Privacy statement

Status of the privacy policy: May 2018
(This is an automatic translation, the German version is binding)

I. Person responsible for data processing

The responsible person in terms of the EU data protection basic regulation and other national data protection laws of the member states as well as other data protection regulations is:

Rector of the RWTH Aachen
Templergraben 55
52062 Aachen (Home address)
52056 Aachen (Postal address)
Germany
Phone: +49 241 80 1
Fax: +49 241 80 92312
E-Mail:
Website: www.rwth-aachen.de/rektorat

II. Data protection officer

Availability of the officially appointed data protection officer:

Data protection officer of the RWTH
Templergraben 55
52062 Aachen (Home address)
52056 Aachen (Postal address)
Germany
Phone: +49 241 80 93665
Fax: +49 241 80 92678
E-Mail:
Website: www.rwth-aachen.de/datenschutz

III. General information on data processing

1. Scope of the processing of personal data

The RWTH Aachen University processes personal data of the users of the site only to the extent necessary to provide a functional website as well as content and services. The processing of personal data of users is regularly only carried out with the user’s consent. An exception is made in those cases where prior consent cannot be obtained for factual reasons, and the processing of data is permitted by law.

2. Legal basis for the processing of personal data

Insofar as RWTH Aachen University obtains the consent of the data subject for processing of personal data, Art. 6 para. 1 lit. a EU Data Protection Basic Regulation (DSGVO) serves as the legal basis.

When processing personal data which is necessary for the performance of a contract to which the data subject is a party, Art. 6 para. 1 lit. b DSGVO serves as the legal basis. This also applies to processing operations which are necessary to carry out pre-contractual measures.

Insofar as the processing of personal data is necessary for the performance of our tasks which are in the public interest or in the exercise of official authority, Art. 6 para. 1 lit. e DSGVO serves as the legal basis.

3. Data erasure 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 regulations, 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.

IV. Provision of the website and creation of log files

1. Description and scope of data processing

Whenever our website is called up, the system of RWTH Aachen University can automatically collect data and information from the computer system of the calling computer.

The following data can be collected:

  • Information about the browser type and version used
  • Information about the user’s operating system
  • The Internet service provider of the user
  • The IP address of the user
  • Date and time of access
  • Websites from which the user’s system accesses the website of RWTH Aachen
  • Information about the web pages and files accessed

The data is stored in the log files of the university’s system. This data is not stored together with other personal data of the user.

2. Legal basis for the data processing

The legal basis for the temporary storage of data and log files is Art. 6 para. 1 letter e DSGVO.

3. Purpose of the 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 data serves to optimise the website and to ensure the security of the information technology systems. An evaluation of the data for marketing purposes does not take place in this context.

4. Duration of storage

The data will be deleted as soon as they are no longer necessary for the purpose for which they were collected. Normally this is the case after seven days at the latest. Storage beyond this period is possible. In this case, the IP addresses of the users are deleted or alienated, so that an allocation of the calling client is no longer possible.

5. 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.

V. Usage of cookies

1. Description and scope of data processing

The RWTH Aachen University 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 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.

The following data is stored and transmitted in the cookies:

  • Anonymous IDs to identify the logged-in editors of the website
  • Declaration of consent for the use of external services

2. Legal basis for the data processing

The legal basis for the processing of personal data using cookies is Art. 6 para. 1 lit. e DSGVO. When processing consent in connection with the storage of cookies, this is done on the basis of Art. 6 para. 1 lit. a DSGVO.

3. Purpose of the data processing

RWTH Aachen University uses the cookies used on the site to identify the logged-in editors of the website, as well as to temporarily store their consent to access external services such as Google Maps.

4. Duration of storage, possibility of objection and removal

Cookies are stored on the user’s computer and transmitted by the user to the 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 for the RWTH Aachen University website are deactivated, it may not be possible to use all functions of the website to their full extent.

VI. Rights of the data subject

If personal data are processed by you, you are the data subject within the meaning of the DSGVO and you are entitled to the following rights in relation to the person responsible:

1. Right of information

You can request confirmation from the person responsible whether personal data concerning you is being processed by RWTH Aachen University.

