Registration FUNKT

I hereby give my consent that Saarland University may use my personal data or the personal data of my child:

•     general personal data of the child: Name, address, date of birth and school class at the time of the holiday care;
•     Contact data of the person registering: name, e-mail address, telephone number;
•     Contact details of the person(s) with custody: Name and telephone number;
•     General personal data of persons authorised to collect: Name;
•     Identification numbers (UdS members only): Personal or matriculation number;
•     health data: Allergies, intolerances, measles vaccination status;

for the purpose of registration and participation of my child in the FUNKT holiday care, for the administration, implementation and accounting of the same as well as anonymously for statistical purposes, for quality assurance and for the preparation of project reports.

My consent also includes the transfer of the aforementioned data to the cooperation partner Lumbricus UmweltEdutainment, who is entrusted with the implementation of the FUNKT holiday care.

I am aware that this declaration of consent is voluntary and that I can refuse it or revoke it at any time with future effect by notifying the Family Office of Saarland University of my revocation against the processing of my personal data in writing to P.O. Box 15 11 50, 66041 Saarbrücken, Germany or by e-mail to familie@uni-saarland.de. I am aware that the lawfulness of the processing is not affected by this until the revocation.

The offer is dependent on the collection, processing and use of the aforementioned data. Refusal or revocation of consent would preclude the use of the care offer.

I hereby give my consent for any photos and film footage taken of my child in the course of the FUNKT holiday care to be processed and used free of charge for the purposes of public relations and documentation of the work of Saarland University and its cooperation partners. My consent includes, in particular, the publication and dissemination in print products and making them publicly available on the Internet and all online media.

I am aware that photos and film recordings can be accessed worldwide when published on the internet or in social networks. Further use or alteration by third parties cannot be ruled out. Saarland University cannot guarantee the complete deletion of published photos and film footage on the internet. Saarland University cannot be held liable for the type and form of use by third parties, such as the downloading of photos and film footage and their subsequent use and modification.

I am aware that this consent is voluntary and that I can refuse it or revoke it at any time with effect for the future by notifying the Saarland University Family Office in writing at Postfach 15 11 50, 66041 Saarbrücken or by e-mail to familie(at)uni-saarland.de of my revocation against the use of photos and film recordings. In the event of revocation, corresponding photos and film recordings may no longer be used or passed on for the above-mentioned purposes in the future and are to be deleted immediately from the corresponding internet offers within the sphere of influence of Saarland University. In the case of photos in which several people are depicted, the consent is irrevocable - unless the interests of the person depicted in the non-publication outweigh those of Saarland University in the publication. I am aware that the revocation does not apply to disclosures already made and the resulting publications, but only to future disclosures. Insofar as consent is not revoked, it is valid for an unlimited period of time. No disadvantages will arise from refusal of consent or its revocation.

Dear parents and guardians,

The protection of your personal data and that of your child is important to us, which is why we would like to inform you here about the purpose for which Saarland University collects, processes and uses your data. You can also find out what rights you have with regard to your personal data or that of your child.

1. office responsible for data processing

The responsible party in terms of the DSGVO and other national data protection laws of the member states as well as other data protection regulations is Saarland University, represented by the University President, Campus, 66123 Saarbrücken. The contact details of the person responsible for data protection are: Meerwiesertalweg 15, 66123 Saarbrücken, Tel.: 0681 302-2813, e-mail: datenschutz(at)uni-saarland.de.

2 Data categories, purpose of data collection and legal basis

We collect, process and use your personal data or that of your child for the purposes and on the basis of the legal basis stated below:

•  We collect, process and use your data or that of your child in connection with the service provision of our holiday care FUNKT in order to enable the proper planning, organisation, implementation and billing of the holiday care. The information is required to enable registrations and bookings for the holiday care, to plan the occupancy of the individual care weeks, to answer enquiries, to send information on the specific holiday programme, to invoice services provided and to take into account any pecuniary advantage in the determination of social security contributions and the wage tax calculation in the wage/salary statement in accordance with the legal requirements. This includes general personal data of the child to be cared for, general personal and contact data of the legal guardians and other contact persons, as well as the personnel or matriculation number for members of Saarland University. The legal basis is your consent in accordance with Art. 6 Para. 1a DSGVO.

• If health data is processed, this is also done for the above-mentioned purposes. This is data regarding your child's allergies, medication and food intolerances as well as vaccination status. The legal basis is your consent in accordance with Art. 9 Para. 2 DSGVO regarding the measles vaccination status in conjunction with § 20 Para. 9 IfSG.

