Freie Universität Berlin European Studies Program

Registration for and establishing contractual relationships with participants in the FU-BEST programme (Freie Universität Berlin European Studies Program)

For registration or the execution of a contract respectively, we need the following information from students: First name, surname, salutation (gender), address (postal address), telephone number, email address, date of birth, nationality, passport copy, photo, emergency contact (name, type of contact, e.g. type of family relationship, telephone number and email address), home institution of higher education, study subjects (major and minor), academic year and existing German language skills, course selection and / or preferences for subject selection. These data are then transferred to the Sycamore database (https://sycamoreeducation.com/) and stored there.

If you choose the credit card payment option, we will need the student's credit card details for billing purposes (name and address of the credit card holder, credit card company, credit card number, expiry date, three-digit card verification number).

Registration of and establishment of contractual relationships with participants in the FU-BEST Internship Program

For registration or the execution of a contract respectively, we need the following information from participants: First name, surname, salutation (gender), address (postal address), telephone number, email address, Skype contact, date of birth, nationality, passport copy, photo, emergency contact (name, type of contact, e.g. degree of family relationship, telephone number and email address), home institution of higher education, study subjects (major and minor), academic year, preferences for possible internship options, full curriculum vitae and motivation letter.

If you choose the credit card payment option, we will need the participant's credit card details for billing purposes (name and address of the credit card holder, credit card company, credit card number, expiry date, three-digit card verification number).

Services

For the provision of services (e.g. accommodation, insurance, week or day 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.

Enrolment: Participants fill out the online enrolment application of the Freie Universität Berlin. FU-BEST receives signed statements from students regarding their recognition of the data protection guidelines and the limited nature of their study period at the Free University during their participation in the program, as well as a completed application for exemption from compulsory insurance by the Allgemeine Ortskrankenkasse (AOK), the statutory health insurance provider. On the basis of the enrolment application, the Freie Universität provides FU-BEST 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. For the exemption from compulsory insurance, FU-BEST and the AOK require the following information: First name, surname, date of birth, salutation (gender), nationality.

Residential address registration and deregistration at Citizens Services (Bürgeramt) and the Foreigners Registration Authority (Ausländerbehörde): In order to ensure a smooth process of registration and deregistration of all students in Berlin, FU-BEST supports students in completing the respective forms and forwards them to the respective authorities. Requested is information that is relevant for registration of a residential address and the application for a residence permit in accordance with the Federal Registration Act and the Residence Act.

Host family questionnaire: Participants who choose the homestay accommodation option fill out the corresponding questionnaire. The questionnaire will be forwarded by FU-BEST to an external host family coordinator, who is allocating participants and host families. In this questionnaire, FU-BEST requests the following information: First name, surname, salutation (gender), address (postal address), phone number, email address, date of birth, country of residence, home university, study subject, level of German language skills, allergies, medical requirements, dietary requirements, smoker / non-smoker information and preferences regarding domestic animals and small children.

Language tandem and volunteering questionnaire: As part of the program, and at the request of students, FU-BEST arranges language learning pairs (tandems) and volunteer work on the basis of personal preferences and data provided by participants. Interested participants fill in a questionnaire for this purpose.

In order to arrange language tandem partnerships, we ask students for the following information: First name, surname, email address, age, gender, place of residence in Berlin, language skills, study subject, hobbies, other interests, preferences in relation to tandem partners.

In order to find volunteer positions for students, we need the following information: First name, surname, place of residence in Berlin, level of German language skills, previous volunteering experience, time availability, areas of interest for volunteering.

FU-BEST certificate: We will issue a certificate to all participants on completion of the program. Printed certificates are sent to Department IV: International Programs for signature.

Form for certificate reordering: If participants wish to re-order a certificate later, they fill out the respective form and send it to FU-BEST together with their credit card details. In this questionnaire, FU-BEST requests the following information: Name, surname, email address, phone number, credit card details (name and address of the credit card holder, credit card company, credit card number, expiry date, three-digit card verification number).

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

-          Communication with partner universities and partner organisations

-          Accommodation partners (e.g. allocation of rooms and apartments)

-          Excursion partners (e.g. registration for visits to the Federal Chancellery, accommodation while on excursion)

-          Internal course participant lists for lecturers

-          Marketing emails to Alumni

Transmission to third countries only with the consent of those affected and after detailed information about the risks. See Art. 49 EU GDPR, especially 1. a. and c.