Datenschutzerklärung

This version is a translation of the German version. In case of doubt, the German version is authoritative.

As of 25 June 2026

1. Data controller

The data controller for data processing on this website within the meaning of the GDPR is:

Studierendenschaft der RWTH Aachen Fachschaft Mathematik/Physik/Informatik (FSMPI) Templergraben 55 52056 Aachen

Email: esa@fsmpi.rwth-aachen.de

2. General Information

This website is intended solely for the organisation and delivery of the introduction programme for new students of the Mathematics/Physics/Computer Science Student Council at RWTH Aachen University. It contains general information about the programme as well as functions for tutor registration, the first-year rally and other programme elements as part of the first-year orientation.

3. Data collected and purposes of processing

3.1 Tutor registration

Tutors who register via the website provide the following personal data:

  • Surname and first name
  • Email address
  • Telephone number
  • Address
  • Date of birth
  • Gender
  • Degree programme and intended qualification
  • T-shirt size
  • Eating habits and food intolerances

This data is used exclusively for the organisation and coordination of the induction programme (e.g. group planning, catering, ordering materials). The legal basis is Article 6(1)(b) of the GDPR (performance of a contract or pre-contractual measures) and – insofar as special categories such as dietary habits are concerned – Article 9(2)(a) of the GDPR (explicit consent).
Health-related information (intolerances) is treated as a special category of personal data in accordance with Article 9 of the GDPR and is processed only for the specified purpose.

3.2 First-Year Student Rally

As part of the rally, scores are recorded at the level of individual tutorials (groups). No individual personal data of first-year students is collected. Access to scores is restricted to a limited group of people (the organising team and station supervisors).

The legal basis is Article 6(1)(f) of the GDPR (legitimate interest in organising the programme).

3.3 Technical operation of the website

When you visit the website, the server automatically records technical access data (e.g. IP address, timestamp, pages accessed) in server log files. This data is used solely to ensure the technical operation of the website and is not linked to any other data.
The legal basis is Article 6(1)(f) of the GDPR.

3.4 Session Cookies

The website uses only technically necessary session cookies, which are automatically deleted when the browser is closed. No tracking or analytics cookies are used.
In addition, a preference for the website’s colour scheme, as well as other data required for display, may be stored in the browser’s local storage (LocalStorage, SessionStorage). This information does not leave the browser and is used solely to improve the display.
Consent is not required for technically necessary cookies (Section 25(2) of the German Telemedia Act (TTDSG)).

3.5 OpenStreetMap integration

The website incorporates map data from OpenStreetMap (openstreetmap.org). When the map is loaded, a connection is established with servers belonging to the OpenStreetMap Foundation (OSMF), which may result in your IP address being transmitted to OSMF. The legal basis for this is Article 6(1)(f) of the GDPR. Further information can be found in OpenStreetMap’s privacy policy.

4. Retention period

A tiered data deletion policy applies to tutor data:

  • Sensitive data (dietary habits, food intolerances, address, telephone number, date of birth, gender, T-shirt size) will be deleted no later than upon completion of the relevant induction programme.
  • Name, email address, training date, field of study and the semesters during which a person worked as a tutor are stored for as long as the person is actively participating in the programme.
  • Three years after the last tutorial led, this remaining data will also be completely deleted.

Server log files are automatically deleted after 30 days at the latest.

5. Disclosure of data

Personal data is never sold or used for advertising purposes. The following disclosures to independent data controllers take place:

5.1 Disclosure to the university’s central ESA team

The name, first name, email address and telephone number of tutors are disclosed to the central ESA team (induction events for first-year students) at RWTH Aachen University. The central ESA team is an independent data controller for this data within the meaning of the GDPR.
The purpose of this transfer is the university-wide coordination of the induction programme. The legal basis is Article 6(1)(b) of the GDPR (implementation of the induction programme as a contractual measure). The central ESA team’s own privacy policy governs any further processing carried out by the ESA team.

5.2 Anonymised volume data provided to service providers

Only anonymised volume data (e.g. the number of specific meal options) is provided to external service providers such as catering companies. It is not possible to link this data to any individual; this does not constitute a transfer of personal data within the meaning of the GDPR.

5.3 Other disclosures

Any further disclosure of personal data will only take place where required by law.

6. Your rights

You have the following rights in relation to your personal data vis-à-vis FSMPI:

  • Right of access (Art. 15 GDPR)
  • Right to rectification (Art. 16 GDPR)
  • Right to erasure (Art. 17 GDPR)
  • Restriction of processing (Art. 18 GDPR)
  • Data portability (Art. 20 GDPR)
  • Objection to processing (Art. 21 GDPR)
  • Withdrawal of consent with effect for the future (Art. 7(3) GDPR)

To exercise your rights, please contact: esa@fsmpi.rwth-aachen.de
You also have the right to lodge a complaint with the relevant data protection supervisory authority. The competent authority is the State Commissioner for Data Protection and Freedom of Information in North Rhine-Westphalia (LDI NRW).

7. Data security

The website is hosted on our own server. We implement technical and organisational security measures to protect your data against accidental or deliberate manipulation, loss or unauthorised access.

8. Changes to this Privacy Policy

We reserve the right to amend this Privacy Policy in the event of changes to the website or the legal framework. The current version is available at maphin.eu.