Data processing information for the circular email tool
Munich University of Applied Sciences (hereinafter also referred to as “University,” “we,” or “us”) responds to inquiries and communicated concerns or opinions and addresses University members, project and cooperation partners, and other persons with circular emails in order to provide them with general information and information on specific topics, to invite them to participate in surveys for research and quality assurance purposes, or to invite them to events.
Below, we provide information about the purpose and legal basis for processing your personal data, how long we process it, and what rights you have regarding data processing when we contact you.
Please take the time to read our privacy policy, as it contains important information about how we handle your personal data.
Content of this policy
When we use the term “data” in this text, we are referring exclusively to personal data as defined by the GDPR.
Individual communication
If you contact us by calling us, sending us an email, fax, or letter, or by using the contact form provided on our website, we will process your data (contact details and message content) in order to deal with your request. The provision of data is necessary to process your request. Without the provision of data, communication with you is not possible.
Purpose
We therefore process your data for the purpose of efficient and effective communication.
Circular emails
Sending circular emails as part of the univercity´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 do this, we create email distribution lists by processing your university email address and information about your department or your studies (faculty, degree program, and semester), if you are a university member, or the email address you have provided, if you are our project or cooperation partner. To send these messages, we use a circular email tool that is connected to the university's identity management (IDM) and campus management system. Email addresses of non-university members are imported into the tool according to the occasion.
Analysis of opening and clicking behavior
We statistically analyze the sending and receiving of our circular emails in order to fulfill our obligation of administrative efficiency. For this purpose, we collect aggregated data, without being able to establish a concrete reference to your person, on how many recipients open our circular emails and which posts are clicked on most frequently. Our circular emails contain a small file, known as a “tracking pixel,” which is retrieved from the sending server when the email is opened. When retrieved, we process technical information in the log files and the technical time stamp without any personal reference.
We use your data exclusively for internal statistical evaluations and do not pass it on to third parties.
Sending circular 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 need your email address, otherwise we cannot send you topic-related information or invitations.
By subscribing to our newsletters and clicking on the confirmation link, you expressly consent to us collecting your data for the purpose of analyzing opening and clicking behavior as described above. Without this consent, you will unfortunately not be able to use our newsletter subscriptions.
Double opt-in to verify your email address and prove your consent
When you subscribe to one of our newsletters, we will send you a link and ask you to confirm the email address you entered using the double opt-in procedure. This allows us to ensure that you have access to the email account you provided and that your email address is correct.
Only after clicking on the confirmation link, will you be added to our distribution list.
In this case, we store your registration and confirmation time in order to log your registration and, if necessary, to be able to prove your email verification or consent.
We obtain your consent for the processing of your data and refer to this privacy policy.
Unsubscribe
You can, of course, revoke your consent to the further sending of newsletters and thus also to the future analysis of opening and clicking behavior at any time by unsubscribing from the newsletter. To do so, click on the unsubscribe button at the end of each newsletter.
Deletion
Data that you have provided 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 circular emails with content relating to the organization, administration, research, and teaching of the university and, if you have voluntarily registered to be included in a mailing list, to verify the accuracy of your email address and to prove your consent.
Legal basis
We process your data in the context of providing information and invitations relating to the organization, administration, research, and teaching of the university, as well as the statistical evaluation of opening and click rates, in the context of performing the public tasks of the university. The legal basis for this is Art. 6 Abs. 1 lit. e, Abs. 2, Abs. 3 GDPR in conjunction with Art. 4 Abs. 1 BayDSG.
If you have voluntarily registered to be included in a mailing list, we base the processing of your data on your consent in accordance with Art. 6 Abs. 1 lit. a, Art. 7 GDPR in conjunction with Art. 4 Abs. 11 GDPR. The storage of your registration and confirmation time is in our legitimate interest in order to be able to prove in the event of any legal disputes that you have registered for the distribution list for the sending of newsletters. With the double opt-in procedure, we also take your legitimate interest into account by ensuring that you have not been registered by unauthorized third parties.
Recipients of your data
Our mailing tool is operated by Matoma GmbH, located at Achauerstr. 8 in 78647 Trossingen, Germany, 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 may not use your data for its own purposes, in particular for its own advertising measures.
Further information on how Matoma works can be found at the following link: https://matoma.de/hochschulen/ .