Privacy Policy and Information for Data Subjects

Privacy Policy and information for data subjects in accordance with Article 13 and Article 14 of the EU GDPR

Mannheim Business School gGmbH (hereinafter also referred to as "MBS") collects and processes (in particular stores and transmits) personal data with the primary purpose of conducting study programs. The persons concerned are participants in MBS study programs, prospective students, alumni, B2B business partners, exchange students, lecturers, and MBS employees.

In the following, we explain how we process your personal data on the basis of the statutory authorization provisions of Section 6 (1) EU-DSGVO.  The processing of this data is carried out on the basis of Art. 6 sec. 1 lit. b GDPR, provided that your request is related to the fulfilment of a contract or is necessary for the implementation of pre-contractual measures. In all other cases, the processing is based on our legitimate interest in the effective implementation of the affected processes (Art. 6 sec. 1 lit. f GDPR) or on your consent (Art. 6 sec. 1 lit. a GDPR) if this was queried.

A.    Explanation of data processing operations

I.    Storage of data at MBS

The storage of personal data of business partners, customers and employees takes place on the file server of the MBS, which is located in the colocation area of the data center of the University of Mannheim.

II.    Usage of the Salesforce CRM System

The personal data of the affected groups of persons are also stored in the CRM system "Salesforce". This system serves the MBS as a central management application for, among other things, planning and conducting courses, organizing events, and structuring other internal administrative operations. The data center of this system is located in Germany. However, it cannot be ruled out with certainty that personal data will also be stored on servers located outside the EU.

III.    Use of Office 365 by MBS

MBS uses Microsoft services to organize and support internal administrative operations. It also processes personal data in applications of this provider, for example in Outlook, MS Teams, One Drive, SharePoint and Microsoft Forms. In addition, the emails sent to email addresses with the domain "@mbs.education" & “@mannheim-business-school.com” (including subdomains) are received via Office 365. The data is generally processed and stored in data centers within the EU. However, it cannot be ruled out with certainty that personal data will also be stored on servers located outside the EU.

IV.    Use of Docusign

MBS uses services provided by Docusign to sign contract documents electronically. Data in this context is processed/stored in data centers within the EU. However, it cannot be ruled out with certainty that personal data will also be stored on servers located outside the EU.

V.    Use of Coveto

MBS uses Services provided by Coveto to carry out the MBS employee recruitment process and to support the services of the Career Development Team. Coveto is a provider based in Germany and uses only data centers in Germany for the processing and storage of data.

VI.    Use of Form Assembly

MBS uses Form Assembly services to collect data from data subjects. In particular, this is used to facilitate the application process for MBS study programs. Form Assembly uses Amazon Web Services data centers located in Germany to provide the service. However, it cannot be ruled out with certainty that personal data will also be stored on servers located outside the EU.

VII.    Use of Canvas

MBS generally sets up a user account for each participant for the Learning Management System "Canvas", on which the courses, including course materials and exam results are available. This system is used to conduct the examination process, the announcement of the results and the communication regarding the course execution. Instructure Global Ltd. uses Amazon Web Services data centers located in Germany to provide the service.

VIII.    Transfer of data to the University of Mannheim

MBS stores and uses the above-mentioned personal data in accordance with this declaration, among other things, for the purpose of the proper implementation of the MBS study programs. The university of Mannheim is partly responsible for academic supervision within the scope of the MBS study programs. In addition, the degree, if any, is awarded by the University of Mannheim. For this purpose, the necessary personal data will be made available to the University of Mannheim.

IX.    Transfer of data to partner universities

As part of your participation in certain MBS study programs, you may be able to complete certain periods of study at one of our partner universities. In order to implement these cooperation programs, it is necessary to transfer certain personal data to the partner university. This data is then processed and, if necessary, used, by the partner university which may be located outside the EU.

X.    Transfer of data to accreditation organizations

For the purposes of accreditation of MBS (by internationally leading organizations: currently AACSB International, EQUIS and AMBA) personal data is passed on to accreditation organizations. This is done regularly in anonymized form.

B.    Information on affected rights and general information

I.    General information and mandatory information

Mannheim Business School takes the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection regulations and this data protection declaration. This privacy policy explains which data we collect as well as the purposes we use this data for. It also explains how, and for which purpose the information is collected. We herewith advise you that the transmission of data via the Internet (i.e. through e-mail communications) may be prone to security gaps. It is not possible to completely protect data against third-party access.

II.    Information about the responsible party (referred to as the “controller” in the GDPR)

The data processing controller is:

Mannheim Business School gGmbH
Managing Director: Prof. Dr. Jens Wüstemann
L5, 6
68131 Mannheim,  Germany
Phone: +49 621 181 1281
info(at)mannheim-business-school.com

The controller is the natural person or legal entity that single-handedly or jointly with others makes decisions as to the purposes of and resources for the processing of personal data (e.g. names, e-mail addresses, etc.

III.    Storage duration

Unless a more specific storage period has been specified in this privacy policy, your personal data will remain with us until the purpose for which it was collected no longer applies. If you assert a justified request for deletion or revoke your consent to data processing, your data will be deleted, unless we have other legally permissible reasons for storing your personal data (e.g. tax or commercial law retention periods); in the latter case, the deletion will take place after these reasons cease to apply.

