In this privacy notice, we explain how we process your personal data in connection with the recording of interviews for research and teaching (research projects). For additional information on how we handle your personal data, please see the general privacy policy on our website:https://www.rwu.de/kontakt/datenschutz
Name and Address of the Data Controller
Data controller as defined in Article 4(7) of the GDPR:
Ravensburg-Weingarten University of Applied Sciences
Doggenriedstraße 70
D - 88250 Weingarten
Represented by: Rector Professor Dr.-Ing. Thomas Spägele
Tel: 0049 (0) 751/501-9344
Email: info@rwu.de
Website: https://www.rwu.de/
External Data Protection Officer
Our external data protection officer can be reached at:
Name: Benedict Lenz
Email: dsb@rwu.de
Website: https://www.exacon-gmbh.de
Information on Data Processing
Nature and Purpose of Processing
As part of research projects at the university, interviews may be conducted with external individuals that involve the processing of personal data. In this context, audio and, if applicable, video recordings are made with the consent of the interviewee. In some cases, the interviews may also be conducted by external service providers commissioned by the university. These providers act exclusively on behalf of and under the direction of the university. The recordings are used solely for scientific analysis, interpretation, and transcription (conversion of spoken language into written form) by the respective research team. The recordings and the content derived from them will be used exclusively for the purposes of scientific research and/or teaching. The audio or video recordings themselves will not be published. Content from the interviews may—if scientifically necessary—appear in the form of direct or paraphrased quotations in publications, reports, or teaching materials. Any information that could lead to the identification of you or of individuals or institutions mentioned in the interview will be anonymized or pseudonymized in accordance with scientific standards. If you give your express consent, your last name, first name, and, if applicable, your institution may be mentioned in publications. In addition, as part of the respective research project, we may contact you again after the interview has concluded—for example, to clarify questions, conduct follow-up interviews, or provide information about subsequent projects. The contact information required for this purpose will be stored for the duration of the research project and used exclusively for project-related purposes. We will contact you using the contact information you provide, e.g., by email or mail.
Data Categories
In the context of interviews for research purposes, various categories of personal data may be processed, depending on the objectives, methodology, and interview design. The specific selection of data depends on the respective research project and is the responsibility of the project leader. Typically, the following data may be processed:
- Personal identification data: first name, last name, title (if applicable), address information
- Communication data: Email address, phone number (e.g., for scheduling appointments)
- Professional information: employer, position, field of work, topic-specific information about the organization or industry
- Sociodemographic information: e.g., age, gender, educational background, place of residence, work experience
- Audio and, if applicable, video recordings: Recordings of the interview
- Interview content: personal opinions, evaluations, testimonials, expert assessments, contextual information
If the interview is conducted via an online platform (e.g., Microsoft Teams, Zoom), additional technical data from the provider may be processed, such as IP address, device information, and meeting metadata (e.g., time, duration, participants). In certain cases (depending on the research project), it may be necessary to discuss sensitive topics—such as political views, health, or membership in specific groups.
Legal Basis
The processing of your personal data in connection with the interview is based on your voluntary consent pursuant to Article 6(1)(a) of the GDPR.
If information regarding particularly sensitive topics is provided during the interview (e.g., health, political opinions, religious beliefs, ethnic origin, or sexual orientation), this constitutes special categories of personal data within the meaning of Article 9(1) of the GDPR. The processing of such data is based on your explicit consent in accordance with Article 9(2)(a) of the GDPR.
You may withdraw your consent at any time with future effect. Withdrawal is possible as long as the data is still personal and not subject to any archiving requirements. Please note that a revocation may not be possible after anonymization, publication, or completion of the research project, as subsequent removal from scientific analyses, publications, or archives may no longer be feasible for technical or content-related reasons. Please direct your revocation, if possible, to the contact person responsible for the project or—alternatively—to the university’s data protection officer.
In addition, processing for scientific research purposes is carried out in accordance with Article 89 of the GDPR in conjunction with Section 27 of the Federal Data Protection Act (BDSG) and Section 13 of the Baden-Württemberg State Data Protection Act (LDSG BW). These provisions apply to the processing of personal data for scientific research purposes in the public interest, provided that appropriate technical and organizational safeguards (e.g., pseudonymization, purpose limitation, restricted access) are ensured and there are no indications of an overriding legitimate interest on the part of the data subject.
In the context of scientific analyses and publications, it may be necessary to publish anonymized or aggregated interview content—e.g., in the form of quotations, summarized statements, or typical case studies. Please note, however, that despite anonymization, the possibility of identifying an individual cannot be completely ruled out in every case—for example, if the content is particularly specific, the person is very well-known, or the statements have already been publicly documented elsewhere. In such cases, it is not possible to subsequently remove published data. The publication of such data is carried out exclusively for scientific purposes and is based on Art. 89 of the GDPR in conjunction with § 27 of the BDSG and § 13 of the LDSG BW.
