Data Privacy Statement

Effective: May 2018

1. General
Personal data is information, which identifies a person or is identifiable as a person. An identifiable person would be seen as someone who can be directly or indirectly attributed to an identification, such as a name, a recognition code, a location, an online label or someone who can be identified by one or more special features such as one or more factors specific to his physical, physiological, mental, economic, cultural or social identity. (Art.4, Paragraph DSGVO).

The Münchner Volkshochschule values the protection of personal data. The administration of personal data is completed in accordance with the Bavarian Data Protection law (BayDSG) as well as the “Telemediengesetz” (TMG). All employees of the MVHS, as well as meticulously chosen service companies, are obliged to keep all personal data private and to follow the data protection laws.

For queries please contact our Data Protection representative at datenschutz@mvhs.de.

Further information on the topic of Data Protection can be found at www.datenschutz-bayern.de
 

2. Course Booking, Online-booking, Online-registration
For the purpose of carrying out course bookings (initiation, completion, processing and reverse transactions) and for the related services (e.g. securing the correspondence between us and the customer) we will gather, save and process personal data during the ordering and booking process as well as when completing an online-booking or registration. Required details on the registration form, by online-booking or online-registration will be used for the completion of pre-contract measures and contract compliance. Hereby there is a differentiation between compulsory and voluntary data. Without the compulsory data (name, address, telephone number, email address, date of birth and proof of discount entitlement) no contract can be completed. 

The date of birth is required to ensure that you are of age, or for those under-age, to ensure appropriate conditions are met. Also for special courses such as courses for children or teenagers the date of birth may be compulsory. Your telephone number is required in order to ensure we can contact you with regards to any changes to your course details. 

The MVHS will not use personal data for the purposes of advertising or opinion polling without your consent. 

There will be no consequences of not providing voluntary data. Of course, all such data will remain anonymous and will be kept purely for statistics in order to optimize our offer. An inference to you personally is not possible. 

By providing IBAN, surname, first name and address of the account holder you can set up a direct debit mandate. If you do not provide the required bank details, a direct debit will not be set up and you will have to pay the course fees by other means.

All data provided by you will be saved electronically. The databanks and programmes may be accessed by IT service companies employed by us. The provision of data by them is neither statutorily nor contractually required.

In the online-booking and/or registration process, your data will be encrypted (SSL) and securely transmitted by means of a software. You will recognize this through the padlock symbol in the address bar of your browser. Our website is protected through technical measures against damage, destruction and unauthorized access. 

2.1 Confirmation of registration via email
We hereby inform you that when booking online, via telephone or in writing you will receive the booking confirmation unencrypted via email. As the confirmation of registration is also the invoice, your address is stated as the invoice address. Your account details, except for four numbers is shortened.

2.2 Booking with Guest Access
You can book and pay for courses without registering, via guest access. The collection of personal data will be used exclusively for the booking in question. When you book without registration, you will need to provide all details again when making a later booking. 

2.3 Booking as a Registered Participant
By registering an online account you do not have to provide your details for every booking and can see, for example, your course history.

For the first-time online registration, we will require your personal details, which will enable us to process your course booking (see no. 2). Personal information provided at a later date (eg new bank details) will also be used for the above purposes.


3. Storage Period and Deletion
On conclusion of contract your details will be deleted, unless legal obligations for record keeping are in place. In such cases, the data will be kept for up to 10 years. Your data will be disabled except for permitted/requested (postal) advertising. On revocation of the collection authorization, successful payment of course fees or at the end of a standing order period, 36 months after the last use bank details will be deleted, unless you have registered yourself in “My Account” (see no. 2.3) or have given us, by other means, the permission to save these details. 

The data you have provided as contact possibilities will be deleted as soon as the communication has come to an end, or your issues have been completely resolved as long as this data is not required for contract purposes. Data required for communication regarding legal claims will be kept until the end of the period of limitation.


4. Transfer of Data to Third Parties
We will only give your name, email address and telephone number to the course leader for preparation and provision if this is mandatory to fulfill contractual obligations. This would include making contact to make appointments for one-to-one lessons as well as for late changes to course details (eg weather changes for an excursion)

For the participation in certified examinations and tests (e.g. Cambridge or TELC language certificates, Xpert, Finanzbuchhalter, School-leaving certificates) we will send the required data to the relevant examining body.  These transfers serve the contractual obligations. For the participation in integration courses we must provide your name and other required contact details to the Federal Agency for Migration and Refugees (“BAMF”). Furthermore, for nationally funded courses and others which are funded by the Job Agency a transfer of data may be required. Such transfers are based on a legal obligation.

The transfer of data to third parties may be made when necessary for the processing of contracts.

