browser type and version used
• Operating system of the user
• IP address of the user
• Date and time of access

The data are also stored in the log files of our system. A storage of this data together with other personal data of the user does not take place.

2. Purpose and legal basis for data processing

The temporary storage of the IP address by the system is necessary to allow delivery of the website to the computer of the user. For this purpose, the user's IP address must be stored for the duration of the session. (Necessity for the fulfillment of the task of the university Art. 6 (1) (e) GDPR)

Storage in log files is done to ensure the functionality of the website. In addition, the data are used to optimize the website and to ensure the security of our information technology systems. An evaluation of the data for marketing purposes does not take place in this context. (Necessity for the fulfillment of the task of the university Art. 6 (1) (e) GDPR).

3. Duration of storage

Processing will take place during use until the end of each session.

If the data are stored in log files, this is the case for a maximum of 24 hours. After that, the IP addresses of the users are anonymized, so that an assignment to the accessing client is no longer possible.

IV. Web Analytics

Scope of processing of personal data

TU Dortmund University uses the open-source software tool Matomo (formerly PIWIK) to improve its websites by analyzing the surfing behavior of its users. The software works with digital fingerprints which assign online activities to a single browser session and are deleted after 24 hours. Matomo does not use cookies.

The following data are saved when individual pages of our website are accessed:

1. Two bytes of the IP address of the accessing user system
2. The accessed website
3. The website from which the user accessed the requested page (referrer)
4. The sub-pages which are accessed from the visited website
5. The time spent on the webpage
6. Which browser with which plug-ins, which operating system and which screen resolution is used

The software only runs on our website servers. The users’ personal data is only saved to the website server and not shared with third parties.

Preventing data recording

You can prevent the above-mentioned recording of data by activating the "Do-not-track" setting in your browser. Our Matomo system is configured to respect this setting.

V. Use of YouTube Videos

On our website, we offer users the opportunity to view selected videos from YouTube directly on the site. In order to protect user data, a link to YouTube is established by clicking on a link and the video is started. Only then will data be sent to the provider. If you do not click on the link, there will be no exchange between the user and YouTube. Information about the collection and use of your data on YouTube can be found here.

VI. Contact/Suggestion Forms and E-Mail Contact

1. Description and scope of data processing

On TU Dortmund University websites, there are contact/suggestion forms that can be used for electronic contact. If a user makes use of this option, the data entered in the input mask are transmitted to us and stored.

After sending the form, the following data will also be stored:

- Date and time

- URL from which the contact form was sent

For the processing of data, your consent is obtained during the submission process and reference is made to this privacy policy.

Alternatively, it is possible to contact us via the provided e-mail addresses. In this case, the user's personal data that are transmitted with the e-mail will be stored.

In this context, the data will not be passed on to third parties. The data are used exclusively for processing the conversation.

2. Purpose of data processing and legal basis

The processing of personal data from the input mask serves us solely to process the contact. In the case of contact by e-mail, this also constitutes the necessary legitimate interest in processing the data.

The legal basis for the processing of the data is Art. 6 (1) (a) GDPR if the user has given his consent. The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6 (1) (e) GDPR.

3. Duration of storage

The data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected. For the personal data from the input mask of the contact form and those sent by e-mail, this is the case when the respective conversation with the user has ended. The conversation is ended when it is clear from the circumstances that the matter in question has been conclusively clarified.

VII. Personal data at the Division of Foreign Languages

1. Information we collect

Via the course platform linked to the website you have the possibility to register for language courses and other events of the Division of Foreign Languages. The Division of Foreign Languages collects and processes personal data for the organization and implementation of these events and for the documentation of examination results. If a user registers via our course platform, we store the following data in the course platform:

• Inventory Data (first name, last name, email address, role of the participant)
• University Data (student number, department, academic credits)
• Course Registration Data (history of courses)
• Usage Data (date and time when you register for a course or event, unregister from a course or event, as well as reason for unregistering)

All data we collect will be treated strictly confidential. Only persons entrusted with the course or event have access to the data. Please note that teachers, technical support staff, and the examinations office of Dortmund University also have access to your data mentioned above.

2. Legal Framework and why we collect data

All data collected is used exclusively for course and event administration: Sending registration confirmations, entering grades and credits to generate academic credit, and general communication with users.

Art. 6 par. 1 lit. c DSGVO provides the legal framework for collecting data.   

3. Retaining your Information

The results lists of the courses and the relevant data associated with them are kept for 20 years and then deleted.

VIII. Contact/Suggestion Forms and E-Mail Contact

1. Description and scope of data processing

On TU Dortmund University websites, there are contact/suggestion forms that can be used for electronic contact. If a user makes use of this option, the data entered in the input mask are transmitted to us and stored.

After sending the form, the following data will also be stored:

- Date and time

- URL from which the contact form was sent

For the processing of data, your consent is obtained during the submission process and reference is made to this privacy policy.

Alternatively, it is possible to contact us via the provided e-mail addresses. In this case, the user's personal data that are transmitted with the e-mail will be stored.

In this context, the data will not be passed on to third parties. The data are used exclusively for processing the conversation.

2. Purpose of data processing and legal basis

The processing of personal data from the input mask serves us solely to process the contact. In the case of contact by e-mail, this also constitutes the necessary legitimate interest in processing the data.

The legal basis for the processing of the data is Art. 6 (1) (a) GDPR if the user has given his consent. The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6 (1) (e) GDPR.

3. Duration of storage

The data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected. For the personal data from the input mask of the contact form and those sent by e-mail, this is the case when the respective conversation with the user has ended. The conversation is ended when it is clear from the circumstances that the matter in question has been conclusively clarified.