Privacy Policy

Data deletion and storage period

Legal basis for the processing of personal data

The University of Education Schwäbisch Gmünd (PH Gmünd) processes various personal data. In this privacy statement, we inform you about how we handle your personal data when you visit this website, use one of our other web services or when you contact us.

We explain to you

  • who is responsible for data protection at our university and how you can contact us;

  • for what purposes and on what legal basis we process your personal data;

  • who processes or receives your personal data and how long they are stored;

  • what rights you have as a data subject.

The use of these websites is generally possible without providing personal data. We process personal data only to the extent necessary to provide services and content. Personal data will not be passed on to third parties without express consent, unless we are legally obliged to do so (e.g. passing on to authorities to investigate criminal offences).

For the data protection terms used, such as “processing” or “controller”, we refer to the definitions in Art. 4 of the EU General Data Protection Regulation (GDPR / DSGVO). Due to the continuous development of this website, it may be necessary for us to make adjustments to our privacy statement from time to time.

Status: 22.09.2025

Name and address of the person responsible

The responsible body within the meaning of the General Data Protection Regulation and other provisions of a data protection nature is the University of Education Schwäbisch Gmünd:

University of Education Schwäbisch Gmünd

represented by Juniorprof. Dr. Taha Ertuğrul Kuzu

Oberbettringer Str. 200

D-73525 Schwäbisch Gmünd

Telephone: +49 7171 983-0

E-mail: info@ph-gmuend.de

The information of the individual institutions and institutes on this website is edited by the respective directors.

Data Protection Officer

The official Data Protection Officer (behördlicher Datenschutzbeauftragter) of the PH Schwäbisch Gmünd supports you in ensuring compliance with data protection at the university and in fulfilling your own data protection responsibilities.

The tasks of the Data Protection Officer are regulated in Art. 39 GDPR and include, among others:

  • Advising staff members on procedures involving personal data

  • Training staff involved in corresponding processing activities

  • Supporting staff in the creation of process descriptions

  • Maintaining the register of processing activities

  • Cooperation with the competent supervisory authority

Dr. Axel M. Blessing

Academic Staff Member
Room: B 210
Telephone: +49 7171 983-312
E-Mail: axel.blessing@ph-gmuend.de
E-Mail (functional): datenschutz@ph-gmuend.de

Office hours:

  • During semester: Tuesday, 14:15 – 15:15

  • During semester break: by appointment via e-mail

Deputy Data Protection Officer

Christine Burner

Room: A 003
Telephone: +49 7171 983-290
E-Mail: christine.burner@ph-gmuend.de
System Technician, Trainer according to AEVO (IT Specialist, System Integration)

Postal address:

Pädagogische Hochschule Schwäbisch Gmünd
Behördlicher Datenschutz
Oberbettringer Str. 200
73525 Schwäbisch Gmünd

General information on data processing

a) Scope of the processing of personal data

As a matter of principle, we only process personal data of our users to the extent necessary to provide a functional website as well as our content and services. The processing of personal data of our users is regularly only carried out with the consent of the user. An exception applies in those cases in which it is not possible to obtain prior consent for actual reasons and the processing of the data is permitted by legal regulations.

b) Legal basis for the processing of personal data

  • Insofar as we obtain the consent of the data subject for processing operations involving personal data, Article 6 (1) (a) GDPR serves as the legal basis.

  • When processing personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6 (1) (b) GDPR serves as the legal basis. This also applies to processing operations that are necessary for the performance of pre-contractual measures.

  • If processing of personal data is necessary for compliance with a legal obligation to which our university is subject, Art. 6 (1) (c) GDPR serves as the legal basis.

  • If processing is necessary to protect a legitimate interest of our university or a third party and the interests, fundamental rights and freedoms of the data subject do not outweigh the former interest, Art. 6 (1) (f) GDPR serves as the legal basis.

c) Data deletion and storage period

The personal data of the data subject will be deleted or blocked as soon as the purpose of storage ceases to apply. Storage may also take place if this has been provided for by the European or national legislator in Union regulations, laws or other provisions to which the controller is subject. Data will also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a need to continue storing the data for the conclusion or performance of a contract.

Provision of the website and creation of log files

a) 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 is collected:

  • Information about the browser type and the version used

  • The user’s operating system

  • The user’s internet service provider

  • The user’s IP address (the last two sections of the IP are anonymised)

  • Date and time of access

  • Websites from which the user’s system accesses our website

  • Websites that are accessed by the user’s system via our website

This data is also stored in the log files of our system. This data is not stored together with other personal data of the user.

b) Legal basis for data processing

The legal basis for the temporary storage of the data and the log files is Art. 6 (1) (f) GDPR.

c) Purpose of the data processing

The temporary storage of the IP address by the system is necessary to enable delivery of the website to the user’s computer. For this purpose, the user’s IP address must remain stored for the duration of the session.

