Privacy policy

Name and address of the person in charge

The responsible person in terms of the Data Protection Basic Regulation and other national data protection laws of the member states as well as other data protection regulations is

Julius-Maximilians-University of Würzburg
Am Sanderring 2
97070 Würzburg

The university is represented by the acting president.

Contact details of the appointed official data protection officer

Data Protection Officer of the Julius-Maximilians-University of Würzburg
Sanderring 2
Tel. 0931/31-0
datenschutz[at]uni-wuerzburg[dot]de

 

General information about data processing

Scope of processing personal data

As a matter of principle, we process personal data of our users only to the extent necessary to provide a functional website and our contents and services. The processing of personal data of our users is regularly only carried out with the consent of the user. An exception is made in cases where prior consent cannot be obtained for factual reasons and the processing of the data is permitted by law.

Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for processing of personal data, article 6, 1 ,f EU General Data Protection Regulation (GDPR) serves as the legal basis.

When processing personal data that is necessary for the performance of a contract to which the data subject is a party, article 6, 1 ,f  GDPR serves as the legal basis. This also applies to processing operations which are necessary to carry out pre-contractual measures.

Insofar as processing of personal data is necessary to fulfill a legal obligation to which our company is subject, article 6, 1 ,f  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, article 6, 1 ,f  GDPR serves as the legal basis.

If the processing is necessary to safeguard a legitimate interest of our company or of a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the former interest, article 6, 1 ,f  GDPR serves as the legal basis for the processing.

Data deletion and storage duration

The personal data of the person concerned will be deleted or blocked as soon as the purpose of the storage no longer applies. Furthermore, data may be stored if this has been provided for by the European or national legislator in EU ordinances, laws or other regulations to which the person responsible is subject. Data will also be blocked or deleted when a storage period prescribed by the above-mentioned standards expires, unless there is a need to continue storing the data for the purpose of concluding or fulfilling a contract.

 

Provision of the website and creation of log files

Description and scope of data processing

Whenever our website is called up, our system automatically collects data and information from the computer system of the calling computer. The following data is collected:

  • Information about the browser type and version used
  • The user's operating system
  • The IP address of the user
  • Date and time of access
  • Websites from which the user's system accesses our website
  • Websites that are called up by the user's system via our website

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.

Legal basis for data processing

The legal basis for the temporary storage of data and log files is article 6, 1 ,f  GDPR.

Purpose of data processing

The temporary storage of the IP address by the system is necessary to enable the website to be delivered to the user's computer. For this purpose, the user's IP address must remain stored for the duration of the session.

The storage in log files is done to ensure the functionality of the website. In addition, the data serves us to optimize the website and to ensure the security of our information technology systems. An evaluation of the data for marketing purposes does not take place in this context.

These purposes also include our legitimate interest in data processing in accordance with article 6, 1 ,f  GDPR.

Duration of storage

The data will be deleted as soon as they are no longer necessary for the purpose of their collection. In the case of the collection of data for the provision of the website, this is the case when the respective session is ended.

In the case of data storage in log files, this is the case after seven days at the latest. A storage beyond that is possible. In this case the IP addresses of the users are deleted or alienated, so that an assignment of the calling client is no longer possible.

Possibility of objection and removal

The collection of data for the provision of the website and the storage of the data in log files is mandatory for the operation of the website. There is therefore no possibility of objection on the part of the user.

 

Use of cookies

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. If a user calls up a website, a cookie can 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 the calling browser to be able to be identified even after a page change.

In addition, we use cookies on our website which enable an analysis of the surfing behaviour of the users. In this way, the use of website functions can be transmitted.

The user data collected in this way is pseudonymized by technical precautions. It is therefore no longer possible to assign the data to the calling user. The data is not stored together with other personal data of the users.

When calling our website, users are informed by an info banner about the use of cookies for analysis purposes and are referred to this privacy policy. In this context, there is also a reference to how the storage of cookies can be prevented in the browser settings.

When accessing our website, the user is informed about the use of cookies for analysis purposes and his or her consent to the processing of the personal data used in this context is obtained. In this context, reference is also made to this privacy policy.

Legal basis for data processing

The legal basis for the processing of personal data using cookies is article 6, 1 ,f  GDPR.

The legal basis for the processing of personal data using cookies for analysis purposes is article 6, 1 ,f  GDPR if the user has given his consent to this.