• Your or your child's data will also be used anonymously for statistical purposes, for quality assurance and for the preparation of project reports. The legal basis for this is your consent in accordance with Art. 6 Para. 1a DSGVO.

• Photos and film recordings are taken exclusively to support public relations work and to document the work of Saarland University and its cooperation partners. The processing of photos and film recordings is based on the express consent of the person's legal guardian or the person concerned; the legal basis is Art. 6 para. 1a DSGVO. The publication of selected image files in (print) publications of Saarland University and on its homepage/social media profiles or similar is necessary for the public relations work of Saarland University. The legal basis for this is our legitimate interest in accordance with Art. 6 Para. 1f DSGVO.

3. data recipients

Within the scope of the above-mentioned purposes, it may be necessary to pass on your or your child's data to internal and external recipients. Your or your child's personal data will be passed on to:

•  A limited number of employees of Saarland University who are entrusted with tasks to fulfil the above-mentioned purposes.

•  Cooperation partners within the framework of holiday care; cooperation partners are all organisers of the care offers as well as their employees.

•  Photos may be passed on to the regional press for reporting purposes, provided you have given your prior consent to the transfer of data.

•  In the event that medical care is required, the necessary data will be passed on to doctors, hospitals or other medical care personnel. This is for the protection and safety of your child.

•  There are no plans to transfer your or your child's personal data to a third country or an international organisation.

4. duration of the storage

Your personal data will be processed for the duration of the fulfilment of the above-mentioned purposes. After the purpose has been fulfilled, the aforementioned data will be deleted, if possible by the system; otherwise the personal reference will be removed by anonymisation and access to your data will be blocked. Legal, contractual or statutory retention periods may prevent the deletion or blocking of data.

•  Your data or your child's data which have an impact on accounting must be stored for ten years.

•  Photographs and film recordings made for the purposes of public relations at Saarland University will be stored for an indefinite period of time subject to revocation of the consent of the legal guardian or the person concerned. In the event of consent being withdrawn, the personal data will be deleted or removed from the website in a timely manner. In the case of printed media (reports, leaflets, brochures), the printed material still in stock from the old edition will be completely used up. In the case of group photos, the individual person is pixelated or the photo is removed. Unless consent is revoked, it is valid for an unlimited period of time.

5. rights of the data subjects

According to the provisions of the GDPR, you are entitled to various rights:

•     Right to information about the stored data (Art. 15 DSGVO);

•     Right to correction or deletion of stored data (Art. 16, 17 DSGVO);

•     Right to restriction of processing (Art. 18 DSGVO);

•     Right to data portability under Art. 20 DSGVO;

•     Right to object (Art. 21 DSGVO);

•     Right to lodge a complaint with the supervisory authority (Art. 77 DSGVO). The supervisory authority responsible for Saarland University is the

Unabhängige Datenschutzzentrum Saarland,
die Landesbeauftragte für Datenschutz und Informationsfreiheit,
Fritz-Dobisch-Straße 12, 66111 Saarbrücken,
0681 94781-0; poststelle(at)datenschutz.saarland.de

• Right to revoke the declaration of consent under data protection law. You have the right to revoke your declaration of consent under data protection law at any time. The revocation of the consent does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation.

The offer of the holiday care FUNKT is open to children of students and employees of the UdS and external children alike.
FUNKT is aimed at primary school children, i.e. children who have already started school at the time of the event.
An exception is made for pre-school children who start school after the summer holidays; they can take part in the FUNKT offer during the summer holidays if there would otherwise be a gap in childcare.
A maximum of 20 children can take part in a FUNKT week.

The dates for holiday care are set taking into account the respective semester dates with the aim of ensuring the best possible coverage of lecture and examination times.
In 2024, a total of four school holiday weeks can be covered by FUNKT events.
Please note: The respective FUNKT week will only take place if at least eight binding registrations have been received 14 days before the start of the event.

The participation fees listed below apply per child and week of the event.
In addition to childcare, the participation fee also includes a communal lunch and drinks (water and tea).
Participation fees vary depending on the number of days of care covered.

Reduction for UdS members:

For the children of students and employees, the UdS assumes part of the costs incurred, so that members of the UdS benefit from a reduced participation fee. This subsidy has already been deducted from the participation fees shown for children of UdS members. Please note the information on pecuniary advantage.

