1. Name and Contact Details of the Controller
Union der deutschen Akademien der Wissenschaften e.V.
Tel. 06131 / 218 528 - 10
Fax 06131 / 218 528 - 11
Contact details of the data protection officer(s):
Tel. 06131 / 218 528 - 26
2. Collection and Storage of Personal Data, and the Type and Purpose of its Use
a) Upon Visiting the Website
When you access the website www.akademienunion.de, the browser used on your end device automatically sends information to the server of our website. This information is temporarily stored in a log file.
Specifically, the following information is collected and stored until automated deletion:
- IP address of the accessing computer,
- Date and time of access,
- Name and URL of the file accessed,
- Website from which the access was made (referrer URL),
- Browser used and, if applicable, the operating system of the computer, as well as the name of the access provider.
The above data will be processed for the following purposes and deleted after 7 days at the latest:
- Ensuring a smooth connection to the website,
- Ensuring the convenient use of our website,
- Evaluation of system security and stability, as well as
- Further administrative purposes.
b) Upon Registration for our Newsletter
If you register for our newsletter, we will use the data you enter exclusively to send the newsletter of the Union of the German Academies of Sciences and Humanities (hereinafter referred to as the Union of Academies) or to inform you about circumstances relevant to this service or to registration, such as changes to the newsletter service or changes in technical circumstances. A valid e-mail address is required to receive the newsletter. The IP address used to register for the newsletter and the date on which you order the newsletter are also stored. This data serves as evidence in the event of misuse if a third-party email address is registered for the newsletter.
The newsletters contain tracking pixels. A tracking pixel is a miniature graphic that is embedded in such e-mails that are sent in HTML format to enable log file recording and log file analysis. This allows a statistical evaluation of the success or failure of online mailings. Using the embedded tracking pixel, we can see whether and when an email was opened by a data subject and which links in the email were called up by the data subject.
The personal data collected by the tracking pixels is stored and analysed by the Union of Academies in order to optimise the newsletter dispatch and to better adapt the content of future newsletters to the interests of the data subject. This personal data is not passed on to third parties.
Furthermore, in order to ensure that an e-mail address is not improperly entered into our distribution list by third parties, we work, in accordance with the law, with the "double opt-in" procedure. Within the scope of this procedure, the ordering of the newsletter, the sending of the confirmation email and the receipt of the registration confirmation are logged.
The purpose of the processing is to inform interested parties about current topics of the Union of Academies, the Academies Programme and the member academies, such as events, new publications, new members, etc. and to continuously optimise the newsletter offer and adapt it to the interests of the addressees. The legal basis for this data processing is Art. 6 para. 1 p. 1 lit. a DSGVO.
You can revoke your consent to receive the newsletter at any time with immediate effect for the future. We will provide you with a link for this revocation in each newsletter. You also have the option of sending us your revocation via the contact options mentioned in this document.
c) Upon Use of Our Event Registration Form
We offer you the opportunity to register for certain events via a form provided on the website. In doing so, we process your first and last name as well as your e-mail address.
The data is processed for the purpose of identification and for sending a confirmation message.
The legal basis for the data processing is Art. 6 para. 1 p. 1 lit. f DSGVO. Our legitimate interest follows from the aforementioned processing purposes. Insofar as you have declared your consent to data processing for the purpose of registering for events, a further legal basis follows from Art. 6 para. 1 p. 1 lit. a DSGVO.
d) Upon (other) Contact with the Union of Academies
If you contact us by telephone, e-mail, via our contact form or the like, we will store the contact data provided by you (e.g. name, telephone number and/or e-mail address). We store the contact data you provide (e.g. name, telephone number and/or email address) insofar as this is necessary for processing your request.
The legal basis is Art. 6 para. 1 p. 1 lit. f DSGVO. Our legitimate interest follows from the purpose of processing your request, such as answering a question, returning a call or the like. If you have expressly consented to the processing of your data for the purpose of contacting you, a further legal basis follows from Art. 6 Para. 1 S. 1 lit. a DSGVO.
e) Data Processing for Job Applications and in the Context of Employment Relationships
The Union of Academies collects and processes the personal data of persons who apply to work with the Union, insofar as this data is provided by the applicant. The data is collected for the purpose of carrying out the application procedure. This includes, for example, the applicant's surname, first name, address and contact details.
