Data collection and storage while using copy-, print- and scan-services
Version 2.0 (07.07.2026)
Scope
This privacy policy refers to the use of printing and copying equipment installed at the University of Regensburg and to all output devices such as printers and plotters that are managed by the university's Campus IT (e.g. printers in CIP pools, machine room, "UR copiers").
Excluded from this declaration are all devices (copiers, printers, plotters) that are not operated and managed by Campus IT (e.g. devices procured and operated by chairs or other institutions).
Target group
The use of copying, printing and scanning services on the above devices is only permitted to users with a valid UR account.
Why is your personal data collected and stored?
The use of the above-mentioned output devices is subject to a fee, which is why Campus IT is obliged to log all usage activities on the devices in an audit-proof manner. A server system is used to control and bill the service, which stores personal user data on native databases.
What personal data is collected and stored?
Users can maintain the following data independently:
- PIN (a personal, at least 4-digit number for authentication at the copier)
- Credits
- ID from digital employee ID card (in trial phase)
Usage activities are automatically logged on the billing server with the following data as they are used
- Timestamp (e.g. 2016-03-14 14:25)
- User ID (e.g. mue12345)
- First name (e.g. Erika)
- Last name (e.g. John Doe)
- Job name (e.g. Brief.txt/copy)
- Order attributes (e.g. color, 5 pages)
- Booking amount (e.g. 1.20)
How is the collected data used?
The personal data will only be used for billing the copying, printing and scanning service. Log data is used in anonymized form to compile usage statistics.
Legal basis
- Art. 6 (1) (c) GDPR,
- Art. 6 (1) (e) GDPR,
- Art. 61, 71, 75 BayHO, VV No. 22.1 to Art. 71 BayHO
Retention and deletion of data
User and log data are only stored on the server of the billing system in the Campus IT of the University of Regensburg. It will not be passed on to third parties. Due to VV No. 22 to Art. 71 BayHO, booking records must be kept for 10 years. After that, the deletion takes place.
Use of photocopiers
The range of functions of the photocopiers can only be used after prior login to the device. There are three different methods available for logging in to the copier.
- Login with user ID and password
- Login with user UID and PIN
- Registration with digital employee ID card (in trial phase)