Privacy Statement

Declaration on Privacy and Data Protection

Please note:

This translation of the German declaration is meant to help users who do not understand German at a native speaker level. Nevertheless, only the German original is legally binding.

NAME AND ADDRESS OF THE PERSON RESPONSIBLE

The person responsible within the meaning of the EU General Data Protection Regulation (GDPR) and other national data protection laws and regulations is:

Gottfried Wilhelm Leibniz Universität Hannover
Dezernat Forschung und EU-Hochschulbüro, Technologietransfer
Sachgebiet 42 (nationale Forschungsförderung)
Brühlstraße 27
30169 Hannover
tel. +49 511 762 – 4091
fax +49 511 762 – 3009
e-mail: forschungsdaten@uni-hannover.de
Website of the research data support team
Website of Sachgebiets 42

Leibniz Universität Hannover is a corporation under public law and is legally represented by its President, Prof. Dr. iur. Volker Epping.
 

NAME AND ADDRESS OT THE DATA PROTECTION OFFICER

The data protection officer of Leibniz Universität Hannover is:

Gottfried Wilhelm Leibniz Universität Hannover
- Datenschutzbeauftragter -
Königsworther Platz 1
D - 30167 Hannover

tel. +49 511 762-8132
fax +49 511 762-8258
e-mail: datenschutz@uni-hannover.de

Website
 

GENERAL INFORMATION ON DATA PROCESSING

We process our users' personal data only insofar as this is necessary to provide a functioning website as well as our content and services. The processing of our users' personal data generally only takes place with the user's consent. An exception applies in those cases where prior consent cannot be obtained for factual reasons and processing of the data is permitted by law.
 

PROVISION OF THE WEBSITE AND CREATION OF LOG FILES

Every time you visit our website, 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 user's Internet service provider
  • the IP address of the user
  • date and time of access
  • the website from which the user's system reaches our website
  • the website accessed 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.

The legal basis for the temporary storage of data and log files is Article 6 paragraph 1 letter f GDPR.

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 the IP address of the user must remain stored for the duration of the session. The data is stored in log files 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. Our legitimate interest in data processing pursuant to Article 6 paragraph 1 letter f GDPR also lies in these purposes.

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

If the data is stored in log files, this is the case after seven days at the latest. Further storage 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.

The collection of data for the provision of the website and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility of objection on the part of the user.
 

CONTACT VIA E-MAIL

You can contact the research data support team either via the general functional e-mail address forschungsdaten@uni-hannover.de or via the individual address of one of the team members. In this case, we store the person-related data sent with the e-mail.

All members of the research data support team have access to e-mails directed to the functional address. We also file e-Mails to the individual address of a team member into the mailbox accessible for all team members if it contains information related to the topic of research data management. If a message relate to other areas of research counselling and administration, we may also forward it to other competent offices within the LUH or the TIB. Only in exceptional cases and only with the explicit consent of the affected persons do we share data with third parties outside LUH and TIB, for instance in order to incorporate external expertise.

General contact making

The legal basis for the processing of data transmitted in the course of sending an e-mail is Article 6 paragraph 1 letter e),  paragraph 3 GDPR in conjunction with § 3 paragraph 1 phrase 1 No. 1 NHG (Higher Education Act of Lower Saxony) as well as § 3 paragraph 1 phrase 1 No. 4 NHG. Our legitimate interest in processing person-related data included in an e-mail lies in handling the respective request.

We delete the data as soon as they are no longer necessary for the purpose they had been collected for unless legal provisions demand otherwise. The purpose is fulfilled when the respective communication with the user has ended. This is the case if circumstances suggest that the matter discussed has definitely been resolved.

If a user contacts us via e-mail, he may at any time object to the storage of his personal data. In this case we cannot continue to communicate. We will delete all person- related data we recorded in the course of the conversation.