IV.    Statutory Data Protection Officer

We have appointed a data protection officer for our company:

Björn Schenk
L5, 6
68131 Mannheim

E-mail: datenschutz(at)mannheim-business-school.com

V.    Revocation of your consent to data processing

Many data processing operations are only possible with your explicit consent. You can revoke your consent at any time. The legality of the data processing carried out until the revocation remains unaffected by the revocation.

VI.    Information on data transfer to the USA

Mannheim Business School uses tools from U.S.-based companies to organize internal workflows. In this context, your personal information may be transferred to the US servers of these companies. We must point out that the USA is not a safe third country within the meaning of EU data protection law. US companies are required to release personal data to security authorities without you as the data subject being able to take legal action against this. The possibility cannot therefore be excluded that US authorities (e.g. secret services) may process, evaluate and permanently store your data on US servers for monitoring purposes. We have no influence over these processing activities.

VII.    Right to object to the collection of data in special cases as well as to direct marketing (Art. 21 GDPR)

IN THE EVENT THAT DATA ARE PROCESSED ON THE BASIS OF ART. 6 SECT. 1 LIT. E OR F GDPR, YOU HAVE THE RIGHT TO AT ANY TIME OBJECT TO THE PROCESSING OF YOUR PERSONAL DATA BASED ON GROUNDS ARISING FROM YOUR UNIQUE SITUATION. THIS ALSO APPLIES TO ANY PROFILING BASED ON THESE PROVISIONS. TO DETERMINE THE LEGAL BASIS, ON WHICH ANY PROCESSING OF DATA IS BASED, PLEASE CONSULT THIS DATA PROTECTION DECLARATION. IF YOU LOG AN OBJECTION, WE WILL NO LONGER PROCESS YOUR AFFECTED PERSONAL DATA, UNLESS WE ARE IN A POSITION TO PRESENT COMPELLING PROTECTION WORTHY GROUNDS FOR THE PROCESSING OF YOUR DATA, THAT OUTWEIGH YOUR INTERESTS, RIGHTS AND FREEDOMS OR IF THE PURPOSE OF THE PROCESSING IS THE CLAIMING, EXERCISING OR DEFENCE OF LEGAL ENTITLEMENTS (OBJECTION PURSUANT TO ART. 21 SECT. 1 GDPR).
IF YOUR PERSONAL DATA IS BEING PROCESSED IN ORDER TO ENGAGE IN DIRECT ADVERTISING, YOU HAVE THE RIGHT TO AT ANY TIME OBJECT TO THE PROCESSING OF YOUR AFFECTED PERSONAL DATA FOR THE PURPOSES OF SUCH ADVERTISING. THIS ALSO APPLIES TO PROFILING TO THE EXTENT THAT IT IS AFFILIATED WITH SUCH DIRECT ADVERTISING. IF YOU OBJECT, YOUR PERSONAL DATA WILL SUBSEQUENTLY NO LONGER BE USED FOR DIRECT ADVERTISING PURPOSES (OBJECTION PURSUANT TO ART. 21 SECT. 2 GDPR).

VIII.    Right to log a complaint with the competent supervisory agency

In the event of violations of the GDPR, data subjects are entitled to log a complaint with a supervisory agency, in particular in the member state where they usually maintain their domicile, place of work or at the place where the alleged violation occurred. The right to log a complaint is in effect regardless of any other administrative or court proceedings available as legal recourses.

IX.    Right to data portability

You have the right to demand that we hand over any data we automatically process on the basis of your consent or in order to fulfil a contract be handed over to you or a third party in a commonly used, machine readable format. If you should demand the direct transfer of the data to another controller, this will be done only if it is technically feasible.

X.    Information about, rectification and eradication of data

Within the scope of the applicable statutory provisions, you have the right to at any time demand information about your archived personal data, their source and recipients as well as the purpose of the processing of your data. You may also have a right to have your data rectified or eradicated. If you have questions about this subject matter or any other questions about personal data, please do not hesitate to contact us at any time at the address provided in section “Information Required by Law.”

XI.    Right to demand processing restrictions

You have the right to demand the imposition of restrictions as far as the processing of your personal data is concerned. To do so, you may contact us at any time at the address provided in section “Information Required by Law.” The right to demand restriction of processing applies in the following cases:

• In the event that you should dispute the correctness of your data archived by us, we will usually need some time to verify this claim. During the time that this investigation is ongoing, you have the right to demand that we restrict the processing of your personal data.
• If the processing of your personal data was/is conducted in an unlawful manner, you have the option to demand the restriction of the processing of your data in lieu of demanding the eradication of this data.
• If we do not need your personal data any longer and you need it to exercise, defend or claim legal entitlements, you have the right to demand the restriction of the processing of your personal data instead of its eradication.
• If you have raised an objection pursuant to Art. 21 Sect. 1 GDPR, your rights and our rights will have to be weighed against each other. As long as it has not been determined whose interests prevail, you have the right to demand a restriction of the processing of your personal data.

If you have restricted the processing of your personal data, these data – with the exception of their archiving – may be processed only subject to your consent or to claim, exercise or defend legal entitlements or to protect the rights of other natural persons or legal entities or for important public interest reasons cited by the European Union or a member state of the EU.

Amendment of this privacy policy information for data subjects

We revise this privacy policy in the event of changes in data processing or other occasions that make this necessary. You will always find the current version on this website.

Status: 02.06.2021