General information on data processing
1. Extent of the processing of personal data
We process the personal data of our users only to the extent necessary to provide a functioning website as well as our content and services. Personal data of our users is only processed with their consent. An exception is made in cases where prior consent cannot be obtained for factual reasons and the processing of data is permitted by law.
2. Legal basis for the processing of personal data
In as far as we obtain prior consent to process personal data of a person, art. 6 para. 1 point a of the General Data Protection Regulation (GDPR) of the European Union shall serve as a legal basis.
When we process personal data of a person as part of the performance of a contract that this person is a party to, art. 6 para. 1 point b of the GDPR of the European Union shall serve as a legal basis. The same applies for the processing of data necessary for the implementation of pre-contractual measures.
In as far as the processing of data is necessary to meet legal obligations the university is subject to, art. 6 para. 1 point c of the GDPR of the European Union shall serve as a legal basis.
In as far as the processing of data is necessary in order to protect the vital interests of the person or of another natural person, art. 6 para. 1 point d of the GDPR of the European Union shall serve as a legal basis.
If the processing of data is necessary for the purposes of the legitimate interests and if such interests are not overridden by the interests or fundamental rights and freedoms of the data subject, art. 6 para. 1 point f of the GDPR of the European Union shall serve as a legal basis.
3. Erasure and period for which data will be stored
Personal data will be erased or blocked as soon as the purpose of the storage becomes void. After that point in time, data may be stored if this is required by European or national legislators in EU regulations, law or other provisions the controller is subject to. Data will also be erased or blocked when the storage period required by the rules and regulations mentioned above expires, unless the continued storage of data is necessary for the conclusion of an agreement or the performance of a contract.
Provision of the website and creation of log files
1.Description and scope of the data processing
Whenever our website is accessed, our system automatically records data and information from the computer system accessing the website.
The following data is collected:
- Information on the browser and the version used
- The user’s IP address
- The referrer URL
- Date and time of when the website was accessed
The data is also stored in the log files of our system. The data is not stored together with other personal data of the user.
2.Legal basis for the processing of data
The legal basis for temporarily storing data and log files is art. 6 para. 1 point f of the GDPR of the European Union.
3.Purpose of the processing of data
The temporary storage of the IP address by the system is necessary in order to deliver the website to the user’s computer. To do so, the user’s IP address has to be stored for the duration of the session. Log files are saved to ensure the functioning of the website. Furthermore, the data help us to optimise the website and to ensure the security of our IT systems. The data are not analysed for marketing purposes in this context. These purposes also form our legitimate interest in data processing in accordance with art. 6 para. 1 point f of the GDPR of the European Union.
4. Period for which data will be stored
Data will be erased as soon as they are no longer necessary to achieve the purpose they were stored for. In the case of data collected for the provision of the website this is the case when the session is over. In the case of data being stored in log files this is the case after 14 days. A storage exceeding this period is possible. If this is the case, the user’s IP addresses are erased or obliterated so that they cannot be matched to a client any longer.
5. Possibility to appeal and delete
Obtaining data for the provision of the website and the storage of data in log files is imperative to the running of the website. Thus, the user has no possibility to appeal.
Use of cookies
We normally do not use cookies on our website. In exceptional cases cookies are only used to store data for technical session control in your browser’s memory. These data are erased when you close your browser. If, in exceptional cases, we should want to store personal data in a cookie, your username for example, you will be notified of this specifically. Of course you can look at our websites without cookies, too. Most browsers automatically accept cookies, however. You can avoid the use of cookies by adjusting your browser settings accordingly. If you do not accept cookies, this may lead to a limited functionality of our services.
Web forms, contact form and contact via e-mail
1. Description and scope of the data processing
There is a contact form on our website which can be used to contact us electronically. If a user makes use of this option, the data provided in the form will be transmitted to us and stored.
In addition, there are a number of other web forms. The data required in each of these forms will be transmitted to us when they are sent.
