1. description and scope of data processing
Contact forms and e-mail
To contact the AGG Counselling and Complaints Office of The Hochschule Niederrhein, we offer you various access options via a contact form or by using the e-mail address. If you use the contact form, the entry of personal data is expressly voluntary (legal basis is Art. 6 para. 1 sentence 1 lit. a GDPR). In accordance with the obligation to minimise data, only the data that is absolutely necessary to achieve the purpose of the consultation or complaint procedure is collected and processed as mandatory data. In some cases, however, you can also provide further information voluntarily.
For example, the following data may be collected and processed:
Surname
First name
Email address
Telephone number
Function (student; prospective student; university teacher / lecturer; employee; external)
Organisational unit
Your message
Time stamp
User
Your data is protected by SSL encryption (secure socket layer) when you enter it in the contact form during data transmission over the Internet, so that it cannot be read by unauthorised persons. You can recognise the fact of encrypted transmission by the Internet address http://https://, where the "s" stands for secure. The data from the contact form is not stored on the web server, but is sent to the AGG Counselling and Complaints Office's mailbox by e-mail within the university immediately after you submit it. E-mails are sent encrypted during transport within the university.
If you send us an e-mail, we would like to point out that encrypted transmission is currently not guaranteed, nor is it the case for e-mail replies from our employees. If you have any concerns about this, please send your enquiry by post or telephone to the AGG Advice and Complaints Centre.
When you contact us by e-mail or via the contact form, the data you voluntarily provide must be stored so that we can process your enquiry.
Persons under the age of 16 should not transmit any personal data to us unless the consent of their parents or legal guardians (holders of parental responsibility) has been given (Art. 8 para. 1 GDPR). The consent must then be expressly noted in the message (Art. 8 para. 2 GDPR). We do not request personal data from children and young people. We do not knowingly collect such data.
We only use the personal data you enter for the counselling or complaints procedure of the AGG Counselling and Complaints Office and only within The Hochschule Niederrhein.
We delete the personal data that we receive by e-mail or contact form as soon as storage is no longer necessary for the purpose pursued by you or in connection with the administrative processes triggered by it and the applicable retention obligations.
Alternatively, you can contact us via the e-mail address provided. In this case, the user's personal data transmitted with the e-mail will be stored.
The data will not be passed on to third parties in this context. The data is used exclusively for processing the conversation.
2 Legal basis for data processing
The legal basis for the processing of the data is Art. 6 para. 1 lit. a and lit. b GDPR if the user has given consent. The legal basis for the storage of the declaration of consent is Art. 6 para. 1 lit. c GDPR.
3 Purpose of the data processing
The processing of personal data from the input mask of the corresponding contact form of the AGG Counselling and Complaints Office serves to contact the AGG Counselling and Complaints Office in order to initiate a counselling or complaints procedure, which can also be anonymous.
4 Duration of storage
The data will be deleted as soon as it is no longer required to fulfil the purpose for which it was collected and no statutory retention periods require further storage. Personal data from the input screen of the respective form and data sent by email will be deleted when the corresponding conversation with the user has ended. The conversation is deemed to have ended when it can be inferred from the circumstances that the matter in question has been conclusively clarified.
The additional personal data collected during the sending process will be deleted after a period of seven days at the latest.
5. right of objection and cancellation
The user has the option to revoke his/her consent to the processing of personal data at any time. If the user makes contact with us by email, they can object to the storage of their personal data at any time. In such a case, the conversation cannot be advanced course.
The revocation of consent and the objection to storage should be sent to the e-mail address of the AGG Counselling and Complaints Office of The Hochschule Niederrhein:
All personal data stored in the course of making contact will be deleted in this case.
