This Privacy Notice explains how your personal data is processed in connection with the use of this website and the provided functionalities, such as the menu for ordering information, a blog and search functions (hereinafter collectively referred to as the „Website“). This Website uses SSL or TLS encryption for security and to protect the transmission of personal data and other confidential content (e.g. orders or inquiries submitted to the data controller). You can recognize an encrypted connection by the string “https://” and the lock symbol in your browser line.
1 Data controller and data protection officer
This Website is operated by IU Group N.V., Square Ambiorix 10, BE-1000 Bruxelles („IU Group“). IU Group is the data controller for the processing of your personal data.
IU Group processes your personal data on a subject-related basis in joint controllership with other companies belonging to the Group (all with their registered office at Mülheimer Straße 38, 53604 Bad Honnef, Germany, unless otherwise stated). Activities in connection with the operation of the IU International University are carried out in joint controllership with IU Internationale Hochschule GmbH, Juri-Gagarin-Ring 152, 99084 Erfurt (“IU”), also with regard to its study programs including getting into contact and the provision of information; if you are enrolled in or interested in a medical or psychological study program, processing is executed in addition in joint controllership with IU Health University GmbH, Große Bleiche 14-20, 55116 Mainz (“IU Health”). For central services within the Group, such as controlling, accounting and personnel administration, office, process and quality management, purchasing and sales, as well as other services, the aforementioned companies receive support of IU Corporate Services GmbH, which is jointly responsible for data processing; IU IT Services GmbH, Ridlerstr. 57, c/o IU Group NV, 80339 Munich, with regard to the provision of the operational IT infrastructure including hardware and software, telecommunication and electronic communication; IU Examination Service GmbH for services in the field of examination supervision; IU Marketing Service GmbH as well as IU Sales Services GmbH, Ridlerstr. 57, c/o IU Group NV, 80339 Munich, for services in the area of marketing and sales (this also includes marketing via this website and the operation of the applicant portal for students); IU Commercial 1 GmbH for the management of the online campus and IU Commercial 2 GmbH for the management of the campus locations and with regard to the campus programs; IU Student Services GmbH together with the respective GmbH that exists for the respective location and is named after its city name, e.g. IU Dortmund GmbH or IU Bonn GmbH, for the support of prospective students and students, in particular student advising.
IU Group has appointed Dr. Annette Demmel, SPB DPO Services GmbH, Unter den Linden 21, 10117 Berlin, firstname.lastname@example.org, as the data protection officer for the aforementioned companies.
You can contact IU Group either in writing or per email at email@example.com.
2 Data collection when visiting the website
When using our Website for informational purposes only, i.e. if you do not register or otherwise transmit information to us, we only collect data that your browser transmits to our server (so-called „Server Log Files“). When you access our Website, we collect the following data, which is technically necessary in order to display the Website for you:
- Our Website visited
- Date and time of access
- Quantity of data transmitted in byte
- Source/reference from which you reached the page
- Browser used
- Operating system used
- IP address used
The processing takes place in accordance with Art.6(1)(b) of the General Data Protection Regulation (“GDPR”) on the basis of your use of our Website and our interest in improving the stability and functionality of our Website in accordance with Art.6(1)(f) GDPR.
Depending on your browser settings and whether you have given us your consent, cookies may be used when you visit this Website in order to extend the functionality of the Website and make it more convenient for you to use. Cookies are small text files that are stored on your computer. Most of the cookies used by IU are deleted from your hard drive at the end of the browser session („Session Cookies”). In addition, IU uses so-called permanent cookies („Persistent Cookies”), which remain on your device in order to recognize you the next time you visit the Website. If cookies are used, they collect and process to an individual extent certain user information such as browser and location data, IP address values and as described in the Server Log Files. Persistent cookies are automatically deleted after a specified period of time, which may differ depending on the cookie. An overview of the cookies used and the duration of the respective cookie storage can be found in the cookie settings in our Depending on your browser settings and whether you have given us your consent, cookies may be used when you visit this Website in order to extend the functionality of the Website and make it more convenient for you to use. Cookies are small text files that are stored on your computer. Most of the cookies used by IU are deleted from your hard drive at the end of the browser session (“Session Cookies”). In addition, IU uses so-called permanent cookies (“Persistent Cookies”), which remain on your device in order to recognize you the next time you visit the Website. If cookies are used, they collect and process to an individual extent certain user information such as browser and location data, IP address values and as described in the Server Log Files. Persistent cookies are automatically deleted after a specified period of time, which may differ depending on the cookie. An overview of the cookies used and the duration of the respective cookie storage can be found in the cookie settings in our Cookie Consent Tool.
