Privacy Policy: mailing list tool

Munich University of Applied Sciences (hereinafter also referred to as ‘the University’, ‘we’ or ‘us’) responds to enquiries and any concerns or opinions raised, and sends circular emails to members of the University, project and cooperation partners, and other individuals in order to provide them with general information and details on specific topics, and to invite them to take part in surveys for research and quality assurance purposes or to attend events.

Below, we set out the purposes for which we process your personal data, the legal basis for such processing, the duration of such processing, and the rights you have in relation to the processing of your data, should we contact you.

Please take the time to read our privacy policy, as it contains important information about how we handle your personal data.

Wherever we use the term ‘data’ in this text, we refer exclusively to personal data as defined by the GDPR.

If you contact us by telephone, email, fax or post, or by using the contact form provided on our website, we will process your data (contact details and the content of your message) in order to deal with your enquiry. You must provide this data so that we can deal with your enquiry. Without this data, it is not possible for us to communicate with you.

Purpose

We therefore process your data for the purpose of efficient and effective communication.

Sending circulars as part of the university’s public duties

If you are a member, project partner or cooperation partner of the university, we will send you topic-related information, announcements and invitations by email. To this end, we create email distribution lists by processing your university email address, as well as details of your department or studies (department, degree programme and semester), provided you are a member of the university, or the email address you have provided if you are one of our project or cooperation partners. To send these messages, we use a mass email tool that is linked to the university’s Identity Management (IDM) and Campus Management System. Email addresses of non-university members are imported into the tool as required for each specific occasion.

Analysis of open and click behaviour

We carry out statistical analyses of the sending and receipt of our newsletters in order to fulfil our obligation to ensure the cost-effectiveness of our administration. To this end, we collect aggregated data – without being able to establish a specific link to you personally – on how many recipients open our newsletters and which articles are clicked on most frequently. To this end, our newsletters contain a small file, known as a ‘tracking pixel’, which is retrieved from the sending server when the email is opened. Upon retrieval, we process technical information contained in the log files, as well as the technical timestamp, without any personal reference.

We use your data solely for internal statistical analysis and do not pass it on to third parties.

Sending mass emails as part of newsletter subscriptions

In addition, our websites offer the option of subscribing to mailing lists on various topics. In this case, we will need your email address; otherwise, we will not be able to send you topic-related information or invitations.

By signing up to our newsletters and clicking on the confirmation link, you expressly consent to us collecting your data for the purpose of analysing opening and click behaviour as described above. Unfortunately, without this consent, you will not be able to subscribe to our newsletters.

Double opt-in to verify the email address and confirm consent

When you sign up to one of our newsletter mailing lists, we will send you a link and ask you to confirm the email address you have provided using the ‘double opt-in’ process. This ensures that you do indeed have access to the email account you have provided and that your email address has been entered correctly.

You will only be added to our mailing list once you have clicked on the confirmation link.

In this case, we store the time of your registration and the time of your confirmation in order to record your registration and, where necessary, to be able to provide evidence of your email verification or your consent.

We will seek your consent to the processing of your data and refer you to this privacy notice.

Unsubscribe

You may, of course, opt out of receiving further newsletters – and thus also the future analysis of your opening and clicking behaviour – at any time by unsubscribing from the newsletters. To do so, simply click on the unsubscribe button at the bottom of each newsletter.

Deletion

Any data you have provided in order to receive newsletters, or data that can be traced back to you, will be deleted when you unsubscribe.

Purpose

We process your data for the purpose of sending circulars containing information relating to the organisation, administration, research and Teaching at the university, and, provided you have voluntarily subscribed to a mailing list, to verify the accuracy of your email address and to confirm your consent.

We process your data in connection with the provision of information and invitations relating to the organisation, administration, research and Teaching at the university, as well as for the statistical analysis of open and click-through rates, as part of the university’s performance of its public duties. The legal basis for this is Article 4(1) of the Bavarian Data Protection Act (BayDSG) in conjunction with Article 6(2), (3) and (1)(e) of the GDPR.

Where you have voluntarily subscribed to a mailing list, we process your data on the basis of your consent in accordance with Article 6(1)(a) and Article 4(11) in conjunction with Article 7(4) of the GDPR. We store the time of your registration and confirmation in our legitimate interest to be able to prove, in the event of any legal disputes, that you have subscribed to the mailing list for the dispatch of newsletters. By using the double opt-in procedure, we also take your legitimate interest into account by ensuring that you have not been registered by unauthorised third parties.

Our email marketing tool is operated by Matoma GmbH, based at Achauerstr. 8, 78647 Trossingen, on behalf of Orange Business Services, a French communications and IT service provider based in Paris. Unless we have expressly stated otherwise here, Matoma processes your data on our behalf and in accordance with our instructions within the European Union. This means that Matoma does not, and is not permitted to, use your data for its own purposes, in particular not for its own purposes or for its own advertising activities.

You can find further information on how Matoma works at the following link: https://matoma.de/hochschulen/.

Last updated on 11 December 2023

The information on this page was translated into English for your convenience. In case of any discrepancies between the English and German versions, the German version shall prevail.