Privacy Policy
Privacy
We appreciate your visit to our website and your interest in our institution. In doing so, we respect your privacy and ensure the protection of your personal data by processing your personal data in accordance with the content of this privacy policy and applicable data protection laws. You can visit our website without telling us who you are. In order to display our website, you are only required to provide the data transmitted by your browser to our server (see “log files”). Further personal data from you will only be stored if you voluntarily enter them on the website or use corresponding functions, e.g. when entering data via our contact forms.
Contact forms/ Registration for events
You have the possibility to contact us on our website. For this purpose, it is necessary to provide your name and e-mail address. The provision of further data is not required for the processing of your request, but may be conducive to further processing.
As a rule, the data will be processed with your consent pursuant to Art. 6 (1) p. 1 lit. a DSGVO for the purpose of responding to your request. The granting of consent is voluntary and can be revoked at any time with effect for the future.
If you use a contact form to register for an event, we process the data provided as well as the date and time of entry for the purpose of registration and implementation of the event on the basis of Art. 6 (1) p. 1 lit. b DSGVO.
A processing of your data for further purposes as well as a transfer of the data to third parties will not take place, unless this is required within the lawful framework for the fulfillment of your request or you have expressly consented.
Email notifications/newsletter
You have the option to subscribe to our newsletter. This is an email distribution list through which subscribers receive all new messages published on our forum by email. To receive the newsletter, you simply need to enter your email address. You may enter a name, but this is not essential to subscribe to the newsletter (optional information). Alternatively, you can create an account and subscribe to the newsletter via this account, for which you will need to provide an email address, a username and a password. The legal basis for processing your data for the purpose of sending the newsletter is your consent (Art. 6 p. 1 S. 1 lit. a DSGVO)). You can unsubscribe from the newsletter at any time via a link contained in the newsletter or via any account you may have created. You can also have your account deleted at any time by sending us a brief message at info[at]nfdi.de
Log files
Each time you access our site, we collect the following information about your computer: your computer’s IP address, your browser’s request, and the time of that request. We also collect the status and the amount of data transferred as part of this request, as well as product and version information about the browser used and the operating system of your computer. We also record the website from which our site was accessed. The IP address of your computer is only stored for the time of your use of the website and then immediately deleted or anonymized by shortening. The remaining data is stored for a limited period of time. We use this data for the operation of our website, in particular to detect and eliminate website errors, to determine the utilization of the website and to make adjustments or improvements (legal basis: Art. 6 para. 1 p. 1 lit. f DSGVO).
Fanpages
In order to provide customers, partners or other interested parties with up-to-date information and to get in touch with them, we operate so-called “fan pages” on the following social networks in addition to our own website: Twitter and YouTube The data processing takes place through the provider of the social media platform. Data processing outside the European Union cannot be ruled out. The provider of the platform may provide us with aggregated usage data, but we do not have access to personal data if you only visit the fan page. The legal basis for data processing is Art. 6 (1) lit. f DSGVO. In the case of consent in the form of an opt-in (“tick box”, “activate button”) or any other form of obtaining consent, the legal basis is Art. 6 (1) lit. a DSGVO. Consent can be revoked at any time without giving reasons to the person to whom it was given, with effect for the future. Since the data processing is carried out by the provider of the platform, we recommend that you contact the respective provider of the platform for your rights to information, correction, deletion, data portability and objection relating to your visit to our Fanpage. Of course, we will support you in exercising your rights if necessary. In addition, cookies may be set on your terminal device. Information on the cookies used on the fan pages can be found on the privacy statements of the provider of the platform. You can find further information under the following links:
- Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2, D02 AX07 Ireland; https://twitter.com/privacy.
- YouTube: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland; https://www.google.com/policies/privacy/partners/?hl=de.
Data recipient
In general, we only grant access to your data to bodies that need to work with your data (“need-to-know principle”) and have a legal basis for the processing or a permission standard permits this. This may also include service providers and vicarious agents who act on behalf of the company and/or have been obligated to process the data confidentially. A data transfer to locations outside the EU/EEA will only take place in compliance with appropriate guarantees pursuant to Art. 44 et seq. DSGVO take place.
Revocation of consents
If you have given us consent, e.g. in the context of an inquiry via our contact form or in another context, you can revoke this consent at any time with effect for the future.
Your rights
You have the following rights with respect to us regarding personal data concerning you:
- Right to information on whether we process data about your person. If we process data about your person, you have the right to obtain information about the nature and circumstances of the data processing (Art. 15 DSGVO),
- Right to rectification of inaccurate data (Art. 16 DSGVO) or right to deletion of your data, provided that the requirements of Art. 17 (1) DSGVO are met,
- Right to restriction of processing (Art. 18 DSGVO),
- Right to object to processing under the above conditions (Art. 21 DSGVO),
- Right to data portability under the conditions of Art. 20 DSGVO.
You also have the right to complain to a data protection supervisory authority about our processing of your personal data.
Responsible
Nationale Forschungsdateninfrastruktur (NFDI) e.V., Albert-Nestler-Str. 13, 76131 Karlsruhe; E-Mail: info[at]nfdi.de
Contact details data protection officer
E-mail: dsb[at]nfdi.de or at our postal address with the addition “the data protection officer”.
