Privacy Policy for the Campus Services Order Portal

1. Data controller

The entity responsible for the processing of personal data in connection with the Campus Services Order Portal is:

Contact for data protection enquiries: iso@services.ethz.ch

The general data protection policy of ETH Zurich (opens in a new tab) applies in addition to the processing of personal data.

2. Purpose of the Campus Services Order Portal

The Campus Services Order Portal serves as a central user interface for the entry, display and management of orders and enquiries relating to services provided by the Campus Services department.

In order to provide the functions offered, personal data may be processed to the extent necessary for the use of the Order Portal, the processing of orders, communication with users or the provision of services.

3. Systems

The Campus Services Order Portal is operated using systems based on the Microsoft Power Platform and Microsoft Dynamics 365 (back-end systems), as well as external specialist applications. Personal data is stored and processed in these back-end systems and specialist applications. The Campus Services Order Portal is primarily used to record, display and manage this data and provides the user interface for accessing the services on offer – without storing any data permanently itself.

4. Login and Use

Use of the Campus Services Order Portal requires authentication. For members of ETH Zurich, login takes place via the authentication services provided by ETH Zurich; for this purpose, contact and personal data from EntraID (a cloud-based identity and access management service from Microsoft) are used. This data is transferred unchanged from the respective source systems. External users can access the Campus Services Order Portal via their own user account after registering.

The following personal data is processed as part of the authentication process:

• First name and surname
• Email address
• Organisation
• Address and telephone number

5. Basic processing of personal data

When using the Campus Services Order Portal, the following personal data may be processed:

• First name and surname
• Email address
• Organisation
• Address and telephone number
• Cost centre or billing information
• Details of events and services, e.g. names of organisers or on-site contacts
• Communication and correspondence details
• Documents uploaded by users that are required for the application, planning, delivery or invoicing of services.

The data processed and files uploaded depend on the specific service being used and are processed only to the extent necessary for the provision of the relevant services.

6. Specialist applications

The Campus Services Order Portal may display information from specialist applications or redirect users to the relevant specialist applications.

‘anny’ (cloud-based specialist application for the Campus Channels service)

The ETH-external, cloud-based booking system ‘anny’ is used for the Campus Channels service. Users can switch directly from the Campus Services Order Portal to ‘anny’. The personal data required to use the service is synchronised between the Campus Services Order Portal and ‘anny’. This includes:

• First name and surname
• Email address

Synchronisation takes place automatically. The data is stored both in the specialist application ‘anny’ and in the backend systems of the Campus Services Order Portal. The relevant ETH-external terms of use (opens in a new tab) and data protection provisions (opens in a new tab) also apply to the processing of personal data within ‘anny’.

‘Teamhero’ (cloud-based specialist application for the Student Helpers service)

The ETH-external, cloud-based specialist application ‘Teamhero’ is used for the Student Helpers service. Users can switch directly from the Campus Services Order Portal to ‘Teamhero’. The personal data required to use the service is synchronised between the backend systems of the Campus Services Order Portal and ‘Teamhero’. This includes, in particular:

• First name and surname
• Email address

Synchronisation takes place automatically. The data is stored both in the ‘Teamhero’ application and in the backend systems of the Campus Services Order Portal. The relevant ETH-external terms of use (opens in a new tab) and data protection provisions (opens in a new tab) also apply to the processing of personal data within ‘Teamhero’.

Data exchange between the Campus Services Order Portal and the specialist applications

The following data can be exchanged and displayed between the Campus Services Order Portal and the specialist applications ‘anny’ and ‘Teamhero’:

• Order numbers
• Booking information
• Status information
• Date and time details
• Booked services
• Customer details
• Contact persons
• Invoicing and billing information
• Order-related documents and attachments

The data is processed solely for the purpose of providing the relevant service and for the processing and administration of orders.

7. FAQ

Software provided by OMQ GmbH (opens in a new tab), Berlin (Germany), is used to provide the FAQ function (the ‘Questions and Answers’ section in the Campus Services Order Portal under ‘Help’). The software used and the associated data processing are subject to the requirements of the GDPR. No personal data is collected.

8. Live Chat

The cloud-based chat solution ‘Userlike (opens in a new tab)’ is used to provide the live chat support service. When using the live chat, the following data is stored:

• name provided
• email address
• chat history

The data is used exclusively to process the enquiry and to provide support to users. The data is not passed on to third parties. The relevant ETH-external terms of use (opens in a new tab) and data protection provisions (opens in a new tab) also apply to the processing of personal data by ‘Userlike’.

9. Cookies and Tracking

The Campus Services Order Portal uses only technically necessary and functional cookies, which are required for the operation of the portal and the provision of specific functions. No cookies are used for advertising, marketing or analytical purposes. Specifically, the following cookies are used:

• Session cookie for login: Used to authenticate users during an active session and enables the secure use of the portal.
• Language cookie: Stores the selected language setting so that it is retained when further pages are viewed.
• Settings cookie for the order overview: Stores filter, sort and search settings within the order overview so that these are retained whilst navigating the portal.
• Live chat cookie: The live chat widget used employs cookies to technically facilitate the chat session and maintain an ongoing conversation whilst the chat is in use.

The cookies used do not contain any information for analytical, tracking or marketing purposes. No analysis of visitors’ usage behaviour takes place. Analytical or tracking services, web analytics tools and similar telemetry or marketing solutions are not used in the Campus Services Order Portal.

10. Recipients of data

Access to personal data is restricted exclusively to those ETH Zurich staff members who require such data to carry out their duties. Where external service providers are engaged for specific functions, access to data is granted only to the extent necessary and in accordance with the applicable data protection regulations.

11. Retention

Personal data processed in the Campus Services Order Portal and the linked specialist applications is retained only for as long as is necessary to fulfil the respective purposes, to provide the commissioned services, to comply with legal obligations, or in accordance with ETH Zurich’s retention and archiving requirements, but for no longer than ten years. Once the purpose of processing no longer applies or the maximum retention period has expired, the data will be deleted or anonymised, provided that no legal or organisational reasons require it to be retained further.

Notwithstanding the above, application data for ‘Student Helpers’, which is processed and stored in the ‘Teamhero’ specialist application, is automatically deleted after 300 days.

12. Information and Contact

Enquiries regarding the processing of personal data and requests for access to data in connection with the Campus Services Order Portal may be addressed to the relevant department at Campus Services: iso@services.ethz.ch