Data protection policy

I. Name and Address of the Data Controller

The data controller (hereinafter: 'Controller') as mandated by the General Data Protection Regulation and other national data protection laws from member states as well as other regulations relevant to data protection is:

University of Bonn
Regina-Pacis-Weg 3
Germany
Phone: +49 228 73 0
E-Mail: kommunikation@uni-bonn.de
Website: https://www.uni-bonn.de

The data protection officer of the Controller is:

Dr. Jörg Hartmann
Genscherallee 3
53113 Bonn

Germany
E-Mail: joerg.hartmann@uni-bonn.de
Phone: + 49 (0)228 -73 – 6758
 https://www.datenschutz.uni-bonn.de

• Information about the browser type and version
• The user's operating system
• The user's internet service provider
• The user's IP address (pseudonymized, shortened IP address)
• Date and time of access
• Referrer website
• Websites accessed by the user’s system via our website (within *.uni-bonn.de, details of referrers will not be communicated to third parties
• The log files contain IP addresses and other data that allows for identification of a user. This can for example be the case where a link from a referring website or from our pages to another website contains personal data.

The data is also stored in log files on our system. This data is not stored together with other personal data from the user.

2. Purpose of Data Processing
The temporary storage of the IP address by the system is required to allow for the website to be delivered to the user's computer. The IP address of the user must be stored for the duration of the session.  Log files are stored to ensure the functionality of the website. Beyond this, the data helps us optimize the website and ensure the security of our IT systems. No analysis of the data for marketing purposes is made in this context.

3. Duration of Storage
The data is erased as soon as it is no longer required to achieve the purpose for which it was collected. For data collected for the purpose of providing the website, this is the case once the respective session has ended. For data stored in log files, this purpose expires seven days after it is collected. The data can potentially be stored beyond this point. In this case the user's IP address is erased or anonymized to prevent any further possibility of identifying the client that requested it.

4. Options for Objecting and Removal
The collection of data for the provision of the website and storage of data in log files is necessary for the operating of the internet site. As a result, the user has no option for objecting in this context.

V. Use of Cookies

1. Description and Scope of Data Processing
Our website uses cookies. Cookies are text files that are stored in the internet browser or by the internet browser on the user's computer system. When a user requests a website, a cookie can be stored on the user's operating system. This cookie contains a characteristic string of characters that allows for the unambiguous identification of the browser if the website is requested again. 

We use cookies to make our website more user friendly. Some elements of our internet site require that the requesting browser can be identified even when a new page is opened. Cookies store and transmit the following data:

• Language settings
• Login information

Beyond this, our website uses cookies that allow for an analysis of the user's surfing habits.  A software tool called Matomo (formerly PIWIK) is used for this. More details can be found under point IX.

2. Legal Basis for Data Processing
The legal basis for the processing of personal data using cookies for analytical purposes is the acquisition of the user's consent in accordance with Art. 6 para. 1(a) GDPR.

3. Purpose of Data Processing
Cookies related to a necessary technical function are used to make the website easier to use. Some functions on our internet site cannot be provided without the use of cookies. It is necessary for example that the browser be recognized again when navigating between pages.
We require cookies for the following applications:

• Adoption of language settings

User data collected through technically necessary cookies are not used to create a user profile. The use of analytical cookies serves to improve the quality of our website and its content. The analytical cookies provide us with insights on how the website is used, allowing us to constantly optimize our offerings.

4. Duration of Storage, Options for Objecting and Removal
Cookies are stored on the user's computer and from there transmitted to our pages. In this constellation, you as user retain full control over the use of cookies. By changing the settings of your internet browser, you can deactivate or restrict the transmission of cookies. Previously stored cookies can be erased at any time. This can also be performed automatically. If cookies are deactivated for our website, then portions of our website may potentially not display correctly.

VI. Registration

1. Description and scope of data processing
On our website we offer users the opportunity to register by providing personal data. You will be forwarded to the Converia© conference software we use. The data is entered into an input mask and saved. As the organizer, we have the option of exporting the data if necessary in order to use them for other purposes within the framework of the conference organization (e.g. creating name tags and lists of participants for admission control or similar). The data will not be passed on to third parties. The data that is collected as part of the registration process or stored at the time of registration is presented in Converia©'s data protection declaration. As part of the registration process, the user's consent to the processing of this data is obtained.

