mdw Data Protection Information

The University of Music and Performing Arts Vienna (hereinafter "mdw") attaches great importance to the protection of your personal data. With this privacy policy, we would like to inform you about the data processing operations, in particular about the type, scope, and purpose of data collection when visiting or using the website and when contacting us through forms or via email.

The mdw processes your personal data exclusively within the framework of the applicable data protection regulations, such as the General Data Protection Regulation (GDPR) and the Data Protection Act (DSA), as well as the Telecommunications Act (TKG).

Please note that by clicking on hyperlinks, you may be redirected to external websites, where the person responsible for data processing may be different. This applies, in particular, to the purchase of tickets for events, whereby you will be redirected to the website of the respective ticket shop. The mdw itself does not sell event tickets and, therefore, neither processes personal data in this context nor receives any such data from respective ticket shops.

Furthermore, it should be stressed that any personal data pertaining to minors will be processed exclusively subject to the notification or consent of a respective legal guardian. The mdw uses or discloses personal data pertaining to minors only to the extent that this is legally required and permitted, either to obtain necessary parental consent or for the purposes of child protection.

1.2 Contacting the mdw

When contacting us by email, telephone, letter, fax, or via the form on the website, the personal data you provide will be stored for the purpose of processing the request and in the event of follow-up questions. Data arising in this context will be deleted once it is no longer necessary to store it unless there are legal obligations for us to retain the data for a longer period.

Data is processed either on the basis of contract initiation or contract fulfillment in accordance with GDPR Art. 6 Para. 1(b), consent in accordance with GDPR Art. 6 Para. 1(a), or for the protection of public interests in accordance with GDPR Art. 6 Para. 1(e) in conjunction with Sec. 1-3 of the Universities Act (UA) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR.

Data arising from contact with the mdw will be deleted once it is no longer necessary to store it unless there are legal obligations or other authorizations for the mdw to retain the data for a longer period. If the processing of personal data is based solely on consent, then your data will no longer be processed and deleted after the revocation of this consent.

Should you have also requested to receive a newsletter, we may refer you to the relevant data protection regulations.

1.3 Automatic Data Collection / Cookies / Integration of External Offers and Content (Third-Party Providers)

General information on data security

We implement suitable and appropriate technical and organizational security measures to process and store your data securely, with our security measures aligned with the current state of the Art. This includes, among other things, the use of recognized encryption methods (TLS).

Automatic data capture

For technical reasons, various usage data, which is collected through a user's internet browser, is stored. This includes, among other things, the following:

Browser type and version;
Operating system;
Website visited by the user;
Date and time of access;
Internet Protocol (IP) address of the user's computer, with these only being stored in pseudonymized form.

These data will be stored separately from any user data (in particular name, address, email address, language) and will be evaluated for statistical purposes in order to optimize the website and the offers contained within it (see also section "Analytical Cookies" of this privacy policy).

Our website uses cookies. These are small text files that are stored on your device with the help of the browser. They do not cause any harm. Should the corresponding website server be accessed again by the user of the website and/or customer, their browser will return the previously received cookie to the server. The server can then evaluate the information obtained through this process in various ways. We use cookies to make our service user-friendly. Some cookies will remain on your device until you delete them. They enable us to recognize your browser on your next visit.

For this purpose, in addition to functional cookies, which are necessary technically, we also use analysis cookies. The legal basis for the processing of cookie data depends on the type of cookies. Functional cookies (session cookies and permanent cookies) are processed by us on the basis of the exception provision in Sec. 165 Para. 3 of the Telecommunications Act 2021(TKG 2021). Users' consent is, therefore, not required.

Within the scope of analysis cookies, we process your data solely on the basis of your voluntary consent in accordance with Sec. 165 Para. 3 of the Telecommunications Act 2021 (TKG 2021). Consent is granted by actively selecting "Allow" next to the respective processing purpose in the cookie banner when accessing our websites. No such cookies will be applied prior to consent being granted.

The placement of analytical cookies, as well as the control over their duration of storage, may be governed: A revocation of consent is permissible at any time, with effect for the future. To revoke your consent, please click on the "Open Cookie Settings" button located in the imprint section and make the necessary changes. Additionally, there exists the option to modify the browser settings in such a manner that no cookies are stored henceforth.

Functional Cookies (Session Cookies, Permanent Cookies)

In the context of visiting our websites, we deploy technically essential cookies in accordance with Sec. 165 Para. 3 of the Telecommunications Act 2021 (TKG 2021). Session cookies enable us to provide our online services to users (e.g., navigation on the website). The cookies are deleted upon closing the browser.

In addition to session cookies, we also utilize permanent cookies. These are employed to enhance the user-friendliness of the websites. For instance, if a user has made a language selection on the website, this information is stored in the cookies. Upon visiting the website again, we are able to immediately provide the user with the appropriate language settings (storage of user settings). The functions contained in the cookies are limited exclusively to the visited website. No data is transmitted to third parties.

Cookies for analyzing website access (Analytical Cookies)

By using analytical cookies, we can collect information about users' interactions with our online offerings (for example, information pertaining to website traffic creation of reports about website activities), thereby ensuring the continuous improvement of our services.

Specifically, we use the analytics tool Matomo on our website for the analysis and statistical evaluation of the behavior of visitors to this website. These data are analyzed in order to optimize our online services. This analysis is performed exclusively on the servers of the mdw using pseudonymized IP addresses. This processing is based on Art. 6 Para. 1(f) of the DSGVO/GDPR and serves to safeguard our interests in ensuring the proper functioning of our website and the defense against unauthorized attacks on our systems. There is no transfer of data to third parties. A corresponding cookie is used only with your consent. For more information, please visit matomo.org/docs/privacy/.

