1 Legal Basis
Your data will be processed exclusively in accordance with the statutory provisions (in their currently valid versions), in particular:
2 Data controller, contact persons
The data controller for the processing of your personal data while you attend preparatory courses for supplementary examinations at the VWU or its cooperation partners or take supplementary examinations at the VWU is the university that has required you to take supplementary examinations or has accepted you as a non-degree student to attend the preparatory courses:
- Universität Wien, Universitätsring 1, 1010 Wien, dsba@univie.ac.at
- Wirtschaftsuniversität Wien, Welthandelsplatz 1, 1020 Wien, datenschutz@wu.ac.at
- Technische Universität Wien, Karlsplatz 13, 1040 Wien, datenschutz@tuwien.ac.at
- Medizinische Universität Wien, Spitalgasse 23, 1090 Wien, datenschutz@meduniwien.ac.at
- Universität für Bodenkultur Wien, Gregor-Mendel-Straße 33, 1180 Wien, datenschutz@boku.ac.at
- Veterinärmedizinischen Universität Wien, Veterinärplatz 1, 1210 Wien, datenschutz@vetmeduni.ac.at
If you received admission letters stating that you need to pass one or more supplementary examinations from more than one of the universities mentioned above, the following passages always relate to all of these universities together. For reasons of better readability only one university is mentioned in the following text.
The OeAD-GmbH – Agentur für Bildung und Internationalisierung (Austria's Agency for Education and Internationalisation), Ebendorferstraße 7, 1010 Vienna (OeAD-GmbH) as well as the above-mentioned cooperation partners are only data processors for your university, i.e. they will process your data only on behalf of the assigning university.
3 Your rights
3.1 The right to access, to correct, to restrict processing, to object, and to erase, to transmit data and to complain
You have the right to obtain information about your processed personal data from the responsible university at any time. Provided that there is no legal obligation to retain this data, you also have the right to have this data deleted or to object to its processing. You also have the right to have your data corrected, to have its processing restricted, to have your data transmitted, and to lodge a complaint with the Austrian Data Protection Authority (Barichgasse 40-42, 1030 Wien, email: dsb@dsb.gv.at).
3.2 Contact details for exercising your rights
The OeAD-GmbH may not correct, delete or restrict the processing of your data, which it processes on behalf of a university, on its own authority – but only in accordance with the provisions of the relevant legislation, according to documented instructions from the university, or with your consent. You must also inform the referring university yourself of any changes to your personal core data (§ 59 (2) UG 2002). The OeAD-GmbH will inform you of this matter in such case. For your own enquiries please contact the OeAD-GmbH at vwu@vwu.at or write to us by post or make a personal appointment at: University Preparation Programme of the Vienna Universities, Sechshauser Straße 33A, 1150 Vienna. Alternatively, you can also contact your university's data protection officer directly.
4 Data processing upon registration for and during course attendance at the VWU
4.1 Types of data processed
The data you provide when registering for courses at the VWU or with a cooperation partner will be required and processed for the preparation, execution, and documentation of your preparatory courses. In the course of this handling of data additional data will be processed: data regarding your study status at the university (provided by the university), payment information regarding your course and examination fees, data regarding your statutory health insurance (i.e. the corresponding health insurance provider for which you receive confirmation of registration for courses), your language skills, your course information, your course attendance, registrations for examinations and your learning progress (level, test results, entitlement to proceed to the next level), which are collected by us or our cooperation partners. We also use your data to contact you and to provide you with information regarding your course.
4.2 Passing on of your data
All of the data described above will be passed on by the OeAD-GmbH to the university that has accepted you as a non-degree student in order to attend the preparatory course. If you attend a preparatory course with a cooperation partner, the OeAD-GmbH will also pass your data on to this cooperation partner. In compliance with the legal obligations of your university and the OeAD-GmbH we may also need to pass your data on to government authorities. The OeAD-GmbH also receives data about you from the university that has accepted you as a non-degree student in order to attend the preparatory course, e.g. whether you have paid your tuition fee/Student Union (ÖH) fee and are still registered as a non-degree student. Furthermore, the OeAD-GmbH will receive data about your course schedule, your attendance of the courses, and your learning progress (level, test results, entitlement to proceed to the next level) from the cooperation partner where you are attending preparatory courses.
4.3 Data processor
Your data will be processed by the OeAD-GmbH through an IT service provider who operates our administrative database in a protected computer centre. We have required this IT service provider to take sufficient technical and organisational measures to ensure the protection of your data. This IT service provider is not permitted to disclose your data (except in cases where this is required by the law). For information about the contracted IT service provider please contact us at vwu@vwu.at.
4.4 Announcement of course information via public notice
Until a technical solution is implemented for sending you data about your course schedule directly by e-mail we and if applicable our cooperation partners will post course assignments on the premises of the VWU or our cooperation partners with your matriculation number (without your name).
4.5 Legal basis, storage period
Data is processed on behalf of your university on the basis of Art 6 (1) lit b GDPR (fulfilment of a contract or carrying out pre-contractual measures) and the Universities Act, including the implementing regulations (e.g. for student records). Please also see your university's privacy policy:
Your data will be stored on behalf of the university:
- examination documents: two years
- registration data and other data that could be used for public liability claims: 30 years beginning with the end of your course attendance.
5 Data processing during registration for and the taking of supplementary examinations
5.1 Types of data processed
The data you provide when registering for supplementary examinations at the VWU will be required and processed for the preparation and handling of written and/or oral supplementary examination(s) at the VWU. Your data will also be processed for the evaluation of the supplementary exams, whereby the results of these evaluations will only be published in anonymous form. Furthermore, we will use your data to contact you and communicate information regarding your supplementary exam(s).
5.2 Passing on of your data
The OeAD-GmbH will pass on your data described above to the university that has required you to take a supplementary examination. In compliance with the legal obligations of your university and the OeAD we may also need to disclose your data to governmental authorities.
5.3 Data processor
Your data will be processed by the OeAD-GmbH through an IT service provider who operates our administrative database in a protected computer centre. We have required this IT service provider to take sufficient technical and organisational measures to ensure the protection of your data. This IT service provider is not permitted to pass your data on (except in cases where this is required by the law). For information about the IT service provider please contact us at vwu@vwu.at.
5.4 Announcement of time and place of examinations via public notice
Until a technical solution is implemented for sending you this data directly by e-mail we will post the locations and times of exams on the premises of the VWU with your matriculation number (without your name).
5.5 Legal basis, storage period
Data is processed on the basis of Art 6 (1) lit c GDPR (fulfilment of a legal obligation which the OeAD-GmbH is subject to) and the Universities Act, including implementing regulations (e.g. for examination records). Please also see your university's data protection declaration.
The data concerning your taking of the supplementary examination(s), in particular the examination record and certificate, will be stored on behalf of the universities in accordance with the statutory provisions (§ 53 University Act) for 80 years after the supplementary examination(s), and the examination documents of the supplementary examination(s) themselves for 2 years after you take the exam.
