For reasons of better readability, the masculine spelling has generally been used for function designations such as "participant", "employee", etc.. We expressly point out at this point that both the male and female spelling is meant.

The protection of personal data is a central concern for the University Sports Department of the Karlsruhe Institute of Technology. With these data protection regulations, we provide information on how personal data is processed by us and to which persons it is made accessible.

These data protection provisions supplement the conditions of participation

1. basic principles for the processing of personal data

• The processing of personal data is carried out within the framework of the State Data Protection Act of Baden-Württemberg.
• University Sports uses personal data exclusively to enable participation in the sports program and to administer sports courses. Without providing the data explained below (see section 3), participation in university sports is not possible.
• Stored data is only accessible to the staff of the Hochschulsport. Exercise instructors of the Hochschulsport have limited access to the stored data for course organization. Data concerning the payment of course fees by direct debit will be made available to the cash office of the Karlsruhe Institute of Technology for this purpose. Other persons or third parties cannot view any of the stored data.

2. terms of this privacy policy

2.1 Data

• "Personal data" are, according to §3 para. 1 LDSG, all individual details about personal or factual circumstances of an identifiable person.
• The personal data that must be entered when registering for the sports offers (mandatory fields) are referred to as "registration details" (see 3.2).
• Some information provided during registration is optional. These are referred to as"Voluntary information" (see 3.3).
• When registering for a fee-based sports course,"payment details" are recorded (see 3.4).

2.2 Persons and facilities

• University Sports is an institution of the Karlsruhe Institute of Technology and is open to members and affiliates of the Karlsruhe Institute of Technology and its cooperating institutions; it is referred to as "University Sports" in its entirety.
• The full-time and student employees of the Hochschulsport who are responsible for organizing the sports program are called "employees".
• Leaders of the sports courses, who are responsible for the professional and athletic supervision, are called "Exercise Leaders"; they are named on the University Sports homepage or can be inquired at the University Sports Office.
• Users who have registered for a sports course on the university sports homepage are called "participants".
• Direct debit for payment of course fees is handled by the cash office of the Karlsruhe Institute of Technology; this will be referred to as the "cash office" in the following.

2.3 Other Terms

• The website on which the Hochschulsport offers sports courses is called "Hochschulsport-Homepage" and can be accessed at https://www.ifss.kit.edu/hochschulsport/index.php.
• In exceptional cases, registration for sports courses is possible in person at the Hochschulsport office. This is called the "Hochschulsport-Office".
• The program offered by the University Sports Office is called "Sports Offer" in its entirety.
• Individual services and performances of the sports program are called "sports course".

3. which data are processed?

3.1 Personal data

The personal data that is processed automatically within the scope of the organization of the sports offer consists in detail of the data explained under 3.2, 3.3 and 3.4.

Participants have the right to obtain information about the data stored about them by the Karlsruhe Institute of Technology and, if necessary, to have this data corrected. Upon request, data can only be viewed and processed in person at the University Sports Office.

All data collected will only be stored for a limited period of time. Data that can be associated with the registration for a sports course or the payment of a sports course will be anonymized at the latest one year after the end of the semester of the respective sports course in such a way that an assignment of the participant is no longer possible. If the participant does not register for another sports course within this period, all stored data of this participant will be deleted.

3.2 Registration data

When registering on the university sports homepage, registration details are recorded. These are:

• Salutation (Mr./Mrs.) or gender
• First name
• Last name
• Address
• Postal code
• Place of residence
• Status (in the sense of: University affiliation status. Student, employee, guest)
• Matriculation number (only for students)
• Telephone number of place of work (only for staff members)

3.3 Voluntary information

When registering on the university sports homepage, the following information is voluntary:

• Email address
• Telephone number

3.4 Payment data

For fee-based sports courses, payment can only be made by direct debit when registering on the Hochschulsport-Homepage. If payment is made by direct debit, the participant is required to provide the following information:

• Account number
• Bank code
• Account holder

4 Who can view the stored data?

4.1 Employees

Employees of the Hochschulsport can view all personal data made; they use these data exclusively for the purposes of the Hochschulsport.

4.2 Exercise instructor

In order to enable exercise instructors to contact participants directly, the exercise instructors are given access to previously collected personal data (if specified) of the registered participants. The exercise instructors can only view the following data until the end of the semester of the respective sports course:

• Salutation
• First name
• Last name
• Status
• E-mail address
• Phone number

4.3 Cash desk

Payment by direct debit is processed by the cash office. In order to carry out the payment by direct debit, the following previously collected data of the participants will be transmitted to the cash office:

• Name
• First name
• Account number
• Bank code
• Registration date
• Payment amount
• booked service (sports course)

In the event of a return debit note for which the participant is responsible (i.e. the direct debit could not be processed due to obviously incorrect information provided by the participant, e.g. non-existent account number), the University Sports Office will contact the participant directly.

5. changes to the data protection regulations

University Sports reserves the right to amend these data protection provisions if changes become necessary due to technical innovations, subsequently identified regulatory gaps or with regard to new services provided by University Sports. University Sports will publish the current version of this Privacy Policy on the University Sports homepage.