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Privacy Policy

Privacy Policy of the University Preparation Programme of the Vienna Universities

Version dated 24 August 2026

 

Please note that this English translation is for information purposes only and that the German version is the only legally binding version.

 

The University Preparation Programme of the Vienna Universities (VWU) is a university course jointly organised by six Viennese universities (University of Vienna, Vienna University of Technology, Vienna University of Economics and Business, University of Natural Resources and Life Sciences, Vienna, Medical University of Vienna, University of Veterinary Medicine Vienna) to prepare students for and enable them to sit supplementary examinations.

These six mentioned universities have entrusted OeAD-GmbH – Agency for Education and Internationalisation (OeAD-GmbH) with the organisational and financial management of the VWU.

The core institution of the VWU, which is organised by OeAD-GmbH, runs the VWU Student Portal, administers all students of the university course, offers preparatory courses for the supplementary examinations and holds the supplementary examinations. 

To ensure sufficient course places for preparation for the supplementary examination in German (EPD), OeAD-GmbH has additionally concluded contracts with three further institutions (= ‘cooperation partners’) to run preparatory courses:

  • the Language Centre of the University of Vienna, the Innovation Centre University of Vienna GmbH,
  • ‘die Berater’ Unternehmensberatungs GmbH,
  • ZIB Training GmbH.

It is important for us to protect and securely store all personal data that you entrust to us and that is collected whilst attending preparatory courses for supplementary examinations, whilst sitting the prescribed supplementary examinations at the VWU, or whilst using our online services. In this document, you will find out more about how and for what purposes we use and process your personal data.

We take technical and organisational measures to ensure that data protection regulations are complied with both by us and by external service providers. We process your data in the following areas, which is why you will find two separate privacy policies here:

A. Processing of personal data whilst attending preparatory courses and sitting supplementary examinations (VWU)

B. Use of the VWU’s online services (VWU Student Portal, website, electronic contact)

A. Processing of personal data during the attendance of preparatory courses and for taking supplementary examinations (VWU)

1. Legal basis

Your data is processed exclusively on the basis of the statutory provisions (as currently in force), namely:

 

2. Responsible institutions, contact persons

The university that has decided you to pass supplementary examinations or has admitted you as an irregular student to attend preparatory courses for supplementary examinations at the VWU or with its partner institutions is responsible for processing your personal data when you attend such preparatory courses or sit supplementary examinations at the VWU:

If you have received letters of admission from several of the universities listed above, specifying supplementary examinations, the following passages apply to all these universities collectively. For the sake of clarity, the text below refers to a single university throughout.

OeAD-GmbH and the above-mentioned cooperation partners act solely as data processors on behalf of your university; in other words, they process your data only on behalf of the referring university.

 

3. Your rights

3.1. Right of access, rectification, restriction of processing, objection, erasure 

You have the right at any time to request information from the responsible university regarding the personal data being processed. Provided there is no statutory obligation to retain such data, you also have the right to have this data erased and to object to its processing. You also have the right to rectification of the data, to restriction of processing, to data portability and to lodge a complaint with the Austrian Data Protection Authority (Barichgasse 40–42, 1030 Vienna, email address: dsb@dsb.gv.at ).

3.2. Contact details for exercising your rights

OeAD-GmbH may not rectify, erase or restrict the processing of your data, which it processes on behalf of the university, of its own accord, but only in accordance with the provisions of higher education law, in accordance with documented instructions from the university, or with your consent. You must also notify the university yourself of any changes to your personal details (Section 59(2) of the Universities Act). OeAD-GmbH will inform you of this where necessary. Please direct your enquiries to vwu@vwu.at or write to or visit in person: University Preparation Programme of the Vienna Universities, Sechshauser Straße 33A, 1150 Vienna. Alternatively, you may also contact the relevant data protection officer at your university directly (see point 2 for contact details).

 

4. Data processing upon registration for and whilst attending courses at the VWU

4.1. Types of data processed

The data you provide when registering to attend a course at the VWU – in particular via the student portal or through a partner institution – is required and processed for the purposes of preparing, administering and documenting the preparatory courses. As part of this process, additional data is processed regarding your student status at the university (as provided to us by your university), payment details for the course fee and examination fees, as well as data relating to your statutory health insurance (namely the relevant health insurance provider, for which you will receive confirmation of your enrolment for the course), your language skills, your course placement, your attendance at courses, exam registrations and your learning progress (placement, test results, eligibility to progress to the next course level), which are collected and processed by us or our partner organisations. We also use your data to contact you and to send you information regarding your courses.

