Information notes SG 63 Reformed school entry examination

August 12, 2025

Data protection information on the processing of personal data in accordance with Art. 13 f. General Data Protection Regulation (GDPR)

 

This data protection notice provides information about the processing of personal data associated with the school entry examination.

  1. Name and contact details of the controller

District Office Bad Tölz Wolfratshausen, Department 63, Prof.-Max-Lange-Platz 1, 83646 Bad Tölz, phone: 08041/ 505-483, e-mail: g-amt@lra-toelz.de

 

  1. Data protection officer

Mr. Schallhammer, Department 02, Prof.-Max-Lange-Platz 1, 83646 Bad Tölz, phone: 08041/ 505-263, e-mail: datenschutzbeauftragter@lra-toelz.de

  1. Purposes and legal bases for the processing of personal data

We process personal data, including health data within the meaning of Art. 9 GDPR, for the following purposes and on the basis of the specified legal bases in order to prepare and carry out the school entry examinations:

 

  1. Your contact details will be processed in order to invite you and your child to the school entrance examination and to ensure that your child's school entrance examination is carried out. The legal bases for data processing are Art. 6 para. 1 subpara. 1 lit. c and e, Art. 9 para. 2 letter i GDPR in conjunction with § Section 14 of the Registration Data Ordinance (MeldDV) in conjunction with Art. 12 of the Health Service Act (GDG) and Art. 80 of the Bavarian Education and Teaching Act (BayEUG).

 

  1. As part of your child's school entry examination, your child's personal data, including health data, will be processed by the responsible health authority on the basis of Art. 6 para. 1 subpara. 1 lit. c and e, Art. 9 para. 2 letter i GDPR in conjunction with Art. Art. 80 BayEUG, Art. 12 GDG, Art. 15 GDG in conjunction with. Art. 27 para. 1 sentence 1 no. 1 GDG, §§ 20, 34 of the Infection Protection Act (IfSG). Insofar as personal data of the legal guardians are involved in determining the child's level of development, the data processing is also carried out on the basis of the above-mentioned legal bases.

 

  1. Certain socio-demographic information will be processed as part of your child's school entry examination if you consent to the processing of this data in accordance with Art. 6 para. 1 subpara. 1 letter a GDPR. Consent is voluntary. You can revoke it at any time with effect for the future by contacting the public health department responsible for you.

 

  1. You can voluntarily release the doctor at the public health department in writing from the obligation of medical confidentiality, in particular with regard to the processing of health data within the meaning of Art. 9 para. 1 GDPR, and consent in accordance with Art. 9 para. 2 letter a GDPR that he or she may to speak to a person named by you (e.g. the nursery school teacher) about the conclusions from your child's school entry examination discussed with you, so that these can be taken into account in the daily contact with your child or in the context of further treatment. You can revoke your consent to the release from the duty of confidentiality at any time with effect for the future.
  2. Storage period of personal data

After collection by the public health department, personal data will be stored for as long as is necessary for the fulfillment of the respective tasks in the context of school health care, taking into account the statutory retention periods. The regular retention period for medical records is 10 years. Longer retention periods may be required in individual cases.

The personal data will be deleted after expiry of the statutory retention periods.

 

  1. Recipients of personal data
  2. If the required school entry examination is refused in whole or in part, a notification is sent to the responsible youth welfare office with details of the child's name, address and date of birth as well as the reason for the notification. The legal basis for the data transfer results from Art. 6 para. 1 subpara. 1 lit. c and e, Art. 9 para. 2 letter i GDPR, Art. 5 para. 1 sentence 1 no. 1 Bavarian Data Protection Act (BayDSG) in conjunction with Art. 12 para. 3 sentence 3 GDG, Art. 80 BayEUG.

 

  1. The school management of the school at which the compulsory school attendance is or is expected to be fulfilled will be informed in writing, after hearing the parents/guardians, about the necessity of attending a preliminary German course, about findings that require individual support during schooling and about illnesses that may require immediate medical intervention or medical measures at the school. In addition to the required information, the child's surname, first name, address, date of birth and date of examination are also transmitted. The legal basis for the data transfer results from Art. 6 para. 1 subpara. 1 lit. c and e, Art. 9 para. 2 letter i GDPR, Art. 5 para. 1 sentence 1 no. 1 BayDSG in conjunction with Art. Art. 12 para. 2 sentence 1 GDG.

 

  1. The health authorities transmit the data from the school entry examination in anonymized form to the State Office for Health and Food Safety (LGL) for statistical evaluation. The LGL receives socio-demographic information such as the child's date of birth and gender, the 4-digit zip code of the place of residence, the information from the medical history form (with the exception of information on names and addresses), information on which screening tests and vaccinations were carried out and the results of the school entry examination. The anonymized data is evaluated at the LGL and published anonymously in report form. The legal basis for the data transfer results from Art. 6 para. 1 subpara. 1 lit. c and e GDPR, Art. 5 para. 1 sentence 1 no. 1 BayDSG in conjunction with § 11 SchulgespflV

 

  1. The socio-demographic data processed on the basis of your voluntary consent will be transmitted to the LGL in anonymized form. If you revoke your consent before it is transmitted to the LGL, this data will not be transmitted to the LGL. If you withdraw your consent after transmission to the LGL, it is possible that your data has already been merged with other data and analyzed anonymously and therefore a withdrawal can no longer be implemented.

 

  1. Your rights

If your personal data and that of your child are processed, you have the right to obtain information about the data stored about you and your child from your local health authority (Art. 15 GDPR).

 

If incorrect personal data is processed, you have the right to rectification (Art. 16 GDPR).

If the legal requirements are met, you can request the erasure or restriction of processing (Art. 17 and 18 GDPR).

 

If you have consented to the processing or a contract for data processing exists and the data processing is carried out using automated procedures, you may have a right to data portability (Art. 20 GDPR).

 

You have the right to object to the processing of your data at any time for reasons arising from your particular situation if the processing is carried out exclusively on the basis of Art. 6 para. 1 letter e or f GDPR (Art. 21 para. 1 sentence 1 GDPR).

 

If you have consented to the processing and the processing is based on this consent, you can revoke your consent at any time for the future. The legality of the data processing carried out on the basis of the consent until the revocation is not affected by this.

 

  1. Right to lodge a complaint with the supervisory authority

You also have the right to lodge a complaint with the Bavarian State Commissioner for Data Protection. You can reach him under the following contact details:

 

Postal address: P.O. Box 22 12 19, 80502 Munich

Address: Wagmüllerstraße 18, 80538 Munich

Phone: 089 212672-0

Fax: 089 212672-50

E-mail: poststelle@datenschutz-bayern.de

Internet: https://www.datenschutz-bayern.de/