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Data protection policy

Name and address of the controller

The controller according to the General Data Protection Regulation and other national data protection laws of the member states as well as other data protection regulations is:

Universität Vechta
Driverstr. 22
49377 Vechta
Germany
Phone: +49 (0) 4441 15-0
Email: info@uni-vechta.de
Website: www.uni-vechta.de

Name and address of the Data Protection Officer

The Data Protection Officer of the controller is:

Anja Schöndube
Driverstr. 22
49377 Vechta
Germany
Phone: +49 (0) 4441 15-272
Email info.datenschutzbeauftragte@uni-vechta.de
Website www.uni-vechta.de

General information on data processing

1. Scope of the processing of personal data

As a matter of principle, we only process our users’ personal data to the extent necessary for providing a functional website as well as our contents and services. Our users’ personal data is regularly processed only after they have given their consent. An exception applies in those cases where obtaining prior consent is not possible for matters of fact and data processing is permitted by legal regulations.

2. Legal basis for the processing of personal data

When the data subject consents to processing of personal data, Article 6 subsection 1 letter a of the EU General Data Protection Regulation (GDPR) serves as the legal basis.

When processing personal data that is necessary for the fulfilment of a contract to which the data subject is a party, Article 6 subsection 1 letter b GDPR serves as the legal basis. This also applies to data processing that is necessary to implement pre-contractual measures.

When the processing of personal data is necessary for the fulfilment of a legal obligation to which our institution is subject, Article 6 subsection 1 letter c GDPR serves as the legal basis.

In the event that vital interests of the data subject or another natural person require processing of personal data, Article 6 subsection 1 letter d GDPR serves as the legal basis.

If data processing is necessary to protect a legitimate interest of our institution or a third party and the data subject’s interests, fundamental rights and freedoms do not outweigh the first-mentioned interest, Article 6 subsection 1 letter f GDPR serves as the legal basis for data processing.

3. Data erasure and storage period

The data subject’s personal data is erased or blocked as soon as the purpose of the storage no longer applies. Data may be stored beyond that if the European or national legislator stipulates this in Union regulations, laws or other provisions to which the controller is subject. The data will also be blocked or erased if a storage period prescribed by the aforementioned standards expires, unless it is necessary to continue storing the data for the concluding or fulfilling a contract.

Provision of the website and creation of log files

1. Description and scope of data processing

Each time our website www.uni-vechta.de is accessed, our system automatically collects data and information from the accessing computer's system.

The following data is collected:

  • name of the accessed website/file
  • date and time of the access
  • information about the browser type and version used
  • the user’s operating system
  • the user’s IP address
  • referrer URL

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

2. Purpose of data processing

The system’s temporary storage of the IP address is necessary for granting the user’s system access to our website. For this purpose, the user’s IP address must remain stored for the duration of the session.

The data is stored in log files in order to ensure the functionality of the website. In addition, we use the data to optimise the website and to ensure the security of our information technology systems. The data is not evaluated for marketing purposes in this context.

3. Duration of storage

The data is erased as soon as it is no longer required for the purpose for which it was collected. In case the data is collected for the provision of the website, data is erased when the respective session has ended.

In case the data is stored in log files, the data is erased after seven days at the latest. Storage beyond this is possible. In this case, the users’ IP addresses are erased or encrypted so that the accessing client can no longer be allocated.

4. Possibility of objection and deletion

The collection of data providing the website and the storage of data in log files is absolutely necessary for operating the website. As a consequence, the user cannot object to this.

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 in 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 unique identification of the browser when the website is accessed again.

You can permanently prevent the storage of cookies by setting your browser software accordingly. This may result in the functionality of the website being restricted.

We also use cookies on our website that enable an analysis of the users’ browsing behaviour via the open source web analysis service Matomo (formerly Piwik). For this purpose, the information generated by the cookie about the use of this website is stored on the servers of the University of Vechta. The user data collected in this way is pseudonymised by means of technical protection measures. Therefore, it is no longer possible to allocate the data to the user accessing the website. The data is not stored together with other personal data of the users.

2. 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. The browser needs to be recognised even after a website change to enable these functions.

We need cookies for the following applications:

  • access to protected areas of our website by authorised users
  • live chat 

The user data collected through technically necessary cookies are not used to create user profiles.