If personal data is also processed through individual cookies used by us, the processing takes place in accordance with Art. 6(1)(f) GDPR on the basis of our legitimate interest in improving the stability and functionality of our Website (so-called „Necessary Cookies”) or in accordance with Art. 6(1)(a) GDPR on the basis of your consent for all other cookies (marketing and analysis cookies).
4 Cookie Consent Tool
5 Contact (e.g. by email)
If you contact us by e-mail, we process the information necessary to answer your contact requrest, e.g. your e-mail address, the information you provide and the date and time of the contact. If you also provide us with your name and other personal data, we also process these.
If you conduct an online meeting with us, we additionally process your name displayed, if applicable your profile picture, preferred language, date, time, meeting ID, if applicable your phone number, as well as exchanged texts, audio and video data. To handle our communications, we use Microsoft 365, Microsoft Teams, both services are provided by Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA (“Microsoft”) and Zoom Video Communications, Inc., 55 Almaden Boulevard, Suite 600, San Jose, CA 95113, USA („Zoom“).
The legal basis for this processing is Art. 6 (1)(b) GDPR. We process your data in order to respond to your inquiry. Your personal data will be retained in each case for the period determined by IU in order to perform the task and will be deleted thereafter. This is based on the retention periods under commercial and tax law. Only employees of IU who are responsible for responding to contact requests will receive access to your personal data.
We have concluded data processing agreements with Microsoft and Zoom based on the EU Standard Contractual Clauses. You can access the EU Standard Contractual Clauses at https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj?uri=CELEX:32021D0914&locale=en. For more information on data processing by Microsoft, please visit https://privacy.microsoft.com/de-de/privacystatement and for Zoom https://explore.zoom.us/en/privacy/.
6 Data processing in the course of our Firstbird employee referral program
If you register with our firstbird employee referral program, we process the following personal data: To create your user profile, we process your name, e-mail address, a password of your choice, employee ID, time zone as well as location and field of activity. You also have the option of uploading a photo of yourself to your profile, which is visible to other firstbird users when you make a recommendation. Should you select in the notification settings that you wish to receive notifications on certain topics at different intervals, we will process your data to generate and deliver the notification in accordance with your selection. If you recommend a job, we process information about the recommended position, the date and time of the recommendation, and information about the selected medium through which the link to the recommended position is shared. If someone applies for an advertised position based on your recommendation, we process the information that you made the corresponding recommendation. In the case of a successful application, we additionally process information about the bonuses that are credited to you, as well as information about the redemption of the bonuses. The legal basis for this processing is a user relationship concluded with you for this purpose regarding participation in firstbird in accordance with Art. 6 (1) (b) GDPR. Your personal data will be processed by us during the activity of your account and deleted thereafter, unless rewards have been credited to you. In this case, we process information about this in firstbird for three years from the end of the year of the last credit. Information about billing of rewards is stored for 10 years in accordance with tax regulations.
Employees of the IU who are entrusted with the management of the firstbird employee referral program have access to your personal data. IU uses various IT service providers, including firstbird GmbH, Gertrude-Fröhlich-Sandner-Str. 2-4, Spaces, Tower 9, 1100 Vienna, Austria, and has concluded a data processing agreement with the service provider in accordance with Art. 28 GDPR.
7 Applications for advertised jobs
Uploading your documents
If you apply for an advertised job, we process the following categories of personal data, in particular:
- Your name, i.e. first and last name,
- Your address,
- Your telephone number,
- Your email address,
- Information in your curriculum vitae, including
- Education history, highest school-leaving qualification and final grade,
- Information, certificates and final grade relating to your vocational training (at a company or in school) and/or
- Information, certificates and final grade relating to your academic studies,
- Details of previous employers together with information on the line of work,
- Information together with proof of advanced training, continuing education and/or other qualifications,
- Other information you provide, such as hobbies, knowledge of foreign languages, other details regarding special skills, etc.
- Your desired salary,
- Your photograph,
- Your signature,
- Letters of recommendation, if applicable, and
- All data submitted in an application together with other proof and documentation.
