1. Name and address of the data controller

The data controller within the meaning of the EU General Data Protection Regulation (GDPR) and other national data protection laws of the Member States, as well as other data protection provisions, is:

Cologne Academy of Art and Media,

represented by the Rector, Prof. Mathias Antlfinger,

Peter-Welter-Platz 2, 50676 Cologne

Tel.: +49 221 20189-0

2. Name and address of the Data Protection Officer

The Data Protection Officer for the data controller is:

Antje Günther

Data Protection Officer

for the Art and Music Academies of North Rhine-Westphalia

Folkwang University of the Arts

PO Box 164428

45224 Essen

Email: antje.guenther@folkwang-uni.de

3. General information about the website

a. What data is processed and for what purpose?

Whenever a user accesses a page or retrieves a file from the KHM website, access data transmitted by the user’s browser is stored.

Each data record consists of:

• Browser type and version
• Computer name or IP address of the accessing computer
• Date and time of access
• File requested (web page, image, document)
• Referring web page
• Amount of data transmitted

This data is analysed solely for statistical purposes and is subsequently deleted. Where the website of the Cologne Academy of Media Arts provides the option to enter personal data (e.g. email address, name, postal address, etc.), data collection is based on the user’s voluntary consent, which may be withdrawn at any time.

The KHM uses Matomo, an open-source software programme for the statistical analysis of visitor traffic. This analysis enables us to improve both the content and the usability of the website and to identify errors more quickly.

b. On what legal basis is this data processed?

The legal basis for the temporary storage of data and log files is Article 6(1)(f) of the GDPR, as the Cologne Academy of Media Arts has a legitimate interest in identifying and rectifying faults, as well as in optimising the website.

c. Are there any recipients of personal data other than the controller?

No service providers are involved, and no data is transferred to a third country.

d. How long is the data stored?

The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected. In the case of the website, this is the case once the respective session has ended.

4. Use of the applicant portal for admission to study at the Cologne Art Academy of Media

a. Registration data

On our website, we offer prospective students the opportunity to apply online for the art-based degree programmes at the Cologne Academy of Media Arts. Your details are used to process your application and to verify whether you meet the prescribed entry requirements for studying ‘Media Arts’. You will be informed of the outcome of the assessment procedure. The data entered in the application portal will not be used to create user profiles within the meaning of Article 4(4) of the GDPR.

The following personal data is collected from you:

(1) First name and surname

(2) Address

(3) Gender

(4) Place and date of birth

(5) Email address

(6) Nationality

(7) Type and date of university entrance qualification

(8) Academic and professional experience

b. Session cookies

So-called session cookies are used as part of the registration process. Session cookies are text files stored by your web browser on your computer system. When you access the registration portal, a session cookie is stored on your device. This session cookie enables the browser to be identified when you visit the website again. A unique identifier to identify your session is stored and transmitted via the session cookies.

The purpose of using these technically necessary session cookies is to enable the use of the registration portal. This is because it is necessary for the browser to be recognised even after changing pages. The user data collected via the session cookies is not used to create user profiles.

c. On what legal basis is the personal data referred to in points a. and b. processed?

The legal basis for the temporary storage of the data is Section 3(1) of the Data Protection Act of North Rhine-Westphalia (DSG NRW) in conjunction with Article 6(1)(e) and (3), Section 41(7) of the KunstHG in conjunction with Section 3 of the Regulations for Assessing Suitability for the Undergraduate Diploma Programme in Media Arts at the Cologne Academy of Media Arts and Section 3 of the Regulations for Assessing Suitability for the Four-Semester Diploma Programme in Media Arts at the Cologne Academy of Media Arts.

d. Duration of storage

The personal data referred to in points a. and b. will be deleted as soon as it is no longer required to fulfil the purpose for which it was collected.
If an application has been submitted to the Cologne Academy of Media Arts, the data provided will be deleted after 12 months at the earliest.
Session cookies are stored on your computer and transmitted from it to the registration portal. They are deleted once the session has ended. You can disable or restrict the transmission of session cookies by changing the settings in your web browser. Session cookies that have already been stored can be deleted at any time. If session cookies are disabled for the registration portal, it may no longer be possible to make full use of all the functions of the registration form.

5. Your rights as a data subject

In accordance with Article 15 of the GDPR, you have the right to obtain information about the personal data stored about you, including any recipients and the intended storage period. Should inaccurate personal data be processed, you have the right to have it rectified in accordance with Article 16 of the GDPR. Where the legal conditions are met, you may request the erasure or restriction of processing, and you may object to the processing (Articles 17, 18 and 21 of the GDPR). If you believe that the processing of your personal data infringes data protection law, you have the right, in accordance with Article 77(1) of the GDPR, to lodge a complaint with the following data protection supervisory authority:

State Commissioner for Data Protection and Freedom of Information
North Rhine-Westphalia
PO Box 20 04 44
40102 Düsseldorf
Tel.: 0211/38424-0
Fax: 0211/38424-999
Email: poststelle@ldi.nrw.de

You have the right, pursuant to Article 21(1) of the GDPR, to object at any time, on grounds relating to your particular situation, to the processing of your personal data carried out on the basis of Article 6(1)(e) of the GDPR. The controller will then no longer process the personal data unless they can demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject, or the processing is necessary for the establishment, exercise or defence of legal claims. The collection of data for the provision of the website and the storage of log files are strictly necessary for the operation of the website.