Data Protection

Data Protection Declaration of the Göttingen Academy of Sciences and Humanities

 

The Göttingen Academy of Sciences and Humanities (hereinafter referred to as the “Academy”) processes personal data. It is a matter of course and obligation for the Academy to collect, transmit, store, and otherwise process this data in accordance with the applicable regulations for the protection of personal data only for the purpose of contract processing and to safeguard its own legitimate business interests. The Academy processes this data in accordance with the following provisions:

1. Name and contact details of the person responsible for processing and of the data protection officer

The person responsible for data processing

Akademie der Wissenschaften zu Göttingen
Theaterstraße 7
D-37073 Göttingen
phone: +49 (0) 551 / 39-37045
fax: +49 (0) 551 / 39-37039
email: adw1@gwdg.de

The Academy’s data protection officer can be reached as follows:

Dr Jörg Wettlaufer
Akademie der Wissenschaften zu Göttingen
Coordination of digitisation and data curation
Theaterstraße 7
D-37073 Göttingen
phone: +49 (0)551 39-37047
email: Datenschutz.adw@gwdg.de

Deputy data protection officer

Bärbel Kröger
Akademie der Wissenschaften zu Göttingen
Research Centre “Germania Sacra”
Digital Media Officer
Geiststraße 10
D-37073 Göttingen
phone: +49 (0)551 39-21558
email: Datenschutz.adw@gwdg.de

2. Collection, storage and other processing of personal data / type and purpose of their use

(a) When visiting the Academy’s website

When visiting the website www.adw-goe.de and its sub-pages as well as the websites of the Academy’s departments, the browser used on your device automatically sends information to the Academy’s website server. This information is stored in a so-called log management system. The following information is recorded and stored until it is deleted:

  • IP address of the requesting computer,
  • date and time of access,
  • name and URL of the file called up,
  • website from which access is made (referrer URL),
  • browser used and, if applicable, your computer’s operating system.

The above data are processed by the Academy for the following purposes:

  • ensuring a smooth connection to the website,
  • ensuring comfortable use of the website,
  • evaluation of system security and stability as well as
  • further administrative purposes.

The legal basis for data processing is Article 6 Paragraph 1 Sentence 1 (f) General Data Protection Regulation (GDPR). The Academy’s legitimate interest follows from the above purposes. Under no circumstances does the Academy use the data collected for the purpose of drawing conclusions about you personally.

In addition, the Academy uses cookies and analytics services when you visit its website. You will find more detailed explanations under Sections 3 and 4 of this data protection declaration.

b) When contacting us

When contacting the Academy, for example by e-mail or telephone, the data you provide (your e-mail address, possibly your name and telephone number) will be saved by the Academy to answer your questions. The data arising in this context will be deleted after storage is no longer required, or processing will be restricted if there are statutory retention requirements. Otherwise, data processing is based on the content of your request.

Depending on the content of the request, the legal basis for the processing is Article 6 Paragraph 1 Sentence 1 (b) GDPR or Article 6 Paragraph 1 Sentence 1 (f) GDPR. The legitimate interest of the Academy results from the purpose of answering your request.

c) Data protection in applications and in the application process

The Academy collects and processes the personal data of applicants for a job with it, insofar as this data is made available by the applicant. The data is collected for the purpose of carrying out the application process. This includes, for example, the applicant’s surname, first name, address and contact details.

The legal basis for the processing is Article 88 GDPR in conjunction with Section 26 Federal Data Protection Act. The processing may also be carried out electronically. This is the case, in particular, if an applicant submits corresponding application documents to the Academy electronically, for example by email.

If the Academy concludes a contract with an applicant, the data collected as part of the application process and other personal data, such as account data, health data, tax and social security data as well as the employee’s denomination and their marital status, are used for the purpose of implementing and terminating the contractual relationship processed in compliance with the statutory provisions.

