Privacy policy according to the DSGVO
Name and address of those responsible
The responsible body within the meaning of the data protection laws is the
Heidelberger Akademie der Wissenschaften
Karlstrasse 4
69117 Heidelberg
Tel.: +49 6221 54-3265
E-Mail: HAdW@hadw-bw.de
Website: www.hadw-bw.de
The web servers of the Heidelberg Academy of Sciences and Humanities (HAdW) are operated by the Computer Center of Heidelberg University (Im Neuenheimer Feld 293, D-69120 Heidelberg) and HAdW. The personal data processed is subject to the applicable data protection regulations.
Address of the data protection officer
Heidelberger Akademie der Wissenschaften
z. Hd. der Datenschutzbeauftragen
Karlstrasse 4
69117 Heidelberg
E-Mail: datenschutz@hadw-bw.de
General information on data processing
1. Scope of the processing of personal data
We collect and use our users' personal data only insofar as this is necessary to provide a functional website and our content and services. The collection and use of our users' personal data only takes place regularly with the user's consent. An exception applies in cases where it is not possible to obtain prior consent for factual reasons and the processing of the data is permitted by law.
2. Legal basis for the processing of personal data
Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 para. 1 lit. a EU General Data Protection Regulation (GDPR) serves as the legal basis for the processing of personal data.
When processing personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6 para. 1 lit. b GDPR serves as the legal basis. This also applies to processing operations that are necessary to carry out pre-contractual measures.
Insofar as the processing of personal data is necessary to fulfill a legal obligation to which our company is subject, Art. 6 para. 1 lit. c GDPR serves as the legal basis.
In the event that vital interests of the data subject or another natural person require the processing of personal data, Art. 6 para. 1 lit. d GDPR serves as the legal basis.
If the processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the first-mentioned interest, Art. 6 para. 1 lit. f GDPR serves as the legal basis for the processing.
3. Data erasure and storage duration
The personal data of the data subject will be deleted or blocked as soon as the purpose of storage no longer applies. Data may also be stored if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or fulfillment of a contract.
Provision of the website and creation of log files
1. Description and scope of data processing
Each time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer.
The following data is collected:
- Information about the browser type and version used
- The user's operating syste
- The IP address of the user
- Date and time of access
- Websites from which the user's system accesses our website
- Websites that are accessed by the user's system via our website
The data is also stored in the log files of our system, whereby the IP address is shortened immediately after it is collected, namely an IPv4 address to the first two bytes and an IPv6 address to the first 32 bits. Personal profiles cannot be created with such shortened IP addresses. This data is not stored together with other personal data of the user.
2. Legal basis for data processing
The legal basis for the temporary storage of data and log files is Art. 6 para. 1 lit. f GDPR.
3. Purpose of data processing
Temporary storage of the IP address by the system is necessary to enable delivery of the website to the user's computer. For this purpose, the user's IP address must remain stored for the duration of the session.
The data is stored in log files to ensure the functionality of the website. In addition, we use the data to optimize the website and to ensure the security of our information technology systems. The data is not analyzed for marketing purposes in this context.
These purposes also constitute our legitimate interest in data processing in accordance with Art. 6 para. 1 lit. f DSGVO.
4. Duration of data storage
The data is deleted as soon as it is no longer required to achieve the purpose for which it was collected. In the case of the collection of data for the provision of the website, this is the case when the respective session has ended.
If the data is stored in log files, this is the case after seven days at the latest. Storage beyond this period is possible. In this case, the shortening of the user's IP address means that it is no longer possible to identify the accessing client.
5. Possibility of objection and removal
The collection of data for the provision of the website and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, the user has no option to object.
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 accesses a website, a cookie may be stored on the user's operating system. This cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the website is called up again.
We use cookies to make our website more user-friendly. Some elements of our website require that the accessing browser can be identified even after a page change.
2. Legal basis for data processing
The legal basis for the processing of personal data using cookies is Art. 6 para. 1 lit. f GDPR.DSGVO.
3. Purpose of data processing
The purpose of using technically necessary cookies is to simplify the use of websites for users. Some functions of our website cannot be offered without the use of cookies. For these, it is necessary for the browser to be recognized even after a page change.
The user data collected by technically necessary cookies is not used to create user profiles.
For these purposes, our legitimate interest also lies in the processing of personal data in accordance with Art. 6 para. 1 lit. f DSGVO.
4. Duration of storage, objection and removal options
Cookies are stored on the user's computer and transmitted by it to our website. As a user, you therefore have full control over the use of cookies. You can deactivate or restrict the transmission of cookies by changing the settings in your Internet browser. Cookies that have already been saved can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to use all functions of the website to their full extent.