Counselling of members of Leibniz Universität Hannover and of the Leibniz Centre for Science and Technology

If a communication relates to a research project at LUH or in which LUH is participating, the corresponding e-mails form part of the counselling documentation. They are hence subject to the legal basis and temporal storage limits clarified in the section “Documentation of counselling”.
 

DOCUMENTATION OF COUNSELLING

The research data support team is officially commissioned to counsel members of LUH on the topic of research data management and to support the enforcement of related measures. Counselling may stretch over long periods and often several team members are involved. It is hence necessary to document contacts and the information exchanged. The documentation includes personal data on the persons being counselled such as name, official contact information and function/position within a project or institute. For documentation, we use a wiki hosted by the TIB and based on the software confluence. This wiki is only accessible by members of the research data support team. Additionally, we file relevant e-mails to a mailbox jointly used by all team members and hosted by the Leibniz Universität IT Services.

The legal basis is Article 6 paragraph 1 letter e) and paragraph 3 GDPR in conjunction with § 3 NDSG (Data Protection Act of Lower Saxony) and § 3 paragraph 1 phrase 1 No. 6 NHG (Higher Education Act of Lower Saxony).

We delete personal data collected in the course of counselling five years after the end of the counselled project or after the last contact related to project counselling, whichever date is later.
 

SUBSCRIPTION TO A MAILING LIST

The research data support team uses mailing lists based on either the Typo3 plugin “PowerMail” or on the software LISTSERV. Interested persons can subscribe to the lists via an online form. We use the lists to send invitations to certain events as well as to distribute target group specific information material. The data you enter in the subscription form are transmitted to us, as are date and time of subscription and, when using listserv, also the IP address of the device you used to open the form. During the subscription procedure, we will ask for your consent to process these data and draw your attention to the present declaration on data privacy. We do not share any data with third parties while processing them for e-mail sending. We use the data exclusively for the purpose of the respective mailing list.

If the user consents to the data processing when subscribing to a mailing list, the legal basis is Article 6 paragraph 1 letter a) GDPR.

We use the user´s e-mail address to send the desired info-mails. We need further data raised during the subscription process to be able to prove active subscription to the mailing list by the user and to prevent misuse of the services or the user´s e-mail address. We delete the data as soon as they are no longer needed for the purpose they had been collected for. Accordingly, the user´s e-mail address is stored as long as he is member of the mailing list.

Users may revoke their consent to receiving info mails anytime via an informal e-mail to forschungsdaten@uni-hannover.de. E-Mails sent via a LISTSERV list alternatively also contain a link for automated unsubscription.
 

REGISTRATION FOR AN EVENT

The research data support team organises training courses and information meetings. Organisation lies with LUH-internal offices, such as the Section Staff Development or the Graduate Academy, or with external institutions such as the Inter-University Staff Development located at Hannover Medical School. For Information on the handling of personal data in the scope of events organised by these institutions, please refer to their respective declarations on data privacy.

Some events are directly organised by the research data support team. In these cases, you can register via an online form integrated into the web presence of the research data support team. The following information exclusively refers to these self-organised events. When you use the online form, the entered data are transmitted to us. Additionally, date and hour of the registration are recorded and processed. During the registration procedure, we will ask for your consent to process these data and draw your attention to the present declaration on data privacy.

We do not share any data with third parties when processing data in the scope of a registration for an event. We use the data exclusively to organise, carry out and post-process the respective event.

If the user gave his consent, the legal basis for data processing following the registration for an event is Article 6 paragraph 1 letter a) GDPR. We record the user´s e-mail address in order to confirm registration, to inform on possible organisational changes (e.g. location and time) and to send event-related documents. We need further data recorded during the registration process to be able to prove active registration by the user and to prevent misuse of the services or the user´s e-mail address.

The personal data are deleted no later than six weeks after the event, provided that no legal provisions demand storage for a longer term.

The count and the (anonymous) institutional affiliation of participants are stored permanently for statistical purposes, e.g., to be able to assess whether scientific departments use the offered range of training courses evenly.
 