Privacy Policy | Job applications
Information for applicants in accordance with Articles 13 and 14 of the General Data Protection Regulation (DSGVO)
Compliance with data protection regulations is a high priority for the association Nationale Forschungsdateninfrastruktur (NFDI) e.V. We would like to inform you below about the processing of your personal data in connection with your application to NFDI.
I. Data controller
The data controller in accordance with Article 4(7) of the General Data Protection Regulation (DSGVO) is:
Nationale Forschungsdateninfrastruktur (NFDI) e.V.
Albert-Nestler-Str. 13
76131 Karlsruhe
Further details regarding the data controller can be found in the legal notice.
II. Purpose of processing and legal basis
As part of the application process, we process the personal data that we receive either from you (e.g. contact details, information from your cover letter, CV, references, other documents, etc.) or from third parties at your request.
We process your personal data in accordance with the provisions of the European General Data Protection Regulation (DSGVO) and the Federal Data Protection Act (BDSG) for the purpose of assessing your suitability and conducting the application process.
III. Recipients or categories of recipients of personal data
Within NFDI, your data will only be made available to those persons entrusted with the preparation and conduct of the application process.
IV. Duration of storage of personal data
We process your personal data for the duration of the recruitment process.
If the recruitment process results in your application being rejected, your personal data will be deleted no later than six months after the recruitment process has concluded. This does not apply where, in individual cases, processing is necessary beyond this period to establish, exercise or defend legal claims, or where statutory provisions require a longer retention period.
If, following the recruitment process, an employment relationship, apprenticeship or work placement commences, the data will be included in the personnel file and further processed there in accordance with statutory provisions.
V. Data Subjects’ Rights
The website is protected against loss, misuse or unauthorised alterations by appropriate security measures. These include
- the transmission of data via encrypted connections
- protection of hardware and software by firewall systems,
- regular security tests,
- regular data backups and
- access controls.
We endeavour to protect your personal data to the best of our ability in accordance with the provisions of the relevant data protection laws. However, we cannot guarantee absolute protection of the data you transmit to us. Data transmission is therefore at your own risk.
Act carefully and responsibly in your own interests when you are online, and ensure that your personal information is not accessible to unauthorised third parties.
VI. Your rights
1. Right of access (Art. 15 DSGVO)
Upon request, we will inform you in writing – or electronically if you so wish – whether we hold any personal data about you and, if so, what data we hold.
2. Right to rectification (Art. 16 DSGVO)
Should you discover any errors in the personal data we hold about you, you have the right to have them corrected. This right also applies to any necessary updates resulting from changes to your personal data.
3. Right to restriction of processing or erasure (Art. 17 DSGVO)
You have the right to have your personal data stored by us erased or restricted, provided that none of the grounds set out in Article 17(3)(a)–(e) of the DSGVO preclude your request.
4. Right to restriction of processing (Art. 18 DSGVO)
Where the conditions set out in Article 18(1) DSGVO are met, you have the right to have the processing of your personal data stored by us restricted.
5. Right to data portability (Art. 20 DSGVO)
You also have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format.
6. Right to object (Art. 21 DSGVO)
Furthermore, you have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Article 6(1)(e) or (f) of the DSGVO.
To exercise your rights, please contact us informally by email or post at one of the addresses below, describing your request as precisely as possible. Where necessary, we will ask you for further information in order to assess your request.
Nationale Forschungsdateninfrastruktur (NFDI) e.V.
Human Resources
Albert-Nestler-Straße 13
76131 Karlsruhe
Email: bewerbung(at)nfdi(dot).de
The address of the Data Protection Officer is:
Email: dsb(at)nfdi(dot)de
You also have the right to lodge a complaint with the relevant supervisory authority.
VIII. Automated decision-making
The provision of personal data is necessary for the lawfulness of the selection process to be carried out. The absence of relevant personal data in the application documents may result in your application not being considered for the post.
VIII. Automated decision-making
We do not use automated decision-making within the scope of the application process in accordance with Article 22 of the DSGVO.
Privacy notice for online meetings, teleconferences and webinars organised by Nationale Forschungsdateninfrastruktur (NFDI) e.V. via Zoom and BBB
We would like to provide you with the following information regarding the processing of personal data in connection with the use of the Zoom video conferencing system.
Purpose of processing
We use the Zoom video conferencing system (hereinafter ‘Zoom’) to hold telephone conferences, online meetings, video conferences and/or webinars (hereinafter ‘online meetings’). Zoom is a service provided by Zoom Video Communications, Inc. (hereinafter: ‘the Provider’), which is based in the USA.
Data Controller
The data controller for data processing directly related to the conduct of online meetings is the Nationale Forschungsdateninfrastruktur (NFDI) e.V.
Please note: Where you access the Zoom website, the Provider of Zoom is responsible for data processing. However, accessing the website is only necessary for using Zoom in order to download the software (‘Zoom app’).
You can then use Zoom by entering the relevant meeting ID and, where applicable, any further access details for the meeting directly into the Zoom app.