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 that the browser is recognized even after a page change.

The user data collected by technically necessary cookies is not used to create user profiles.

These purposes also include our legitimate interest in the processing of personal data in accordance with article 6, 1 ,f  GDPR.

Duration of storage, possibility of objection and removal

Cookies are stored on the user's computer and transmitted by the user to our site. Therefore you as a user have full control over the use of cookies. By changing the settings in your Internet browser, you can deactivate or restrict the transmission of cookies. Already stored cookies can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it is possible that not all functions of the website can be used to their full extent.

 

Web analysis by Matomo

Scope of processing of personal data

We use the open source software tool Matomo on this website to analyse the browsing behaviour of users. The software sets a cookie on the user's computer (see above for cookies). If individual pages of our website are accessed, the following data will be stored:

  • Two bytes of the IP address of the user's calling system
  • The website accessed
  • The website from which the user has accessed the website accessed (referrer)
  • The subpages accessed from the web page you are calling
  • The length of stay on the website
  • The frequency of the web page is accessed

The software runs exclusively on the servers of this website. The personal data of the users are stored only there. The data will not be passed on to third parties.

The software is set so that the IP addresses are not stored completely, but 2 bytes of the IP address are masked (e.g. 192.168.xxx.xxx). In this way, it is no longer possible to assign the abbreviated IP address to the calling computer.

Legal basis for the processing of personal data

The legal basis for the processing of users' personal data is article 6, 1 ,f GDPR.

Purpose of data processing

The processing of the personal data of the users enables us to analyze the surfing behaviour of our users. We are able to compile information about the use of the individual components of our website by evaluating the data obtained. This helps us to continuously improve our website and its user-friendliness. In these purposes, our legitimate interest lies in the processing of data in accordance with article 6, 1 ,f GDPR. The anonymisation of the IP address takes sufficient account of the interest of users in protecting their personal data.

Duration of storage

The data will be deleted as soon as it is no longer needed for our recording purposes.
In our case, this is the case after 180 days.

Possibility of opposition and disposal

Cookies are stored on the user's computer and transmitted by the user to our site. Therefore, as a user, you also have full control over the use of cookies. By changing the settings in your internet browser, you can disable or restrict the transmission of cookies. 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, all functions of the website may no longer be fully utilized.

For more information on The Privacy Settings of Matomo Software, please visit the following link: https://matomo.org/docs/privacy/.

 

Integration of third party services and content

We set on these web pages due to our legitimate interest in the sense of article 6, 1 ,f GDPR, we use content and services from third parties (e.g. videos, hereinafter referred to as "external content") on these websites.

The integration of external content requires the transmission of your IP address to the third party provider. Otherwise this content could not be sent to your browser. We make every effort to select only those third party providers who use your IP address only to provide the external content. Some third party providers use small invisible graphics (="web beacons") for statistical or marketing purposes. This allows the third party provider to record and evaluate your visit to our website.

These third parties may also store cookies on your device that contain information about the software used, the time spent on our site, or other information about your use of our sites. This information may be linked to other information from other sources.

Google Fonts

In our internet presence we use Google Fonts to display external fonts. This is a service of Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, hereinafter only "Google".

Through the certification according to the EU-US Privacy Shield www.privacyshield.gov/participant Google guarantees that the data protection regulations of the EU are also observed when processing data in the USA.

In order to enable the display of certain fonts on our website, a connection to the Google server in the USA is established when our website is accessed.

The legal basis is article 6, 1 ,f GDPR. Our legitimate interest lies in the optimization and economic operation of our Internet presence.

Through the connection to Google established when you call up our website, Google can determine from which website your request has been sent and to which IP address the representation of the font is to be sent.

Google offers further information at adssettings.google.com/authenticatedpolicies.google.com/privacy, in particular regarding the possibilities of preventing the use of data.

FontAwesome

To display fonts and visual elements of our website, we use the external fonts from FontAwesome. FontAwesome is a service provided by Fonticons Inc, 6 Porter Road, Apartment 3R, Cambridge, MA 02140, USA, hereinafter only referred to as "FontAwesome".

When you access our website, a connection is established to the FontAwesome server in the USA to enable and update the display of fonts and visual elements.

The legal basis is article 6, 1 ,f GDPR. Our legitimate interest lies in the optimization and economic operation of our Internet presence.

