Data Protection Policy in accordance with Art. 13 GDPR for the Alumni-Club WWU Münster

This special data protection policy applies to the Alumni-Club WWU Münster and supplements the general data protection policy of the University of Münster (WWU).

1. Name and address of the responsible controller

The responsible controller as defined in the EU General Data Protection Regulation (GDPR) and other national data protection laws of the EU member states as well as other data protection-related provisions is:
Westfälische Wilhelms-Universität Münster (WWU) / University of Münster (WWU),
represented by the Rector, Prof Dr Johannes Wessels
Schlossplatz 2, 48149 Münster, Germany
Tel.: + 49 251 83-0
Email: verwaltung@uni-muenster.de

2. Name and address of the data protection officer

The data protection officer appointed by the responsible controller is:
Nina Meyer-Pachur
Schlossplatz 2, 48149 Münster
Tel.: + 49 251 83-22446
Email: datenschutz@uni-muenster.de

3. Data processing activities related to membership in the Alumni-Club WWU Münster

a) Scope of data processing

We process the following data in connection with the membership registration process of the Alumni-Club Münster (items marked with an asterisk (*) indicate required fields in the Alumni-Club WWU Münster membership registration form):

  1. First and last name*, title, name at birth (if applicable)
  2. Date of birth*
  3. Address*
  4. Email address* and telephone number
  5. Company and company address
  6. Period of membership at the University of Münster*
  7. Faculty/area of the University of Münster*
  8. Relationship to the University of Münster (student, professor, staff member etc.)*
  9. University degree
  10. WWU ID
  11. Student ID number
  12. Subscription to University publications
  13. Delivery of the Alumni card
  14. Amount and frequency of donation to the Alumni-Club WWU Münster
  15. How you heard about us

b) Purposes of data processing

The personal data listed above is processed for the purpose of providing membership and membership-related services in the Alumni-Club WWU Münster.
Specifically, the personal data is used to engage in correspondence with you, for delivering the University newspaper, the University year book and the journal UniKunstKultur (if desired), for managing participation in events organised by the Alumni-Club WWU Münster and the administration of donation proceeds.

c) Legal basis for processing personal data

The legal basis for processing your personal data as listed above is provided by your consent to the University of Münster in accordance with Art. 6 (1 a) GDPR. An additional legal basis is provided by Art. 6 (1 e) GDPR in connection with § 8 (5) NRW Higher Education Act (HG).

d) Further recipients of your personal data

The personal data listed above is shared with the following University offices/departments and external recipients:
Recipients at the University of Münster:

  • Student Admissions Office or Personnel Department to confirm your student/employment status at the University of Münster (all registration data)
  • Press Office, which forwards your postal address to the contract data processor Aschendorff Druckzentrum (only for subscribers of the University newspaper)
  • Kulturbüro (postal address only for subscribers of the journal UniKunstKultur)
  • University Sports Münster as confirmation that you are an Alumni-Club member and thus eligible to receive an alumni discount (membership information only)
  • Central printing and scanning service of the University of Münster (UniPrint) for printing letters (postal address only)

Recipients outside the University of Münster:

  • Aschendorff Druckzentrum, An der Hansalinie 1, 48163 Münster (contract data processor), for the purpose of addressing the University newspaper for delivery to subscribing members (only postal address of University newspaper subscribers)

e) Duration of storage of personal data

The personal data listed above is only stored for as long as it is required for the abovementioned purposes. We will delete your data upon withdrawal of consent.

4. Your rights as a data subject

Right to withdrawal of consent, rectification, erasure, restriction of processing, objection and information

In accordance with Art. 7 GDPR, you have the right to withdraw your consent to having your personal data processed at any time. All processing of personal data performed prior to withdrawal remains lawful irrespective of your withdrawal. In accordance with Art. 16 GDPR, you have the right to rectification of your personal data, the right to erasure (Art. 17 GDPR), the right to restriction of processing (Art. 18 GDPR), and the right to withdrawal of consent (Art. 21 GDPR).

In accordance with Art. 15 GDPR, you have the right to information about the nature and content of your personal data processed by the University of Münster.

Right to raise an objection with the supervisory authority

You also have the right to raise an objection with the supervisory authority, i. e. with the Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen, Postfach 20 04 44, 40102 Düsseldorf, tel: + 49 211 38424-0, email: poststelle@ldi.nrw.de.

5. Additional data protection provisions for event registration

In addition to the general data protection policy of the Alumni-Club WWU Münster, the following provisions apply when registering for events organised by the Alumni-Club WWU Münster:

a) Scope of data processing

We process the following data when you register for events organised by the Alumni-Club Münster (items marked with an asterisk (*) indicate required fields in the event registration form):

  1. First and last name*, title, name at birth (if applicable)
  2. Address*
  3. Email address* and telephone number*
  4. Faculty/area of the University of Münster*
  5. Desired event/desired programme item*
  6. Type, number, expiration date, verification code of your credit card (for payment by credit card)
  7. b) Purpose of data processing

The personal data listed above is processed for the purpose of coordinating participation in our events.

c) Legal basis for processing personal data

In the case that we request your consent to process your personal data, Art. 6 (1 a) GDPR serves as the legal basis for processing this data.

d) Further recipients of your personal data

The personal data collected during the event registration process is shared with the following University offices/departments and external recipients:
Recipients at the University of Münster:

  • Faculty/institute organising the event

Recipients outside the University of Münster:

  • Regional group coordinator of the Alumni-Club WWU Münster (for regional group events)

e) Duration of storage of personal data

The personal data you provide when registering for events organised by the Alumni-Club WWU Münster are stored for as long as you are a member of the Alumni-Club WWU Münster. If you are not a member of the Alumni-Club WWU Münster, your data is erased after one year following the event (for free events) or after the required period of storage as stipulated in § 257 HGB (for paid events).
If you grant your consent to have your data processed, your personal data will be stored until you withdraw your consent, provided no further processing is required by law.