Reduction for students and persons in special life situations:

Parents who are studying or are in a special life situation can apply to the Family Office to have the participation fee covered if necessary. For needs and questions, please contact the Family Office at: familie(at)uni-saarland.de. Students must prove their student status by providing a certificate of enrolment for the current semester.

Discount for siblings:

All parents benefit from a discount for siblings. If two or more siblings take part in the same FUNKT week, parents pay the full participation fee for the first child and a 20% reduction for each additional child.

Pecuniary advantage

Saarland University offers a holiday programme for primary school children on several weeks in order to improve the compatibility of work and family life and assumes part of the costs The use of holiday care for school-age children may be regarded as a benefit in kind provided by the employer in addition to wages. Such a benefit in kind constitutes a pecuniary advantage and is therefore taken into account both in the determination of your social security contributions and the wage tax calculation in the wage/salary statement.

The benefit in kind increases your taxable gross remuneration and, if the monthly exemption limit (currently € 50 per person and month) is exceeded, is fully included in the tax calculation depending on your individual income tax class. Your gross amount subject to social insurance contributions is increased by the benefit in kind. The respective employer and employee contributions are then calculated from this basis. Please consult a tax advisor for detailed information.

Status: March 2024

Registrations will be considered on a first come, first served basis. In the event of capacity bottlenecks, the children of UdS members will be given priority in the allocation of places. Immediately after sending your registration, you will first receive an automatic confirmation of receipt. Shortly after receipt of your registration (usually within one to two working days), you will be informed by e-mail whether your child can take part in the holiday care (booking confirmation) or whether it is on a waiting list due to high demand.

Please note: Your booking is binding after the booking confirmation has been sent to the mail address you provided. With the registration and acceptance by the Family Office of Saarland University, the person placing the order becomes liable to pay.

In the case of a booking confirmation, you will be informed in a separate e-mail of our bank details, the purpose of payment and the date for the transfer of the participation fee. The invoice amount is to be transferred to the bank account specified in accordance with the payment deadline and without deductions.

In case of high demand, we keep children on a waiting list - should your child not be able to take up his or her place, please let us know as soon as possible so that we can offer the place to another child.

Please note: If you cancel your child's registration after we have confirmed the place with our booking confirmation, 50% of the participation fee can be refunded. If you cancel your child's registration within the last two weeks before the start of the event, but no later than the Thursday before the start of the event, 20% of the participation fee can be refunded. There will be no refund in the event of non-attendance..

Should your child not be able to participate in the holiday care for reasons of illness, a refund of the participation fee is possible upon presentation of a medical certificate up to two days before the start of the event. In case of illness or cancellation during the holiday week, the participation fee cannot be refunded.

If an event week is cancelled completely, you will receive a refund of the participation fee paid.

Before the start of the holiday care, we will send you our feedback form, which you should fill in and hand in on the first day of the event before it starts. In our feedback form, we ask for selected information about your child's health, vaccinations and medical care. The information is intended to help our carers to act quickly and correctly.
We would like to know if your child regularly takes medication and if he/she is aware of any allergies or food or medication intolerances. In order to be able to ensure adequate medical care in case of need, we ask for the name of the attending family doctor, the name of the health insurance company, the health insurance number and the name of the person through whom the child is insured.
In this context, we also ask for information on your child's vaccination status. Firstly, we ask you to voluntarily state when the last booster vaccination against tetanus was given. The background to this is that due to spending time in nature, situations may arise in which acute injuries need to be treated. In order to be able to react as quickly as possible, we would like to know when the last vaccination was given.
Please note: Due to the law on compulsory measles vaccination, which has been in force since 1 March 2020, we are, on the other hand, obliged to check and document proof of vaccination or sufficient measles immunity before the respective child is allowed to be looked after. As our holiday care is also open to pre-school children who only start school after the holidays and whose previous care status is unknown to us, we require proof of this. Proof of vaccination protection can be provided in accordance with § 20 Para. 9 Infektionsschutzgesetz (IfSG) by presenting the vaccination certificate or a medical certificate of vaccination protection or measles immunity. In the case of a medical contraindication that speaks against vaccination, an appropriate medical certificate can be presented instead.
You are welcome to present the certificate after making an appointment at the family office or at the latest on the first day of the event before the childcare begins. Alternatively, you can send a copy of the certificate to familie(at)uni-saarland.de in advance of the holiday care.