In addition, when the contact/web form is sent, the following data is stored:
- the user’s IP address
- date and time of the registration
Your consent is obtained as part of the sending process and this privacy statement is referenced.
Alternatively the e-mail provided can be used to contact us. In this case, the user’s personal data transmitted via the e-mail will be stored.
No data is passed on to third parties in this context. The data is only used to process the conversation.
2. Legal basis for the processing of data
If the user has given their consent, the legal basis for the processing of data is art. 6 para. 1 point a of the GDPR of the European Union.
The legal basis for the processing of data transmitted by sending an e-mail is art. 6 para. 1 point f of the GDPR of the European Union. If the objective of the e-mail contact is the conclusion of an agreement, the legal basis for the processing of data is art. 6 para. 1 point b of the GDPR of the European Union.
3. Purpose of the processing of data
Processing the personal data from the contact form serves the purpose of facilitating contact as requested. If contact is established via e-mail this also constitutes the necessary legitimate interest for processing the data.
The web forms serve the purpose of registration for classes or other events amongst others. This is described in more detail in each form.
The additional personal data processed during the sending process prevent the abuse of a web form and ensure the security of our IT systems.
4. Period for which data will be stored
Data will be erased as soon as they are no longer necessary to achieve the purpose they were stored for. For personal data transmitted via the contact or web form and those transmitted via e-mail this is the case when the conversation with the user is finished. A conversation is finished when it is clear that the matter in question has been conclusively solved and dealt with.
5. Possibility to appeal and delete
The user has the possibility to revoke his or her consent to the processing of the personal data anytime. If the user contacts us via e-mail, they can object to the storage of their personal data at any time. In this case the conversation cannot be resumed.
All personal data stored in the course of the contact will be erased.
Rights of the person concerned (data subject)
If your personal data are being processed, you are a data subject as defined in the GDPR and you have the following rights vis-à-vis the controller:
1. Right of access
You have the right to obtain from the controller confirmation as to whether or not personal data concerning you are being processed by us.
If that is the case, you can demand access to the following information:
(1) the purposes for which the personal data is being processed;
(2) the categories of personal data being processed;
(3) the recipients or categories of recipients to whom the personal data have been or will be disclosed;
(4) the envisaged period for which the personal data will be stored, or, if it is not possible to make concrete statements on this, the criteria used to determine that period;
(5) the existence of the right to rectification or erasure of your personal data, the right to or restriction of data processing by the controller or the right to object to such processing;
(6) the right to lodge a complaint with a supervisory authority;
(7) any available information as to the source of personal data where they are not collected from the data subject;
(8) the existence of automated decision-making, including profiling in accordance with art. 22, para. 1 and 4 of the GDPR and, at least in those cases, meaningful information about the logic involved as well as the significance and the envisaged consequences of such processing for the data subject.
You have the right to be informed on whether your personal data are transferred to a third country or to an international organisation. In this context you can demand to be informed of the appropriate safeguards relating to the transfer pursuant to art. 46 of the GDPR.
2. Right to rectification
You have the right for your personal data to be rectified or completed by the controller if such data are inaccurate or incomplete. The controller must rectify data immediately.
3. Right to restriction of processing
You have the right to obtain from the controller restriction of processing your personal data if one of the following applies:
(1) you contest the accuracy of your personal data for a period enabling the controller to verify the accuracy of your personal data;
(2) the processing is unlawful and you oppose the erasure of your personal data and request the restriction of their use instead;
(3) the controller no longer needs the personal data for the purposes of the processing, but you require them for the establishment, exercise or defence of legal claims;
(4) you have objected to processing pursuant to art. 21, para 1 of the GDPR and the verification of whether the legitimate grounds of the controller override those you have is still pending.
If processing of your personal data has been restricted, such personal data shall, with the exception of storage, only be processed with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the European Union or of a Member State.