4.2. Disclosure of your data

All the personal data mentioned above will be passed on by OeAD-GmbH to your university, which has admitted you as a non-degree student to attend the VWU. If you are attending a preparatory course with a partner institution, your personal data will also be passed on by OeAD-GmbH to that partner institution. In order to fulfil the legal obligations of your university or OeAD-GmbH, your data may also need to be passed on to government authorities. OeAD-GmbH receives data about you from the university that has admitted you as a non-degree student to attend the VWU, e.g. whether you have paid the tuition fee/ÖH contribution and are still registered as a non-degree student. Furthermore, OeAD-GmbH receives data regarding your course placement, your attendance at courses and your learning progress (placement, test results, eligibility to progress to the next course level) from the partner institution where you are attending preparatory courses.

The VWU and/or OeAD-GmbH reserve the right to pass on students’ data to partner institutions, provided that such institutions require this data in connection with course attendance or supplementary examinations, or where a student has repeatedly and/or to a significant extent breached the house rules of the VWU or a partner institution. 

4.3. Data processors

Your data is processed by OeAD-GmbH via an IT service provider which operates our administrative database in a secure data centre. We have required this IT service provider to implement adequate 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 provided for by law). Further information about the IT service provider can be obtained by emailing vwu@vwu.at.

4.4. Publication of course timetables via notice boards

Course timetables are generally published on the VWU Student Portal. Where necessary, e.g. in the event of technical failures, the VWU and, where applicable, its partner organisations will display the course timetable on notice boards at the VWU’s premises or those of its partner organisations, showing only your student number (without your name).

4.5. Legal basis, retention period

Data processing is carried out on behalf of your university on the basis of Article 6(1)(b) of the GDPR (performance of a contract or the implementation of pre-contractual measures) and the Universities Act together with its implementing regulations (e.g. regarding student records).
Please also refer to your university’s privacy policy:

Your data is retained on behalf of the university:

  • Examination records: 2 years
  • Registration details and other data that may be used in relation to claims for official liability: 30 years from the end of your course.
  • Name, sex, birth date, nationality, matriculation number, university, degree programme,supplemnetary examinations and results, attending semesters: 80 years

 

5. Data processing in connection with registration for and sitting of supplementary examinations

5.1. Types of data processed

The data you provide when registering for supplementary examinations at the VWU is required and processed for the purpose of preparing and taking the written and/or oral supplementary examination(s) at the VWU. Your data is also processed for the evaluation of the supplementary examinations, although the results of these evaluations are published only in anonymised form. Furthermore, we use your data to contact you and send you information regarding your supplementary examination.

5.2. Disclosure of your data

Your data, as mentioned above, will be passed on by OeAD-GmbH to your university, which has required you to sit a supplementary examination. In order to fulfil the legal obligations of your university or OeAD-GmbH, your data may also need to be passed on to government authorities.

5.3. Data processors

Your data will be passed on by OeAD-GmbH to an IT service provider which operates our administrative database in a secure data centre. We have required this IT service provider to implement adequate technical and organisational measures to ensure the protection of your data. This IT service provider is not permitted to pass on your data (except in cases provided for by law). For further information about the IT service provider, please contact us by email atvwu@vwu.at .

5.4. Publication of the examination timetable via notice board

Exam timetables are generally published on the VWU student portal. If necessary, e.g. in the event of technical faults, we will display the location and time of the exams on notice boards within the VWU locations, stating only your student number (without your name).

5.5. Legal basis, retention period

Data processing is carried out on the basis of Article 6(1)(c) of the GDPR (compliance with a legal obligation to which OeAD-GmbH is subject) or the Universities Act and its implementing regulations (e.g. regarding examination records).
Please also refer to your university’s privacy policy:

Your data relating to the supplementary examination(s), in particular the examination record and examination certificate, will be retained on behalf of the universities in accordance with the statutory provisions (Section 53 of the Universities Act) for 80 years from the date the supplementary examination was taken; the examination documents for the supplementary examination(s) themselves will be retained for 2 years from the date the examination was held.

