Data protection & terms of use

(A) Objective and legal basis of the ICS RM

The International Career Service Rhein-Main hereinafter: ICS RM) is a joint project involving the following universities: Frankfurt University of Applied Sciences, Goethe University Frankfurt, Darmstadt University Hochschule RheinMain - University of Applied Sciences and Arts (HSRM) Technical University of Darmstadt. The project is currently funded by the European Social Fund and the State of Hesse and is scheduled to run until June 30, 2028.

The ICS RM supports students with an international or intercultural background[1] at all participating universities and clients of other collaborating partners in career guidance and access to the German labor market ( job market ) or the path to employment ( self-employment). To this end, a wide range of extracurricular events is offered each semester, for which students and alumni can voluntarily register up to one year after graduation. In accordance with the funding conditions, the ICS RM is required to ensure that at least 50% of participants “come from the target groups with a foreign background at the project-leading universities in Hesse.” To verify this, the ICS RM collects data on nationality, country of birth, and immigration history. As part of the funding agreement, the participating universities are required to submit regular progress reports that provide the funding agencies with statistical analyses of the participants in the programs.

Legal basis for data processing: §§ 3 HDSIG, 3 HessHG

In order to perform these tasks, Goethe University Frankfurt operates the website www.ics-rm.de on behalf of all universities involved in the ICS RM, on which all offers and services of the network are communicated. This website contains information that is freely accessible to the general public.

In addition, the Technical University of Darmstadt operates the joint event and registration portal (hereinafter: VA-Portal) on behalf of all universities participating in the ICS RM, which students and alumni of the participating universities can use to register for events and other offers (e.g. mentoring). As all events have a participant limit and participants receive corresponding access data, registration is mandatory. In addition, as outlined above, statistics on the registered persons and participants must be submitted to the funding bodies.

On behalf of all universities participating in the ICS RM and selected cooperation partners, Goethe University Frankfurt coordinates the ICS RM's appointment registration system for counseling services, which students and alumni of the participating universities can use to register for individual counseling services. As these counseling services are limited in time and capacity, prior registration is mandatory. In addition, statistical evaluations of the registered persons and participants must be submitted to the funding bodies.

[1] Immigrants are defined as students who were born abroad and immigrated to Germany and/or students who have at least one parent who was born abroad and immigrated to Germany.

(C) Privacy policy for the event and registration portal (VA-Portal) and the appointment registration system of the ICS RM

The Technical University of Darmstadt, Karolinenplatz 5, 64289 Darmstadt, represented by the President Prof. Dr. Tanja Brühl, is responsible for the maintenance of the VA portal within the meaning of Art. 13 GDPR. See imprint.

The Johann Wolfgang Goethe University Frankfurt am Main, Theodor-W.-Adorno-Platz 1, 60323 Frankfurt am Main, represented by the President Prof. Dr. Enrico Schleiff, is responsible for the management of the appointment registration system within the meaning of Art. 13 GDPR. See imprint.

(1) Users

Registration on the ICS RM Event and Registration Portal (hereinafter: VA Portal) and in the scheduling system is primarily intended for members of the participating universities (Frankfurt University of Applied Sciences, Goethe University Frankfurt, Darmstadt University Hochschule RheinMain - University of Applied Sciences and Arts (HSRM), Technical University of Darmstadt) and associated partners (currently Johannes Gutenberg University Mainz and the Walter Kolb Foundation) or individuals with a verifiable connection to the aforementioned universities. However, external individuals without a university affiliation may also register. Individual user groups are defined for the respective offerings.

In the following, the term "users" refers to all persons who have registered in the ICS RM VA portal or in the appointment registration system.

When registering in the VA-Portal or logging in to the appointment registration system, consent is given to the data protection declaration and thus to the collection, processing and use of personal data (see section 2). A user profile is created in the VA-Portal upon registration, in which all personal data is stored.

Users can revoke this consent at any time with effect for the future (see section 10). This will result in the deletion of the user profile in the VA-Portal, which means that future participation in the ICS RM offers is no longer possible. In the appointment registration system, you cancel all appointments reserved for you by withdrawing your consent.