If the restriction of processing pursuant to the prerequisites mentioned above is lifted, you shall be informed by the controller beforehand.
4. Right to erasure
a) Obligation to erasure
You have the right to obtain from the controller the erasure of your personal data without undue delay and the controller shall have the obligation to erase these data without undue delay where one of the following grounds applies:
(1) your personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed.
(2) you withdraw your consent to the processing according to art. 6, para 1, point a, or art. 9, para 2, point a of the GDPR and there is no other legal ground for the processing.
(3) you object to the processing pursuant to art. 21, para 1 of the GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to art. 21, para. 2 of the GDPR.
(4) your personal data have been unlawfully processed.
(5) Your personal data have to be erased for compliance with a legal obligation in EU or Member State law to which the controller is subject.
(6) your personal data have been collected in relation to the offer of information society services referred to in art. 8, para 1 of the GDPR.
b) Information of third parties
Where the controller has made your personal data public and is obliged pursuant to art. 17, para. 1 of the GDPR to erase these data, the controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform controllers which are processing the personal data that you as the data subject have requested the erasure of any links to, or copy or replication of, those personal data.
c) Exceptions
The right to erasure does not apply to the extent that processing is necessary
(1) for exercising the right of freedom of expression and information,
(2) for compliance with a legal obligation which requires processing by EU or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
(3) for reasons of public interest in the area of public health in accordance with art. 9, para 2, points h and i of the GDPR as well as art. 9, para. 3;
(4) for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with art. 89, para. 1 of the GDPR in so far as the right referred to in paragraph a) is likely to render impossible or seriously impair the achievement of the objectives of that processing; or
(5) for the establishment, exercise or defence of legal claims.
5. Right to be informed
If you have exercised your right to rectification, erasure or restriction of processing against the controller, the controller is obliged to inform all recipients your personal data was disclosed to about this rectification or erasure of the data or the restriction of processing unless this turns out to be impossible or it would involve disproportionate effort to do so.
You have the right against the controller to be informed about these recipients.
6. Right to data portability
You have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format. You also have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, if:
(1) the processing is based on consent pursuant to art. 6, para. 1, point a or art. 9, para. 2, point a of the GDPR or on a contract pursuant to art. 6, para. 1, point b of the GDPR; and
(2) the processing is carried out by automated means.
In exercising this right, you have the right to have your personal data transmitted directly from one controller to another, where this is technically feasible. The rights and freedoms of others shall not be affected.
The right to data portability does not apply to processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
7. Right to object
You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on point e or f of art. 6 para. 1 of the GDPR, including profiling based on those provisions.
The controller shall no longer process the personal data concerning you unless the controller demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.
If your personal data are processed for direct marketing purposes, you have the right to object at any time to the processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing.
If you object to processing for direct marketing purposes, your personal data shall no longer be processed for such purposes.
In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, you may exercise your right to object by automated means using technical specifications.
8. Right to withdraw the declaration of consent on data protection
You have the right to withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
9. Automated individual decision-making, including profiling
You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. This does not apply if the decision
(1) is necessary for entering into, or performance of a contract between you and the data controller,
(2) is authorised by law of the European Union or a Member State to which the controller is subject and which also lays down suitable measures to safeguard your rights and freedoms and legitimate interests; or
(3) is based on your explicit consent.
However, these decisions shall not be based on special categories of personal data referred to in art. 9, para.1 of the GDPR, unless points a or g of art. 9, para. 2 of the GDPR applies and suitable measures to safeguard your rights and freedoms and legitimate interests are in place.
In the cases referred to under (1) and (3), the data controller shall implement suitable measures to safeguard your rights and freedoms and legitimate interests, at least the right to obtain human intervention on the part of the controller, to express his or her point of view and to contest the decision
10. Right to lodge a complaint with a supervisory authority
Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes the EU’s General Data Protection Regulation.
The supervisory authority with which the complaint has been lodged shall inform the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Article 78 of the EU’s GDPR.