Web analysis service Matomo
1. Scope of the processing of personal data
Our website uses Matomo (formerly Piwik), an open source software for the statistical analysis of visitor access. Matomo uses cookies that are stored on your computer and enable an anonymized analysis of your use of the website. It is not possible to draw conclusions about a specific person, as your IP address is anonymized immediately after processing and before storage.
2. Legal basis for the processing of personal data
The legal basis for the processing of personal data using cookies is Art. 6 para. 1 lit. f DSGVO.
3. Purpose of data processing
Matomo is used for the purpose of improving the quality of our website and its content. This enables us to find out how the website is used and to constantly optimize our offering.
4. Duration of storage, objection and removal options
The cookies used by Matomo are stored on the user's computer and transmitted by it to our website. As a user, you therefore have full control over the use of cookies. Cookies that have already been saved can be deleted at any time. This can also be done automatically.
Most modern browsers have a so-called “Do Not Track” option, with which they tell websites not to track your user activities. Matomo respects this option.
External services
We use various commercial search engines to provide search queries. Some of these search engines use so-called “cookies”, i.e. text files which are stored on your computer and which enable your use of the website to be analyzed. The information generated by the cookie about your use of this website (including your non-anonymized IP address) is transmitted to a server of the search engine operator, for example Google in the USA, and stored there. The search engine operator may use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. The search engine operator may also transfer this information to third parties if this is required by law or if third parties process this data on behalf of the search engine operator. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using the search query fields, you consent to the processing of the data collected about you by the search engine operator in the manner and for the purpose described above.
The Academy provides content from external sources on its pages; this may be images, documents, scripts, etc. Personal data such as IP address, date of access, etc. are transferred to the external source. We have no influence on the storage period or possible evaluation of the data.
We also use frame technology, for example by embedding videos (e.g. YouTube, Openstreet-Maps). In many places, this cannot be realized in any other way for copyright reasons. This frame technology can result in information being sent to the external provider as soon as the page is accessed, such as non-anonymized IP address and date of access, etc. It also enables the external provider to store cookies on your computer, which can be processed for advertising purposes etc. If you are logged into your YouTube account or Google account, YouTube can assign your surfing behavior to you personally. To avoid this, you should log out. It is currently not technologically possible to implement an opt-out function here. If you wish to avoid cookies, you can deactivate them in your browser.
Rights of the data subject
If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights towards the controller:
1. Right to information
You can request confirmation from the controller as to whether personal data concerning you is being processed by us.
If such processing is taking place, you can request the following information from the controller:
(1) the purposes for which the personal data are processed;
(2) the categories of personal data being processed
(3) the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed
(4) the envisaged period for which the personal data concerning you will be stored, or, if specific information on this is not possible, the criteria used to determine that period
(5) the existence of a right to rectification or erasure of personal data concerning you, a right to restriction of processing by the controller or a right to object to such processing
(6) the existence of a right to lodge a complaint with a supervisory authority
(7) all available information about the origin of the data if the personal data is not collected from the data subject
(8) the existence of automated decision-making, including profiling, referred to in Art. 22 (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 request information as to whether the personal data concerning you is transferred to a third country or to an international organization. In this context, you may request to be informed of the appropriate safeguards pursuant to Art. 46 GDPR in connection with the transfer.
This right of access may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of the research or statistical purposes and the restriction is necessary for the fulfillment of the research or statistical purposes.
2. Right to rectification
You have a right to rectification and/or completion vis-à-vis the controller if the processed personal data concerning you is incorrect or incomplete. The controller must make the rectification without undue delay.
Your right to rectification may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of the research or statistical purposes and the restriction is necessary for the fulfillment of the research or statistical purposes.
3. Right to restriction of processing
You may request the restriction of the processing of your personal data under the following conditions:
(1) if you contest the accuracy of the 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 they are required by you for the establishment, exercise or defense of legal claims; or
(4) if you have objected to processing pursuant to Art. 21 (1) GDPR pending the verification whether the legitimate grounds of the controller override your grounds.
If the processing of personal data concerning you has been restricted, this data - apart from its storage - may 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.
If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.
Your right to restriction of processing may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of the research or statistical purposes and the restriction is necessary for the fulfillment of the research or statistical purposes.
4. Right to erasure
a. Obligation to delete
You have the right to obtain from the controller the erasure of personal data concerning you without undue delay and the controller shall have the obligation to erase personal 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 revoke your consent on which the processing was based pursuant to Art. 6 para. 1 lit. a or Art. 9 para. 2 lit. a GDPR and there is no other legal basis for the processing.
(3) You object to the processing pursuant to Art. 21 (1) GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Art. 21 (2) GDPR.
(4) The personal data concerning you has been processed unlawfully.