Integration of External Offers and Content (Third-Party Providers)

We incorporate external offers and content from third-party providers (hereinafter referred to as "Plugins") on our websites. Such plugins are only used subject to your consent in accordance with Sec. 165 Para. 3 of the Telecommunications Act 2021 (TKG 2021). The purpose of utilizing plugins is to provide our users with a broader range of content and services. We do not ourselves collect any personal data via the plugins. When our web pages are accessed, no user data is initially transmitted to the respective external service provider. Only after consent is granted by actively clicking the "Allow Once" or "Always Allow" button can users' personal data (for example, IP address) be transmitted to the respective third-party provider. This occurs regardless of whether you have a user account, for example, through a social network. If you have a social network user account and are logged into this account while activating a plugin on one of our websites, the data collected by a plugin can be linked to your user account. If you do not wish for such a link to be established, you must log out of your social media account before activating the plugin. We have no control over the extent and purpose for which the social networks actually collect personal data via plugins. For more information about the processing and use of your data by a social network, please refer to the privacy policy of the respective service provider.

Additional Information on Third-Party Provider

YouTube

Google LLC, 1600 Amphitheatre Parkway, Mountain View, California 94103, USA. For more information on how user data is handled, please refer to the Youtube Privacy Policy.

Facebook

Meta Platforms, Inc., Hacker Way, Menlo Park, 94025. For more information on how user data is handled, please refer to the Facebook Data Privacy Policy.

Vimeo

Vimeo.com, Inc., 555 West 18th Street, New York, New York 10011. Fore more information on how user data is handled, please refer to the Vimeo Privacy Policy.

Spotify

Spotify AB, Regeringsgatan 19, SE-111 53 Stockholm, Sweden. For more information on how user data is handled, please refer to the Spotify Data Privacy Policy.

X (previously Twitter)

Twitter, Inc., 1355 Market Street, Suite 900, San Francisco, CA 94103, USA. For more information on how user data is handled, please refer to the X Data Privacy Policy.

Google Maps

This site utilizes the map service Google Maps via an API. The provider is Google Inc. 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. For more information how user data is handled, please refer to the Google Maps Data Privacy Policy.

Browser Settings

You can prevent the storage of cookies by adjusting the settings of your browser software; however, we would like to inform you that, in this case, you may not be able to fully use all the functions of this website.

1.4 Web conferencing tools

For the provision and implementation of e-learning (digital teaching) and conferences, as well as the coordination and execution of the corresponding administrative processes of the university in a non-location-bound manner (home office), the mdw utilizes cloud-based language and video services.

The legal basis for data processing is the implementation of the leading principles and tasks of the university, which are in the public interest, in accordance with Art. 6 Para. 1(e) GDPR in conjunction with Sec. 2(8, 13, 14), Sec. 3 (6, 7) and Sec. 76 Para. 3 Universities Act (UG). It cannot be ruled out that your data (see the provider's Privacy Data Sheet) may be transferred to a recipient in the United States of America. With this recipient, the corresponding standard contractual clauses have been agreed upon in accordance with Art. 46 Para. 2(c) GDPR. More detailed information about the collection and processing of your data in cloud services can be found in the Zoom Data Privacy Policy.

1.5 Implementation of the Whistleblower Protection Act (HSchG)

The mdw has implemented an internal whistleblower system which is intended for all those who act in good faith and have a reasonable suspicion that the mdw or its associated bodies and employees have violated relevant (EU) law.

The mdw collects and processes personal data about individuals who are suspected of having violated relevant (EU) norms, as well as about other individuals mentioned in the corresponding reports. This data is processed in accordance with Art. 6 Para. 1(c) of the GDPR (compliance with a legal obligation) in conjunction with the Whistleblower Protection Act (HSchG).

Violations of relevant (EU) law can be reported anonymously through our whistleblower system. Therefore, individuals reporting suspected violations are not obliged to provide personal information. In isolated cases, however, it cannot be ruled out that, during the examination of the report, mdw may obtain information that allows conclusions to be drawn about the identity of the person making the report, such as name, date of birth, address, contact details, or professional data. In addition, non-anonymous reporting is possible by providing one's own name and contact details.

Initially, the reports are processed by the internal employees responsible for the whistleblower system. If necessary, additional individuals will be involved insofar as this is required for the examination and clarification of suspected violations of legal regulations, legal provisions, and/or the company's own policies. The group of people who have access to incoming reports is strictly obliged to maintain the confidentiality of the report and its contents.

Furthermore, mdw may be obliged to report or disclose certain facts to authorities such as the tax office or the public prosecutor's office, as well as to disclose certain information to administrative authorities, courts, or the public prosecutor's office. The disclosure of data is based on Art. 6 Para. 1(c) of the GDPR in conjunction with the corresponding special regulations, especially Sec. 7 of the HSchG.

After the closure of the case files, all relevant personal data will be stored for five years. Personal data that are not needed for the processing of a report will be immediately deleted.

In the process of reporting via the the whistlebower system, special provisions concerning the data subject rights (Art. 15-21 of the GDPR ) apply (please see point 7). Please note that under Sec. 8 Para. 9 of the HSchG, these rights are not applicable insofar as necessary to protect the identity of a whistleblower, persons referred to in Sec. 2 Para. 3(1, 2) or Para. 1(4). This limitation ensures the objectives outlined in Sec. 1 Para. 2(1) of the HSchG can be met, primarily in preventing any hindrance, circumvention, or delay in the reporting process or in any follow-up measures. This applies, in particular, for the duration of an administrative or judicial proceeding or an investigation procedure under the Code of Criminal Procedure (StPO).