WEB ANALYTICS WITH MATOMO (FORMERLY PIWIK)

We use the open source software tool Matomo (formerly PIWIK) on our website on the basis of our legitimate interest in statistical analysis of user behaviour for optimization and marketing purposes in accordance with Article 6 Paragraph 1 letter f GDPR.

Cookies may be used for this purpose. Cookies are small text files that are stored locally in the cache of the visitor's Internet browser. The cookies enable, among other things, the recognition of the Internet browser. The data collected with Matomo technology (including your anonymised IP address) is processed on our servers.

If individual pages of our website are accessed, the following data is stored:

  • Two bytes of the IP address of the user's calling system
  • The accessed website
  • The website from which the user has accessed the accessed website (referrer)
  • The subpages that are accessed from the accessed website
  • the time spent on the website
  • the frequency with which the website is accessed

The software is set so that the IP addresses are not completely stored, but 2 bytes of the IP address are masked (e.g.: 130.75.xxx.xxx). In this way it is no longer possible to associate the shortened IP address with the computer accessing it. By anonymising the IP address, sufficient account is taken of the users' interest in protecting their personal data.

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

We offer our users on our website the possibility of an opt-out from the analysis procedure. In this way, another cookie is placed on your system, which signals to our system not to store the user's data. If the user deletes the corresponding cookie from his own system in the meantime, he must set the opt-out cookie again.
 

You can find detailed information regarding privacy settings of the Matomo software if you follow this link: https://matomo.org/docs/privacy/.
 

RIGHTS OF THE DATA SUBJECT

If personal data are processed by you, you are affected within the meaning of the GDPR and you have the following rights towards the person responsible: 

Right to information pursuant to Article 15 GDPR

You can ask the person in charge to confirm whether personal data concerning you will be processed by us.

If such processing has taken place, you can request the following information from the person responsible:

(1) the purposes for which the personal data are processed;

(2) the categories of personal data being processed;

(3) the recipients or categories of recipients to whom the personal data concerning you have been or are still being disclosed;

(4) the planned duration of the storage of the personal data concerning you or, if specific information on this is not possible, criteria for determining the storage period;

(5) the existence of a right to rectification or deletion of personal data concerning you, a right to limitation of processing by the controller or a right to object to such processing;

(6) the existence of a right of appeal to a supervisory authority;

(7) any available information on the origin of the data if the personal data are not collected from the data subject;

(8) the existence of automated decision-making including profiling in accordance with Article 22 paragraph 1 and 4 GDPR and - at least in these cases - meaningful information on the logic involved and the scope and intended effects of such processing for the data subject.

You have the right to request information as to whether the 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 Article 46 GDPR in connection with the transmission.    

Right of rectification in accordance with Article 16 GDPR

You have a right of rectification and/or completion towards the data controller if the personal data processed concerning you are incorrect or incomplete. The person responsible shall make the correction without delay. 

Right to limitation of processing in accordance with Article 18 GDPR

Under the following conditions, you may request that the processing of personal data concerning you be restricted:

(1) if you dispute the accuracy of the personal data concerning you for a period that enables the data controller to verify the accuracy of the personal data;

(2) the processing is unlawful and you refuse to delete the personal data and instead request that the use of the personal data be restricted;

(3) the data controller no longer needs the personal data for the purposes of the processing, but you do need them to assert, exercise or defend legal claims, or

(4) if you have filed an objection to the processing pursuant to Article 21 paragraph 1 GDPR and it has not yet been determined whether the legitimate reasons of the person responsible outweigh your reasons.

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

If the processing restriction has been restricted according to the above conditions, you will be informed by the person responsible before the restriction is lifted.    

Right to cancellation in accordance with Article 17 GDPR

a) Duty to delete

You may request the data controller to delete the personal data relating to you without delay and the controller is obliged to delete this data without delay if one of the following reasons applies:

(1) The personal data concerning you are no longer necessary for the purposes for which they were collected or otherwise processed.

(2) You revoke your consent, on which the processing was based pursuant to Article 6 paragraph 1 letter a or Article 9 paragraph 2 letter a GDPR, and there is no other legal basis for the processing.