If you apply for a job, we use the so-called double opt-in procedure, i.e. you will receive an email with which you must confirm that you are the email address owner. Please note that this is purely a precautionary measure and that sending a confirmation email to you has no legal effect. The legal basis for this processing is the submission of your application to us in accordance with Art. 6(1)(b) GDPR. IU uses various IT service providers to assist us in providing our career websites that you can use to submit a job application. Employees of such service providers, especially of those who provide the portals we use and through which you have uploaded your application to us, may receive access to your personal data for troubleshooting purposes in individual cases.Your application data that you upload via our application portal is hosted in the EU. We have concluded a data processing agreement with our service providers for this purpose in accordance with Art. 28 GDPR. In this context, it is also possible that employees of the service provider who are responsible for technical support may receive access to your personal data from outside the EU. In this case, we have incorporated the EU standard contractual clauses into the data processing agreement. In addition, employees of service providers providing advice, such as law firms, who are legally bound to secrecy, may receive access to your personal data. If we offer you a permanent position at IU, we will process your personal data as described in the privacy notice for employees. If we are unfortunately unable to consider your application further, we will process your data for a period of six (6) months from the date of sending the rejection letter and delete your data thereafter.
Data processing during the application procedure
1 Application videos
As part of the application process, you may be given the opportunity to record an application video. In doing so, we will process the time and date of the recording, your voice and image, and the information contained in the video, such as information from your narration or images in the background. We use the opportunity of the application video to give the people involved in the hiring decision an efficient way to get to know you. The legal basis for this processing is your consent pursuant to Art. 6 (1) a) DSGVO. You can revoke your consent at any time with effect for the future by notifying firstname.lastname@example.org.Only those employees of IU who are responsible for conducting the interview and other persons involved in the hiring decision will have access to your personal data. These are, in particular, our internal recruiters and, if applicable, also the members of an appointment committee. IU cooperates with VidCruiter Inc, 100 Cameron St, Moncton, NB E1C 5Y6, Canada, for the realization of application videos and has entered into a data processing agreement with the service provider in accordance with Art. 28 DSGVO, which is based on the EU Commission’s adequacy decision for Canada as of 01/20/2001, C(2001) 4539. as a country with an adequate level of data protection. Your application video and related personal data will be deleted no later than six months after the hiring or rejection decision.
2 Appointment booking
As part of the application process, you may further be given the opportunity to take cognitive tests. In the course of cognitive tests, we process the time and date of your participation, as well as your input and interactions during the testing. We use cognitive tests to determine your suitability for the position offered. The legal basis for such processing is your consent pursuant to Art. 6 (1) (a) GDPR. You can revoke your consent at any time with future effect by notifying email@example.com.Only those employees of the IU who are responsible for conducting cognitive tests as part of the application process will have access to your personal data. After evaluation of the tests by these employees, only summary results will be communicated to other parties involved in the further application process. IU uses the assistance of Aon Assessment GmbH, Großer Burstah 18-32, 20457 Hamburg, Germany, for the performance of cognitive tests and has concluded a data processing agreement with the service provider in accordance with Art. 28 DSGVO. The data collected as part of the cognitive tests will be deleted no later than six months after the test has been performed.
3 Cognitive tests
For the purpose of simplified appointment booking for job interviews, we use MS Bookings, a service provided by Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA (“Microsoft”). When using the service, in addition to the information provided by you in the appointment booking, we process your name displayed, email address, preferred language, and date, time of use. The legal basis for the processing of your personal data is Art. 6 (1) (f) GDPR and our legitimate interest in offering a user-friendly and efficient appointment booking option. The connection to MS Bookings is only established if you use the offered booking function, which you are not obligated to do. Alternatively, you can choose other contact options to make an appointment. Access to your data processed via MS Bookings is granted to employees of IU who are entrusted with the selection of job applicants. We delete your data contained in MS Bookings no later than six months after the hiring decision or rejection decision. MS Bookings is part of Office 365, through which the IU has entered into a contract processing agreement with Microsoft based on the EU Standard Contractual Clauses. You can access the EU Standard Contractual Clauses at https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj?uri=CELEX:32021D0914&locale=en. For more information on data processing by Microsoft, please visit https://privacy.microsoft.com/de-de/privacystatement.
4 Talent pool for job applicants
If you would like your application documents to also be considered for other suitable job vacancies, you can give us your consent in accordance with Art. 6(1)(a) GDPR to include your documents in our talent pool. We will then process your application documents for a period of 6 months. If you would like your application documents to be kept in the talent pool beyond this period, we will ask you for your consent again before the aforementioned period expires. If you do not give us any further consent or if you withdraw your previous consent, we will delete your application documents within two weeks of receiving your withdrawal. Only employees of IU who are responsible for processing applications receive access to the application data stored in the talent pool. IU uses a software solution of Workday, Inc., 6110 Stoneridge Mall Road, CA 94588 Pleasanton (“Workday”), to store your application data. Your data is hosted in a data center in the European Union.