The legal basis for the processing is Art. 88 DSGVO in conjunction with § 26 Federal Data Protection Act. Processing may also take place electronically. In particular, this is the case if an applicant submits corresponding application documents to us electronically, for example by e-mail.
In the event of the conclusion of a contract, the data collected during the application process as well as other personal data, such as account data, health data, tax and social security data, as well as the employee's denomination and marital status are processed for the purpose of implementing and terminating the contractual relationship in compliance with the statutory provisions.
The legal basis for the processing in this case is Art. 88 DSGVO in conjunction with § 26 Federal Data Protection Act.
f) Data of Volunteers, Speakers, Journalists, International Delegates and Experts
We process personal data of volunteers (e.g. authors), journalists and international delegates, such as names, contact and, if applicable, accounting data, e-mail address and professional career, provided that these data are made available by the persons concerned. The purpose of this processing is to carry out the voluntary activity/commissioned relationship, such as authoring, and to organise conferences/events.
Furthermore, we process the aforementioned categories of personal data of reviewers as well as of persons who have been proposed by an academy as reviewers. The personal data is communicated to us by the respective academy that proposes the reviewer. The purpose of this processing is the implementation and coordination of the Academies Programme.
The legal basis for the aforementioned processing is Art. 6 para. 1 p. 1 b DSGVO or Art. 6 para. 1 p. 1 f DSGVO. The legitimate interest of the Union of Academies is to communicate with the aforementioned persons, in particular to coordinate the activities carried out by the volunteers, and furthermore follows from the aforementioned purposes.
g) Processing of Data of Committee Members
We process in particular the following categories of data of members of our committees (such as the Scientific Commission) and persons who have been proposed for such membership (hereinafter collectively referred to as "members”):
Contact and, if applicable, billing data, academic degree, academy affiliation if applicable, field of expertise and, if applicable, access data to encrypted committee documents.
The purpose of this data processing is to carry out the selection procedure or the initiation and implementation of membership, in particular to establish contact with the members by us, to inform the members about events of the Union of Academies and the member Academies or to invite them to the same, as well as to promote contact between Academy members of different Academies for scientific purposes. A further purpose is the public relations work of the Union of Academies, such as naming members in print products or on the website www.akademienunion.de.
If you have given your consent to the processing of your personal data, the legal basis is Art. 6 para. 1 lit. a DSGVO. Otherwise, the legal basis for data processing is Art. 6 para. 1 b DSGVO and Art. 6 para. 1 f DSGVO. The legitimate interest of the Union of Academies is to communicate with its member academies, to carry out effective public relations work for the Academies Programme as well as the association, and to promote scientific dialogue between the members of the German Academies of Sciences and Humanities and the committees and the public.
h) Data Processing in the Context of the Expert Database
We process the following categories of personal data of Members of the Academies of Sciences:
Name of the member, name of the academy of which the membership exists, subject area and location of the university where the members teach and research / or live now if no longer in active service.
The purpose of this processing is to promote scientific exchange between members of different academies and the specialist community / public and to implement and coordinate the Academies Programme.
The data is provided to us by the academy of which you are a member.
The legal basis is Art. 6 para. 1 p. 1 lit. f DSGVO. Our overriding legitimate interest is the promotion of scientific dialogue between the members of the German Academies of Sciences and Humanities and the implementation and coordination of the Academies Programme.
i) Data from Employees of Business and Cooperation Partners
In the context of the initiation, conclusion and implementation of contracts as well as in the case of cooperations and projects with other research institutions, we may store the contact data (surname, first name, address, telephone number, e-mail address, company affiliation) of the employees and / or bodies (e.g. managing directors) of the respective negotiation or contract or cooperation partners.
The purpose of this processing is the preparation or implementation of the respective contract or cooperation. The legal basis for the processing is Art. 6 para. 1 f DSGVO. The legitimate interest of the Union of Academies follows from the aforementioned purpose.
j) Conducting Video Conferences
We use the "Zoom" services of Zoom Video Communications, Inc. 55 Almaden Boulevard, Suite 400, 500, 600, San Jose, CA 95113 and "Cisco Webex Meetings" of the provider Cisco Systems GmbH, Parkring 20, 85748 Garching to conduct video conferences.