The connection to the FontAwesome server established when you access our website enables FontAwesome to determine from which website your request was sent and to which IP address the font display is to be sent.

FontAwesome offers further information at fontawesome.com/privacy, in particular regarding the possibilities of preventing the use of data.

Vimeo

We use "Vimeo" on our website to display videos. This is a service of Vimeo, LL C, 555 West 18 th Street, New York, New York 10011, USA, hereinafter referred to as "Vimeo".

In some cases, the processing of user data takes place on Vimeo servers in the USA. However, by being certified in accordance with the EU-US Privacy Shield www.privacyshield.gov/participant, Vimeo guarantees that the data protection requirements of the EU are also complied with when processing data in the USA.

The legal basis is article 6, 1 ,f GDPR. Our legitimate interest lies in improving the quality of our Internet presence.

If you visit a page of our website in which a video is embedded, a connection to the Vimeo servers in the USA will be established to display the video. For technical reasons, it is necessary for Vimeo to process your IP address. In addition, the date and time of your visit to our website are also recorded.

If you are logged in to Vimeo while visiting one of our Internet sites where a Vimeo video is embedded, Vimeo may associate the information collected with your personal user account. If you wish to prevent this, you must either log out of Vimeo before visiting our website or configure your Vimeo user account accordingly.

For the purpose of functionality and usage analysis, Vimeo uses the web analysis service Google Analytics. Google Analytics stores cookies on your end device via your Internet browser and sends information about the use of our Internet pages in which a Vimeo video is embedded to Google. It cannot be ruled out that Google will process this information in the USA.

If you do not agree to this processing, you have the option of preventing the installation of cookies by making the appropriate settings in your Internet browser. You will find details on this above under the item "Cookies".

The legal basis is article 6, 1 ,f GDPR. Our legitimate interest lies in improving the quality of our Internet presence and in the legitimate interest of Vimeo to analyze user behavior statistically for optimization and marketing purposes.

Vimeo offers further information on the collection and use of data as well as on your rights and options for protecting your privacy at vimeo.com/privacy.

[ Source: Sample data protection statement of the law firm Weiß & Partner]

 

Rights of the person concerned

If your personal data is processed, you are a data subject within the meaning of the GDPR and you are entitled to the following rights vis-à-vis the person responsible:

Right of access to information

You may request confirmation from the person responsible as to whether personal data concerning you is being processed by us.

If such processing has taken place, you can request information from the data controller about the following:

  • the purposes for which the personal data are processed
  • the categories of personal data which are processed;
  • the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed;
  • the planned duration of storage of the personal data concerning you or, if it is not possible to give specific details, criteria for determining the duration of storage;
  • the existence of a right of rectification or erasure of personal data concerning you, a right to have the processing limited by the controller or a right to object to such processing;
  • the existence of a right of appeal to a supervisory authority;
  • any available information as to the origin of the data if the personal data are not collected from the data subject;
  • the existence of automated decision-making, including profiling, in accordance with articel 22,1 and 22,4 GDPR and, at least in these cases, meaningful information on the logic involved and the scope and intended impact of such processing on the data subject.

You have the right to request information as to whether 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 guarantees pursuant to article 46 GDPR in connection with the transfer.

Right of rectification

You have the right to ask the data controller to correct and/or complete the data if the personal data processed concerning you is incorrect or incomplete. The data controller must make the correction without delay.

Right to limit processing

Under the following conditions, you may request the restriction of the processing of personal data concerning you:

  • if you dispute the accuracy of the personal data concerning you for a period of time which enables the controller to verify the accuracy of the personal data;
  • the processing is unlawful and you object to the deletion of the personal data and instead request the restriction of the use of the personal data;
  • the controller no longer needs the personal data for the purposes of the processing, but you need it for the purpose of asserting, exercising or defending legal claims; or
  • if you have lodged an objection to the processing pursuant to article 21,1 GDPR and it is not yet clear whether the legitimate reasons of the controller outweigh your reasons.

If the processing of personal data relating to you has been restricted, such data - apart from being stored - may only be processed with your consent or for the purpose of asserting, exercising or defending legal claims or protecting the rights of another natural or legal person or for reasons of an important public interest of the Union or a Member State.