The legal basis for the processing here is Article 88 GDPR in conjunction with Section 26 Federal Data Protection Act.

d) Collection and storage of personal data when establishing and implementing membership

In particular, the Academy processes the surname, first name, academic degree, address, landline number, mobile phone number, and email address.

The purpose of this data processing is the implementation of membership, in particular the establishment of contact with the members by the Academy, the information of the members about Academy events or the invitation to them. Another purpose is the Academy’s public relations work, such as naming members in print products or on the website www.adw-goe.de.

If you have given your consent to the processing of your personal data, the legal basis is Article 6 Paragraph 1 (a) GDPR. Unless stated otherwise, the legal basis for data processing is Article 6 Paragraph 1 (b) GDPR or Art. 6 Paragraph 1 (f) GDPR. The Academy’s legitimate interests are the communication with its members and its public image. 

e) Data from volunteers

The Academy processes personal data of volunteers, such as names, contact details, email address and professional career, provided that this data is made available by the volunteers. The purpose of this processing is to carry out voluntary work / the contractual relationship, such as the work of honorary authors.

The legal basis for the processing is Article 6 Paragraph 1 Sentence 1 (b) GDPR or Article 6 Paragraph 1 Sentence 1 (f) GDPR. The Academy’s interest is to communicate with the volunteers, in particular to coordinate the activities performed by them.

f) Data from employees of cooperation partners

As part of the initiation and implementation of projects with cooperation partners, such as universities or other research institutions, the Academy may save the contact details (surname, first name, address, telephone number, email address, company affiliation) of its cooperation partners’ employees. The purpose of this processing is the preparation and implementation of the respective cooperation projects. The legal basis for data processing is Article 6 Paragraph 1 (f) GDPR. The Academy’s legitimate interest results from the purpose of preparing and implementing the individual cooperation projects.

g) When registering for the Academy’s newsletter

The Academy processes your email address for the purpose of sending you its newsletter, provided you are registered for it. To receive the newsletter, you must provide your email address. You can only receive the Academy’s newsletter if you have a valid email address and have registered to receive the newsletter.

The personal data collected when registering for the newsletter is used for the purpose of sending you the Academy’s newsletter. Subscribers to the newsletter can also be informed by email if this is necessary for the operation of the newsletter service or a relevant registration, as in the case of changes to the newsletter offer or changes in the technical conditions.

The purpose of data processing is to inform interested parties about current topics of the Academy, such as events, new publications, new members, etc. The legal basis for data processing is Article 6 Paragraph 1 Sentence 1 (f) GDPR. The Academy’s legitimate interest results from the purpose of conducting effective public relations work.

You can unsubscribe from the Academy’s newsletter at any time.

To unsubscribe or withdraw consent, you will find a corresponding link in each newsletter. It is also possible to unsubscribe from the newsletter by informing the person responsible for the processing, for example by sending an email to
alochte1@gwdg.de

3. Cookies

The Academy uses cookies on its website. These are small files that your browser automatically creates and that are stored on your device (laptop, tablet, smartphone, etc.) when you visit the Academy’s website. Information is stored in the cookie that results in connection with the specific device used. This does, however, not mean that the Academy will immediately gain knowledge of your identity.

The Academy uses cookies to record statistical data on the use of its website (see Section 4). Upon visiting the website again, these cookies enable the Academy to automatically recognise that you have already visited its website before. These cookies are automatically deleted after a defined period of time.

The data processed by cookies are required for the above purposes to safeguard the Academy’s as well as third parties’ legitimate interests in accordance with Art. 6 Paragraph 1 Sentence 1 (f) GDPR.

Most browsers accept cookies automatically. However, you can configure your browser so that no cookies are stored on your computer or a message always appears before a new cookie is created. However, if you completely deactivate cookies, you may not be able to use all of the website’s functions.

