Data protection declaration of the ILIAS teaching / learning platform

University of Education Freiburg

Kunzenweg 21

79117 Freiburg

Phone: (0761) 682-0

Fax: (0761) 682-402

E-mail: rektor(at)ph-freiburg.de

Administrative contact for the provision of the system: elearning(at)ph-freiburg.de

E-mail: datenschutz(at)ph-freiburg.de

ILIAS is an internet-based learning platform, tasked with:

• the provision of teaching materials and examination modules
• the storage of study materials including e-portfolios
• the communication and collaboration between teachers and students
• the support of teaching and research projects.

For students and employees, the use of ILIAS, including data processing, is generally mandatory as part of the university's statutory task fulfillment (Art. 6 para. 1 sentence 1 letter e GDPR in conjunction with § 2 LHG-BW). In all other cases, especially in the case of guests, data processing is based on consent (Art. 6 para. 1 sentence 1 letter a GDPR).

The ILIAS learning platform and the personal data are operated and stored on the IT systems of the PH Freiburg. No data is transmitted to third parties.

personal data relating to a user account, including self-stored files, will be deleted:

• at the request of the user concerned
• in accordance with the deletion deadlines of the identity management (IDM) of the PH Freiburg. All stored data of an identity that has reached the end of its validity period, as well as data on its resources managed via IDM, will be deleted after 24 months (2 years). In the case of user activities (e.g. forum posts or emails), the user ID is anonymized, but not the content of the activity. This content is deleted by the course administrators together with the entire course objects.

All users have

• the right to obtain information about their processed personal data,
• the right to demand rectification, deletion or restriction of processing such data,
• the right to object to the processing of such data,
• the right to be provided with the portability of such data, if applicable.

You have the right to log a complaint with a supervisory authority. The supervisory authority in Baden-Württemberg is the State Commissioner for Data Protection and Freedom of Information Baden-Württemberg:

https://www.baden-wuerttemberg.datenschutz.de/

If the processing is based on Article 6(1)(a) GDPR or Article 9(2)(a) GDPR (consent), you also have the right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

In order to use ILIAS, personal data required for the use of the learning platform and its functions is processed.

Identity data

We process identity data such as user ID, first name, last name and e-mail address on our learning platform in order to authenticate users in the system and to enable users to communicate with each other.

Usage and history data

In addition, usage and history data is collected platform-wide for the entire duration of any valid account, or temporarily for purposes of platform functionality.

Course data include, for example, participant lists, content contributions, ratings in online tests etc.  This information is visible to course administrators and, depending on the settings made by the course administrator or depending on the application (e.g. forum), also to other course members.

The visibility of contact data (e.g. user name, e-mail, first and last name of the respective members) may depend on settings at administrator or user level.

Some of the data is only visible to you and, if applicable, your communication partners (e.g. chat histories, emails, notes).

Technical connection and communication data

We store technical connection data in log files. This is data that is generated when you access Ilias, such as browser type and browser version, operating system used, referrer URL, time of server request, IP address.

The logging of this data in the log files serves to ensure technical functionality and IT security. The data is deleted after 14 days.

The legal basis for this data processing is Art. 6 para. 1 lit. f) GDPR. Our legitimate interests are based on the possibilities that log files provide for maintenance purposes, error correction and the detection of misuse of our IT systems.

Data access and use

The responsible teachers or ILIAS course administrators can view the identity data of the participants in your courses. This serves to fulfill the purpose of the system, in particular communication and collaboration between and among users.

Teachers and ILIAS course administrators can also access usage and history data provided on the ILIAS interface and enable their participants to access the content data provided.

The persons responsible for the operation and security of the learning platform can also access the technical connection and communication data.