  • When payment is made via a payment service (eg Visa, MasterCard etc.), your details will be passed on to the Payment Intermediary.
  • Should you be in default with a payment, your details (name, address, date of birth) will be handed over to a collection service provider so that payment enforcement can be made.
  • The MVHS is tied to the E-POST system of the Deutsche Post AG. Should no email address be available for the electronic delivery of the registration card, the confirmation of registration will be sent electronically and encrypted via the E-POST system. This means that the Deutsche Post AG will hand deliver it in printed form in an envelope and to your address.
  • Study trips and excursions offered by third parties and MVHS affiliates are not events offered by the Münchner Volkshochschule. The general terms and conditions of the tour operator apply. The tour operator will receive name, surname, address, telephone number and email address of the registered passengers and passport details if necessary.
  • Our newsletter service is provided by XQueue. 

Details passed on may only be used by service providers to complete contractual obligations. 

Your personal data will only be passed on to third parties when we are legally obliged to do so by way of a court order or if you have provided us with permission. 

5. Making Contact
You can use our contact form for any enquiries; it is SSL-encrypted and therefore cannot be accessed during its transfer by third parties. 

If you send us a message via the contact form, your personal data is only saved if it is necessary for the process of your enquiry. We will handle your data in line with the regulations of the Data Protection Law and take the greatest of precautionary measures to ensure their security. You can find out about which of your data has been saved: datenschutz@mvhs.de.

Information which you send to us via electronic mail (email) can possibly be read by third parties during the transfer. We cannot generally check your identity and are unable to know who is behind an email. If you would like to send information which requires protection we would recommend you do this via the conventional postal service. 

We have a filter, as all email companies do, against unsolicited advertising (spam) this can lead to some general emails being put into the spam file and deleted. Any emails that contain a virus are automatically deleted.


6. Newsletter Distribution
The email addresses for the distribution of newsletters are saved and only used for the purpose of your subscription to the newsletter.

Online we use a so-called double-opt-in procedure. Through the double-opt-in process new subscribers of our newsletters on our website will receive a confirmation email sent to the email address provided, only when the subscriber has confirmed receipt of this email will they become a newsletter subscriber and the newsletter(s) will be sent to the email address provided. Your signature acts as permission for the receipt of a newsletter.

We do not use singler user tracking in our newsletter distribution. 

The receipt of newsletters can be cancelled at any time by the subscriber. 

You can cancel the newsletter and/or way in which your email address is used at any time, without having to provide a reason. A link for this is available in all newsletters we send out. 

You have the possibility to cancel your subscription to the MVHS Newsletter as well as Newsletter Extra or the complete newsletter service without reason and without cost.


7. Technical Implementation of the Website
Our Web-server and the Content Management System is operated by SpaceNet AG, Joseph-Dollinger-Bogen 14, 80807 Munich, https://www.space.net

Responsible for design, implementation and functionality of the website is Item KG, Nobelstraße 8, 49716 Meppen, http://itemkg.de     


8. Protocolling
When you open our webpages, data is transferred between your internet browser and our web server. This is not due to a specific function of our website, this data would be generated through the access to any website. The following data will be logged during communication between your internet browser and our web-server:

  • Date and time
  • Name of the requested file
  • Page from where the file was requested
  • Access status (file transferred, file not found etc.)
  • Web browser and operating system used
  • Complete IP address of the computer used
  • Amount of data transferred

On ending the connection, the recording is also ended. The recorded data is not stored on our web-server.

  • Personal details, actively provided by you during your visit to our website, will be used, saved and processed for the completion of course bookings and other related services provided by ourselves (see no. 2).

9. Cookies
On accessing this website, cookies (small files) will be saved onto your hard drive with a validity of 6 months. These are only used to identify you throughout your visit and future visits to our website. Cookies offer the advantage that you need not repeatedly fill in personal information. Most browser settings automatically accept cookies, however, this function can be switched off for the duration of the individual visit or permanently.

The following services are, however, only possible when cookies are allowed:

  • the booking of courses via the course basket
  • the login area for participants (“my account”)
  • the administration of wish lists

10. Active Components
Javascript is used as the active component for information supply of the Münchner Volkshochschule. This can be switched off in the settings for your internet browser. Please note that switching this off can lead to restrictions in our service offer on the website www.mvhs.de.


11. Analysis Service and Evaluation of User Behaviour (Webtracking systems)
We use the open source programme Matamo (formerly Piwik) for the design as well as the optimization of our website, Matamo uses cookies (see no. 9). The cookies (including shortened IP address) are transferred to our server and saved for user analysis. Information taken from the cookie analysis is not passed on to any third parties. You can prevent the use of cookies by changing the settings in your browser software, this can, however, result in the non-function of some  areas of the website. (see no. 9)


12. Google Maps
In order to plan your way to us and your course(s), our website (especially pages which contain course details) is connected to Google Maps. The view of Google Maps is initially deactivated, to activate it, just click on the icon, Google Maps will then be activated throughout your visit. We do not gather any of this data when you use the maps, e.g. when you click on the maps and request a route plan. It is possible that Google gathers such data; please check their terms of use: http://www.google.com/intl/de_US/help/terms_maps.html


13. Information and Rights of Cancellation
At any time you are able to receive information regarding your saved data, without the need to provide a reason and without charge. You can have the collected data blocked, amended or deleted at any time. You can cancel your consent for us to collect and use your data, without having to provide a reason. Please contact datenschutz@mvhs.de