The storage in log files is done to ensure the functionality of the website. In addition, we use the data to optimise 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.

These purposes are also our legitimate interest in data processing according to Art. 6 (1) (f) GDPR.

d) Duration of storage

The data is deleted as soon as it is no longer required to achieve the purpose for which it was collected. In the case of the collection of data for the provision of the website, this is the case when the respective session has ended.

In the case of storage of data in log files, this is the case after seven days at the latest. Storage beyond this period is possible. In this case, the IP addresses of the users are deleted or anonymised so that an assignment of the calling client is no longer possible.

e) Possibility of objection and removal

The collection of data for the provision of the website and the storage of the data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility for the user to object.

Use of cookies

a) Description and scope of data processing

Our website uses cookies. Cookies are text files that are stored in the internet browser or by the internet browser on the user’s computer system. When a user calls up a website, a cookie may be stored on the user’s operating system. This cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the website is called up again.

We use cookies to make our website more user-friendly. Some elements of our website require that the calling browser can be identified even after a page change.

When calling up our website, users are informed by an information banner about the use of cookies for analysis purposes and referred to this data protection declaration.

b) Legal basis for data processing

The legal basis for the processing of personal data using cookies is Art. 6 (1) (f) GDPR.

c) Purpose of data processing

The purpose of using technically necessary cookies is to simplify the use of websites for users. Some functions of our website cannot be offered without the use of cookies. For these, it is necessary that the browser is recognised even after a page change.

We require cookies for the following applications:

  • User login

  • Statistical analysis

The user data collected through technically necessary cookies are not used to create user profiles. Analysis cookies are used to improve the quality of our website and its content. Through the analysis cookies, we learn how the website is used and can thus continuously optimise our offer.

These purposes are also our legitimate interest in processing the personal data according to Art. 6 (1) (f) GDPR.

d) Duration of storage, possibility of objection and removal

Cookies are stored on the user’s computer and transmitted to our site by the user. Therefore, you as a user also have full control over the use of cookies. By changing the settings in your internet browser, you can deactivate or restrict the transmission of cookies. Cookies that have already been stored can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to use all the functions of the website to their full extent.

Contact form and e-mail contact

a) Description and scope of data processing

A contact form is available on our website, which can be used for electronic contact. If a user takes advantage of this option, the data entered in the input mask is transmitted to us by email.

These data are:

  • Name, first name

  • E-mail address

  • Text of the message

For the processing of the data, your consent is obtained during the sending process and reference is made to this data protection declaration.

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

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

b) Legal basis for data processing

The legal basis for the processing of data is Art. 6 (1) (a) GDPR if the user has given their consent.

The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6 (1) (f) GDPR and additionally for the processing Art. 6 (1) (b) GDPR.

c) Purpose of data processing

The processing of the 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 other personal data processed during the sending process serve to prevent misuse of the contact form and to ensure the security of our information technology systems.

d) Duration of storage

The data is deleted as soon as it is no longer required to achieve the purpose for which it was 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 additional personal data collected during the sending process will be deleted after a period of seven days at the latest.

e) Possibility of objection and removal

The user has the possibility to revoke their consent to the processing of personal data at any time. If the user contacts us by e-mail, they can object to the storage of their personal data at any time. In such a case, the conversation cannot be continued.

All personal data stored in the course of contacting us will be deleted in this case.

Rights of the data subject

If personal data is processed by you, you are a data subject within the meaning of the GDPR and you are entitled to the following rights vis-à-vis the controller:

  • Right to information pursuant to Art. 15 GDPR

  • Right to rectification or deletion according to Art. 16 and 17 GDPR

  • Right to restriction of processing pursuant to Article 18 GDPR

  • Right to information pursuant to Art. 19 GDPR

  • Right to object to processing pursuant to Article 21 GDPR

  • Right to data portability according to Art. 20 GDPR

You also have the right to complain to a data protection supervisory authority about the processing of your personal data by us.

The competent data protection supervisory authority is the:

Landesbeauftragter für den Datenschutz und die Informationsfreiheit Baden-Württemberg (LfDI BW)

Königstr. 10a
70173 Stuttgart

If personal data is transferred to a third country or to an international organisation, you have the right to be informed about the appropriate safeguards pursuant to Art. 46 GDPR in connection with the transfer.

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