5 Login for job applicants
If you apply for a job with us, you can create a user profile on our Workday Inc., 6110 Stoneridge Mall Road, CA 94588 Pleasanton, USA (“Workday”), platform. For this purpose, we process your personal data, such as your full name, your self-selected password, your email address, your contact details (such as address and telephone number), together with the information contained in your application – as described above under Applications for Advertised Jobs.The legal basis for this processing is a user relationship concluded with you in accordance with Art. 6(1)(b) GDPR. We will retain your personal data for the duration of the application process.If you make use of the “Delete my data” function, your user profile will be deleted early, i.e. your personal data will be completely deleted after one month. If your application process is completed, for whatever reason, your personal data (i.e. your user profile) will be retained by us for a period of six months and then deleted, unless you continue to use your access for other applications.In order to provide this platform, we have engaged Workday. Your personal data is hosted in a data center located in the European Union. However, in exceptional circumstances, employees of Workday, Inc. may receive access to your personal data for troubleshooting, support and maintenance purposes. For this reason, we have entered into a data processing agreement with Workday, which incorporates the EU standard contractual clauses. You have the right to obtain a copy of the EU Standard Contractual Clauses. You can access the EU Standard Contractual Clauses at https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj?uri=CELEX:32021D0914&locale=en.
8 Web Analysis Services
Our website uses analysis services in order to collect information about our website, provided you have consented to the setting of the corresponding cookies. The data obtained with the help of these analysis services, such as the location of the visitors or their length of stay on our website, gives us information about visitor behaviour on our website. With the help of this data, we can not only eliminate website issues, but also improve the efficiency of our website. Further information on the analysis services used on our website can be found below. For information on the processing of personal data by the cookies set for this purpose, such as the storage duration of the cookies, please refer to our cookie settings.
8.1 Google Analytics and Google Signals
We use Google Analytics to get an overview of the behaviour of website visitors, and gain insights regarding our digital marketing efforts. Google Analytics allows us to collect and evaluate the data specifically relevant to IU, for example how far down a webpage was scrolled, which button was clicked, etc. Google Analytics also helps us, for example, understand user demographic characteristics such as age, gender and interests, geographic characteristics such as language and location, as well as technical characteristics such as device type, browser and operating system. With the help of this data we can not only optimise our website, but can also recognise how the respective user sessions ended (e.g. simple website visit, request for information material, application for studies). Google Analytics also helps us recognise which webpage a user is accessing and via which channel the users come to our website from (e.g. via a paid or unpaid ad, a Google search, a Facebook post or direct access to the website). With the help of this information, IU can identify which marketing channels are working and which are not. Google Analytics also allows us to recognise user paths, i.e. where users are moving on our website, whether they are going back to the start page and how many users access our website. With the help of this information, we can, for example, recognise whether the jumping off of a large number of users is due to a technical defect in the website. The above data gives us a good overview of our website and how it is used. Even if we collect user data, we cannot draw any conclusions about your identity from this data, as we receive reports from Google Analytics that are based on aggregated data sets.
Since we have also activated the Google Signals service offered by Google, i.e. so-called cross-device tracking, your data is analyzed across devices. Google can thus recognize whether you visit our website first via a smartphone and later via a laptop. We ourselves only receive reports with anonymous data from which we can recognize patterns in user behavior. Google Signals is active if you have a Google account and are logged into it when you visit our website. Furthermore, you must have agreed to “personalized advertising” with Google. If you do not want cross-device tracking, you must deactivate “personalized advertising” in your Google account. Google Signals allows us to launch cross-device remarketing campaigns. This means that we also show you our advertising on third-party websites.
Information on the provider, the cookies set, the legal basis for cookie collection, international data transfers and storage times of the cookies can be found in our cookie settings.
9 Google Tag Manager
This website uses Google Tag Manager („GTM”), a service provided by Google Ireland Ltd. („Google”), with its registered office at Gordon House, Barrow Street, Dublin 4, Ireland. Through the use of GTM, tags such as code snippets or pixels are used on our own Website by means of a so-called container, which inserts a kind of placeholder into the source code and in which the tools that are to be used are stored without IU having to interfere with the source code of our Website. Using GTM, tools can be used on our own Website without having to include each of them in the source code. Instead, only the code of GTM has to be included, and then GTM can be used as a central place to launch or disable the desired tools. GTM works on the Website when a defined user behavior triggers a tag (i.e. a pixel tag, web beacon, or html code) for the tool. GTM collects the relevant data for the built-in tool and forwards it to the tool. Information about the tools used on our Website that are loaded via GTM can be found here. In this context, not only are the data categories described for the respective tools transferred to the respective tool providers; Google Ireland Ltd. also receives information about your usage behavior on our Website. Since a large number of the tool providers are located in countries outside the EU, please refer to the description of the respective tools if you would like to receive information on the transfer mechanisms agreed with IU. IU has also entered into a data processing agreement with Google Ireland Ltd., which incorporates the EU standard contractual clauses. The main content of this agreement is available for review here: https://policies.google.com/privacy/frameworks?hl=en. IU uses GTM to deploy not only statistical tools but also marketing tools. Accordingly, GTM is a statistics and marketing tool, and the use of GTM is based on your consent in accordance with Art. 6(1)(a) GDPR, which you may withdraw at any time with effect for the future by sending an email to firstname.lastname@example.org.
