III. General information on data processing

1. Personal data
As defined in the General Data Protection Regulation (GDPR), personal data refers to any information relating to an identified or identifiable natural person. This is data such as the first and last name, address, e-mail address, phone number and, as a rule, the IP address.

2. Extent of personal data processing
Principally, we process personal data only as far as it is necessary in order to provide a functional website and our content and services. We only process personal data of our users after they have given their consent. An exception is made if it is not possible to get consent due to factual reasons and the processing is permitted by law.

We do not deliberately collect personal data of minors. We advise parents and legal guardians to watch their children’s activities online.

3. Legal basis for the processing of personal data
Provided that we have got the users’ consent to process their personal data, Article 6 paragraph 1(a) GDPR is the legal basis for the processing.

When processing personal data is necessary for the performance of a contract to which the data subject is party, Article 6 paragraph 1(b) GDPR is the legal basis for the processing. This also applies to processing operations that are necessary in order to take steps prior to entering into a contract.

Provided that the processing of personal data is necessary for compliance with a legal obligation to which the University of Mannheim is subject, Article 6 paragraph 1(c) GDPR is the legal basis for the processing.

If the processing of personal data is necessary to protect the vital interests of the data subject, Article 6 paragraph 1(d) GDPR is the legal basis for the processing.

If the processing is necessary for the purpose of a legitimate interest pursued by the University of Mannheim or by a third party and this interest is not overridden by the interests, fundamental rights and freedoms of the data subject, Article 6 paragraph 1(f) GDPR is the legal basis for the processing.

Our fundamental goal is to implement data-protection principles, such as data minimization, and to limit the processing of personal data while you are visiting our websites to the necessary minimum.

4. Deletion of data and storage period
The personal data of the data subject will be deleted or locked once the purpose for which they have been stored ceases to apply. Personal data may be stored for a longer period if provided for by European or national legislators in EU regulations, laws or other rules to which the controller is subject. The data will also be locked or deleted once a storage period specified in the above-mentioned rules has expired, unless further retention of the data is necessary to enter into or fulfill a contract.

IV. Provision of the website and creation of log files

1. Description and extent of data processing
Every time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer. The following data are collected:

• information on the browser type and the version used
• the user’s operating system
• the user’s Internet service provider
• the user’s IP address
• date and time of access
• websites from which the user’s system accesses our websitet

The log files contain IP addresses or other data that can be assigned to a user. This could be the case, for example, if the link to the website from which the user accesses the website or the link to the website to which the user switches contains personal data. The data are also stored in our system’s log files. These data are not stored together with other personal data of the user.

2. Legal basis for data processingLegal basis for data processing
The legal basis for the temporary storage of data and log files is Article 6 paragraph 1(f) GDPR..

3. Purpose of data processing
Die vorübergehende Speicherung der IP-Adresse durch das System ist notwendig, um eine Auslieferung der Website an den Rechner des Nutzers zu ermöglichen. Hierfür muss die IP-Adresse des Nutzers für die Dauer der Sitzung gespeichert bleiben.

Die Speicherung in Logfiles erfolgt, um die Funktions­fähigkeit der Website sicherzustellen. Zudem dienen uns die Daten zur Optimierung der Website und zur Sicherstellung der Sicherheit unserer informations­technischen Systeme. Eine Auswertung der Daten zu Marketingzwecken findet in diesem Zusammenhang nicht statt.

In diesen Zwecken liegt auch unser berechtigtes Interesse an der Datenverarbeitung nach Art. 6 Abs. 1 lit. f DSGVO.

4. Storage period
The data will be deleted once the the purpose for which they have been collected ceases to apply. For the data collected in order to provide the website, this is the case when the respective session has ended.

If the data are stored in log files, this is the case after seven days at the latest. Further storage is possible. In this case, the IP addresses of the users are deleted or alienated so that the accessing client can no longer be identified.

5. Right to object and deletion of data
The collection of data for the provision of the website and the storage of data in log files is absolutely essential for the operation of the website. Consequently, the user has no possibility to object.

V. Use of cookies

Our website does not use cookies. Cookies are text files that are stored in the Internet browser or by the Internet browser on the user’s computer system. If a user accesses a website, a cookie can be stored in the user’s operating system. This cookie contains a characteristic string that enables a clear identification of the browser when the website is accessed again.