1.6 Management of collaborations and contracts

Personal data collected within the framework of cooperation agreements and contracts will be processed for the implementation of pre-contractual measures and for the fulfillment of the contract. The processing is based on Art. 6 Para. 1(b) GDPR.

Your data will be processed internally by employees of the respective department or Rectorate. This processing of data will only be done for a specific purpose, and data will only be passed on internally or to third parties if this is necessary on the basis of public interest in accordance with Art. 6 Para.1(e) GDPR in conjunction with Sec. 1-3 Universities Act (UG) or for the purpose of contract processing or if the mdw, in accordance with Art. 6 Para. 1 (c) GDPR is legally obliged to do so (e.g., if necessary, transmission to the tax office). The storage period is generally seven years.

2. Study and Professional Development

2.1 mdwOnline Current and Perspective Students

The mdwOnline platform serves the purpose of enabling you as an applicant to register for admission to a degree course or preparatory program at the mdw and subsequently participate in the entrance examination, as well as to manage your student data throughout the entire duration of your studies following admission to an ordinary or extraordinary degree program or course. This particularly pertains to the following data categories: first name, surname, gender, application data (see section "Application – Admission to Studies"), academic degrees, date of birth, address, email address, telephone number, previous education (to prove eligibility for higher education), admissions to the central artistic main subject, information on study programs, information on study fees, registrations for courses, participation in exams, exam results, recognition of exam achievements, mobility programs, assessments, final theses and qualifications.

Your data will be processed internally for specific purposes by the employees of the respective department or the Rectorate and will only be shared internally or with third parties if necessary on the basis of public interest in accordance with Art. 6 Para.1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG), or for the purpose of contract processing, especially in connection with the admissions process, or if you have previously provided your consent as a user of the website and/or as a member of the university. Beyond this, the data are not shared with any third parties.

Data is processed on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3, 60, and 63 of the Universities Act (study programs under public law) or within the framework of contract negotiation or on the basis of a concluded contract, in accordance with Art. 6 Para. 1(b) of the GDPR (study programs under private law) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR.Data is stored for the duration of the studies or the contractual relationship and, beyond that, for the duration of any existing legal claims or on the basis of legal obligations (including for research and evidential purposes, as well as for quality assurance purposes) for an anticipated period of 80 years, insofar as it concerns study-related data (see point 6).

You are legally or contractually required to provide data in order to register and thereby gain admission to a study program or preparatory course at the mdw, as well as to take an admission examination. Non-disclosure of this information will prevent us from proceeding with the request or application. The platform mdwOnline is used, in addition to the purposes mentioned above, for administration during an ongoing study program or preparatory course. The data you provide will be stored for this purpose for the duration of your studies and, beyond that, for the duration of any existing legal claims or on the basis of any legal obligations.

This data is processed on the basis of public interest in accordance with Art. 6 Para. 1(e) GDPR in conjunction with Sec. 1-3, 51 et seq of the Universities Act (UG) or on the basis of an existing study contract. It will not be passed on to third parties.

You are legally or contractually required to provide data in order to carry out the administration of students at the mdw. Non-disclosure of this information will prevent us from processing or managing the request.

2.2 Offline forms pertaining to study law

The following forms are available for download:

Application for Doctoral Studies
Bulletin
Registration for a Main Artistic Subject
Consent Form for Re-enrollment in the Main Artistic Subject
Examination list
Change of Teacher
Leave of Absence
Shortening of the Study Period
Declaration of Transfer
Choice of Specialization in Instrumental Studies
Conferral of Academic Degree
Notification of a Mobility Program
Application for Tuition Fee Waiver
Application for Tuition Fee Exemption/Reduction for Third-Country Nationals
Application for Tuition Fee Reimbursement
Application for Tuition Fee Reimbursement for Third-Country Nationals
Application for Reimbursement of Course Fees
Registration Form for the Highly Gifted Program
Application for a Merit Scholarship
Application for a Grant Scholarship
Application for Recognition of Examinations
Application for Prohibition of the Use of Written Work
Application for Free Elective Subjects
Application for Co-Enrolment

The data submitted by you in the provided forms will be processed internally by the employees of the respective department or the Rectorate for the purpose of the respective form and will only be shared internally or with third parties if this is necessary for the purpose of processing your request, or if you, as a user of the website and/or as a customer or member of the university, have previously granted consent to this data being processed. Beyond this, the data will not be passed on to any third parties unless we are legally obligated to do so.

The processing is carried out in the public interest according to Art. 6 para 1(e) GDPR in conjunction with Sec.1-3, 51 et seq of the Universities Act (UG) and statutes of the mdw (section on study law).

2.3 Grants and Merit Scholarships

As part of the application and awarding of a scholarship under Sec. 57-67 of the Study Support Act (StudFG), the mdw processes your personal data for the purpose of assessing eligibility for support and awarding grants. This particularly involves the following categories of data: first name, last name, gender, citizenship, residency status, academic degrees, date of birth, address, email address, telephone number, student ID number, admissions to the main artistic subject, information on study programs and duration of study, participation in exams, exam results, recognition of examination achievements, mobility programs, possibly medical certificates when required to support the extension of the entitlement period (Sec. 19 StudFG), assessments, final theses and degrees, bank details, and possibly the sum of the scholarship.