The analysis cookies are used to improve the quality of our website and its content. Through the analysis cookies, we learn how the website is used and can thus constantly optimise our website.

3. Possibility of objection and removal

Cookies are stored on the user’s computer and then transferred to our website. Therefore, users have full control over the use of cookies. By changing the settings in your internet browser, you can deactivate or restrict the transfer of cookies. Cookies that have already been stored can be erased at any time. This can also be done automatically. If cookies are deactivated for our website, it might no longer be possible to use all the website functions to their full extent.

The storage of statistics cookies for the web analysis service Matomo can be disabled in the cookie settings.

Newsletter

1. Description and scope of data processing

You can subscribe to the free newsletter “UniVersum” and the “Alumni-Newsletter” on our website. In the process, data is transmitted to our service provider CleverReach (Cleverreach GmbH & Co. KG, Mühlenstr. 43, 26180 Rastede, Germany).

The following data is transmitted to the service provider:

  • email address
  • date and time of newsletter subscription
  • title, first name, surname (voluntary information)

2. Purpose of data processing

We only transmit your data to CleverReach for the purpose of sending the newsletter and for statistical evaluation of the newsletter. CleverReach will not make further use of your personal data or pass it on to third parties.

3. Duration of storage

The data is erased as soon as it is no longer required for the purpose for which it was collected. The user’s email address and voluntarily provided personal data are therefore stored for as long as the subscription to the newsletter is active.

4. Possibility of objection and removal

The user can cancel the subscription to the newsletter at any time. For this purpose, there is a corresponding link in every newsletter.  This also allows for the revocation of consent to the storage of voluntarily provided personal data.

Contact/registration form and email contact

1. Description and scope of data processing

Our website contains contact forms and event registration forms that can be used to contact us online and to register for participation in various events. If a user takes advantage of this option, the data entered in the input mask will be transmitted to us and stored.

This includes the following data:

  • first name, surname
  • email address
  • date and time of the data transmission

Depending on the occasion and the purpose of use, further personal data may also be requested and transmitted.

If it is necessary to pass on data to third parties (e.g., service providers, cooperation partners) for specific reasons, you will be informed of this during the submission process and your consent will be obtained. Otherwise, the data will not be passed on to third parties.

Alternatively, it is possible to contact us via the email addresses provided. In this case, the user’s personal data transmitted with the email will be stored. The data will not be passed on to third parties in this context. The data is used exclusively for processing the conversation.

2. Purpose of data processing

The processing of personal data from input masks of the contact and registration forms or emails serves solely to process the contact and participant administration of events.

3. Duration of storage

The data is erased as soon as it is no longer required for the purpose for which it was collected. This is the case for the personal data from the input mask of the contact or registration form for events and data transferred with the email, when the respective conversation with the user or the event has ended, including any necessary follow-up. The conversation has ended when it is clear from the circumstances that the matter in question has been clarified.

4. Possibility of objection and deletion

The users have the possibility to revoke their consent to the processing of personal data at any time. If the users contact us via email, they can object to the storage of their personal data at any time. In that case, the conversation cannot be continued.

Revocation of consent and objection to storage are to be addressed to the Data Protection Officer named in this data protection policy.

All personal data stored in the course of the contact with us will be erased in this case.

YouTube

1. Description and scope of data processing

This website uses plug-ins from YouTube, a website operated by Google. The website operator is YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA. When you visit one of our web pages equipped with a YouTube plug-in, a connection to the YouTube servers is established. This tells the YouTube server which of our web pages you have visited.

When you are logged into your YouTube account, you enable YouTube to allocate your browsing behaviour directly to your personal profile. You can prevent this by logging out of your YouTube account.

For more information on the handling of user data, please refer to YouTube’s Privacy Policy at https://www.google.de/intl/de/policies/privacy

Rights of the data subject

If your personal data is processed, you are a data subject according to the GDPR and you have the following rights vis-à-vis the controller:

1. Right to information

You may request confirmation from the controller as to whether personal data relating to you is being processed by us.

If this is the case, you can request information from the controller about the following:

(1) the purposes for which the personal data is being processed;

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

(3) the recipients or categories of recipients to whom the personal data relating to you has been or will be disclosed;

(4) the planned duration of the storage of the personal data relating to you or, if this cannot be specified, criteria for determining the storage duration;

(5) the right to rectify or erase personal data relating to you, a right to have processing by the controller restricted or a right to object to such processing;

(6) the right to issue a complaint to a supervisory authority;

(7) any available information on the origin of the data if the personal data is not collected from the data subject;

2. Right to rectification

You have a right to rectification and/or completion vis-à-vis the controller if the processed personal data relating to you is inaccurate or incomplete. The controller shall correct this immediately.

