Frequently Asked Questions

FDH Guard is an internal tool used by the student representative team at the Frankfurt student residence (FDH) to verify that applicants for the resident WhatsApp group actually live in the building. It is not a commercial service. You submit a short form with your contact details, your room, and a proof photograph; a volunteer administrator checks it by hand and sends you an invite if everything looks correct.

We collect:

• Full name, email address, phone number: so we can contact you and identify you as a resident.
• Room code: to locate your unit in the building.
• Proof photograph: to verify you live there (see below).
• Consent timestamp and submission timestamp: required by GDPR to record when you gave consent.

This data is used only for verifying residency and managing the WhatsApp group. It is not shared with third parties. See the Privacy Notice for the full picture.

The proof photo must show the intercom nameplate inside the building: the panel on the wall immediately outside your own WG, apartment or room on your floor, not the street-facing building intercom and not a postbox.

• The internal intercom nameplate directly outside your own WG, apartment or room, reached from inside the building Accepted
• A street-facing or building-entrance intercom Not enough
• A postbox Not enough

Street-facing intercoms and postboxes are accessible to anyone passing by, so a photo of them does not prove you have access to the building. The internal nameplate is only reachable once you are inside, which is what we need to verify.

If your nameplate does not yet have your name on it, for example if you have just moved in, contact us and a reviewer will assess your situation manually.

If you cannot produce this photo, you can still apply. Your application is not blocked; a person on the team checks it by hand.

Reviews are done by volunteer administrators. The target turnaround is within 5 working days. During busy periods (start of semester, holidays) it may take longer. You do not need to submit again if you have not heard back. Check your spam folder first.

• If you are approved and later move out: your name, email, and phone are erased 6 calendar months after your move-out date. Your proof photo is deleted at the same time.
• If your application is rejected: your name, email, phone, and proof photo are erased 6 calendar months after the rejection date.
• If you submit but your application is never reviewed: the automatic sweep does not currently cover this case. Your data will remain until a review decision is made (and then the normal rejection or move-out clock starts), or until you contact us and ask for manual deletion.
• Email messages sent by the system have their body cleared 30 days after sending.
• System audit log entries are kept for 24 calendar months and then deleted.

Email us at the contact address below. State that you are requesting erasure of your personal data under GDPR Article 17. There is no self-service deletion route; a human administrator performs the erasure. We aim to respond within one month.

The room code you enter is looked up against our room inventory. If it is not found but looks like a plausible FDH room code, your submission is accepted and flagged for a human reviewer. You will not be rejected automatically for entering an unknown code. The reviewer will check it manually.

Room codes are case-sensitive and must match the building letter exactly (for example C33, not c33 and not C033). If your code was flagged, you will see a notice on the confirmation page.

Email the student representative team at abrorkhonazimov@gmail.com.

For data protection matters you can also refer to the Privacy Notice.