VI. Use of an email discussion list

1. Description and extent of data processing
On our website, there is the option to subscribe to a mailing list. For registration, recipient management, and sending emails to the mailing list, the open-source Mailman is used, which is operated by the university IT on its own systems.

Subscription to the mailing list is carried out using the so-called double opt-in procedure, i.e., the registration is only completed if you click the corresponding link in the email you receive to confirm your subscription. The data stored during the mailing list registration (name and email address) are saved on a system of the university IT, are not passed on to third parties, and are also not visible to other members of the group.

2. Legal basis for data processing
The legal basis for the processing of personal data after subscription to the mailing lingst by the users, once their consent has been obtained, is Article 6 paragraph 1(a) GDPR.

3. Purpose of data processing
The user’s e-mail address is processed for the purpose of delivering the email to the mailing list.

The purpose of collecting other personal data in the course of the subscription process is to prevent the misuse of the services or of the e-mail address used.

4. Storage period
The data will be deleted once the the purpose for which they have been collected ceases to apply. Therefore, the user’s e-mail address will be stored until the user unsubscribes from the mailing list or it has been established that the e-mail address is no longer in service.

5. Right to object and deletion of data
You can withdraw your consent to receiving the newsletter at any time and without having to state any reasons and unsubscribe from the newsletter free of charge. To that end, each newsletter contains a corresponding link.

VII. Contact form

1. Description and extent of data processing
The data entered via the contact form will be used exclusively to respond to your inquiry and will not be stored permanently or passed on to third parties. As soon as your data is no longer required to respond to your inquiry, it will be deleted. You will only be asked to provide the information necessary to respond to your inquiry.

VIII. Rights of the data subject

If your personal data are being processed, you are a data subject within the meaning of the GDPR and have the following rights vis-à-vis the controller:

1. Right of access
You have the right to obtain confirmation as to whether or not we are processing your personal data.

Where this is the case, you have the right to obtain the following information from the controller:
(1)       the purpose for the which your personal data are being processed;

(2)       the categories of personal data which are being processed;

(3)       the recipients or categories of recipients to whom your personal data have been or will be disclosed;

(4)       the projected period for which your personal data will be stored or, if not possible, the criteria used to determine that period;

(5)       the existence of the right to request from the controller rectification or erasure of your personal data or restriction of processing of personal data concerning you or to object to such processing;;

(6)       the right to lodge a complaint with a supervisory authority;

(7)       where personal data are not collected from the data subject themselves, any available information as to their source;

(8)       the existence of automated decision-making, including profiling, referred to in Article 22 paragraph 1 and paragraph 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 obtain information as to whether or not your personal data are being transmitted to a third country or an international organization. In this context, you have the right to be informed of the appropriate safeguards pursuant to Article 46 GDPR relating to the transfer.

Your right of access may be restricted in so far as the right is likely to render impossible or seriously impair the achievement of research or statistical purposes and the restriction is necessary to achieve these purposes.

2. Right to rectification
You have the right to obtain the rectification and/or completion of inaccurate or incomplete personal data concerning you from the controller. The controller must rectify the data immediately..

Your right to rectification may be restricted in so far as the right is likely to render impossible or seriously impair the achievement of research or statistical purposes and the restriction is necessary to achieve these purposes.

3. Right to restriction of processing
You have the right to demand the restriction of the processing of personal data concerning you where one of the following conditions applies:
(1)       you contest the accuracy of personal data concerning you for a period enabling the controller to verify the accuracy of the personal data;

(2)       the processing is unlawful and you oppose the erasure of the 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 defense of legal claims; or

(4)       if you have objected to processing pursuant to Article 21 paragraph 1 GDPR and the verification whether the legitimate grounds of the controller override your grounds is pending.

Where processing of personal data concerning you has been restricted, such personal data may, with the exception of storage, only be processed with your consent or for the establishment, exercise or defense 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 Union or of a Member State.

Where processing has been restricted under one of the above conditions, you will be informed by the controller before the restriction of processing is lifted.

Your right to restriction of processing may be restricted in so far as the right is likely to render impossible or seriously impair the achievement of research or statistical purposes and the restriction is necessary to achieve these purposes.