This website uses a A/B testing tools. A/B testing consists of a performance comparison between two or more versions of a website. We test the efficiency of version “A” and version “B” by statistically analyzing, taking different indicators into account.To enable A/B testing we place a cookie. This cookie contains information solely regarding the received version (“Cookie ID”) and your shortened IP address. The cookie processes no additional personal data. In accordance with Art. 5(3) ePrivacy Directive the placed cookie is for once not a consent-based cookie, as without the cookie the website could not be displayed and its placement is thereby absolutely necessary to provide a user with an explicitly requested service of the information society, namely displaying our website. We do not build user profiles by use of the cookie.
As part of A/B Testing, we determine the efficiency of different versions of our website, for example, how a different color design affects user behavior or a certain order or arrangement. If you decide to participate in A/B testing, we evaluate your usage behavior in anonymized form. For this purpose, we use your shortened IP address and your behavior on our site. We cannot establish a personal reference and we do not create any personal profiles.
Information on the provider, the cookies set, the legal basis for cookie collection, international data transfers and storage times of the cookies can be found in our cookie settings.
11 Rights of data subject
You can contact IU in writing or per email at email@example.com in order to exercise the following rights:
- Access your data in order to check and verify this data;
- Obtain a copy of your personal data;
- Rectification, erasure or restriction of processing, which also includes the right to complete incomplete or incorrect data by providing a supplementary statement;
- Right to object to the processing; please note that pursuant to Art. 21 GDPR you have the right to object to the processing of personal data processed by us on the basis of legitimate interests pursuant to Art. 6 (1) (f) DSGVO; you have a right to object to processing insofar as this is done on grounds relating to your particular situation; insofar as the objection is directed against the processing of personal data for the purpose of direct marketing, you have a general right to object without the requirement to specify a particular situation,
- You can receive your provided personal data in a structured, commonly used and machine-readable format and transmit this data to another controller, provided that you have given your consent to the processing or the processing is based on a contract;
- If you have given us your consent to process your personal data, you can withdraw this consent at any time with effect for the future.
You also have the right to lodge a complaint with a supervisory authority with regard to the processing of your personal data. To exercise this right, you can contact the authority responsible for your place of residence or for the location of the IU in Thuringia:
Der Thüringer Landesbeauftragte für den Datenschutz, Häßlerstraße 8, 99096 Erfurt, or in case of complaint concerning the data processing through IU Health, you may contact: Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz, Hintere Bleiche 34, 55116 Mainz.
12 Automated decision-making and profiling
Except for the services described in the context of Google Analytics and Google Signals, your personal data will not be used by IU for automated decision-making.
When visiting our Website, we place cookies from various providers, provided you have given your consent in this regard. By means of the cookies that you have allowed in each case, data is generated as described in the Server Log Files. This data is consolidated and combined by IU with the help of a Google solution. For this purpose, IU has concluded a data processing agreement with Google, with its registered office at Gordon House, Barrow Street, Dublin 4, Ireland, which incorporates the EU standard contractual clauses. If we receive information about you through our Website, for example, because you ask us to send you informational materials or contact us, then we store your data and combine it with the data generated by cookies. In addition, we receive reports from Google Analytics with data that we also combine with your data. For further information, please refer to the section on Google Analytics. With the help of your consent regarding the data generated via our website, we store it in a CRM solution. We analyze the data to determine whether you are only interested in a course of study offered by us or whether you have also applied, and we add the relevant information to your data record. We store this profile created about you in a salesforce solution provided by Salesforce, with its registered office at Floor 26 Salesforce Tower, 110 Bishopsgate EC2N 4AY London, England.
The legal basis for this data processing is your consent in accordance with Art. 6(1)(a) GDPR, which you can withdraw at any time with effect for the future by contacting firstname.lastname@example.org.
13 Why do we collect your personal data?
You may choose not to provide us with your personal data or choose to provide incomplete data. In such a case, for example, if you prevent the storage of a cookie, you may not be able to use all the functionalities of the Website.