B. Use of VWU online services (VWU Student Portal,website, electronic contact)

1. Legal basis

Your data is processed exclusively on the basis of the statutory provisions (as currently in force), namely in particular:

 

2. Responsible body, contact person

OeAD-GmbH – Agency for Education and Internationalisation, FN 320219 k (Vienna Commercial Court), Ebendorferstraße 7, 1010 Vienna (OeAD-GmbH), is responsible for data processing when using the VWU’s Online services (including website) or when you contact the VWU electronically. For enquiries regarding the processing of your data, or to request access to, rectification or erasure of your data, please send an email to vwu@vwu.at .
Our Data Protection Officer is Mr Wolfgang Pfannerer, datenschutz@oead.at.

 

3. Your rights

3.1. Right of access, rectification, restriction of processing, objection, erasure, complaint and data portability

You have the right at any time to request information, regarding your personal data being processed from the data controller, OeAD-GmbH, as well as the right to have it rectified. Provided there is no statutory retention obligation or other legal basis for the processing of your data, you have the right to have your data erased and to object to its processing. Furthermore, you have the right to restriction of processing, (where applicable), to data portability and to lodge a complaint with the Austrian Data Protection Authority (Barichgasse 40–42, 1030 Vienna, email: dsb@dsb.gv.at ).

3.2. Contact details for exercising your rights

To exercise any of the rights mentioned above, please contact us at datenschutz@oead.at or write to: OeAD-GmbH, for the attention of the Data Protection Officer, Mag. Wolfgang Pfannerer, Ebendorferstraße 7, 1010 Vienna.

Please address complaints to the data protection authority directly at the above-mentioned address of the Austrian Data Protection Authority.

 

4. Student Portal

4.1. Types of data processed

When you register or log in to the Student Portal, your name, email address and VWU ID are recorded. Whilst you are using the Student Portal, additional data – such as the IP address of the device you are using to access the Student Portal, your logins and logouts, and your other activities on the Student Portal – is processed. Furthermore, we use your data to contact you and to send you information, particularly in connection with the Student Portal. Subsequently, data relating to your enrolment in and attendance at courses at the VWU, as well as data relating to your enrolment in and taking supplementary examinations at the VWU, will also be processed via the VWU student portal – see Section A.

4.2. Social login (Google, Apple)

To register or log in to the Student Portal, you can also use a so-called social login (via Google or Apple). In this case, you will first be redirected to the respective third-party provider’s website and asked to log in using your user details there. As you access the third-party provider’s service and log in there to use social login, the relevant third-party provider receives information from your browser indicating that you have accessed their site from our pages. The data collected and processed in this process is set out in the terms of use of the relevant third-party provider. For detailed information on data processing by the relevant third-party provider, as well as your options to object and your rights, please refer to the privacy policy of the relevant service:

Through this process, your name and email address are transmitted to us by this third-party provider. We use and store this information exclusively for the purpose of verifying your identity and for the registration and login process. 

You can disconnect the link to the social login at any time via the third-party provider (i.e. Google or Apple) or by using our ‘Change login’ function in the VWU Student Portal. Afterwards you may login to the VWU Student Portal with your e-mail-address and a password, and no data will be transmitted anymore between VWU and the thirdy-party-provider.

4.3. Processing of data by cooperation partners

Your personal data processed by the VWU on the VWU Student Portal may, where necessary, especially when enrolling for a course at a cooperation partner, be transferred to cooperation partners and from one cooperation partner to another.

4.4. Data processors

Your data is processed by OeAD-GmbH via an IT service provider which operates the VWU Student Portal on secure servers. In the course of its activities, this service provider may gain access to your personal data, provided that such data is required to fulfil its respective services. We have required this IT service provider to implement adequate technical and organisational measures to ensure the protection of your data. This IT service provider is not permitted to use your data for own purposes or to disclose your data (except in cases provided for by law). Further information on the data processor is available atvwu@vwu.at .

4.5. Legal basis

Data processing is carried out on the basis of Article 6(1)(b) (performance of a contract or the implementation of pre-contractual measures) of the GDPR. 