2. Legal basis for data processing
The legal basis for the processing of the data, if consent by the user has been provided, is Art. 6 (1) lit. a GDPR. If the registration serves the fulfilment of a contract to which the user is a party or the implementation of pre-contractual measures, the additional legal basis for the processing of the data is Art. 6 (1) lit. b GDPR.

3. Purpose of data processing
Registration is required for participation in the congress, as a participation fee is charged and an invoice is issued in this context. For this purpose, the details of the first and last name, an address of the person liable to pay, possibly also the details of an institution/company to which the participant belongs and an email address are required

4. Duration of storage
The data will be deleted as soon as their storage is no longer necessary to achieve the purpose for which they were collected. This is the case for the data collected during the registration process if the registration on our website is canceled or changed.

5. Possibility of objection and erasure
As a user you have the possibility to cancel the registration at any time. You can change the data stored about you at any time.

Geographical information for contact and travel purposes is shown on the University of Bonn website. The maps are based on the Google Maps API provided by Google Inc., 1700 Amphitheater Parkway, Mountain View, CA 94043, USA. By calling up the map service, Google can determine your IP address and the language of the system, as well as various browser-specific information. The requested geographical positions are transmitted directly to the service. When calling up the page with a GPS-enabled device, the location can also be transmitted. No other personal data will be passed on to Google.Google uses cookies. The data processing operations and the purposes of the processing can be requested and viewed directly from Google. If you call up the integrated maps, you will be asked for your consent to want to use the map service under these conditions. You can revoke this declaration of consent at any time. Google Maps is used in the interest of making it easier to find the venues listed on the University of Bonn’s website.

VIII. Rights of the Data Subject

If your personal data is processed, then you as data subject have the following rights against the Controller as established in the GDPR:

1. Right of Access
You can demand confirmation from the Controller whether your personal data is being processed.
If such processing exists, then you can demand the following information from the Controller:

• the purposes for which your personal data are processed;
• the categories of personal data processed;
• the recipients and/or category of recipients who have been or are still being provided with your personal data;
• the planned duration of storage of your personal data or, if concrete information cannot be provided here, the criteria for determining the duration of storage;
• the existence of the right to request from the Controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing;
• the right to lodge a complaint with a supervisory authority;
• all available information on the source of the data if the personal data is not collected from the data subject;
• information on the existence of automated decision-making, including profiling, referred to in Art. 22 para. 1 and 4 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 demand information about whether your personal data has been forwarded to a third country or an international organization. In this context, you can demand to be informed about suitable guarantees as per Art. 46 GDPR related to such transfers.

Insofar as the data processing serves scientific, historical or statistical research purposes, the right of access can be restricted to the extent that it is otherwise likely to render impossible or seriously impair the achievement of the research or statistical objectives, and if such a restriction is necessary to fulfill the research or statistical purposes.

2. Right of Rectification
You have the right to rectification and/or completion of your data from the Controller, insofar as your processed personal data are incorrect or incomplete. The Controller must undertake the corrections immediately. Where the data processing serves scientific, historical or statistical research purposes, the right of rectification can be restricted to the extent that it is otherwise likely to render impossible or seriously impair the achievement of the research or statistical objectives, and if such a restriction is necessary to fulfill the research or statistical purposes.

3. Right to Restriction of Processing
Where the following conditions are met, you have the right to restrict processing of your personal data:

• You contest the accuracy of the personal data for a period that enables the Controller to verify their accuracy;
• the processing is unlawful and you oppose the erasure of the personal data and instead request the restriction of their use;
• the Controller no longer requires the personal data for the purposes of processing, but you need them in order to assert, exercise or defend legal claims, or
• you have objected to processing in accordance with Art. 21 para. 1 GDPR pending verification whether the legitimate grounds of the Controller override your reasons.

If processing of your personal data has been restricted, then that data — other than storage — may only be processed with your consent or for the assertion, exercise or defense of legal claims or to protect the rights of another natural person or legal entity or from reasons of important public interest to the European Union or one of its member states.
If processing is restricted based on the aforementioned conditions, then you will be informed by the Controller before the restrictions are lifted.