3. Right to restrict processing

You may request the restriction of the processing of personal data relating to you under the following conditions:

(1) if you contest the accuracy of the personal data relating to you, for a period enabling the controller to verify the accuracy of the personal data;

(2) the data processing is unlawful and you object to the erasure of the personal data and request the restriction of use of the personal data instead;

(3) the controller no longer needs the personal data for the purposes of processing but you need them for the establishment, exercise or defence of legal claims, or

(4) if you have objected to the data processing pursuant to Article 21 subsection 1 GDPR and it has not yet been determined whether the controller’s legitimate grounds override your grounds.

Where the processing of personal data relating to you has been restricted, that data may be processed, with the exception of storage, only 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 substantial public interest of the Union or a Member State.

If the restriction of processing has been restricted in accordance with the above prerequisites, you will be informed by the controller before the restriction is lifted.

4. Right to erasure

You may request the controller to immediately erase the personal data relating to you and the controller is obliged to immediately erase this data provided one of the following reasons applies:

(1) The personal data relating to you is no longer necessary for the purposes for which it was collected or otherwise processed.

(2) You revoke your consent on which the processing was based pursuant to Article 6 subsection 1 letter a or Article 9 subsection 2 letter a GDPR and there is no other legal basis for the processing.

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

(4) The personal data relating to you has been unlawfully processed.

(5) The erasure of personal data relating to you is necessary for compliance with a legal obligation as per Union or Member State law to which the controller is subject.

(6) The personal data relating to you has been collected in relation to the offer of information society services pursuant to Article 8 subsection 1 GDPR.

5. Right to information

If you have asserted the right to rectification or erasure of data or to restriction of data processing against the controller, the controller is obliged to communicate this rectification or erasure of the data or restriction of data processing to all recipients to whom the personal data relating to you has been disclosed, unless this proves impossible or involves a disproportionate effort.

You have the right to be informed of these recipients by the controller.

6. Right to data portability

You have the right to receive the personal data relating to you that you have provided to the controller in a structured, commonly used and machine-readable format. In addition, you have the right to transmit this data to another controller without hindrance by the controller to which the personal data was provided, where:

(1) the processing is based on consent pursuant to Article 6 subsection 1 letter a GDPR or Article 9 subsection 2 letter a GDPR or on a contract pursuant to Article 6 subsection 1 letter 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 relating to you be transmitted directly from one controller to another controller, where technically feasible. This shall not adversely affect the rights and freedoms of others.

The right to data portability shall 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, at any time, on grounds relating to your particular situation, to processing of personal data relating to you which is based on Article 6 subsection 1 letter e or f GDPR, including profiling based on those provisions.

The controller shall no longer process the personal data relating to you unless the controller demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms, or if processing is required for the establishment, exercise or defence of legal claims.

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

If you object to processing for direct marketing purposes, the personal data relating to you will no longer be processed for such purposes.

If you are using information society services, notwithstanding Directive 2002/58/EC, you may exercise your right to object by automated means using technical specifications.

8. Right to withdraw the consent to the data protection policy

You have the right to withdraw your consent to the data protection policy at any time. The withdrawal of consent shall not affect the lawfulness of data processing based on consent before its withdrawal.

9. Right to issue a complaint to a supervisory authority

Without prejudice to any other administrative or judicial remedy, you shall have the right to lodge a complaint with the State Commissioner for Data Protection of Lower Saxony as the competent supervisory authority if you believe that the processing of personal data relating to you infringes the GDPR: The State Commissioner for Data Protection of Lower Saxony, Prinzenstr. 5, 30159 Hannover, Germany, email: poststelle@lfd.niedersachsen.de

To exercise your rights, please contact our Data Protection Officer:

Email: info.datenschutzbeauftragte@uni-vechta.de
Phone: +49 (0) 4441 15 272

We will process your enquiries promptly, free of charge and in accordance with the legal requirements and inform you of the measures we have taken.

(Version of 1 October 2020)
 

Please note: This translation is for information purposes. Only the German version is legally binding