(2) Personal data

(2.1) Mandatory personal data

As little mandatory personal data as necessary is collected and processed to verify affiliation with one of the universities participating in the ICS RM or recognized cooperation partners and to fulfil the verification obligations in accordance with the funding conditions. When registering, the following data is requested via a secure connection:

• Salutation / Gender
• First name and last name
• Date of birth
• Nationality
• Country of birth
• with an international or intercultural background
• E-mail address
• Information about your studies (university, department, degree program, desired degree, semester)

On the VA Portal, this data is visible exclusively to ICS RM administrators—that is, to project staff from the participating universities. In the following, these staff members are collectively referred to as “the network administration.” Furthermore, as part of software maintenance and support, data may also be accessed by the software provider Adornis Ventures GmbH and Terminland GmbH (see Section 3).
Additionally, in accordance with the funding conditions, there is an obligation to provide the funding agency with data exports from the portal, including personal data.

In the appointment registration system, your data will be transmitted to the respective advisor (currently project staff from the participating universities and employment agencies).

(2.2) Optional information about yourself

In their personal user profile in the VA-Portal, users can add voluntary information, such as a telephone or student number, in addition to the mandatory information. You can correct outdated or incorrect information yourself at any time.

(2.3) Additional mandatory information for the registration of offers 

When making a binding application for an ICS RM offer, additional mandatory information may need to be provided. Depending on the type of offer, these fields may vary, e.g. uploading a document (e.g. CV for CV checks).

(2.4) Storage period

Personal data is stored for the duration of active participation in the offers or until the data subject expressly requests its deletion (see section 10). Personal data that must be reported to the funders in accordance with the project funding conditions must be stored for at least five years after submission of the proof of use.

(3) Type, purpose and place of processing of user* datadata

The personal data of users is collected by ICS RM, stored in the web-based VA portal and appointment registration system and subsequently processed and used.

The VA portal is hosted on servers of the Technical University of Darmstadt and integrated into the ICS RM website. It is provided and technically maintained as Saas (Software as a Service) by Adornis Ventures GmbH. The details are governed by an order processing contract in accordance with Section 11 BDSG (Federal Data Protection Act) and EU GDPR (European General Data Protection Regulation). Adornis Ventures GmbH has its registered office at Am Sand 14, 61184 Karben, Germany. The data is stored on servers of the Technical University of Darmstadt, 64289 Darmstadt, Germany.

The appointment registration system is hosted by Terminland GmbH and integrated into the ICS RM website. It is provided as Saas (Software as a Service) by Terminland GmbH and is technically supported. The details are governed by an order processing contract in accordance with Section 11 BDSG (Federal Data Protection Act) and EU GDPR (European General Data Protection Regulation). Terminland GmbH is based at Kreuzberger Ring 44a in 65205 Wiesbaden, Germany. The data is stored on Terminland GmbH servers.

The processing of all personal data is subject to the relevant statutory provisions, in particular the TMG (Telemedia Act) and the HDSIG (Hessian Data Protection and Freedom of Information Act).

(4) Impact Assessment / Alumni Survey

(4.1) Purpose of Processing
In addition to the purposes mentioned in Section (3), ICS RM conducts qualitative impact assessments to determine how participation in ICS RM programs (events, counselling, mentoring) affects participants’ career orientation and entry into the workforce—even beyond the end of their studies or their active use of the VA portal or appointment scheduling system. The information collected through these surveys is used to further develop ICS RM programs and—exclusively in anonymized or aggregated form—to report to funding agencies (see section (4)).

(4.2) Legal Basis and Separate Consent
Processing in the context of impact measurement is based on separate consent pursuant to Art. 6(1)(a) of the GDPR. This consent is independent of the consent to use the VA Portal or the appointment scheduling system (see Section (1)) and is obtained through a separate request. Deleting the VA Portal profile (see section (10)) does not automatically affect consent for impact measurement; both consents may be revoked independently of one another and at any time with future effect.

