The RWTH Software Shop is a service provided by Academic Software BV. The shop does not run on RWTH servers but is provided entirely by the service provider. The Software Shop is used to allocate centrally procured software. Through the Software Shop, employees, departments, and students can order various software programs that are made available centrally by RWTH Aachen. Login is via the RWTH Single Sign-On.

The content (software products) is uploaded to the shop by the IT Center. In addition, other framework agreements may be integrated into the shop in the future so that RWTH Aachen departments can procure licenses independently. The Software Shop is connected to SAP. A RANF export is sent to Department 7. RANF refers to the invoice request used by central services within RWTH to transfer the incurred costs. The IT Center receives a monthly export with an overview of the orders.

The following data is requested during login:

• First and last name
• Contact information (email address)
• Person’s role (IT purchaser)
• Status (member, employee, student)
• PairwiseID (unique identifier for the person for this specific service provider)
• IP address
• Organizational unit (street, ZIP code, city, P.O. box); Org ID; Name of the institution

In addition, the following data is collected during the ordering process:

• Order Information (Order Number, Items, and Quantities)

RWTH Aachen transmits personal data to Academic Software BV (operator of the Software Shop) via the RWTH Single Sign-On. The following data is transmitted:

First name, last name, email address, status, the person’s role, pairwiseid, organizational unit, and IP address.

RWTH Aachen University and Academic Software BV have entered into a Data Processing Agreement (DPA).

The IT Center receives a monthly export containing all orders. Department 7 receives a RANF export containing information about the order.

Art. 6(1), sentence 1, subparagraph (e), paragraph 3 of the GDPR, in conjunction with § 18(1) of the DSG NRW; that is, use of the Academic Software store occurs in the capacity of an RWTH employee for the purpose of fulfilling the university’s related tasks (as IT purchasers) Art. 6(1), sentence 1, subparagraph (b) of the GDPR, i.e., use of the Academic Software software store in the capacity of an RWTH student as part of their studies at RWTH.

Data Deletion and Retention Period

Subject Matter and Purpose of the Processing of Personal Data

Every time you log in to the Software Store, an exchange of information between your device—such as your computer, tablet, or mobile phone—and the Software Store’s servers is technically necessary to establish communication between your device and this website. Additionally, every time you access the website, data regarding this process is temporarily processed and stored in a log file. Specifically, the following data is collected:

Please review which items apply to your situation. Please remove any unnecessary information. Please add any additional information.

• Date and time of access
• User’s IP address
• Request details and destination address
• Name of the file accessed
• Amount of data transferred
• Indication of whether the access/retrieval was successful
• Information about the browser type and version used
• Information about the user’s operating system
• The user’s Internet service provider
• Websites from which the user’s system accesses the RWTH Aachen University website
• Information about the web pages and files accessed

Log data: IP address and order information (order number, items, and quantities)

The log data is processed to ensure the proper operation of the websites, that is, to detect, isolate, or resolve malfunctions or errors.

The temporary storage of technical communication data and log files is based on Article 6(1), sentence 1, subparagraph (e), and Article 6(3) of the GDPR in conjunction with Section 3(1) of the Data Protection Act of North Rhine-Westphalia (DSG NRW) and Section 3 of the Higher Education Act of North Rhine-Westphalia (HG NRW).

Data Deletion and Retention Period

Academic Software does not store users’ IP addresses or any other types of personal data in its log files. As a result, no one can be identified in the log files. The log files are deleted after 6 months.

The RWTH Aachen University Software Store uses cookies. Cookies are pieces of information managed by the web browser, typically stored in a database. When a user visits the Software Store, a cookie may be stored on the user’s computer system.

More detailed descriptions of the cookies used by Academic Software can be found in the HubSpot knowledge base.

Users can contact us through the software store by clicking the “Support” button located in the lower-right corner of the web application to receive assistance. For this purpose, Academic Software requests the following data, which the user explicitly enters:

• Name
• Email address
• Name of the university
• Student or staff member

This data is processed in accordance with Academic Software’s terms and conditions (opens in new tab).

If personal data pertaining to the data subject is processed, the data subject has the following rights vis-à-vis the controller.

Pursuant to Articles 15 et seq. of the GDPR, the data subject has the right, under the conditions defined therein, to request from the controller information regarding the personal data in question, as well as the right to rectification, erasure, or restriction of processing; the right to object to processing; and the right to data portability. Furthermore, pursuant to Article 77 of the GDPR, the data subject has the right to lodge a complaint with the competent data protection supervisory authority (opens in new tab) if he or she believes that the processing of his or her personal data violates this Regulation. If the processing is based on the data subject’s consent (see Art. 6(1), first sentence, lit. a), Art. 9(2), lit. a) of the GDPR), he or she also has the right to withdraw consent at any time without affecting the lawfulness of the processing carried out on the basis of consent prior to withdrawal; such revocation takes effect only for the future.

To exercise the aforementioned rights, the data subject should send an email to:

(Send an email to:) servicedesk@itc.rwth-aachen.de