Data is processed on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 the Universities Act (UG) and Sec. 57-67 of the Study Support Act (StudFG), on the basis of legal obligations in accordance with Art. 6 Para.1(c) of the GDPR, as well as for the fulfillment of a contract or the execution of pre-contractual measures in accordance with Art. 6 Para.1(b) of the GDPR (scholarship grants). You are legally or contractually required to provide data for the purpose of conducting the assessment of eligibility for support and the awarding of the respective funding (scholarships). Non-disclosure of this information will prevent us from fulfilling the above-mentioned request.

Your data will be processed internally by the employees of the respective departments and, importantly, also transferred to bodies and representatives of the Court of Auditors (in particular in accordance with Sec. 3 Para. 2, Sec. 4 Para. 1 and Sec. 13 Para. 3 of the Court of Auditors Act 1948, Federal Law Gazette No. 144/1948, as amended) and the Federal Ministry of Finance (in particular in accordance with Sec. 47, Sec. 57 et seq and Sec. 67 f of the Federal Budget Act 2013, Federal Law Gazette I No. 139/2009, as amended, as well as in accordance with the General Framework Guidelines for the Granting of Funding from Federal Funds, Federal Law Gazette II No. 51/2004 as amended). A list of scholarship holders must be published (usually in the newsletter of the mdw) in accordance with Sec. 61 Para. 4 of the Study Support Act (StudFG). In addition, a transfer will only take place internally or to third parties if this is necessary for the fulfillment of legal obligations or on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) or for the purpose of contract processing.

Data is stored for the duration of the studies or the contractual relationship and, beyond that, for the duration of any existing legal claims or on the basis of legal obligations (including for research and evidential purposes) for an anticipated period of 80 years, insofar as it concerns study-related data. Data pertaining to payments is expected to be kept for seven years. Data that is considered archival material in accordance with the Federal Archives Act is stored indefinitely.

2.4 Exchange programs for students, in particular, ERASMUS+

The personal data provided as part of your application for the exchange program will be processed for the purpose of processing your application, ensuring the smooth running of your study stay abroad (outgoing) or here at the mdw (incoming), as well as the administration and, if necessary, awarding of scholarships. The processing takes place on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1 and 2(7) of the Universities Act (UG), possibly the Erasmus Charter for Higher Education or, in the case of disclosure of your contact details to other students interested in the exchange program, on the basis of your consent in accordance with Art. 6 Para. 1(a) of the GDPR.

The data you provide will be processed internally by the employees of mdw for the above purposes and, if necessary, for the purpose of organizing the stay abroad or awarding scholarships, will be passed on to the host institution and the scholarship providers. For the purpose of program management and evaluation, part of your data will also be passed on to the EU Commission, the Agency for Education and Internationalization (OeAD-GmbH), the Federal Ministry of Education, Science and Research (BMBWF), and internally at the mdw. For applicants from third countries, additional personal data will be passed on to the Austrian Exchange Service for the purpose of processing their visa application for student exchange who will further pass it on to the Federal Ministry for European and International Affairs (BMEIA) and the Federal Ministry of the Interior (BMI) (see also: OeAD Data Privacy Policy). In addition, your data will only be passed on if this is necessary for the above purposes if you, as an applicant, have previously consented to this or if we are legally obliged to do so.

Data is stored for the duration of stay abroad and, beyond that, for the duration of any existing legal claims or on the basis of legal obligations (including for research and evidential purposes) for an anticipated period of 10 years.

Depending on the nature of the request, the provision of your data may be legally and/or contractually required for the purpose of processing and approving the request. Non-disclosure of this information will prevent us from proceeding with the request. You have the right to withdraw your consent to the use of your personal data for the above purpose at any time. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal.

2.5 Electronic Submission of Final Theses

Data submitted via the form is used to ensure the submission process is properly executed and to enable a digital plagiarism check to be carried out.

The processing is carried out in the public interest according to Art. 6 para 1(e) of the GDPR in conjunction with Sec.1-3 and 86 of the Universities Act (UG). The data, insofar as they are study-related, are expected to be stored for up to 80 years (see section 6.).

Your final theses will be transferred, in secure and anonymized form, to a recipient in the United States of America for plagiarism checking. Standard contractual clauses have been agreed upon in accordance with Art. 46 Para. 2(c) of the GDPR.

Please note the separate data protection declaration regarding the submission of theses.

2.6 University Library

a. Library management

When issuing a borrowing authorization (library card) for the purpose of using and borrowing media from the university library or for orders within the framework of interlibrary loan, your personal data, namely name, date of birth, address, email address, telephone number and your user status are collected. For the processing and documentation of library loans as well as the collection of cost reimbursements and reminder fees, further information on borrowing eligibility, borrowing period, work titles, reminders and fees, and losses of borrowed media is collected and processed.

Processing is carried out within the framework of contract negotiation or on the basis of a concluded contract, in accordance with Art. 6 Para. 1(b) of the GDPR or for the protection of the public interests of the University in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) as well as in accordance with the Library Regulations of the mdw.

Since the provision of your data is absolutely necessary for the fulfillment of the above-mentioned purposes, without disclosure of this data, any borrowing authorization cannot be granted, and the mdw is unable to provide the associated services.

The processing of your personal data is initially carried out by employees of the mdw. As part of the library management system, your data will be transferred to the Österreichische Bibliothekenverbund und Service GmbH (OBVSG). In addition, your data will only be transferred internally or to third parties if this is necessary for the purpose of contract processing or if it is in the public interest.