(4.3) Data Collected
As part of the impact assessment, the following data is processed:
• Responses from surveys conducted at various points in time following participation (immediately, as well as approximately 6, 12–18, and optionally 24–36 months afterward)
• Information on the ICS RM services used
•    Email address for contact; optionally, an additional private, non-university-related email address, provided the data subject voluntarily provides it for contact after the study is completed
Providing a private email address is voluntary and is done separately from the mandatory information specified in section (2.1).

(4.4) Scope Beyond the Definition of “User”
Notwithstanding paragraph (1), which states that alumni are considered users of the VA portal for up to one year after graduation, individuals who have given their separate consent to impact measurement may be contacted for the purpose of impact measurement even after this period has expired—but only until such consent is revoked or until the retention period specified in Section (11.5) is reached.

(4.5) Retention Period
The data collected as part of the impact assessment will be stored for as long as the data subject participates in the follow-up surveys or has not revoked their consent, but no longer than 10 years after the last response or the end of the funding period, plus the statutory retention period. If consent is revoked, the relevant data will be deleted immediately, provided that no statutory retention obligations prevent this. The following applies to evaluations transmitted to the funding agencies: These are provided exclusively in anonymized or aggregated form, so that no conclusions can be drawn about individual persons.

(4.6) Recipients
Individual survey responses are accessible only to the ICS RM project coordination team and to staff at the participating universities responsible for impact assessment. Data is disclosed to funding agencies exclusively in anonymized or aggregated form (see Section (4)). [If a separate survey tool is used: The open-source tool LimeSurvey is used for the technical implementation of the survey. For the terms of use, see https://www.hrz.tu-darmstadt.de/services/it_services/umfragetool/index.de.jsp

(4.7) Withdrawal of Consent
Consent to the effectiveness measurement may be withdrawn at any time, effective for the future, without providing a reason, and without affecting the use of other ICS RM services. Withdrawal may be made informally by email to info@ics-rm.de; the contact information and survey responses will then be deleted in accordance with Section (4.5).

(5) No disclosure of user data to unauthorized third parties

Data is shared among the participating universities in connection with scheduling, event planning, organization, evaluation, and further development. In addition, external consultants and speakers at ICS RM events receive participant lists containing relevant data to help them prepare for events and verify attendance. In accordance with the funding conditions, there is an obligation to regularly send participant lists and anonymized statistics on the use of ICS RM offerings to the funding agencies. These statistics do not allow for any identification of individuals.

Furthermore, the ICS RM does not pass on user data to third parties.

The only exceptions are cases in which there is a legal obligation to disclose information, e.g., pursuant to Section 21 of the TDDDG (Telecommunications, Digital Services, and Data Protection Act) in response to requests from law enforcement agencies and other government entities vested with the appropriate authority.

(6) Transfer of Data Abroad

All users can also access the web-based VA portal and appointment registration system from abroad.

(7) Logging of user activities

For administrative and data protection reasons, the VA portal and the appointment registration system automatically record and permanently store which user has carried out which activities and when. These are

• Profile updates in the VA portal by users or the administration
  (e.g. address updates or password queries)
• Consent management
  (Confirmation of privacy policy, terms of use, consent to receive information and invitations)

This data is also used for statistical analysis to evaluate usage. The data for statistical evaluation is abstracted. It is not possible to draw conclusions about individual persons.

For technical reasons, the following data is recorded and stored for 14 days before it is automatically deleted:

• Server logs
• Logins (registrations in the VA portal)

(8) Receipt of Information and Invitations

All users of the VA portal and the appointment registration system receive administrative information (e.g. reminders and access data for events) in the form of automated emails. In addition, users of the VA-Portal can agree to receive further information (e.g. new offers or alternatives to fully booked offers) via various channels (e.g. WhatsApp). Users of the VA portal can also subscribe to information individually and also unsubscribe again independently.

(9) Cookie Notices

When logging into the VA portal, a system-relevant cookie is set that does not pass on any data to the outside world, but is necessary for the functionality of the VA portal. The status of the login is managed by the system-relevant cookie and is used to identify the user profiles.

(10) SSL Encryption

To protect the security of your data during transmission, we use state-of-the-art encryption methods (e.g. SSL) via HTTPS.

(11) Deleting a User Profile on the VA Portal

Users can have their profile in the VA-Portal deleted at any time via the network administration. From this point on, users can no longer book or cancel events, services and newsletters.