 

5. Payment service providers

5.1. Credit card, debit card, bank transfer

If you choose a cashless payment method (credit card, debit card, eps bank transfer), your personal data will be passed on to third parties:

For the technical provision and processing of cashless payment methods in the VWU Student Portal, we use the payment gateway provided by Viveum Zahlungssysteme GmbH, Riemergasse 14/Top 13, A-1010 Vienna (hereinafter referred to as the ‘payment provider’). The following personal data is transmitted to the payment provider in encrypted form:

  • Personal details (first name and surname, email address)
  • Payment reference
  • Payment details (amount paid and currency)
  • Online identifiers (IP address, device information and cookie identifiers or unique transaction IDs) 

Payments by credit card or debit card: The payment provider does not store credit card’s data permanently. Transaction data is stored in accordance with statutory retention obligations. The payment provider forwards the credit card’s data to our acquirer, PAYONE GmbH, Lyoner Straße 9, 60528 Frankfurt am Main, Germany (hereinafter referred to as the ‘acquirer’), for technical processing and authorisation. The acquirer processes the following data: transaction data (payment amount, currency, payment reference, timestamp, merchant ID), full card details (card number, type of credit/debit card, expiring date, credit card verification number) for forwarding to the card networks (Visa/Mastercard), and security and verification data for fraud prevention (fraud prevention data such as device fingerprints). The VWU does not receive full credit card details; at most, it receives masked card numbers.

EPS bank transfer: The payment provider forwards this data to our beneficiary bank, UniCredit Bank Austria AG, Rothschildplatz 1, A-1020 Wien, (in the follwing „Bank Austria“) for processing the eps bank transfer. UniCredit processes billing and transaction data (name, banking account number, payment amount, currency, authorisation codes) as well as the payment reference. Bank Austria stores the transaction history for audit and anti-money laundering purposes and arranges for the funds to be paid into our merchant account. The technical transmission of eps messages and status responses between the participating banks is handled by the scheme operator of the eps e-payment standard, PSA Payment Services Austria GmbH, Handelskai 92, A-1200 Vienna. The eps e-payment standard itself is maintained and further developed by Studiengesellschaft für Zusammenarbeit im Zahlungsverkehr GmbH (STUZZA), Frankgasse 10/8, A-1090 Vienna.

Your bank’s IT system verifies your authorisation to issue electronic transfer orders, as well as the transfer details (for completeness, compliance with existing transaction limits, sufficient funds in the account or overdraft facility, etc.). If you have authorised the eps online transfer and your bank’s checks have been successful, your bank will immediately transfer the funds to the VWU bank account and the VWU will receive a positive electronic confirmation (status response ‘OK’). If you do not authorise the payment or any of the forementioned checks fail, your bank will not process the transfer. The VWU receives a negative electronic confirmation (status response ‘Not OK’).

Legal basis: The processing and transmission of this data is carried out on the basis of Article 6(1)(b) of the GDPR (performance of a contract and pre-contractual measures). Without this data processing, cashless payment in our online shop is technically not possible.

The financial and payment service providers involved generally act as independent data controllers within the meaning of the GDPR when processing payments (insofar as the financial and payment service providers process your personal data under their own responsibility to fulfil their own legal obligations). Further information on the processing of your data and your rights as a data subject can be found in our partners’ privacy policies:

- Viveum Zahlungssysteme GmbH (payment provider): https://viveum.com

- PayOne GmbH (acquirer): https://www.payone.com/DE-de/dsgvo, https://www.payone.com/DE-de/datenschutz 

- UniCredit Bank Austria AG (beneficiary bank): https://www.bankaustria.at/datenschutz.jsp

- PSA (Scheme Operator): https://www.psa.at/datenschutz-compliance

We, as VWU/OeAD-GmbH, remain responsible for the collection and transfer of data carried out by us, as well as for any other processing of your personal data; you may therefore also exercise your data subject rights in this regard by contacting us.

5.2. Use of digital wallets (Apple Pay and Google Pay) 

We also offer the payment methods Apple Pay (provider: Apple Distribution International Ltd., Hollyhill Industrial Estate, Hollyhill, Cork, Irland) and Google Pay (provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland). 

When you pay using one of these services, the relevant wallet app collects your payment details. Instead of your credit or debit card number, an encrypted, device-specific payment token is transmitted to our payment gateway (Viveum) and processed via our acquirer (PayOne). 

Google and Apple process your data as independent data controllers in order to secure the transaction and prevent fraud. 

Legal basis: The provision of these payment options and the associated transfer of data is based on Article 6(1)(b) of the GDPR (performance of a contract). Further information on the data protection practices of the wallet providers can be found here: 

- Apple Pay: https://support.apple.com/de-at/101554

- Google Pay: https://payments.google.com/legaldocument?family=0.privacynotice&hl=de

 

6. General information on the use of our website and electronic communications

In principle, you can use our website without disclosing your identity. However, if you submit an enquiry via our contact form or by email, we will ask you for your name and other personal information such as your email address. We require this personal data to process and respond to your enquiry.