Data is stored for the duration of the borrowing authorization and, beyond that, for the duration of any legal claims or on the basis of legal obligations.

b. Publication Services/Open Journal Systems

Data processing in the context of the mdw's publication services is carried out for the purpose of covering the publication process from submission through peer review to publication. For the administration and publication of scholarly works, we will process the following personal data: Basic personal data when registering titles for publication (academic title, name, institutional affiliation, publication-specific information), basic personal data for entry into the individualized author master record of the GND (academic title, name, gender, year of birth, place of birth, profession, institutional affiliation), communication data (name, username, email address), basic contract data, customer history, and IT usage data.

The processing of the above-mentioned data is carried out for the purpose of fulfilling a contract with you or for carrying out pre-contractual measures in accordance with Art. 6 Para.1(b) of the GDPR.

The processing of your personal data is initially carried out by employees of the mdw and subsequently, if applicable, by cooperation partners who are named on the websites of the publication services. Your scientific work, as well as your name, academic title, institute affiliation, email address, and publication-specific information will be published on the basis of the completed contract, thereby making it generally accessible. Data is stored for the duration of the contractual relationship and, beyond that, for the duration of any existing legal claims or on the basis of legal obligations. Data that is considered archival material in accordance with the Federal Archives Act is stored indefinitely.

c. Writing consultation

The personal data provided by you as part of the writing consultation will be processed for the purposes of organizing and implementing the mdw's consulting services.

The processing is carried out on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR. With respect to the information you provide voluntarily, processing is carried out on the basis of your consent in accordance with Art. 6(1)(a) of the GDPR. You have the right at any time to withdraw this consent for the use of your personal data, either in whole or in part. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal.

Your data will be processed internally by the library staff. Data is stored for the duration of the writing consultation and for up to one year thereafter or otherwise in accordance with any legal obligations.

2.7 Moodle

The Moodle platform serves to offer e-learning courses to support teaching. The following categories of data are processed: name, email address, login name, examination data, as well as log data (see the point "Automatic Data Capture" above).

The data will be processed internally by employees of the respective department or of the Rectorate and will only be disclosed internally or to third parties if necessary for the purpose of processing contracts if disclosure is in the public interest in accordance with Art. 6 Para.1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) or if necessary for the purpose of processing contracts or if you as a user of the website and/or customer or as a member of the university have previously consented to the data being processed. Beyond this, the data will not be passed on to any third parties.

This data is processed on the basis of public interest in accordance with Art. 6 Para.1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) or within the framework of contract negotiation or on the basis of a concluded contract, in accordance with Art. 6 Para. 1(b) of the GDPR.

Data is expected to be stored for one year from the end of your studies, your employment relationship, or your teaching activities.

2.8 Program mobilities for employees

The personal data provided in connection with participation in a mobility program, such as the ERASMUS+ STT (Staff Training) training mobility, are processed for the purpose of handling your registration and ensuring the smooth operation of the training mobility, as well as for evaluations and satisfaction surveys for the purpose of quality assurance and for ensuring that financial management processes are cost-effective, economical, and appropriate. This includes data, particularly from the following categories: name, contact details, function, mobility data, personal information on various aspects of the exchange program (mobility, information infrastructure of mdw, host institution, satisfaction, improvement suggestions, debriefing/personal exchange, recommendations, planned activities/cooperations), as well as any additional voluntary information.

The processing is carried out on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1, Sec. 2 (particularly No.12), and Sec. 14 of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR.

The data will be processed internally by the relevant employees of the respective department carrying out the training mobility or the associated evaluation and will only be passed on internally or to third parties if this is necessary to achieve this objective or if it is in the public interest in accordance with Art. 6 Para. 1(e) of the GDPRR in conjunction with Sec. 1-3 of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR or if you as a participant have previously granted content in accordance with Art. 6 Para.1(a).

With respect to your additional voluntary information, the data processing is based on your consent. You have the right to withdraw this consent to the use of your personal data in whole or in part at any time. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal.

The data will be stored for the duration of the evaluation and, depending on the type of data processing listed above, for the duration of any existing legal claims or on the basis of any legal obligations. Data that is considered archival material in accordance with the Federal Archives Act is stored indefinitely.

2.9 Internal mdw scholarships/grants

When applying for and awarding internal scholarships or grants, your personal data will be processed for the purposes of checking the eligibility requirements and awarding scholarships or grants. This specifically concerns the following categories of data: first name, surname, date of birth, gender, nationality, academic degrees, address, email address, telephone number, bank account details where applicable, and the sum of the scholarship/funding.

Moreover, depending on the type of scholarship/funding, data from the following categories of data may be requested and processed: residency status, marital status, student identification number, admission to the central artistic subject, information on studies and study duration, participation in examinations, examination results, assessments, final theses and degrees, statements from supervisors, expert evaluations/recommendations from teachers/supervisors or external experts, data pertaining to personal circumstances and living arrangements, data on participation in competitions, professional data, letters of motivation, dissertations, academic resumes, expert evaluations, data on relevant publications, funding applications, project descriptions, cost calculations, and, in the case of income-dependent support, data on financial circumstances.

The processing is carried out on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 (UG) or for the completion of the funding contract or for the implementation of pre-contractual measures in accordance with Art. 6 Para. 1(b) of the GDPR or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR. You are legally or contractually required to provide data under the applicable award/funding conditions in order to ensure that the assessment of awards/funding eligibility can be conducted and that the corresponding scholarships/funds can be allocated. Non-disclosure of this information will prevent us from being able to fulfill the above-mentioned objectives.

Within the context of scholarship and funding allocation, we may also process audio and video data (e.g., artistic performances) that you provide to us.

The legal basis for this is the implementation of the guiding principles and tasks of the university, which are in the public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 2(8, 13, 14) of the Universities Act (UG). This data is stored for a period of three months after completion of the application process.