4. Matomo web analytics / tracking tool

The “Matomo” web analytics / tracking tool listed below and used by the Academy is carried out on the basis of Article 6 Paragraph 1 Sentence 1 (f) GDPR. By using this analytics / tracking measure, the Academy wants to ensure a needs-based design and continuous optimisation of its website. On the other hand, it uses the analytics / tracking measure to statistically record the use of the website and in order to optimise its offer. These interests are to be regarded as legitimate within the meaning of the above regulation.

The Academy collects and stores data using the Matomo web analytics software (www.matomo.org), a service provided by InnoCraft Ltd., 150 Willis St, 6011 Wellington, New Zealand (“Matomo”), for the statistical analysis of user behaviour and for optimisation as well as marketing. For this purpose, the software creates pseudonymised usage profiles from this data and evaluates them. Cookies may be used in this context. Cookies are small text files that are stored locally in the cache of the visitor’s Internet browser. Among other things, the cookies enable the Internet browser to be recognised. The data collected using Matomo technology (including your pseudonymised IP address) are processed on the Academy’s servers.

The information generated by the cookie in the pseudonymous user profile is not used to personally identify the visitor to this website and is not merged with personal data about the bearer of the pseudonym.

You can object to storage and use at any time with a click of the mouse. In this case, a so-called opt-out cookie is stored in your browser, which means that Matomo does not collect any session data. Please note that if you completely delete your cookies, the opt-out cookie will also be deleted, and you may have to reactivate it.

5. Transmission of data

Service providers used by the Academy, which perform certain data processing tasks for it, may receive data to fulfil the Academy’s contractual and legal obligations. This requires that you follow the Academy’s data protection instructions.

With regard to the transfer of data to recipients outside the Academy, it should be noted that the Academy may only pass on personal data if this is required by legal provisions, you have given your consent and / or processors commissioned by the Academy comply with the provisions of the GDPR / the Federal Data Protection Act / the Lower Saxony State Data Protection Act. Under these conditions, recipients of personal data can be, for example: Data processors to whom the Academy transmits personal data. In detail: support / maintenance of EDP IT applications; archiving; controlling; data destruction; website management.

Other data recipients can be those entities for which you have given your consent to the transfer of data.

6. Deletion

The Academy processes and stores your personal data so long as it is necessary to achieve the purpose it was collected for and to fulfil the Academy’s contractual and legal obligations.

Data from people who have applied to the Academy as employees will be deleted 6 months after the application process has been completed, unless a contract is concluded with the applicant, provided that deletion does not conflict with any other legitimate interests on the part of the Academy. Another legitimate interest in this sense is, for example, a burden of proof in proceedings under the General Equal Treatment Act (AGG).

If the data is no longer required for the fulfilment of contractual or legal obligations, it is regularly deleted, unless its – temporary – further processing is necessary for the following purposes:

  • Compliance with commercial, social security and tax retention periods. One example for this is the tax code. The periods for storage and documentation specified there are two to ten years.
  • Preservation of evidence within the framework of the statute of limitations. According to Sections 195 et seq. of the German Civil Code (BGB), these limitation periods can be up to 30 years, the regular limitation period being three years.

7. Affected Rights

You have the right to information under Article 15 GDPR, the right to rectification under Article 16 GDPR, the right to deletion under Article 17 GDPR, the right to restriction of processing under Article 18 GDPR, and the right to data portability under Article 20 GDPR. In addition, there is a right of appeal to a data protection supervisory authority (Article 77 GDPR in conjunction with Section 19 BDSG). You can revoke your consent to the processing of personal data at any time vis-à-vis the Academy. Please note that the revocation will only take effect in the future. Processing that took place before the revocation is not affected.

8. Right to object

In addition, you have the right to object to the processing of your personal data in accordance with Article 21 GDPR, provided that this data is processed on the basis of legitimate interests in accordance with Article 6 Paragraph 1 Sentence 1 (f) and that there are reasons for this which arise from your particular situation or the objection is directed against direct advertising.

You have the option to prevent actions taken here from being analysed and linked. This will safeguard your privacy but will also prevent the owner from learning from your actions and improving usability for you and other users.