If you do not wish to have any contact with ICS RM and/or wish to have all personal data deleted, you must notify us in writing

• by e-mail to info@ics-rm.de or
• by post(contact).

The deletion of a user account is complete and irrevocable. It is then not possible for users or their heirs to prove the deletion of the data.

Information on offers visited in the past will be stored for at least five years after submission of the proof of use in accordance with the project funding conditions. The data will be stored outside the VA portal after the profile has been deleted.

Due to the data stored in the cache, the user data may still be available for a short time after the user profile has been deleted. TU Darmstadt reserves the right to continue to store the data for the time being if necessary (e.g. to enforce claims for damages in the event of an infringement).

The profiles of users who can no longer be contacted by the network administration due to missing or incorrect information will be deleted after an unsuccessful contact attempt.

Technical University of Darmstadt, located at Karolinenplatz 5, 64289 Darmstadt, represented by its President, Prof. Dr. Tanja Brühl, is responsible for managing the Matching Portal pursuant to Art. 13 of the GDPR. See the Legal Notice.

The Matching Portal (https://icsrm-matching-week.tu-darmstadt.de/ embedded on https://ics-rm.de/) is a joint initiative of the following universities: Frankfurt University of Applied Sciences, Goethe University Frankfurt, Darmstadt University of Applied Sciences, Mainz University of Applied Sciences, Hochschule RheinMain - University of Applied Sciences and Arts (HSRM), Johannes Gutenberg University Mainz, and Technical University of Darmstadt. The University of Applied Sciences in Darmstadt ( Technical University of Darmstadt ) serves as the operator of the Matching Portal. For its implementation, TU Darmstadt uses a software solution. The web-based portal is provided and administratively managed as SaaS (Software as a Service) by Adornis Ventures GmbH. The details are governed by a data processing agreement in accordance with Section 11 of the BDSG (Federal Data Protection Act) and the EU GDPR (General Data Protection Regulation). Adornis Ventures GmbH is headquartered at Am Sand 14, 61184 Karben, Germany.

The goal of this initiative is to promote equal access to the job market by connecting students and alumni with immigrant backgrounds directly with employers. One example of this is the “Matching Week,” where employers register and students or alumni apply, with the mutual goal of conducting one-on-one interviews within the specified framework.

Personal data is processed on the matching portal. Data is considered personal if it allows for the identification of an individual, as defined in Article 4(1) of the GDPR. How we use this data is explained below.

The AI-based CV Check is also available at https://ics-rm.de/counselling-mentoring/cv-check/, where it can be used separately and without submitting an application through the Matching Portal. To use the CV Check on its own, all you need to do is register with an email address. To receive feedback on your resume, it will be forwarded—as described in point 2—to OpenAI’s “GPT” language model service, which is provided via the Microsoft Azure Cloud.

1. Scope and Purpose of the Processing of Personal Data

The processing of all personal data is subject to the relevant statutory provisions, in particular the TMG (Telemedia Act) and the HDSIG (Hessian Data Protection and Freedom of Information Act).

Legal basis for data processing: Section 3 of the HDSIG, Sections 3 and 5 of the HessHG, Article 6(a) of the GDPR

1.1 Students and Alumni (Applicants)

Technical University of Darmstadt processes data on students and alumni in its matching portal who apply, as part of the intercollegiate project “ International Career Service ” (ICS RM) (Rhein-Main ), to participate in the matching process and interviews with participating employers.

Registration on the matching portal, applying to individual employers, and using the integrated AI features are all done on a voluntary basis.

Data is stored for the following purposes:

• Matching applicant data with employers' job requirements
• CV Feedback from Trained AI (Optional)
• Calculation of matching scores and recommendations for suitable job openings based on those scores
• If there is a good match and the employer makes the selection: Contacting and scheduling a virtual interview with selected employers

The following data is collected and processed:

When registering to create a profile:

• First name and last name
• E-mail address
• Date of birth
• Nationality
• Country of birth
• with an international or intercultural background
• Information about your studies (university, department, program, intended degree)

Students at the universities participating in the ICS RM have the option to log in using their existing university account via a Shibboleth interface. In this process, contact information available in the respective identity management systems of the participating universities is transferred to and stored in the matching portal.