The data will be processed internally by the employees of the respective department organizing the scholarship or support grant allocation and will only be passed on internally or to third parties if this is necessary for the purpose of complying with the grant conditions or for the completion of the contract or if it is in the public interest in accordance with Art. 6 Para. 1(e) of the GDPRR in conjunction with Sec. 1-3 of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR or if you, as a grant or scholarship applicant, have previously granted content. Depending on the type of scholarship/support, a list of scholarship holders/beneficiaries can be published in the official bulletin or on the websites of the mdw.

Data pertaining to payments is stored for seven years. All other processed data is stored for the duration of the processing of the scholarship/grant award or for the duration of the contractual relationship and, beyond that, for the duration of any existing legal claims or on the basis of legal obligations for an anticipated period of 10 years, or for research and evidential purposes, for an anticipated period of 80 years, insofar as it concerns study-related data. Data that is considered archival material in accordance with the Federal Archives Act is stored indefinitely.

2.10 Needs Assessment for Human Resources Development - Center for Further Education (ZfW)

The personal data provided by you in the context of the needs assessment of the Human Resources Development Office - Center for Further Education (ZfW) will be processed for the purposes of planning, developing, and optimizing the mdw's training offer as well as for human resources and organizational development.

The processing is carried out on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR.

Your data will be processed internally by the employees of the Centre for Further Education and only passed on internally or to third parties if this is necessary for the fulfillment of the above-mentioned purposes, on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR.

Data is stored for the duration of the respective evaluation and, beyond that, for the duration of any existing legal claims or on the basis of legal obligations.

2.11 Use of audio/video files in the context of courses as well as admission and final examinations

In the context of courses as well as admission and final examinations, the mdw may also process audio and video data (e.g., artistic performances) that you provide to us or that were created by mdw as part of the course.

The legal basis for data processing is the implementation of the guiding principles and tasks of the university, which are in the public interest in accordance with Art. 6 Para. 1(e) of the GDPR, in conjunction with Sec. 2(8, 13, 14) as well as Sec. 3(6, 7) and Sec. 76 Para. 3 of the Universities Act (UG).

This data is stored for a period of three months after completion of the admissions procedure or six months after the final examination.

2.12 Mentoring Programs

As part of the pre-registration or the subsequent participation in the mdw's mentoring program, the mdw collects and processes the personal data of the participants for the purposes of program administration. This particularly pertains to the following categories of data: name, academic degree, date of birth, contact details, information on previous academic education and qualifications, connection to the mdw, information on current research projects, and choice of preferred mentors.

The processing is carried out on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) - in particular, Sec. 2(2, 9, 10) and Sec. 3(4-9) - or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 2 Para. 2(f) of the GDPR.

You are required to provide data for participation in the mentoring program. Non-disclosure of this information will prevent us from being able to fulfill the above-mentioned objectives.

Your data will be processed internally for this specific purpose by the employees of the respective institute, organizational body, or the Rectorate.

Beyond this, data will only be transferred internally or to third parties if this is necessary in the public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) or for the purpose of implementing the program or if you have previously consented to this.

The data will be stored for the duration of the mentoring program and, beyond that, for an anticipated period of one year after completion of the program or on the basis of legal obligations (including for research and evidential purposes) for an anticipated period of 80 years, insofar as it concerns study-related data. Data that is considered archival material in accordance with the Federal Archives Act is stored indefinitely.

3. Applications

3.1 Applications – Buddy Program

The personal data you provided as part of your application for the Buddy Program will be treated confidentially and processed exclusively internally by mdw staff for the purpose of selecting applicants.

Data is processed within the framework of contract negotiation or on the basis of a concluded contract, in accordance with Art. 6 Para. 1(b) of the GDPR.

With respect to your additional voluntary information, the data processing is based on your consent in accordance with Art. 6 Para.1(a) of the GDPR. You have the right to withdraw this consent to the use of your personal data in whole or in part at any time. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal.

The data transferred will be deleted no later than seven months after the end of the selection procedure. In doing so, legal provisions must be observed that may prevent deletion or that make further storage necessary for the purpose of providing evidence. If your application is followed by the conclusion of a contract, your data will be stored and used as part of the usual organizational and administrative process. In doing so, the relevant legal regulations are observed.

4. Events

4.1 Registration for events at the mdw

Should you register for an event at the mdw, the personal data you provide will be processed for the purpose of handling the registration and holding the respective event.

Processing is carried out within the framework of contract negotiation or, after confirmation of successful registration, on the basis of a concluded contract, in accordance with Art. 6 Para. 1(b) of the GDPR or on the basis of public interest in accordance with GDPR Art. 6 Para. 1(e) in conjunction with Sec. 1-3 of the Universities Act (UA).

Data is stored for the duration of the contractual relationship and, beyond that, for the duration of any existing legal claims or on the basis of legal obligations for an anticipated period of seven years.

You are legally and contractually required to provide data so as to be able to register and attend the event and to enable event attendance to be administered. Non-disclosure of this information will prevent us from proceeding with the request.

4.2 Course Registrations (Centre for Further Education)

In the event that you register for a course via the mdw's Centre for Further Education, the personal data you provide will be processed for the purpose of processing the registration and conducting the respective course.

Processing is carried out within the framework of contract negotiation or, upon confirmation of successful registration, on the basis of a concluded contract, in accordance with Art. 6 Para. 1(b) of the GDPR.

You are legally and contractually required to provide data so as to be able to register and attend the course and for this registration and attendance to be administered and documented. Non-disclosure of this information will prevent us from proceeding with the request.