As part of the operation of our websites, we engage IT service providers who may gain access to your personal data in the course of their work, provided that they require the data to fulfil their respective services. We have required these IT service providers to implement adequate technical and organisational measures to ensure the protection of your data. These IT service providers are not permitted to disclose your data (except in cases provided for by law). You can request further information about the IT service providers we use atdatenschutz@oead.at.

 

7. Website: Cookies, other tracking tools and web analytics

7.1. General

On our website - but not in den Student Portal - we use cookies, web beacons and the Matomo analytics software. Your IP address is also stored for a period of 3 days to analyse any attacks, irregularities or errors.

7.2. Cookies

Cookies are small text files used to optimise the display of the website on your device and to determine the frequency of use and the number of users of our website. By using our website, you consent to us setting cookies. You can refuse to accept cookies in your browser settings. Please refer to your browser manufacturer’s instructions for details on how to do this. If you choose to opt out of certain technical and/or functional cookies, the functionality of our website may be restricted. Some cookies remain stored on your device until you delete them.

7.3. Web beacons, tracking and web analytics

We use the web analytics service Matomo to analyse the use of our websites. This analytics service enables us to analyse online behaviour in terms of time, geographical location, type and operating system of the device used (PC, laptop, tablet, mobile phone), the browser used and website usage. This enables us to optimise the information provided to users, as well as the display on various devices (PC, laptop, tablet, mobile phone) and browsers. This information is collected via cookies (see section 4.2) and web beacons. Web beacons are small graphics on websites that enable log file recording and analysis, which are used for statistical evaluations. The information generated in this way is transmitted exclusively to our server and stored for analysis purposes. It is not linked to any personal data. Information about your use of this website is not passed on to Matomo or to third parties.

7.4. Cookie settings

With the exception of technically necessary cookies, you can decide for yourself which cookies you accept when using our website. You can delete stored cookies at any time in your browser’s system settings. However, if you do not accept cookies, this may result in functional limitations to our services.

Manage cookie settings

7.5. Legal Basis

Data processing is carried out on the basis of the statutory provisions of Sections 165 et seq. of the TKG 2021 and Article 6(1)(a) and (f) of the GDPR, in particular on the basis of your consent through the voluntary provision of your data or on the basis of our legitimate interest in being able to track the use of our website statistically and integrate other media.

 

8. Use of the contact form or enquiries by email

8.1. Use of your data

The information you provide, including personal data from our contact form, is transmitted to us via our IT service provider’s mail server for the purpose of processing your enquiry and is deleted immediately upon transmission. We then process and store the data. Enquiries sent by email are received by our own mail server. No data will be passed on to third parties without your consent (except where required by law).

8.2. Legal basis, retention period

Data processing is carried out on the basis of the statutory provisions of Sections 165 et seq. of the Telecommunications Act 2021 (TKG 2021) and Article 6(1)(a) (consent) of the General Data Protection Regulation (GDPR). Your data will be stored for a period of 3 years for documentation purposes, for quality improvement management and to respond to follow-up enquiries.

Privacy policy of the University Preparation Programme of the Graz Universities

Version of 5 December 2023

The University Preparation Programme of the Graz Universities (VGUH) is a course that has been established jointly by 5 universities of Graz (see 2) to prepare students to take supplementary examinations.

These universities have entrusted the OeAD-GmbH – Austria’s Agency for Education and Internationalisation (OeAD-GmbH) with the organisational and commercial implementation of the VGUH.

We are particularly concerned with protecting and keeping safe all personal data that you entrust to us and that is collected when you attend the preparatory courses for supplementary examinations and when you take the prescribed supplementary examinations at the VGUH or when you use our online services or the learning platform. In this document you will learn more about how and for what purpose we use and process your personal data. We ensure both technically and organisationally that both we and external service providers comply with the data protection regulations.

