In this privacy notice, we explain how we process your personal data in connection with the recording of interviews for student projects. For additional information regarding the handling of your personal data, please refer to the general privacy notice on our website:https://www.rwu.de/kontakt/datenschutz
Name and Address of the Data Controller
Data controller within the meaning of 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 student (thesis) projects at the university (e.g., bachelor’s or master’s theses), interviews may be conducted in which personal data is processed. In this context, with the consent of the participant, audio and, if applicable, video recordings are made, which are used exclusively for the evaluation, interpretation, and transcription (conversion of spoken language into written form) as part of the respective student project. The recordings and the content derived from them are used exclusively for the preparation of the respective thesis. The audio or video recordings will not be published. The thesis itself may contain direct or paraphrased quotations from the interview. Any information that could lead to the identification of you or of persons or institutions mentioned in the interview will generally be anonymized in the thesis. Provided you give your express consent, your last name, first name, and, if applicable, your employer may be mentioned in the thesis.
Data Categories
Audio and, where applicable, video recordings are regularly made during interviews conducted as part of student research projects. The specific types of personal data collected and processed during the interview depend on the thesis topic and the structure of the interview and are the responsibility of the student conducting the interview. Typically, demographic information such as age, gender, place of residence, occupation, or educational background may be collected. Depending on the research question, information regarding professional activities, the institution, or individual assessments, experiences, or opinions may also be part of the conversation. The following categories of personal data may be processed during the interview or recording:
- Personal identification data: first name, last name, and title (if applicable)
- Communication data: Email address (if necessary for scheduling appointments)
- Professional data: Employer, field of work, topic-related professional details
- Interview content: Statements, evaluations, and testimonials provided during the interview
If the interview is conducted via an online platform (e.g., Microsoft Teams or Zoom), the following technical data may also be processed by the provider:
- IP address, device information, meeting metadata (e.g., time, duration)
Legal Basis
The processing of personal data in connection with the interview is based on your voluntary consent pursuant to Article 6(1)(a) of the GDPR.
You may withdraw your consent at any time with future effect. Withdrawal is possible as long as your personal data is still being processed and has not yet been anonymized. Please note that it may no longer be possible to implement the withdrawal after the data has been anonymized or after the academic evaluation has been completed, particularly if the data has already been incorporated into the thesis and subsequent removal is no longer feasible for technical or organizational reasons. You may direct your revocation to the person responsible for the student project or to the supervising instructor. Alternatively, you may contact the university’s data protection officer.
The processing of special categories of personal data (e.g., health data, information on ethnic origin, political opinions, religious beliefs, or sexual orientation) is generally not intended in the context of student projects. Should such information nevertheless come up during discussions, it will generally not be analyzed or documented. In such cases, the relevant data will be deleted immediately, provided there are no legal retention requirements to the contrary.
Recipients and Transfers to Third Countries
The data collected is generally processed only by the student conducting the interview as part of their respective student project. No data is disclosed to third parties. The supervising faculty member or university officials authorized to conduct examinations may review the interview content as part of the project evaluation, provided this is necessary for the assessment.
Third-party software solutions or platforms may be used in the conduct or evaluation of interviews, such as video conferencing systems or transcription software. Depending on the solution used, personal data may also be processed by external IT service providers.
In such cases, it cannot be ruled out that personal data may be processed on servers located outside the European Economic Area (EEA). In such cases, the transfer of data to a so-called third country (e.g., the U.S.) is based on appropriate safeguards pursuant to Article 46(2)(c) and (d) of the GDPR, in particular through the conclusion of EU Standard Contractual Clauses with the respective provider. If an adequacy decision by the European Commission pursuant to Article 45 of the GDPR exists for the third country in question, the data transfer may also take place on this basis. Such a decision establishes that the respective country provides a level of protection comparable to that of European data protection law.
Despite these safeguards, a level of data protection comparable to that under EU law cannot be guaranteed in all cases. In particular, there is a risk of access by government agencies without sufficient legal recourse for data subjects.
If interviews are conducted via video conferencing systems (e.g., Microsoft Teams, Zoom, or similar systems), the respective platform provider processes personal data. If Microsoft Teams is used, data processing is carried out by the provider Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland. The university has entered into a data processing agreement with Microsoft in accordance with Art. 28 of the GDPR. Processing takes place—to the extent technically possible—on servers within the European Union. However, the transfer of personal data to third countries cannot be completely ruled out. For more information on data processing by Microsoft, please visit: https://privacy.microsoft.com/de-de/privacystatement
Retention Period
The personal data collected during the interview—including audio or video recordings—will be used exclusively for the preparation and submission of the respective student project. Data will be stored only for as long as necessary for the evaluation and traceability of the project. Personal data is generally deleted upon completion of the student’s thesis. As a rule, deletion occurs approximately 6 to 12 months after data collection, unless longer retention is required for legal reasons (e.g., in connection with examinations or plagiarism checks).
The data will be deleted earlier if it is no longer needed for the stated purpose or at the request of the data subject, provided there are no legal impediments. After the deletion of personal data, anonymized content (e.g., quotations) or aggregated information may still form part of the submitted paper.
Consequences of Refusal
Participation in an interview and the provision of personal data are voluntary. You are under no legal or contractual obligation to provide personal data to the university or the interviewer. Please note, however, that conducting an interview may depend on the provision of certain data—for example, audio or video recordings, personal identification data, or specific information discussed during the conversation. If you refuse to allow the processing of this data, this may result in your inability to participate in the interview or in only limited participation.
Automated Decision-Making
Automated decision-making within the meaning of 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 information about 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 request that inaccurate data be 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 that the legal requirements for doing so 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 to the processing of your data at any time 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 the 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