Applicants have the option to upload a resume as a PDF document, from which the above-mentioned information is extracted using text recognition via OpenAI’s “GPT” language model service, which is provided through the Microsoft Azure Cloud.

In addition, participation in the matching process requires applicants to submit a brief application. The following information is requested:

• Software and IT Skills
• Soft Skills
• Language Skills
• Practical experience
• Desired positions
• personal motivation

In addition, uploading a resume (as a PDF file) is a requirement for participation.

Applicants' data and résumés are visible on the matching portal to:

• the network administration for the ICS RM collaborative project. These are project staff members from the participating universities: Frankfurt University of Applied Sciences, Goethe University Frankfurt, Darmstadt University of Applied Sciences, Hochschule RheinMain - University of Applied Sciences and Arts (HSRM), Johannes Gutenberg University Mainz, and Technical University of Darmstadt.
• the participating employers. Applicants decide independently which employers they wish to apply to and, consequently, to whom they share their personal data and resumes. This authorization automatically expires after 6 months.
  When registering for the first time on the matching portal, representatives of participating employers agree to comply with the General Data Protection Regulation (GDPR) and the Hessian Data Protection and Freedom of Information Act (HDSIG).
• IT Specialists: Employees of the software provider Adornis Ventures GmbH in connection with software maintenance and support services (see Section 3).

Overview:

1.2 Employers

Representatives of participating employers receive a profile from the network administration that allows them to manage applications submitted to their employer.

The following data is collected and processed:

• First name and last name
• E-mail address
• Employer

1.3 ICS RM Project Staff

Representatives from the participating universities will receive a profile for administering the matching portal.

The following data is collected and processed:

• First name and last name
• E-mail address

2.  Disclosure of Personal Information

As part of the planning, organization, evaluation, and further development of course offerings, as well as the assignment of class schedules, data is shared within the universities listed above.

As part of the matching process, Technical University of Darmstadt transmits applicants’ personal data to the employers they have selected, subject to the applicants’ consent.

As an optional service, applicants can take advantage of the following AI services:

• Importing the resume (PDF) to pre-fill the registration form
• Feedback on your resume to help you optimize it for a successful job application

In doing so, Technical University of Darmstadt transmits personal data to OpenAI’s “GPT” language model service, which is hosted on the Microsoft Azure cloud.

To calculate a matching score, applicant profiles are compared with job profiles. This is a prerequisite for participating in the matching process. As part of this process, Technical University of Darmstadt transmits anonymized data (application information excluding names and contact information) to OpenAI’s “GPT” language model service, which is hosted on the Microsoft Azure Cloud.

Users can also access the web-based matching portal from abroad.

Furthermore, personal data will be disclosed to third parties if there is a legal obligation to do so, e.g., in response to requests from law enforcement agencies and other government entities that have the appropriate authority.

3. Location of the Processing of Personal Data

The matching portal’s software is hosted on servers at the Technical University of Darmstadt and integrated into the ICS RM website. It is provided as SaaS (Software as a Service) by Adornis Ventures GmbH, which also provides technical support. Personal data is stored on external servers operated by Microsoft Azure and OpenAI. The details are governed by a data processing agreement in accordance with Section 11 of the BDSG (Federal Data Protection Act) and the EU GDPR (General Data Protection Regulation). Adornis Ventures GmbH is headquartered at Am Sand 14, 61184 Karben, Germany . Additional data is stored on servers at the Technical University of Darmstadt, 64289 Darmstadt, Germany.

OpenAI’s “GPT” language model service, which is hosted on the Microsoft Azure cloud, is used to process text input and provide automated responses. Data is processed exclusively on servers located in data centers within Europe (Azure Region: Germany West/Central).

When using this service, the text you enter is transmitted to Microsoft Azure servers, processed, and used to generate the AI response. The model is not trained based on the input. Microsoft and OpenAI process the data exclusively on behalf of and in accordance with the instructions of the data controller (processing on behalf of the data controller pursuant to Article 28 of the GDPR).

