Registration and contracts

For registration or the execution of a contract, we need the following information: First name, surname, salutation (gender), address (postal address), telephone number, email address, date of birth, nationality, passport number, emergency contact (name, type of contact, e.g. family relationship, address, telephone number and email address), home university, study subjects (major and minor), academic year and existing German language skills. In the course of registration, you will receive an internal customer number. We determine the fees for participation in the program on the basis of the courses and other services selected by you at registration (e.g. accommodation, insurance and excursions). If you choose the credit card payment option, we will need your credit card details (name and address of the credit card holder, credit card company, credit card number, expiry date, three-digit card verification number) for billing purposes.

Services

For the provision of services (e.g. accommodation, insurance, excursions), ERG Universitätsservice GmbH may transmit personal data to service partners. If there is no contractual relationship yet and you hand over personal data to ERG Universitätsservice GmbH, ERG Universitätsservice GmbH undertakes in writing to keep them confidential.

Newsletter

To subscribe to the newsletter, we need the following information: First name, surname and email address. Providing academic title, home university and home country are optional. Interested parties can sign up for the newsletter via the newsletter form available on the FUBiS website. Program participants have the opportunity to register for the FUBiS newsletter on the registration form.

Further areas in which FUBiS processes data from participants or passes them on to third parties:

Enrolment: Participants fill out an enrolment application form. FUBiS collects the enrolment application from participants on behalf of the FU and forwards the applications to FU student administration. On the basis of the enrolment application, the FU provides FUBiS students with ID cards (CampusCard) and FU accounts (computer network and WiFi). In the application for enrolment, the Freie Universität Berlin requires the following information: First name, surname, salutation (gender), email address, date of birth, place of birth, nationality, year and country of higher education entrance qualification, information on previous periods of study in Germany (name of university, semester and year of enrolment), university of first enrolment, start date of first degree, home university, course title and graduation date.

Host family questionnaire: Participants who choose the homestay accommodation option complete a questionnaire. FUBiS forwards the questionnaire to an external homestay coordinator, who allocates participants and host families. In this questionnaire, FUBiS requires the following information: First name, surname, salutation (gender), address (postal address), phone number, email address, date of birth, country of residence, home university, course of study, family members and kind of family relationship, allergies, medical requirements, dietary requirements and smoker / non-smoker information.

FUBiS Certificate: We will issue a certificate to all participants on completion of the program.

Form for certificate reordering: If participants wish to re-order a certificate later, they fill out a form and send us their credit card details.

Where we submit data to third parties:

• Communication with partner universities and partner organisations (e.g. to check the status of an already registered participant)
• Communication with student administration services (e.g. enrolment)
• Accommodation partners (e.g. allocation of rooms and apartments, forwarding of host family questionnaires to an external host family coordinator)
• Excursion partners (e.g. registration for visits to the Reichstag, hostel accommodation)
• Printed certificates are sent to Department IV for signature
• Course participant lists to lecturers
• ERG scholarship selection meeting

Marketing:

• Mailouts to interested parties (special programs / new courses / other courses / DAAD) from old contact databases (created through online research).
• Alumni: Ambassador; survey (2013) / information targeted to alumni, e.g. via FU-BEST
• Job interviews using Facebook, LinkedIn, Skype