If such processing is carried out, you can request the following information from the data controller:

  • 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 source of the data where the personal data are not collected from the data subject;
  • the existence of automated decision-making, including profiling, in accordance with Art. 22 (1) and (4) DSGVO 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 organisation. In this context, you may request to be informed of the appropriate guarantees pursuant to Art. 46 DSGVO in connection with the transfer.

This right of information may be limited to the extent that it is likely to make the realisation of the research or statistical purposes impossible or to seriously prejudice them and the limitation is necessary for the fulfilment of the research or statistical purposes.

2. 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 shall make the correction without delay.

Your right of rectification may be limited to the extent that it is likely to make it impossible or seriously hinder the achievement of the research or statistical purposes and the limitation is necessary for the achievement of the research or statistical purposes.

3. 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 that allows the person responsible 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 the personal data in order to assert, exercise or defend legal claims; or
  • if you have lodged an objection to the processing pursuant to Art. 21 para. 1 DSGVO and it has not yet been established whether the legitimate reasons given by the controller outweigh your reasons.

If the processing of personal data relating to you has been restricted, such data may be processed, with the exception of storage, only with your consent or for the purpose of pursuing, exercising or defending legal claims or protecting the rights of another natural or legal person or on grounds of an important public interest of the Union or of 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.

Your right to restrict processing may be limited to the extent that it is likely to make it impossible or seriously prejudicial to the achievement of the research or statistical purposes and that the restriction is necessary for the achievement of the research or statistical purposes.

4. Right of deletion

a) Cancellation obligation

You may request the controller to delete the personal data concerning you without delay and the controller is obliged to delete such data without delay 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 Art. 6 para. 1 letter a or Art. 9 para. 2 letter a DSGVO, and there is no other legal basis for the processing.
  • You object to the processing pursuant to Art. 21 Paragraph 1 DSGVO and there are no legitimate reasons for the processing, or you object to the processing pursuant to Art. 21 Paragraph 2 DSGVO.
  • 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 have been collected in relation to information society services offered, in accordance with Article 8 Paragraph 1 of the DSGVO.

b) Information to third parties

If the controller has made public the personal data concerning you and is obliged to delete them pursuant to Art. 17 para. 1 DSGVO, he shall take reasonable measures, including technical measures, taking into account available technology and 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 these personal data or copies or replications of these personal data.

c) Exceptions

The right of cancellation does not exist insofar as the processing is necessary

  • on the exercise of the right to freedom of expression and information;
  • to comply with a legal obligation to which the processing relates under Union or national law to which the controller is subject or to carry out 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 paragraph 2 letters h and i and Article 9 paragraph 3 of the DSGVO;
  • for archiving, scientific or historical research purposes in the public interest or for statistical purposes pursuant to Art. 89 para. 1 DSGVO, insofar as the law referred to in 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.

5. Right of information

If you have asserted the right to rectify, erase or limit the processing towards 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 to be informed of these recipients by the controller.

6. 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. You also have the right to have this data communicated to another person in charge without interference from the person in charge to whom the personal data has been communicated, provided that

  • the processing is based on a consent pursuant to Art. 6 para. 1 letter a DSGVO or Art. 9 para. 2 letter a DSGVO or on a contract pursuant to Art. 6 para. 1 letter b DSGVO and
  • the processing is carried out by means of automated procedures.

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

The right to data transferability shall 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 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 which is carried out pursuant to Article 6 paragraph 1 letter e or f DSGVO ; 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 justified on grounds 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 linked 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 using automated procedures involving technical specifications.

You also have the right to object, for reasons arising from your particular situation, to the processing of personal data concerning you for scientific or historical research purposes or for statistical purposes in accordance with Art. 89, paragraph 1 of the DSGVO .

Your right of objection may be limited to the extent that it is likely to make the realisation of the research or statistical purposes impossible or to seriously impair them and the limitation is necessary for the fulfilment of the research or statistical purposes.

8. Right to withdraw 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.

9. Right of appeal to the 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 DSGVO.

The supervisory authority to which the complaint has been lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy under Art. 78 DSGVO.

The supervisory authority responsible for RWTH Aachen University is the State Commissioner for Data Protection and Freedom of Information (NRW). [https://www.ldi.nrw.de/]