(5) The deletion of personal data concerning you is necessary to fulfill a legal obligation under Union law or the law of the Member States 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 Art. 8 (1) GDPR.
b. Information to third parties
If the controller has made the personal data concerning you public and is obliged to erase it pursuant to Article 17(1) GDPR, it shall take reasonable steps, including technical measures, taking into account the available technology and the cost of implementation, to inform controllers which are processing the personal data that you as 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 exist if 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 pursuant to Art. 9 para. 2 lit. h and i and Art. 9 para. 3 GDPR;
(4) for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Art. 89 para. 1 GDPR, insofar as the right referred to in section 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 information
If you have asserted the right to rectification, erasure or restriction of processing against the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort.
You have the right towards the controller to be informed about these recipients.
6. Right to data portability
You have the right to receive the personal data concerning you, which you have provided to the controller, in a structured, commonly used and machine-readable format. You also have the right to transmit this data to another controller without hindrance from the controller to which the personal data has been provided, where
(1) the processing is based on consent pursuant to Art. 6 para. 1 lit. a GDPR or Art. 9 para. 2 lit. a GDPR or on a contract pursuant to Art. 6 para. 1 lit. b GDPR and
(2) the processing is carried out by automated means.
In exercising this right, you also have the right to have the personal data concerning you transmitted directly from one controller to another, where technically feasible. The freedoms and rights of other persons must not be affected by this.
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 objection
You have the right to object at any time to the processing of your personal data that concerns you, which is based on Article 6(1)(e) or (f) of the GDPR, for reasons relating to your particular situation; this also applies to profiling based on these provisions.
The data controller will no longer process your personal data unless they can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing is necessary for the establishment, exercise, or defense of legal claims.
If your personal data is processed for the purpose of direct marketing, you have the right to object at any time to the processing of your personal data for such marketing purposes; this also applies to profiling, insofar as it is related to such direct marketing.
If you object to the processing for direct marketing purposes, your personal data will no longer be processed for these purposes.
You have the possibility to exercise your right to object in connection with the use of information society services – notwithstanding Directive 2002/58/EC – through automated procedures that use technical specifications.
You also have the right, for reasons related to your particular situation, to object to the processing of your personal data for scientific or historical research purposes or statistical purposes under Article 89(1) of the GDPR.
Your right to object may be restricted to the extent that it is likely to make it impossible or seriously impair the achievement of the research or statistical purposes, and the restriction is necessary for the fulfillment of the research or statistical purposes.
8. Right to withdraw the data protection consent declaration
You have the right to withdraw your data protection consent declaration at any time. The withdrawal of consent does not affect the lawfulness of the processing that was carried out based on the consent until the withdrawal.
9. Automated decision-making in individual cases, including profiling.
You have the right not to be subject to a decision based solely on automated processing, including profiling, that has legal effect on you or similarly significantly affects you. This does not apply if the decision:
- Is necessary for the conclusion or performance of a contract between you and the data controller,
- Is authorized by Union or Member State law to which the data controller is subject, and such law contains appropriate measures to safeguard your rights and freedoms as well as your legitimate interests, or
- Is based on your explicit consent.
However, such decisions must not be based on special categories of personal data under Article 9(1) of the GDPR, unless Article 9(2)(a) or (g) applies, and appropriate measures have been taken to protect the rights and freedoms as well as your legitimate interests.
In cases mentioned in (1) and (3), the data controller shall take appropriate measures to safeguard your rights and freedoms as well as your legitimate interests, including at least the right to obtain human intervention from the controller, to express your 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 residence, place of work, or the place of the alleged infringement, if you believe that the processing of your personal data violates the GDPR.
The supervisory authority with which the complaint has been lodged shall inform the complainant about the progress and outcomes of the complaint, including the possibility of a judicial remedy under Article 78 of the GDPR.
Contacting the Heidelberg Academy of Sciences and Humanities
Personal data that you may provide to us via email addresses, contact forms, registration forms, and similar websites on our web servers will only be accepted with your consent and will be used exclusively for correspondence and the specific purpose stated in the forms.
For this purpose, the receiving party (e.g., press, administration, or secretariat) may forward your email and other provided information to the appropriate contacts within the Academy. The data transmitted with your inquiry will be deleted from our systems once your inquiry has been processed.
If you contact us via one of the email addresses we provide, the information and personal data you share will be processed solely for the purpose of handling your respective inquiry.
When submitting application documents via verwaltung@hadw-bw.de, we will process the data you provide for correspondence purposes and to make a decision regarding an employment relationship with you. After the process is completed, the corresponding data will be deleted in compliance with legal retention periods.
The same applies if the contact is made through an incorrect or unintended medium.
Validity and Changes to These Data Protection Terms
By using our web servers, you consent to the data usage described above. This privacy policy is immediately effective and replaces all previous statements. We reserve the right to modify this privacy policy from time to time to ensure it complies with current legal requirements. It will then apply upon your next visit to our websites.