4.3 Course Registrations (Institutes)

In the event that you register for a course through an institute of the mdw, the personal data you provide will be processed for the purpose of handling the registration and conducting the respective course.

4.4 Competitions

In the event that you register for one of the national and international competitions organized by the mdw, the personal data you provide will be processed for the purpose of handling the registration and conducting the respective competition.

The data will be processed internally by employees of the department organizing the competition and will only be disclosed internally or to third parties if necessary for the purpose of processing contracts or if disclosure is in the public interest in accordance with Art. 6 Para.1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para.1(f) of the GDPR or if you have previously consented to the data being processed.

Data is processed on the basis of contractual duties and requirements arising from participation in the competition in accordance with Art. 6 Para. 1(b) of the GDPR or on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 2 Para. 2,(f) of the GDPR.

Data is stored for the duration of the competition and, beyond that, for the duration of any existing legal claims or on the basis of legal obligations for an anticipated period of ten years.

You are required to provide data so as to be able to participate in the competition and for the competition to be held. Non-disclosure of this data will prevent you from being able to participate.

4.5 Audio and visual recordings

Images and sound recordings of various events and individuals are published on the website and on social media. Insofar as individuals are identifiable in images, sound recordings, and other media, this constitutes personal data. Audio and visual recordings are processed by the employees of the organizational units, institutes, and/or the Rectorate and are published, if necessary, for the purpose of informing university members or the public of the activities of the mdw.

The production or publication of audio and visual recordings is done on the basis of consent from each person depicted persuant to Art. 6 Para. 1(a) of the GDPR and, if applicable, on a contractual basis persuant to Art. 6 Para. 1(b) of the GDPR, or on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1, Sec. 2, and Sec. 3(11) of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 1 Para. 6(f) of the GDPR. The processing and publication of audio and visual recordings on which third parties are depicted only takes place if, in the individual case, there are predominant legitimate interests of the controller or of a third party, and the proportionality is in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 12 Para.2(4) of the Data Protection Act (DSG). Should you not wish for audio or visual recordings on which you are depicted to be published, please inform us as such.

The duration for which the data is stored is determined in particular by the following: type of event within which the recording was made; type of image (number of persons, depicted environment, situation); suitability for documenting the history of the mdw; suitability for use in the context of anniversaries and commemorative publications as well as for archiving; suitability for use on the website and in print media as well as in social media (e.g. Facebook); timeliness and relevance with regard to the effective advertising reach of the general public; degree of interference with the confidentiality interests of the data subjects; other interests of the data subjects. Beyond that, your data will be stored for the duration of any existing legal claims.

If data is processed on the basis of consent, personal data will be stored until such consent is revoked. You have the right to withdraw this consent to the use of your personal data in whole or in part at any time. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal. Please note that the revocation of consent will result in the inability to fulfill the purposes mentioned above.

5. Public relations and quality assurance

5.1 Distribution of Newsletters and Invitations

The personal data you provide when registering for the newsletter (email address) will be processed by the employees of the mdw internally and by any processors contracted to distribute the newsletter. This is done in order to be able to contact and inform you via post or email about offers and events of the mdw, as well as for other related purposes.

Data is processed on the basis of consent in accordance with Art. 6 Para. 1(a) of the GDPR (for those not affiliated with the university) or to protect the legitimate interests of the controllers in accordance with Art. 6 Para. 1(f) of the GDPR (direct marketing or the need for the mdw to provide information to interested parties) or when in the public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-2 and Sec. 3(11) of the Universities Act (UG) (public information about the fulfillment of universities' tasks) or Sec. 3(10) of the Universities Act (UG) (preservation of alumni contact).

You have the right at any time to revoke a given consent to the use of your personal data in whole or in part. If data is processed on the basis of consent, personal data will be stored until such consent is revoked. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal. Please note that the revocation of consent will result in the inability to fulfill the purposes mentioned above.

5.2 mdw Club Membership

We offer graduates, students, teachers, friends and partners, as well as staff members of mdw, the opportunity to become members of the mdw Club. Membership provides the opportunity to enjoy benefits from numerous partners.

The data you provided will be processed for the above-mentioned purpose of maintaining contact and facilitating these benefits. Beyond this, the data is transferred to a processor for the purpose of creating a membership card. Any other transfer to third parties will only take place insofar as this is necessary for the fulfillment of the contract. Data is processed within the framework of contract negotiation or on the basis of a concluded membership contract in accordance with Art. 6 Para. 1(b) of the GDPR.

Data is stored for the duration of membership and, beyond that, for the duration of any legal obligations for an anticipated period of up to seven years.

The fields specified as (contractually) mandatory must be filled in. Otherwise, we will not be able to accept you as a member.

The processing of voluntary data is subject to your consent in accordance with Art. 6 Para.1(a) of the GDPR. You have the right to withdraw this consent to the use of your personal data in whole or in part at any time. Personal data will be stored until such consent is withdrawn. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal.

5.3 isaFriends

If you, as someone interested in culture, would like to support work with emerging talents within the framework of the annual isa - International Summer Academy of the mdw, you have a straightforward and direct opportunity to do so through 'isaFriends'. As a token of our appreciation, we offer you a range of special benefits with our cooperation partners.

The data you provided will be processed for the above-mentioned purpose of administrating this support. Data is processed on the basis of your donation activity or initiation thereof. Data is stored for the duration of the membership year and, beyond that, for the duration of any legal obligations for an anticipated period of up to seven years.

You are contractually required to provide data in order for us to process your registration and admission as an isaFriend. Non-disclosure of this information will prevent us from being able to admit you as an isaFriend.

