Privacy policy for the central service desk system at the University of Stuttgart

IZUS/TIK operates a central service desk system that can be used as a tool for various processes (e.g. support requests, application processing).

Below you can find information about how the personal data you provide while using this service is processed.

University of Stuttgart
Keplerstraße 7
70174 Stuttgart
Phone: +49 711 685-0
Email to the receiving office of the university

University of Stuttgart
Data protection officer
Breitscheidstr. 2
70174 Stuttgart
Phone: +49 711 685-83687
Fax: +49 711 685-83688
Email to data protection office

University of Stuttgart
IZUS/TIK – Service desk support
Allmandring 30a
70569 Stuttgart
Phone: +49 711 685-88000
Email to technical support

The IZUS/TIK and other facilities of the University of Stuttgart provide numerous services for the university. The respective contact persons can be contacted in various ways, e.g. by telephone, (function) email or online form, for inquiries about these services or for requests (e.g. purchase orders). 

An internal service desk system is used to ensure that inquiries and requests (e.g. purchase orders) are processed properly and efficiently.

• Email address, email metadata, content data
• Telephone number, time of call, voice message, name (only for calls from internal numbers)
• Data from the completed and submitted online form

Based on the information you provide in our support and request forms, in emails sent to function email addresses or in voice messages left on our answering machine, an email is generated and sent to the IZUS/TIK service desk system. This email includes the content of your message or request as well as the date and time.

You are informed about your request being processed via a service desk system by corresponding notices on the website and also by the specification of a ticket number in the email header and a note in the email that you receive in response to your request.

Online forms

Unless the online form specifically requests you to provide personal data such as your name and email address, you may also specify your function and a function address. You are free to provide pseudonymous information when entering your name and email address, which the university cannot assign to a person, or to communicate with the university via a pseudonymous email address. Mandatory fields in forms must be completed in order for your request to be processed properly and in a structured way.

Emails to a function address

Emails can be sent to the service desk system from any email address, including pseudonymous email addresses.

Calls (messages on the answering machine)

You can leave a message on the answering machine without providing personal data.

The following applies to the above procedures:

The use of these procedures is voluntary. You can also contact the IZUS/TIK and other institutions of the University of Stuttgart directly by telephone, email, fax, in person or by mail.

However, if information about your identity is necessary to process your request, it may not be possible to process your request in full or at all if you choose not to provide it. 

Personal data is generally processed in the service desk system on the basis of the following legal regulations:

Art. 6 Para. 1 Letter e and Para. 3 GDPR in conjunction with Section 12 of the Baden-Württemberg State Higher Education Act (Landeshochschulgesetz) and Section 15 of the State Data Protection Act (Landesdatenschutzgesetz).

If the use is consent-based: Art. 6 Para. 1 Letter a GDPR.

If the service desk system is used as a tool in a process for which other or additional legal regulations apply, e.g. in research, these legal regulations are specified in the privacy policy of the respective process.

Recipients are those organizational units, that are responsible for the services within the University of Stuttgart. These recipients process the data for a specific purpose.

Requests and the related communication will be deleted at the latest five years after the processing of the request has been completed; the retention period is generally shorter.

In the case of purchase orders or work orders, the data is stored until the order is completed and there is no need for further retention.

If further requirements, such as legal requirements for retention periods, apply for individual processes in which the service desk system is used as a tool, these are implemented; these requirements are described in the respective procedure and can be requested from the person responsible for the procedure or from technical support (email).

Under the GDPR, you have the following rights as a data subject:

• Right of access by the data subject (Art. 15 GDPR)
• Right to rectification (Art. 16 GDPR)
• Right to erasure (Art. 17 GDPR)
• Right to restriction of processing (Art. 18 GDPR)
• Right to data portability (Art. 20 GDPR), if and insofar as the processing is based on your consent
• If the use of the service is based on your consent, you have the right to withdraw your consent at any time. However, the withdrawal of consent only applies with effect for the future. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

If you wish to exercise your rights, please contact the data protection officer of the University of Stuttgart or the technical support. 

You have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR) if you consider that the processing of personal data relating to you infringes the law. The competent supervisory authority is the State Data Protection and Freedom of Information Officer of Baden-Württemberg: https://www.baden-wuerttemberg.datenschutz.de

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on Article 6 Para. 1 Letter e GDPR (data processing in the public interest).

This policy was last updated on: 07/23/2024

Further information

You can find this privacy policy at
https://uni-stuttgart.de/dse-servicedesksystem-en

Further data protection information from the University of Stuttgart can be found at
https://www.uni-stuttgart.de/datenschutz/

The English translation of this policy is intended solely as a convenience to non-German readers. In the event of any conflict between the English and German text, its structure, meaning or interpretation, the German text, its structure, meaning or interpretation prevail.