Where data processing serves scientific, historical or statistical research purposes, your right to limit processing can be restricted to the extent that it is otherwise likely to render impossible or seriously impair the achievement of the research or statistical objectives, and if such a restriction is necessary to fulfill the research or statistical purposes.

4. Right to Erasure

a) Right of Erasure
You can demand that the Controller immediately erase your personal data. The Controller is obligated to erase this data immediately, insofar as one of the following reasons applies:

• Your personal data is no longer needed for the purpose for which it was collected or otherwise processed.
• You revoke your consent that allowed for processing in accordance with Art. 6 para. 1(a) or Art. 9 para. 2(a) GDPR, and no other legal basis for processing applies.
• You file an official objection to processing in accordance with Art. 21 para. (1) GDPR and no overriding justification for the processing applies, or you file an official objection to processing in accordance with Art. 21 para. (2) GDPR.
• Your personal data were processed in an illegal manner.
• The erasure of your personal data is required to fulfil a legal obligation based on EU law or the law of the Controller’s member state.
• Your personal data was collected in the context of services provided by the IT company in accordance with Art. 8 para. (1) GDPR.

b) Information to Third Parties

If the Controller has made your personal data public and is obliged pursuant to Art. 17 para. 1 GDPR to erase the personal data, the controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform other data controllers who are processing your personal data that you as the data subject have requested the erasure by such controllers of any links to, or copy or replication of, the personal data.

c) Exceptions
The right of erasure does not apply where data processing is necessary

• to exercise the right to freedom of expression and information;
• to fulfill a legal obligation which requires processing in accordance with Union 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;
• for reasons of public interest in the area of public health in accordance with Art. 9 para. 2(h) and 9 para. 2(i) and Art. 9 para. 3 GDPR;
• for archiving purposes in the public interest or for scientific or historical research purposes or for statistical purposes in accordance with Art. 89 para. (1) GDPR, insofar 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
• for the assertion, exercise or defense of legal claims.

5. Right of Information

If you have exercised your right of notification, erasure and restriction of processing against the Controller, then the Controller is obligated to inform all recipients who received your personal data about that notification, erasure or restriction of processing, unless this is impossible or involves an unreasonable amount of cost and complexity.

You have the right to demand of the Controller information about those recipients.

6. Right to Data Portability
You have the right to receive your personal data that you have provided the Controller in a structured, commonly used machine-readable format. Furthermore you have the right to transfer that data to a different Controller, without impediment by the Controller who received the personal data, insofar as

1. the processing is based on consent provided according to Art. 6 para. 1(a) GDPR or Art. 9 para. 2(a) GDPR or on a contract pursuant to Art. 6 para. 1(b) GDPR and
2. the processing is carried out by automated means.

In exercising this right, you furthermore have the right to demand that your personal data be transferred directly from one controller to another controller, insofar this is technically feasible. Freedoms and rights of other persons may not be violated in this process.

The right to data portability does not apply in cases of processing of personal data required for execution of duties in the public interest or the execution of public authority that has been transferred to the controller.

7. Right to object

You have the right to object at any time for reasons related to your specific situation to the processing of your personal data on the basis of Art. 6 para. 1(e) GDPR, including profiling based on that provision. In the event of an objection, the Controller will no longer process your personal data, unless he or she can provide urgent defensible reasons for processing that outweigh your interests, rights and freedoms, or where the processing serves the assertion, exercise or defense of legal claims. Where data processing is for scientific, historical or statistical research purposes as per Art. 89 para. (1) GDPR, you shall have the additional right to object to the processing of your personal data on grounds relating to your particular situation, unless the processing is necessary for the fulfillment of tasks in the public interest.

8. Right of Revocation of Declaration of Consent to Processing
You have the right to revoke your declaration of consent to data processing at any time. Revoking consent does not affect the legality of the data processing performed before the point of rescission on the basis of the consent provided.

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, that has legal effects for you or that has a similarly significantly impact on you.

This shall not apply if the decision

The competent supervisory authority for the University of Bonn is the

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen

[State Commissioner for Data Protection and Freedom of Information in North Rhine-Westphalia]

Postfach 20 04 44
40102 Düsseldorf

Germany
Phone: +49 211/38424-0
Fax: +49 211/38424-10
E-Mail: poststelle(at)ldi.nrw.de