The processing of voluntary data is subject to your consent. You have the right to withdraw this consent to the use of your personal data in whole or in part at any time. Personal data will be stored until such consent is withdrawn. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal.

5.4 Invitation to surveys and evaluations

With respect to your status as a member of the university, and in particular with respect to your studies or participation in courses and events at the mdw, your contact details may be used for invitations to complete evaluations and satisfaction surveys for the purpose of quality assurance and ensuring the economy, cost-effectiveness, and appropriateness of financial management.

Data is processed on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 - in particular, Sec. 2(12) - and Sec. 14 of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 2 Para. 12(f) of the GDPR.

The duration of storage is determined by the data processing activities specifically listed above.

5.5 Sweepstakes

In the event that you register for sweepstakes organised by the mdw, the data you provide during registration (surname, first name, email address) will be processed to properly manage the game. You are required to provide data so as to be able to participate in the sweepstakes and for the sweepstakes to be held. Non-disclosure of this data will prevent you from being able to participate.

The data is processed internally by the responsible employees of the department organizing the sweepstake and is only shared internally or with third parties if this is necessary for the purpose of contract processing or if it is in the legitimate interest of the controllers according to Art. 6 Para.1(f) of the GDPR or if you as a participant have previously consented.

Data is processed on the basis of contractual duties and requirements arising from participation in the sweepstakes in accordance with Art. 6 Para. 1(b) of the GDPR or on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR or on the basis of your consent in accordance with Art. 6 Para. 1(a) of the GDPR.
In the latter case, you have the right to withdraw your consent to the use of your personal data in whole or in part at any time. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal.

Data is stored for the duration of the execution of the sweepstake and, beyond that, for the duration of any existing legal claims or on the basis of legal obligations.

5.6 Alumni

For the distribution of information and invitations, the mdw may use your contact details within the framework of preserving contact and fulfilling its mandate for further education.

Data is processed on the basis of public interest in accordance with Art. 6 Para. 1(e) of the GDPR in conjunction with Sec. 1-3 - in particular, Sec. 3(5, 10) - of the Universities Act (UG) or, insofar as the mdw is not acting in performance of its obligations under public law, on the basis of the legitimate interests of the controller in accordance with Art. 6 Para. 1(f) of the GDPR or, where applicable, on the basis of your consent in accordance with Art. 6 Para. 1(a) of the GDPR. In the latter case, you have the right to withdraw your consent to the use of your personal data in whole or in part at any time. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal.

The duration of storage is determined by the data processing activities specifically listed above.

6. Storage Periods

Your data will be stored only as long as there is a legal basis to do so. Please note that the public interest in being able to verify the lawful attainment of an academic degree, in addition to any other corresponding legal data storage obligations, may result in longer storage durations.

For this reason, in accordance with Sec. 53 of the Universities Act (UG) in conjunction with Sec. 3 Para.3 of the Education Documentation Act (BiDokG), the following categories of data, in particular, must be stored for a period of 80 years:

The titles of examinations or the topic of scientific or artistic works,
The ECTS credits awarded,
The examination results,
The names of the examiners or assessors,
The date of the examination or assessment, and
The name and matriculation number of the student.

Data generated in connection with the assertion of data subject rights in accordance with the GDPR, such as correspondence, evidence, and (deletion) records, will be stored for three years in accordance with the Data Protection Act (DSG) for the purpose of being able to respond to any potential complaints.

Data that is considered archival material in accordance with the Federal Archives Act is stored indefinitely.

7. Your Rights

Under the applicable legal provisions, you have the right at any time to access information about your stored personal data (as per Art. 15 of the GDPR), the right to correction (as per Art. 16 of the GDPR), deletion (as per Art. 17 of the GDPR), limitation of processing (as per Art. 18 of the GDPR), as well as the right to object to processing (as per Art. 21 of the GDPR) and the right to data transfer (as per Art. 20 of the GDPR). Should your personal data change, we request that you inform us accordingly.

You have the right to withdraw this consent to the use of your personal data in whole or in part at any time. Personal data will be stored until such consent is withdrawn. Should consent be withdrawn, this does not affect the lawfulness of any processing of personal data prior to this withdrawal. Please note that the revocation of consent will result in the inability to fulfill the purposes mentioned above.

If you believe that the processing of your personal data by us violates applicable data protection law or your data protection claims have been violated in another way, you can file a complaint with the responsible supervisory authority (Austrian Data Protection Authority (Österreichische Datenschutzbehörde), Barichgasse 40-42, 1030 Vienna, telephone: +43 1 52 152-0, dsb@dsb.gv.at).

Should any data protection infringement arise, should you have any questions concerning data protection at the mdw, or should you wish to exercise any of your rights as described above, you may, of course, contact our data protection officer at Anton-von-Webern-Platz 1, 1030 Vienna, by email at datenschutz@mdw.ac.at, or by phone at 01 71155 6046.

8. Other

The University of Music and Performing Arts Vienna reserves the right to change its privacy policy at any time. The currently valid version of the Privacy Policy applies. We ask you to inform yourself regularly about the contents of our Privacy Policy.

Last updated: 17.01.2024

Impressum Information

Controller:

mdw – University of Music and Performing Arts Vienna
Anton-von-Webern-Platz 1
1030 Vienna
T +43 1 711 55

Data Protection Officer

Dr. Anne-Kristin Fischer, LL.M.
mdw – University of Music and Performing Arts Vienna
Anton-von-Webern-Platz 1
1030 Vienna
T +43 1711 55 6046
datenschutz@mdw.ac.at