4. Right to erasure
a) Obligation to erase data
You have the right to obtain from the controller the erasure of personal data concerning you without undue delay. The controller is obliged to erase these data without undue delay where one of the following grounds applies:

(1)       the personal data concerning you are no longer necessary in relation to the purposes for which they were collected or otherwise processed

(2)       you withdraw consent on which the processing is based according to Article 6 paragraph 1(a), or Article 9 paragraph 2(a) GDPR, and where there is no other legal ground for the processing;

(3)       you object to the processing pursuant to Article 21 paragraph 1 GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 2 paragraph 2 GDPR;

(4)       the personal data concerning you have been unlawfully processed;

(5)       the personal data concerning you have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject;

(6)       the personal data concerning you have been collected in relation to the offer of information society services referred to in Article 8 paragraph 1 GDPR.

b) Notification of third parties
Where the controller has made personal data concerning you public and is obliged pursuant to Article 17 paragraph 1 GDPR to erase the personal data, the controller, taking account of available technology and the cost of implementation, must take reasonable steps, including technical measures, to inform controllers which are processing the personal data that you, the data subject, have requested the erasure by such controllers of any links to, or copy or replication of, those personal data.

c) Exceptions
The right to erasure does not apply where the 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 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;
(3)       for reasons of public interest in the area of public health in accordance with Article 9 paragraph 2(h) and (i) as well as Article 9 paragraph 3 GDPR;
(4)       for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89 paragraph 1 GDPR in so far as the right referred to in subsection a) is likely to render impossible or seriously impair the achievement of the objectives of that processing; or
(5)       for the establishment, exercise or defense of legal claims.

5. Right to be informed
Where you have asserted your right to rectification, erasure or restriction of processing vis-à-vis the controller, the controller is obliged to inform each recipient to whom the personal data concerning you have been disclosed, unless this proves impossible or involves disproportionate effort.

You have the right to be informed by the controller about who these recipients are.

6. Right to data portability
Sie haben das Recht, die Sie betreffenden personenbezogenen Daten, die Sie dem Verantwortlichen bereitgestellt haben, in einem strukturierten, gängigen und maschinenlesbaren Format zu erhalten. Außerdem haben Sie das Recht diese Daten einem anderen Verantwortlichen ohne Behinderung durch den Verantwortlichen, dem die personenbezogenen Daten bereitgestellt wurden, zu übermitteln, sofern
(1)       the processing is based on consent pursuant to Article 6 paragraph 1(a) or Article 9 paragraph 2(a) GDPR or on a contract pursuant to Article 6 paragraph 1(b) GDPR; and

(2)       the processing is carried out by automated means.

Furthermore, in exercising the right to data portability, you have the right to have the personal data concerning you transmitted directly from one controller to another, where technically feasible. The rights and freedoms of other persons may not be affected by such transmission.

The right to data portability does not apply to the 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
On grounds relating to your particular situation, you have the right to object to the processing of your personal data according to Article 6 paragraph 1(e) or (f) GDPR at any time, including profiling based on those provisions.

The controller may no longer process your personal data unless the controller demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defense of legal claims.

Where your personal data are processed for direct marketing purposes, you have the right to object at any time to processing of your personal data for such marketing, which includes profiling to the extent that it is related to such direct marketing.

Where you object to processing for direct marketing purposes, your personal data may 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.

Where personal data are processed for scientific or historical research purposes or statistical purposes pursuant to Article 89 paragraph 1 GDPR, you have the right to object to processing of personal data concerning you on grounds relating to your particular situation.

Your right to object may be restricted in so far as the right is likely to render impossible or seriously impair the achievement of research or statistical purposes and the restriction is necessary to achieve these purposes.

8. Withdrawal of consent
You have the right to withdraw your consent at any time.The withdrawal of consent does 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 a data controller;

(2)       is authorized by Union or Member State law 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 may not be based on special categories of personal data referred to in Article 9 paragraph 1 GDPR, unless Article 9 paragraph 2(a) or (g) GDPR applies and suitable measures to safeguard your rights and freedoms and legitimate interests are in place.

Regarding the cases referred to in (1) and (3), the data controller must implement suitable measures to safeguard your data 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 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 GDPR.

The supervisory authority with which the complaint has been lodged informs the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Article 78 GDPR.