Data protection information regarding the recognition of special needs / compensation for disadvantages

Processed data and purpose

Europa-Universität Flensburg takes into consideration the special needs of students in accordance with § 3(5) of Schleswig-Holstein’s Higher Education Law (Hochschulgesetz, HSG) in conjunction with § 52(2) no. 14, and § 52(4). Provisions regarding compensation for disadvantages are contained in the Degree Program and Examination Regulations (Prüfungs- und Studienordnungen) of individual degree programs (see also section 5 of the General Examination Regulations (Rahmenprüfungsordnung, RaPo)). Personal data is processed in the context of applications and the assessment of special needs, such as disabilities or long-term illnesses, maternity and parental leave, caregiving responsibilities for children under 14, and caregiving responsibilities for close relatives.

The types of data are derived from the corresponding application form:

  • Name
  • Address
  • Student ID number
  • Degree program
  • Subjects
  • Email address (university address only)
  • Informal letter from the student describing the special situation and providing specific suggestions for alternative examination arrangements
  • Evidence corresponding to the special situation (medical certificates, birth or parentage certificates for children, medical certificates in the event of a child’s illness, affidavits, and certificates regarding the personal care of relatives in need of care)

Legal basis

The processing of personal data is based on Article 6(1)(c) and (e) GDPR in conjunction with § 3(5) of the Schleswig-Holstein Higher Education Law, and the relevant Degree Program and Examination Regulations. If special categories of personal data are processed, this is based on Article 9(2)(b) and (g) GDPR.

Recipients

Within the organization, the following recipients have access to the data and use it as follows:

  • Equal Opportunities Office: Analysis of existing barriers and disadvantages in the context of applications is exclusively qualitative. Results are evaluated in a fully anonymized manner; there is no quantitative recording of the number of applications.
  • Examination Committees: Excel spreadsheets are used to record applications received and decisions made regarding compensation for disadvantages.

No data is disclosed to external third parties.

Storage time

  • Equal Opportunities Office: The personal data collected in the context of counseling and application submission is stored until the conclusion of the particular procedure and subsequently deleted, unless there are legal grounds for further storage. Data is stored for a maximum of 12 months, particularly if an application is submitted at the beginning of the semester and an appeal process extends into the following semester. Documentation related to priority course enrollment is also deleted after 12 months at the latest.
  • Examination Committees: Data may be stored beyond the conclusion of individual processes, as study-related matters may remain relevant throughout the course of studies and for possible subsequent legal proceedings. This applies in particular to the documentation and traceability of decisions in connection with compensation for disadvantages, as well as to the enforcement, administration, or defense of legal claims. 

The retention of data is governed by the relevant legal requirements, in particular internal university regulations (General Examination Regulations (Rahmenprüfungsordnung) of Europa-Universität Flensburg) as well as regulations regarding the retention of study-related data (§ 19(3) sentence 2 of the Study Data Regulation Schleswig-Holstein (StudDatenVO SH)).

Necessity to provide data

Data subjects may withdraw their application at any time; in this case, further processing is not possible.

Your rights, contact information, Data Protection Officer

For more information, please see the data protection information on the homepage.