We process your data in the following situations, which is why you will find 3 different privacy policies here:

  1. while you attend preparatory courses and take supplementary examinations at the VGUH
  2. when you use the VGUH’s online services (website, electronic contact, student account)
  3. when you use the learning platform we process personal data while you attend the preparatory courses and when you take supplementary examinations

Processing of personal data while you attend preparatory courses and take supplementary examinations (VGUH)

Legal basis

We process your data exclusively in accordance with the legal regulations (as amended), in particular:

2 Responsible institutions, contact persons

If you attend preparatory courses for supplementary examinations at the VGUH or take supplementary examinations at the VGUH, the university that has required you to take supplementary examinations or has admitted you as a non-degree programme student to attend preparatory courses is responsible for the processing of your personal data:

If you have been admitted by more than one of the above-mentioned universities and been prescribed supplementary examinations by them, the following text always relates to all of these universities together. For reasons of better readability the following text always refers to one "university".

The OeAD-GmbH – Austria’s Agency for Education and Internationalisation, Ebendorferstraße 7, 1010 Vienna (OeAD-GmbH), is only a data processor of your university, i.e. we only process your data on behalf of the relevant university.

3 Your rights

3.1 Right to information, correction, restriction of processing, objection, deletion

You have the right to get information from the responsible university about your processed personal data at any time. Unless there is a legal obligation to retain the data you also have the right to have this data deleted and to object to processing. Furthermore, you have the right to have your data corrected and to restrict the processing, to have your data transmitted, and to lodge a complaint with the Austrian Data Protection Authority (Barichgasse 40-42, 1030 Vienna, e-mail: dsb@dsb.gv.at).

3.2 Contact details for exercising your rights
The OeAD-GmbH may not correct or delete your data or restrict the processing of your data that it processes on behalf of the university on its own authority but only in accordance with the provisions of the study law, documented instructions from the university or with your consent. You must also inform the university yourself of any changes of your personal data (§ 59 para. 2 Universities Act). The OeAD-GmbH will inform you of this if the occasion arises. Please contact office@vguh.at for your enquiries or write to us by post or make an appointment to speak to us in person: Vorstudienlehrgang der Grazer Universitäten und Hochschulen, Neubaugasse 10, 8020 Graz.

4 Data processing when registering for and attending courses at the VGUH

4.1 Types of data processed
The data you provide when registering for a course at the VGUH is required and processed for the preparation, carrying out and documentation of the preparatory courses. We also process data regarding your study status at your university, payment information regarding the course fee and examination fees, your language proficiency level and/or subject knowledge, your course allocation, your attendance of the courses, examination registrations and your learning progress (placement, final test results, semester assessment). Your data will also be processed to evaluate the preparatory courses offered; the results of these evaluations will only be published in anonymised form. Furthermore, we use your data to contact you and to send you information about your course.

4.2 Passing on of your data
The OeAD-GmbH will pass on all your data mentioned above to the university that has admitted you as a non-degree programme student to attend the University Preparation Programme. In order to comply with your university's or the OeAD-GmbH's legal obligations we may also have to pass your data on to government authorities. The OeAD-GmbH receives data about you from the university that has admitted you as a non-degree programme student to attend the University Preparation Programme, e.g. whether you have paid the tuition fee / Student Union membership fee and are still enrolled as a non-degree programme student.

4.3 Data processor
The OeAD-GmbH will process your data via an IT service provider who runs our administrative database in a protected data processing centre. We have obliged this service provider to take adequate technical and organisational measures to ensure that your data is safe. This data processor is not permitted to pass on your data (except in cases where this is required by the law). For more information about the data processor please contact us at office@vguh.at.

4.4 Legal basis, retention period
Data is processed on behalf of your university according to the legal provisions of Art 6 para 1 lit b GDPR (fulfilment of a contract or implementation of pre-contractual measures) and of the Universities Act including the implementation regulation (e.g. for student records). Please also see your university's privacy policy:

Your data will be stored on behalf of your university as follows:

  • Test documents: 6 months
  • Registration data and other data will only be stored for as long as is necessary to fulfil the purpose in compliance with the relevant legal provisions.
  • Examination data according to § 53 of the Universities Act: 80 years

5 Data processing when registering for and taking supplementary examinations

5.1 Types of data processed
The data you provide when registering for supplementary examinations at the VGUH is required and processed to prepare and administer the written and/or oral supplementary examination(s) at the VGUH. Your data will also be processed to evaluate the supplementary examinations; the results of these evaluations will only be published in anonymised form. Furthermore, we use your data to contact you and send you information about your supplementary examination.

5.2 Passing on of your data
The OeAD-GmbH will pass on your above-mentioned data to the university that has required you to take a supplementary examination. In order to comply with your university's or the OeAD-GmbH's legal obligations we may also have to disclose your data to government authorities.