Recipients and Transfers to Third Countries
The personal data collected during the interview is, as a general rule, processed only within the scope of the respective research project. Access to the corresponding raw data is restricted exclusively to individuals involved in the scientific analysis as part of the project. If necessary for conducting or carrying out the interview, external service providers commissioned by the university may also be involved. These service providers process personal data exclusively on behalf of and in accordance with the university’s instructions based on a data processing agreement pursuant to Art. 28 of the GDPR, unless expressly stated otherwise in individual cases. Data will not be disclosed to other external third parties unless this is expressly required (e.g., as part of collaborative projects), and even then only on the basis of a corresponding data protection agreement.
Third-party software solutions or platforms may be used in connection with the conduct, evaluation, or administration of the interview—for example, for video conferencing, transcription, or data analysis.
The processing of personal data outside the European Union (EU) or the European Economic Area (EEA) may occur on a case-by-case basis, particularly in connection with the use of IT systems, cloud services, or group-wide applications. In such cases, a transfer will only take place if the specific requirements of Articles 44 et seq. of the GDPR are met.
This means that either an adequacy decision by the European Commission exists for the country in question, or an adequate level of data protection is ensured through the conclusion of EU Standard Contractual Clauses and, if necessary, supplementary safeguards. Despite these safeguards, a level of data protection comparable to that under European Union law cannot be guaranteed in all cases. In particular, there may be a risk that government agencies could access the data without there being fully effective legal remedies available against such access.
Microsoft: When conducting interviews using the “Microsoft Teams” software solution, data is transferred to the provider Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, D18 P521, Ireland, with whom we have entered into a data processing agreement in accordance with Article 28 of the GDPR. Where possible, the data is stored and processed on the provider’s servers within the EU. For further information, please refer to Microsoft’s privacy statement at: https://privacy.microsoft.com/de-de/privacystatement.
Retention Period
The personal data collected during the interview—in particular audio or video recordings, transcripts, and analysis data—is stored and processed exclusively for the purposes of scientific research and/or teaching. The data is stored for the duration of the respective research project and beyond, if necessary for traceability, quality assurance, archiving, or replication of scientific findings. As a rule, this may entail a retention period of up to ten years or longer—particularly for third-party-funded or publicly funded research projects with corresponding data retention requirements.
If personal data is no longer required for further scientific use, it is anonymized or deleted. Personal data may be deleted prematurely, provided that no archival, scientific, or other legal reasons preclude this. Published, anonymized content (e.g., citations) remains permanently in scientific publications and cannot be removed retroactively.
Consequences of Non-Participation
Participation in the interview and the provision of your personal data are voluntary. There is no legal or contractual obligation to participate or to provide your data. Please note, however, that your participation in the research project is only possible if you consent to the processing of the personal data required for this purpose. Without this consent, the interview cannot be conducted and your statements cannot be included in the scientific analysis.
Automated Decision-Making
Automated decision-making as defined in Article 22 of the GDPR does not take place. Should we use automated decision-making procedures in individual cases in the future, we will provide separate notice regarding this, to the extent required by law.
Your Rights as a Data Subject
Data subjects may contact the data controller or the data protection officer directly with any questions regarding data protection and the processing of their personal data.
Right of Access (Art. 15 GDPR)
You may request information about your stored data.
Right to Rectification (Art. 16 GDPR)
You may have inaccurate data corrected.
Right to erasure (Art. 17 GDPR)
You may request that we erase your data, provided the legal requirements are met.
Right to Restriction of Processing (Art. 18 GDPR)
You may request that the processing of your data be restricted, provided the legal requirements are met.
Right to Data Portability (Art. 20 GDPR)
To the extent technically feasible, you have the right to receive your data in a structured, machine-readable format.
Right to Object (Art. 21 GDPR)
You may object at any time to the processing of your data for reasons arising from your particular situation, provided that the processing is based on Art. 6(1)(e) or (f) of the GDPR.
Right to Withdraw Consent (Art. 7(3) GDPR)
If you have given your consent todata processing, you may withdraw it at any time with future effect. Withdrawal does not affect the lawfulness of processing carried out on the basis of your consent prior to withdrawal. Please direct your withdrawal to the contact information provided for the Data Protection Officer or the data controller.
Timeframes for Complying with Data Subjects’ Rights
We generally strive to respond to all requests within 30 days. However, this timeframe may be extended for reasons related to the specific right of the data subject or the complexity of your request.
Competent Supervisory Authority
We take your concerns and rights very seriously. However, if you believe that we have not adequately addressed your complaints or concerns, you have the right to file a complaint with a competent data protection authority:
The State Commissioner for Data Protection and Freedom of Information
P.O. Box 10 29 32
70025 Stuttgart
Phone: 07 11/61 55 41-0
Fax: 07 11/61 55 41-15