… for students
For the purpose of the administration of studies, the University of Salzburg uses IT systems (especially PLUSonline, Blackboard, PAAV) which can, for example, be used for studies admissions, registration for or withdrawal from courses and exams, registrations of diploma theses etc. For the use of these applications, personal data is processed. We do not, however, use automated decision-making, nor do we carry out profiling according to Article 22 GDPR.
Purpose and data categories
We process your personal data for the purpose of the administration of your studies, and in order to comply with our statutory duties as well as to secure and implement measures for the social dimension (Austrian University Act/Universitätsgesetz). If you do not provide us with this data, we cannot enrol you for any studies at the University of Salzburg, and studying at the University of Salzburg is not possible.
We process the following data categories provided by you:
- Master Data: name, first name, academic degrees, student number, gender, home address, study address, email address, phone number (optional), nationality, birth date, social security number or equivalent identification, photo, certificate of registration
- Admission-related and other data: If necessary, university entrance exam related data, evidence of your university entrance qualification (type, country, date), evidence for additional and supplementary exams, studies identification number, start and end of your studies, curriculum version, number of enrolled semesters per studies and length of studies, respectively, data regarding leave of absence, scholarship (merit-based or other) application data, accredited achievements, tuition fee related data, status regarding the payment of the Austrian student (ÖH) union fee and tuition fees, respectively, participation in mobility programmes, etc.
- Exam-related data: date of the exam, course title, ECTS credits, semester hours per week, grade, name of the examiner, date of registration/withdrawal, date of the recognition of achievements, number of attempts to take an exam, exams you failed to show up for, and were blocked for, respectively, examiner assignment
- Data regarding scientific work: type of the scientific papers, subject, date of registration, status history, submission date, plagiarism check, evaluation, exclusion of the scientific work from the use in the library including reasons and period of exclusion, mailing date of the scientific work to the faculty/university library as well as the Austrian National Library
Transfer of data
We transfer your master data and exam-related data together with any possibly required notification regarding the continuation of your studies, and in the context of our documentation obligation arising from the Austrian University Act (Universitätsgesetz) and the Austrian Documentation Act (Bildungsdokumentationsgesetz) to the Federal Ministry of Education, Science and Research (Bundesministerium für Bildung, Wissenschaft und Forschung) for overall evidence purposes. In the context of jointly established studies by the universities and universities of education your data will be transmitted to the respective partner institution based on the Austrian Education Documentation Act.
Personal data may be transmitted to third parties mandated on our behalf for IT services. In such cases the University of Salzburg contractually ensures that your data will be processed by our mandated processors in compliance with data protection regulations, while taking your rights into consideration.
On principle, we store your data only for the period allowed by statutory provisions. Master data needed by us in order to comply with statutory documentation obligations (Austrian University Act/Austrian Education Documentation Act) will, for example, be stored for a duration of 80 years. Your social security number will be deleted two years after you leave the university, at the latest. Exam-related data such as opinions, corrections of written exams, exam protocols and plagiarism reports will be deleted after 6 months from the assessment. Data regarding study grant claims will be stored for 3 years from the payment of the final allowance that was not legally due.
- Federal Archive Act (Bundesarchivgesetz)
- Research Organization Act (Forschungsorganisationsgesetz)
- University of Salzburg Statutes (Satzung der Universität Salzburg), available in the University of Salzburg newsletter
- University of Salzburg regulations (Verordnungen der Universität Salzburg), available here.