5.3 Data processor
The OeAD-GmbH will process your data via an IT service provider who runs our administrative database in a protected data processing centre. This service provider has been obliged by us to take adequate technical and organisational measures to ensure the protection of your data. This data processor is not permitted to pass on your data (except in cases where this is required by the law). For more information about the data processor please contact us at office@vguh.at.

5.4 Legal basis, retention period
Data is processed according to the legal provisions of Art 6 para 1 lit c GDPR (fulfilment of a legal obligation to which the OeAD-GmbH is subject) and of the Universities Act, respectively, including implementation regulations (e.g. for examination records). Please also see your university's privacy policy:

Your data concerning the taking of the supplementary examination(s), especially the examination protocol and the examination certificate, will be stored on behalf of the universities in accordance with the legal provisions (§ 53 Universities Act) for 80 years from taking the supplementary examination, and the examination documents for the supplementary examination(s) themselves for 2 years after you have taken the examination.

Use of the VGUH’s online services (website, electronic contact, student account)

1 General legal provisions

Your data will be processed exclusively in accordance with the legal regulations (as amended), in particular:

2 Institution in charge, contact person

The responsible institution for data processing when you use the VGUH’s website or when contacting us electronically or using the student account is the OeAD – Austria’s Agency for Education and Internationalisation, commercial register number (FN) 320219 k (commercial court Vienna), Ebendorferstraße 7, 1010 Vienna.

If you have any questions regarding the processing, and for information, for correction or for deletion of your data, please send an e-mail to office@vguh.at.

Our data protection officer is Mag. Christian Pichler-Stainern, datenschutz@oead.at.

3 Your rights

3.1 Right to information, correction, restriction of processing, objection, deletion, complaint and data transmission
You have the right to get information about your processed personal data as well as the right to have your data corrected by the responsible OeAD-GmbH at any time. Provided that there is no legal storage obligation or other legal basis for the processing of your data you also have the right to have this data deleted and the right to object to the processing. Moreover you have the right to restrict the processing, to have your data transmitted (where applicable) and to lodge a complaint with the Austrian Data Protection Authority (Barichgasse 40-42, 1030 Vienna, e-mail: dsb@dsb.gv.at).

3.2 Contact details for exercising your rights
To exercise any of the above-mentioned rights please contact us via e-mail: datenschutz@oead.at or write to us: OeAD-GmbH, attn. Data Protection Officer Mag. Christian Pichler-Stainern, Ebendorferstraße 7, 1010 Wien.

If you wish to complain to the data protection authority, please address your complaint directly to the above-mentioned address of the Austrian data protection authority.

4 General information about the use of our online services (website, electronic contact)

Basically you can use our website without disclosing your identity. If, however, you make an enquiry via our contact form or by e-mail, we will ask you for your name and other personal information such as your e-mail address. We need this personal data to process and answer your enquiry.

4.1 Data processors
To run our website we commission IT service providers who may gain access to your personal data in the course of their services, provided that they require this data to carry out their services. We have obliged these service providers to take adequate technical and organisational measures to ensure that your data is safe. These IT service providers are not permitted to pass on your data (except in cases where this is required by the law). For more information about the data processors we have commissioned please send us an e-mail to datenschutz@oead.at.

5 Website: Cookies, other tracking tools and web analysis

5.1 General information
Cookies, web beacons and the analysis software Matomo are used on our Internet platforms. Moreover, your IP address will be stored for a period of three days to analyse any attacks or things that don't seem right or errors.

5.2 Cookies
Cookies are small text files serving to optimise the presentation of our website on your device, to determine the frequency of use and the number of users of our website. By using our website you consent to the use of cookies. You can refuse to accept cookies in your browser settings. For details of how this works please refer to your browser manufacturer's instructions. If you choose not to accept certain technical and/or functional cookies, the functionality of our website may be restricted. Some cookies will remain stored on your device until you delete them.

5.3 Web beacons, tracking and web analytics
We use the web analytics service Matomo to analyse how our websites are used. This analytics service allows us to analyse online behaviour with regard to time, geographical location, type and operating system of the device used (PC, laptop, tablet, mobile/cell phone), browser used and website usage. This enables us to optimise the information offered to our users and the display on different devices (PC, laptop, tablet, mobile/cell phone) and different browsers. This information is collected via cookies (see 4.2) and web beacons. Web beacons are small graphics on websites that allow log file recording and log file analysis that can be used for statistical analysis. The information generated in this way is only transferred to our server and stored there for analytical purposes. This data will not be linked to personal data. The information about your use of our website will not be passed on to Matomo or to third parties.