When participating in a videoconference organised by us, we process the following categories of personal data in particular for the duration of the videoconference:
- IP address,
- the content of any texts written in the chat function,
- other personal data that submitted via the chat function or via the "share content" function, such as in the case of a shared screen or a shared file.
- If the video conference is recorded, the video generated by your camera (if there is a camera and it is activated) and your spoken contributions will also be processed. Such recording will only take place with your prior consent.
Except where the videoconference is recorded, your data will only be used for the duration of the videoconference. In the event of a recording, the data will only be stored for as long as is necessary for the purpose of the recording. The recording will be deleted within 2 weeks after the purpose of the recording has ceased to exist or has been achieved.
Since Zoom and Cisco or the American parent company of Cisco, Cisco Systems, Inc. are internationally active companies, personal data may also be transferred to or stored in countries outside the EU ("third countries"), in particular the USA. Compliance with European Data Protection Standards is ensured here by the standard contractual clauses of the European Commission.
The legal basis for data processing is Art. 6 para. 1 sentence 1 lit. f DSGVO. Our legitimate interest results from the execution of the videoconference. If you have given your consent for the data processing, the legal basis is Art. 6 para. 1 p. 1 lit. a DSGVO.
As a precaution, we would like to point out that "Zoom" or "Cisco" are responsible for the data processing that takes place during your visit to the website of the respective provider, e.g. in order to download the conference software. However, participation in a video conference does not require the installation of such software. Instead, you can also use the basic functions via a browser version (web client).
k) Use of Live Streams / Participation as a Spectator in Events which are Streamed Live
In some cases, the events we hold are broadcast via live stream. For this purpose, we use the services of Content Flow GmbH, Kiefholzstr. 1, 12435 Berlin (www.contentflow.de) or their web application "SaaS" (Software as a Service).
The following data categories ("log files") will be processed when viewing a live stream transmitted by us:
- IP address of the requesting computer,
- Name and URL of the accessed file or website,
- Website from which the access is made (referrer URL),
- browser used and, if applicable, the operating system of your computer as well as the name of your access provider.
Without processing this data, the streamed content could not be displayed on your end device (PC, tablet, etc.). Consequently, the data processing takes place in order to enable the performance of the retrieval requested by you. The data is stored by Content Flow GmbH for a period of 7 days. The purpose of this storage is to improve the security of the website and to identify "brut force attacks" (attempt to crack a password or user name).
The data is not passed on to us. You can find more information on data processing by Content Flow GmbH at https://contentflow.de/datenschutzerklaerung/.
The legal basis for data processing is Art. 6 para. 1 p. 1 lit. b DSGVO. Without the processing of the log files, it is not possible to provide you with the requested live stream. The legal basis for the temporary storage of the data is Art. 6 para. 1 p. 1 lit. f DSGVO. Our legitimate interest follows from the purpose described above of improving security and defending against hacker attacks.
Events that we broadcast live are marked as such by us in advance. If you participate as a viewer in an event streamed by us, you will therefore be informed in advance about the broadcast. However, only the respective discussion forum or the respective speaker will be filmed, not you. In this respect, your personal data will not be processed. However, if you make a contribution or ask a question, your spoken word will also be transmitted to the viewers watching the event via live stream.
The legal basis is Art. 6 para. 1 p. 1 lit. f DSGVO. Our legitimate interest is based on the need to make the complete event, including the questions asked and other contributions made, available to external viewers. In addition, the respective answer/reaction of the speaker would not be understandable for the viewers watching the live stream without the corresponding question/comment.
3. Transmission of Data
Service providers employed by us who perform certain data processing tasks may receive data from us in order to fulfil our contractual and legal obligations. The condition for this is that they comply with our instructions under data protection law.
With regard to the transfer of data to recipients outside the Union of Academies, it should be noted that we may only transfer personal data if legal provisions require / permit this, you have given your consent and/or commissioned processors appointed by us guarantee the specifications of the GDPR / as well as the relevant national data protection regulations in the same way.