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

Right to erasure

Duty of deletion

You may demand that the person responsible for the data concerning you be immediately deleted, and the person responsible is obliged to delete such data immediately if one of the following reasons applies:

  • the personal data concerning you are no longer necessary for the purposes for which they were collected or otherwise processed
  • you revoke your consent on which the processing was based pursuant to article 6,1,a or article 9, 2,a GDPR and there is no other legal basis for the processing.
  • You submit an objection to the processing in accordance with article 21,1 GDPR and there are no legitimate reasons for the processing, or you submit an objection to the processing in accordance with article 21,2 GDPR.
  • The personal data concerning you have been processed unlawfully.
  • The deletion of personal data concerning you is necessary to comply with a legal obligation under Union law or the law of the Member States to which the controller is subject.
  • The personal data concerning you has been collected in relation to information society services offered, in accordance with article 8,1 of the GDPR.

Information to third parties

If the data controller has made public the personal data concerning you and is obliged to delete them in accordance with article 17,1 GDPR, he shall take reasonable measures, including technical measures, taking into account the available technology and the implementation costs, to inform data controllers who process the personal data that you, as a data subject, have requested them to delete all links to this personal data or copies or replications of this personal data.

Exceptions

The right to deletion does not exist insofar as the processing is necessary

  • to exercise the right to freedom of expression and information;
  • to comply with a legal obligation requiring processing under Union or national law to which the controller is subject or to perform a task carried out in the public interest or in the exercise of official authority vested in the controller;
  • for reasons of public interest in the field of public health pursuant to article 9,2, h and 9,2,i and 9,3 GDPR;
  • for archival, scientific or historical research purposes in the public interest or for statistical purposes pursuant to article 89,1 GDPR, insofar as the right referred to in section a) is likely to render impossible or seriously prejudice the attainment of the objectives of such processing, or
  • to assert, exercise or defend legal claims.

Right to information

If you have asserted the right to rectification, erasure or limitation of processing vis-à-vis the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification, erasure or limitation of processing, unless this proves impossible or involves a disproportionate effort.

You have the right, vis-à-vis the data controller, to be informed of these recipients.

Right to data transferability

You have the right to receive the personal data concerning you that you have provided to the data controller in a structured, common and machine-readable format.

Furthermore, you have the right to transfer this data to another person in charge without interference from the person in charge to whom the personal data has been provided, provided that

  • the processing is based on a consent pursuant to article 6,1,a GDPR or aerticle 9,2,a GDPR or on a contract pursuant to article 6,1,b GDPR.
  • the processing is carried out using automated procedures.

In exercising this right, you also have the right to obtain that the personal data concerning you be transferred directly from one controller to another controller, insofar as this is technically feasible. The freedoms and rights of other persons must not be affected by this.

The right to data transferability 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.

Right of objection

You have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you that is carried out pursuant to article 6,1,e or f of the GDPR; this also applies to profiling based on these provisions.

The controller will no longer process the personal data concerning you unless he can demonstrate compelling reasons for processing which are worthy of protection and which outweigh your interests, rights and freedoms, or unless the processing serves to assert, exercise or defend legal claims.

If the personal data concerning you are processed for the purpose of direct marketing, you have the right to object at any time to the processing of personal data concerning you for the purpose of such marketing, including profiling, insofar as it is related to such direct marketing.

If you object to processing for the purposes of direct marketing, the personal data concerning you will no longer be processed for those purposes.

You have the possibility to exercise your right of objection in relation to the use of information society services, without prejudice to Directive 2002/58/EC, by means of automated procedures involving technical specifications.

Right to revoke the declaration of consent under data protection law

You have the right to revoke your data protection declaration of consent at any time. Revocation of your consent does not affect the legality of the processing that has taken place on the basis of your consent until revocation.

Right to complain to 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 in which you are resident, your place of work or the place of the alleged infringement, if you consider that the processing of personal data concerning you is in breach of the GDPR.

The supervisory authority to which the complaint has been lodged shall inform the complainant of the status and the results of the complaint, including the possibility of a legal remedy under article 78 GDPR.

Supervisory authority for the Julius-Maximilians-University of Würzburg:

The Bavarian State Commissioner for Data Protection, Postfach 22 12 19, 80502 Munich

 

Miscellaneous

If you have any questions or would like to exercise your rights against us, beside of the data protection officer you can also write an e-mail to: afterdictatorship@uni-wuerzburg.de

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