4. Retention Period and Deletion of the User Profile

By registering on the matching portal, you consent to this Privacy Policy and thereby agree that your personal data may be collected, processed, stored, and used.

Users may revoke this consent at any time with future effect and have their profile deleted from the matching portal through the network administration. This must be communicated in writing.

• by e-mail to info@ics-rm.de or
• by mail to:
  Technical University of Darmstadt
  International Career Service Rhein-Main
  Karolinenplatz 5, 64289 Darmstadt, Germany

Deleting a user profile is permanent and irreversible. To use the matching service in the future, you will need to register again and create a new user profile.

Due to data stored in the cache, user data may remain available for a short time even after the user profile has been deleted.

Users can edit their personal data on their own. The user profiles created are stored for the duration of active participation in the services or until the data subject expressly requests their deletion. After two years of inactivity, user profiles are automatically deleted.

5. Logging of User Activities

The matching portal automatically records and permanently stores information about which user performed which activities and when, in order to be able to verify at any time whether information regarding personal skills has been manipulated. This includes

• Profile updates on the MW Portal by users or the administration
  (e.g., address updates or password requests)
• Consent Management
  (Confirmation of Privacy Policy, Terms of Use)

This data is also used for statistical analysis to evaluate usage. The data for statistical evaluation is abstracted. It is not possible to draw conclusions about individual persons.

For technical reasons, the following data is recorded and stored for 14 days before it is automatically deleted:

• Server logs
• Logins

6.  Receiving Information and Invitations

All users of the matching portal receive administrative information (e.g., reminders and login credentials for job postings) via automated emails.

7.  Cookie Notices

When you log in to the matching portal, a system-essential cookie is set. This cookie does not share any data with external parties but is necessary for the portal to function properly. The system-essential cookie manages your login status and is used to identify user profiles.

8.  SSL Encryption

To ensure the security of data during transmission, we use state-of-the-art encryption methods (e.g., SSL) via HTTPS.

9.  Right to Access Information and Contact Information

Users of the matching portal have the right, in accordance with Art. 12 et seq. of the GDPR (General Data Protection Regulation) or § 52 of the HDSIG (Hesse Data Protection and Freedom of Information Act) , to obtain informationat any time and free of charge regarding the personal data stored about them.

Once you've logged in, you can view this information at any time in your user profile on the matching portal.

If you have any questions about this privacy policy, or if you would like to request information about the personal data stored about you in other tools of the International Career Services university network Rhein-Main at TU Darmstadt, please contact us at

• an official request for information in writing by mail to:
  Technical University of Darmstadt
  SCC, International Career Service Rhein-Main
  Karolinenplatz 5, 64289 Darmstadt, Germany
• or by email to: info@ics-rm.de

Further information can be found here:
https://www.tu-darmstadt.de/datenschutz/

If you have any questions or complaints regarding data protection, please contact the data protection officers at the Technical University of Darmstadt.

Contact details of the data protection officer

Technical University of Darmstadt

The data protection officer
Karolinenplatz 5
64289 Darmstadt

Internet: www.tu-darmstadt.de/datenschutz

Rights and complaint options

You have the right to lodge a complaint with the competent supervisory authority in the event of data protection problems.

Contact address of the supervisory authority of the Technical University of Darmstadt:

The Hessian Data Protection Officer
P.O. Box 3163
65021 Wiesbaden

https://datenschutz.hessen.de/service/beschwerde-uebermitteln

Phone: +49 611 1408-0

You have the following rights vis-à-vis the Technische Universität Darmstadt with regard to your stored personal data:

• Right to information,
• Right to rectification or erasure,
• Right to restriction of processing,
• Right to withdraw your consent,
• Right to object to the processing,
• Right to data portability, in a commonly used, structured and machine-readable form (from May 25, 2018).

10.  Changes to the Privacy Policy

The content and features of the Matching Portal are constantly being developed and improved. Accordingly, this Privacy Policy will be revised and updated as needed. Registered users of the Matching Portal will be notified of any changes.

The current version can be viewed and printed at any time at the following URL: https://icsrm-matching-week.tu-darmstadt.de/privacy.