Under these conditions, recipients of personal data may be, for example:
- Processors to whom the Union of Academies transfers personal data, e.g. for the purpose of supporting/maintaining IT applications; cloud; archiving; controlling; data destruction; website management; video conferencing;
- Public authorities, such as financial and regulatory authorities, as well as
- academies of sciences from other federal states, for example in the implementation of cooperation events and
- other scientific institutions and cooperation partners.
Further data recipients may be those parties for whom you have given your consent to the transfer of data.
Furthermore, we also use temporary cookies to optimise user-friendliness, which are stored on your end device for a defined period of time. If you visit our site again to use our services, it is automatically recognised that you have already been to our site and which entries and settings you have made so that you do not have to enter them again.
The following categories of cookies can be identified:
5. Analysis / Tracking Tool Matomo
We use the open source software Matomo to analyse and statistically evaluate the use of the website, provided you have given your prior consent to this. Cookies are used for this purpose (see section 4). The information generated by the cookie about website usage is transmitted to the server of our IT service provider and compiled in pseudonymous usage profiles. The information is used to evaluate the use of the website and to enable us to design our website in line with market trends. The information is not passed on to third parties. Under no circumstances will the IP address be linked to other data relating to the user. The IP addresses are made anonymous so that an allocation is not possible (IP masking). The legal basis for this data processing is Art. 6 para. 1 p. 1 lit. a DSGVO.
Our website uses plug-ins from YouTube, LLC, 901 Cherry Ave, San Bruno, CA 94066, USA, which is a subsidiary of Google Inc, 1600 Amphitheatre Parkway, Mountain View, CA 94043-1351, USA, to raise awareness of the Union of Academies. We will only integrate these plug-ins if you have given your prior consent by placing a corresponding check mark under the item "External content". Without this consent, the content of the plug-in will be blocked and no data will be transmitted to YouTube.
If you call up a page of our website on which a YouTube video has been integrated, a direct connection is established between your browser and the YouTube server. YouTube and Google thereby receive the information as to which specific sub-page was visited with your IP address.
If you are logged in to YouTube at the same time, YouTube recognises which specific sub-page of our website you are visiting when you call up a sub-page that contains a YouTube video. This information is collected by YouTube and Google and assigned to the respective YouTube account.
YouTube and Google always receive information that you have visited our website via the YouTube component if you are logged into YouTube at the same time as you visit our website; this takes place regardless of whether you click on a YouTube video or not. You can prevent this transmission by logging out of your YouTube account before accessing our website.
Furthermore, a plug-in of Instagram LLC, 1601 Willow Road, Menlo Park, CA 94025, USA ("Instagram") can be found on our website. This can be recognised by the Instagram symbol ("Instagram camera"). If you have given the corresponding consent (see above), your browser establishes a connection to the Instagram servers when you visit our website and a cookie is placed on your end device by Instagram. This applies regardless of whether you have an Instagram account.
Instagram is thereby informed about your visit to our website and receives your IP address from your browser, which is stored on an Instagram server in the USA. The same applies if you work with the plug-in, for example, by pressing the Instagram button. The latter is made public by Instagram on your Instagram account.
If you have an Instagram account and log in to Instagram, Instagram can assign your visit to our website to your Instagram profile. To prevent this, you are advised against logging into your Instagram account while visiting our website or not consenting to the cookie setting of external providers. In the latter case, the plugin would not be loaded at all.
7. Visiting our Instagram Account
As explained above, we use the technical services of Instagram LLC, 1601 Willow Road, Menlo Park, CA 94025, USA ("Instagram") and operate our own Instagram account (hereinafter also referred to as "Account").
When this account is accessed, data is processed both by us and by Instagram. This may also include personal data.
If you contact us via our account and, for example, send us a private message or leave a comment, the following categories of data in particular will be processed by us:
- the content of your message or comment;
- your user name and
- any other personal data you may have provided.
The legal basis for the processing of this data is Art. 6 para. 1 p. 1 lit. f DSGVO. Our legitimate interest follows from the processing of the contact made by you.