5.4 Objection to tracking
If you do not agree with the storage and analysis of your visitor data, you can deactivate this at any time by means of the following option. A Matomo deactivation cookie will then be stored in your browser.

Manage cookie settings

5.5 Legal basis
Data is processed according to the legal provisions of § 165 ff of the Telecommunications Act 2021 (TKG 2021) and Art 6 para 1 lit a and lit f of the GDPR, in particular on the basis of your consent given by the disclosure of your personal data or our legitimate interest to track the use of our website statistically and to integrate other media.

6 Use of the contact form and enquiries by e-mail

6.1 How we use your data
Your data including personal data from our contact form will be transmitted to us via our IT service provider’s mail server for processing your enquiry. It will be deleted from their server immediately after transmission. The data will then be processed by us and stored by us. Enquiries by e-mail will be received by our own mail server. We will not pass any of your data on to third parties without your consent (except in cases where this is required by the law).

6.2 Legal basis, retention period
Data is processed according to the legal provisions of § 165 ff of the Telecommunications Act 2021 (TKG 2021) and Article 6 para. 1 lit. a of the GDPR (Consent). Your data will be stored for a period of three years to answer follow-up enquiries, for documentation purposes and for improvement management.

Processing of personal data when you use the University Preparation Programme of the Graz Universities (VGUH)’s learning platform

1 Legal basis

Your data will be processed exclusively in accordance with the legal regulations (as amended), in particular:

2 Institution in charge, contact person

The responsible institution for data processing when you use the VGUH’s learning platform or when contacting us electronically is the OeAD – Austria’s Agency for Education and Internationalisation, commercial register number (FN) 320219 k (commercial court Vienna), Ebendorferstraße 7, 1010 Vienna.

If you have any questions regarding the processing, for information, for correction or for deletion of your data, please send an e-mail to office@vguh.at.

Our data protection officer is Mag. Christian Pichler-Stainern, datenschutz@oead.at.

3 Your rights

3.1 Right to information, correction, restriction of processing, objection, deletion
You have the right to get information about your processed personal data at any time. Provided that there is no legal storage obligation you also have the right to have this data deleted and to object to processing. Moreover, you have the right to have your data corrected and to restrict the processing, to have your data transmitted and to lodge a complaint with the Austrian Data Protection Authority (Barichgasse 40-42, 1030 Wien, e-mail: dsb@dsb.gv.at).

3.2 Contact details for exercising your rights
To exercise any of the above-mentioned rights please contact office@vguh.at or our data protection officer.

4 Data processing when using the learning platform

4.1 Types of data processed
When you register for the learning platform your name, your e-mail address and your VGUH ID will be recorded. When you use the learning platform additional data will be processed, such as the IP address of the device with which you access the learning platform, your logins and logouts as well as your other activities on the learning platform, your assignment to learning groups, course units accessed and completed (including completion status and test results), course documents accessed or downloaded. Your data will also be processed to evaluate the electronic learning offer; the results of these evaluations will only be published in anonymised form. Furthermore, we will use your data to contact you and to send you information, especially with regard to the learning platform (e.g. information about updates, new learning offers and learning materials).

4.2 Passing on of your data
The above-mentioned data will only be seen by your teacher, the operators of the learning platform at the VGUH and the management of the University Preparation Programme. The data will not be passed on to third parties outside the University Preparation Programme (except to the IT service provider according to 4.3). However, in order to fulfil legal obligations (e.g. in case of alleged copyright infringements or misuse of the platform – see terms of use of the platform) we may have to pass your data on to government authorities.

4.3 Data processor
The OeAD-GmbH will process your data via an IT service provider who runs the learning platform on a protected server. This service provider may gain access to your personal data in the course of their services, provided that they require this data to fulfil their services. We have obliged this service provider to take adequate technical and organisational measures to ensure that your data is safe. This data processor is not permitted to pass on your data (except in cases where this is required by the law). For more information about the data processor please contact us at office@vguh.at.

4.4 Legal basis, retention period
Data is processed according to the legal provisions of Art 6 para 1 lit b GDPR (fulfilment of a contract or carrying out pre-contractual measures). Your data will be stored for 6 months after the end of the respective semester at the VGUH.

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