If you do not wish to or are unable to use the Zoom app, the basic functions are also available via your web browser by accessing the relevant page on Zoom’s web server.
Nature and scope of data processing
When using Zoom, various types of data are processed. The scope of the data also depends on what personal information you provide before or whilst taking part in an online meeting. To take part in an online meeting or enter the ‘meeting room’, you must at least provide your name. It is advisable to provide your name correctly, particularly when there are a large number of participants. Otherwise, we recommend providing as little personal data as possible.
The following personal data may be processed:
User details: first name, surname, telephone number (optional), email address, password (if ‘single sign-on’ is not used), profile picture (optional), department (optional).
Meeting metadata: Topic, description (optional), participants’ IP addresses, device/hardware information, start and end times of the video conference.
When dialling in by telephone, the following additional information is also processed: details of the incoming and outgoing telephone numbers, country name. Where applicable, further connection data, such as the device’s IP address, may be stored.
Video and audio data: To enable the display of video and the playback of audio, data from your device’s microphone and, where applicable, its video camera is processed for the duration of the meeting. You can disable the camera or microphone yourself at any time via the Zoom application or your web browser.
In the case of recordings (optional): files containing all video, audio and presentation information from the online meeting. If we wish to record online meetings, we will inform you of this in advance in a transparent manner and – where necessary – ask for your consent. You will also be notified that the meeting is being recorded via the Zoom app. By switching off your camera and/or microphone, you can also decide for yourself whether and in what form you wish to appear in a recording.
We strongly recommend that recordings are only used when absolutely necessary. In such cases, we recommend storing them locally on systems operated by Nationale Forschungsdateninfrastruktur (NFDI) e.V.
Text data: You may have the option to use the chat, question or poll functions during an online meeting. The text you enter will be processed to the extent necessary to display it during the online meeting and, in exceptional cases, to log it for the purpose of follow-up work on the online meeting. If we wish to store text data for subsequent processing, we will inform you of this transparently in advance and – where necessary – ask for your consent.
This applies accordingly to webinars.
When you take part in online meetings, the Zoom provider stores data relating to these (meeting metadata, data relating to telephone dial-in, and, where applicable, questions and answers in webinars, as well as data from the survey function in webinars).
Automated decision-making within the meaning of Article 22 of the DSGVO is not used.
Legal basis for data processing
Where personal data relating to employees of Nationale Forschungsdateninfrastruktur (NFDI) e.V. is processed, § 26 of the German Federal Data Protection Act (BDSG) and Article 6(1)(f) of the DSGVO form the legal basis for data processing. In such cases, our interest lies in the effective conduct of online meetings.
Furthermore, the legal basis for data processing when conducting online meetings is Article 6(1)(b) of the DSGVO, insofar as the meetings are held within the framework of contractual relationships.
If no contractual relationship exists, the legal basis is Article 6(1)(f) of the DSGVO. Here, too, our interest lies in the effective conduct of online meetings.
Recipients/Disclosure of Data
Personal data processed in connection with participation in online meetings is, as a general rule, not disclosed to third parties unless there is a legal basis for doing so.
Other recipients: The provider of Zoom necessarily gains access to the aforementioned data, insofar as this is provided for under our data processing agreement with the provider.
Duration of data storage
Your data will only be stored by Zoom for as long as is necessary for the purposes mentioned above.
This does not apply where, by way of derogation, a longer storage or retention period is required by law or is necessary for the enforcement of legal claims within the statutory limitation periods. Where data is retained solely for the aforementioned purposes, access to the data is restricted to the extent necessary for that purpose.
The data specified above will be processed for as long as is necessary to conduct the online meetings and provide related services.
Communication-related metadata is deleted as soon as storage is no longer necessary for the provision or maintenance of the service.
In the event of a recording, the data from the audio and video transmission, as well as, optionally, messages sent via the chat, question or survey functions, is stored and remains stored beyond the duration of the meeting. Recordings stored on the provider’s cloud servers are automatically deleted after 30 days at the latest. In the case of local storage on systems belonging to Nationale Forschungsdateninfrastruktur (NFDI) e.V., the data is stored only for the fulfilment of the respective purpose and for as long as is necessary for that purpose. In reports and on the provider’s dashboard, the data is deleted after 12 months.
Data processing outside the European Union
Zoom is a service provided by a US-based provider. This means that personal data is also processed in a third country. We have configured Zoom in such a way that data traffic generated during an online meeting – such as video, audio and the content of conversations – is stored and processed within the European Union (EU). Meeting metadata is also processed outside the EU, in particular on US servers. We have entered into a data processing agreement with the Zoom provider that complies with the requirements of Article 28 of the DSGVO. An adequate level of data protection – that is, one comparable to European standards – is ensured through the adoption of the so-called EU Standard Contractual Clauses and through technical security measures. These include, in particular, password-protected meeting rooms with access control, the provider’s use of European data centres for the storage of data generated during meetings, and end-to-end encryption of all data traffic.
As at: May 2021
Further information on data protection and your rights can be found in our Privacy Policy.