Since our Instagram account is a "business account", we also receive an anonymous evaluation of data with the help of the "page insights", with which the efficiency of our account can be checked and adjusted if necessary. The aforementioned page insights are an analysis tool from Instagram and Facebook Ireland Ltd, 4 Grand Canal Square Grand, Canal Harbour, Dublin 2 Ireland. You can find more information about this at www.facebook.com/legal/terms/page_controller_addendum. This enables us to anonymously evaluate the following parameters:
- Number of page views,
- Dwell time for video posts,
- Actions (likes, comments, sharing of posts) and
- Age, gender and location of the visitors to our Instagram account (according to the information provided by the users in their respective Instagram account).
For the evaluation of the reach, we can make settings or set corresponding filters, e.g. with regard to the selection of a time period, the viewing of a specific post and the age groups.
Since the data is anonymised, aggregated and abstracted, the aforementioned settings do not allow us to draw any conclusions about individuals. The evaluation serves to optimally design the offer on our Instagram account for the purpose of public relations.
The legal basis for the aforementioned use of the page insights is Art. 6 para. 1 p. 1 lit. f DSGVO. Our legitimate interest follows from the optimisation of our Instagram account in order to make it attractive to as many people as possible and to be able to carry out efficient public relations work.
When using interactive functions of Instagram, such as the comment function or pressing the "Like" button, this becomes visible to other Instagram users, which creates an association of the disclosed personal data with you or your user profile.
We have no influence on the aforementioned interactive functions and the visibility of the activities carried out by you. The type, scope and duration of the processing of your personal data are determined by Instagram.
The Union of Academies processes and stores your personal data for as long as it is necessary to achieve the purpose for which it was collected and to fulfil its contractual and legal obligations.
Data of persons who have applied to us as employees will be deleted 3 months after the conclusion of the application procedure if no contract is concluded with the applicant, provided that no other legitimate interests on our part oppose deletion. Other legitimate interest in this sense is, for example, a duty to provide evidence in proceedings under the General Equal Treatment Act (AGG).
If the data is no longer required for the fulfilment of the respective purpose (e.g. fulfilment of contractual and/or legal obligations), it is regularly deleted, unless its - temporary - further processing is required for the following purposes:
- Fulfilment of retention periods under commercial, social insurance and tax law: For example, the German Fiscal Code (Abgabenordnung). The retention and documentation periods specified therein are two to ten years.
- Preservation of evidence within the framework of the statute of limitations. According to §§ 195 ff. of the German Civil Code (BGB), these limitation periods can be up to 30 years, with the regular limitation period being three years.
9. Rights of Data Subjects
You have the right
- to request information about your personal data processed by us in accordance with Art. 15 DSGVO;
- to request the correction of inaccurate or incomplete personal data stored by us without undue delay in accordance with Art. 16 DSGVO;
- to request the deletion of your personal data stored by us in accordance with Art. 17 DSGVO, unless the processing is necessary for the exercise of the right to freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or for the establishment, exercise or defence of legal claims;
- to request the restriction of the processing of your personal data in accordance with Art. 18 DSGVO, insofar as the accuracy of the data is disputed by you, the processing is unlawful, but you object to its deletion and we no longer require the data, but you need it for the assertion, exercise or defence of legal claims or you have objected to the processing in accordance with Art. 21 DSGVO;
- to receive, in accordance with Art. 20 DSGVO, your personal data that you have provided to us in a structured, common and machine-readable format or to request that it be transferred to another controller;
- to revoke your consent at any time in accordance with Art. 7 (3) DSGVO. As a result, we may no longer continue the data processing based on this consent in the future; and
- to complain to a supervisory authority in accordance with Art. 77 DSGVO. As a rule, you can contact the supervisory authority of your current place of residence or workplace or of our association.
10. Right of Objection
If your personal data is processed on the basis of legitimate interests pursuant to Art. 6 (1) sentence 1 lit. f DSGVO, you have the right to object to the processing of your personal data pursuant to Art. 21 DSGVO, insofar as there are grounds for doing so that arise from your particular situation or the objection is directed against direct advertising. In the latter case, you have a general right of objection, which is implemented by us without specifying a particular situation. If you would like to make use of your right of revocation or objection, an email to: firstname.lastname@example.org is sufficient.