Personal data

When you apply for accommodation at Tietgenkollegiet, we request a number of details about yourself and your studies. This information is used solely in connection with your application and is processed confidentially and securely. Below you can read more about how we handle your information.

WHAT INFORMATION DO WE USE?

To process your application, we use a number of general personal data:

• We use your name, address, and contact information in order to contact you regarding your application.
• We use information about gender, field of study, and nationality to ensure a diverse distribution of our residents.
• We use information and documentation about your age, previous education, and current/future studies to verify that you meet the requirements for applicants. To confirm this information, we use your high school diploma as well as documentation of enrolment in higher education.
• We use your motivation letter as part of the overall assessment of whether you are offered accommodation at the residence hall.
• We do not require your CPR number. However, if you fail to delete your CPR number from submitted documents, we will consider this as consent to store it.

HOW LONG DO WE STORE YOUR INFORMATION?

Your information is automatically deleted once it is no longer needed. You may also choose to delete your profile, including all applications and data provided in connection with it. Please note that this will result in your application being cancelled.

How we delete your information after use:

• All attached documents (including your motivation letter and documentation of study activity) are deleted after the end of the application round.
• User profiles (including all applications and related information) are automatically deleted after 180 days of inactivity.
• Users who create a profile but do not confirm their email address are automatically deleted after 30 days.

Please note: If you are admitted as a resident at Tietgenkollegiet, we will store a copy of your application in our resident archive before deleting it from the application system.

Deleting your profile and information
You may at any time delete your user profile, including all applications and data provided in connection with it. Log into the system and consult the “Help” section for more information.

WHO HAS ACCESS TO YOUR INFORMATION, AND HOW IS IT USED?

Your information is treated confidentially and only shared with the parties described below.

Staff at Tietgenkollegiet Administration
The administration reviews all applications to ensure compliance with the formal requirements and handles all communication with applicants.

Members of Tietgenkollegiet’s Admissions Committee (ISU)
Applications are assessed by the Admissions Committee. Members have access to the applications only via a dedicated iPad provided for this purpose. Members are not permitted to share or discuss applications with other residents or third parties.

System provider
The provider of the application system has administrative access for system maintenance. The provider is not permitted to use the information but is only responsible for ensuring system operation.

USE OF COOKIES

The Tietgenkollegiet application system uses cookies to ensure a good user experience. For practical reasons, it is not possible to use the application system without accepting cookies.

Technical functionality
We use cookies in connection with the login functionality. To provide a “Remember me” function, we store a cookie on your computer so you do not need to log in again the next time you visit the site.

Analytics
We monitor the application system using the Google Analytics tool. This allows us to, for example, see which browsers and devices our users employ, enabling us to ensure that the system works for everyone.

QUESTIONS?

If you have any questions, you may contact Tietgenkollegiet Administration at info@tietgenkollegiet.dk