As of September 30, 2025

(E) Terms of Use for the VA Portal

(1) Scope of application

These terms of use apply to the use of the web-based event and registration portal(https://www.icsrm.hrz.tu-darmstadt.de embedded on https://ics-rm.de) and all associated subpages (hereinafter referred to as "VA-Portal") of International Career Service Rhein-Main (ICS RM).

The purpose of the ICS RM VA portal is to enable students and alumni of the universities participating in the ICS RM to register for events and other ICS RM services, see (A) Objective and legal basis.

(2) Operator

The operator of the VA Portal is TU Darmstadt (hereinafter “Operator TUDa”). Unless otherwise specified in these Terms of Use, Operator TUDa is responsible for the content of the portal. The Operator may designate individuals from the participating universities (Frankfurt University of Applied Sciences, Goethe University Frankfurt, Darmstadt Hochschule RheinMain - University of Applied Sciences and Arts (HSRM) Technical University of Darmstadt) to assist the Operator in its activities as vicarious agents.

ICS RM uses an event management software solution for the implementation. The web-based portal is provided as SaaS (Software as a Service) by Adornis Ventures GmbH and is administratively managed, see (C) Privacy policy for the event and registration portal (VA-Portal) and the ICS RM appointment registration system.

(3) Users

A user is any person who sets up a user account (user profile) on the VA-Portal within the scope of the technical possibilities of the website.

Use of the VA portal is primarily intended for members or persons with a demonstrable connection to the participating universities (see above). These are current and former students (up to one year after graduation), doctoral students, visiting students, employees of the universities and clients of other cooperation partners. In addition, external persons without a university connection can register, although they are only admitted to the offers on a subordinate basis.

The network administration reserves the right to carry out identity checks in the course of registrations. Current students must register with their student account to confirm their identity via a Shibboleth interface when logging in to the VA portal. For this purpose, the operator TUDa is entitled to use the reference to one of the universities in connection with the name and date of birth of the user (and, if applicable, the degree program) as the basis for admission to the VA-Portal and the associated offers and to compare it with internally available data.

(4) Rights and obligations of users

Users undertake to use the portals only in accordance with their actual purpose and using their real name (see (A) Objective and legal basis) and not to feign any false identity. This includes

(4.1) Access data must be kept secret and not made available to anyone.

If users have reason to believe that others have knowledge of their password, they are obliged to change it immediately.

(4.2) Binding nature of registration for offers

Registration for ICS RM events via the VA Portal is binding. Users may cancel their registration on their own up to three days before the event begins. After that, cancellations can only be made by emailing info@ics-rm.de.

If users do not participate in a course or other offer without prior deregistration, they may be blocked from participating in all further ICS RM offers for the remainder of the semester.

Please also refer to the answers in the FAQ on our website https://ics-rm.de/faq/.

(4.3) Responsibility for activities

Users are responsible for their activities in the VA portal, e.g. uploading application documents.

(4.4) Admission to offers

Immigrant users from the Hessian partner universities are admitted to the courses in the order in which they register, unless otherwise stated. Users without a migrant background or from other cooperation partners are admitted on a lower priority basis, provided there are still places available. Finally, external users without a university connection will be admitted if there are still places available.

(5) Rights and obligations of the operator

With the VA-Portal, the operator provides users with a web-based portal.

The operator endeavors to ensure the uninterrupted operation of the portals, but cannot guarantee this. There is no guarantee for the availability of the offers or their functionality.

(6) Liability

The contents of the VA-Portal are created with the utmost care. However, the operator accepts no liability for the accuracy, completeness and up-to-dateness of the content. The operator also accepts no liability for the content of linked pages.

In the event of impairments to system availability due to maintenance work and other influences, no claim for damages shall arise. The operator accepts no liability for damages that may arise from the use of the system.

Users shall indemnify the operator against all claims, including claims for damages.

Users are liable for all damage they cause to TU Darmstadt in accordance with the statutory provisions.

(7) Termination of use of the VA portal

Users can have their profile completely deleted at any time and without giving reasons via the network administration. For more information, see Privacy Policy, section 10.

The operator is entitled to discontinue the VA-Portal in the course of terminating the offer and to block users' access.