(3) You file an objection against the processing pursuant to Article 21 paragraph 1 GDPR and there are no overriding legitimate reasons for the processing, or you file an objection against the processing pursuant to Article 21 paragraph 2 GDPR.

(4) The personal data concerning you have been processed unlawfully.

(5) The deletion of personal data relating to you is necessary to fulfil a legal obligation under Union law or the law of the Member States to which the data controller is subject.

(6) The personal data concerning you were collected in relation to information society services offered pursuant to Article 8 paragraph 1 GDPR.

b) Information to third parties

If the data controller has made the personal data concerning you public and is obliged to delete it pursuant to Article 17 paragraph 1 GDPR, he shall take appropriate measures, including technical measures, taking into account the available technology and the implementation costs, to inform data processors who process the personal data that you as the data subject have requested the deletion of all links to this personal data or of copies or replications of this personal data.

c) Exceptions

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

(1) to exercise freedom of expression and information;

(2) for the performance of a legal obligation required for processing under the law of the Union or of the Member States to which the controller is subject or for the performance of a task in the public interest or in the exercise of official authority conferred on the controller;

(3) for reasons of public interest in the field of public health pursuant to Article 9 paragraph 2 letter h and i and Article 9 paragraph 3 GDPR;

(4) for archiving purposes in the public interest, scientific or historical research purposes or for statistical purposes pursuant to Article 89 paragraph 1 GDPR, insofar as the law referred to under a) is likely to make it impossible or seriously impair the attainment of the objectives of such processing, or

(5) to assert, exercise or defend legal claims.    

Right of information pursuant to Article 19 GDPR

If you have exercised your right to have the data controller correct, delete or limit the processing, he/she is obliged to inform all recipients to whom the personal data concerning you have been disclosed of this correction or deletion of the data or restriction on processing, unless this proves impossible or involves a disproportionate effort. The person responsible shall have the right to be informed of such recipients.

Right to data transferability in accordance with Article 20 GDPR

You have the right to receive the personal data concerning you that you have provided to the person responsible in a structured, common and machine-readable format. In addition, you have the right to pass this data on to another person in charge without obstruction by the person in charge to whom the personal data was provided, provided that

(1) processing is based on consent pursuant to Article 6 paragraph 1 letter a GDPR or Article 9 paragraph 2 letter a GDPR or on a contract pursuant to Article 6 paragraph 1 letter b GDPR and

(2) processing is carried out by means of automated methods.

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

The right to transferability shall not apply to the processing of personal data necessary for the performance of a task in the public interest or in the exercise of official authority conferred on the controller.    

Right of objection according to Article 21 GDPR

You have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you under Article 6(1)(e) or (f) of the DSBER; this also applies to profiling based on these provisions.

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

If the personal data concerning you are processed for direct marketing purposes, you have the right to object at any time to the processing of the personal data concerning you for the purpose of such advertising; this also applies to profiling, insofar as it is associated with such direct marketing.

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

You have the possibility to exercise your right of objection in connection with the use of Information Society services by means of automated procedures using technical specifications, notwithstanding Directive 2002/58/EC.

Right to revoke the data protection declaration of consent pursuant to Article 7 Paragraph 3 GDPR

You have the right to revoke your data protection declaration of consent at any time. The revocation of consent shall not affect the legality of the processing carried out on the basis of the consent until revocation.

Automated decision in individual cases including profiling according to Article 22 GDPR

You have the right not to be subject to a decision based exclusively on automated processing - including profiling - that has legal effect against you or significantly impairs you in a similar manner. This does not apply if the decision

(1) is necessary for the conclusion or performance of a contract between you and the person responsible,

(2) the legislation of the Union or of the Member States to which the person responsible is subject is admissible and that legislation contains appropriate measures to safeguard your rights, freedoms and legitimate interests; or

(3) with your express consent.

However, these decisions may not be based on special categories of personal data pursuant to Article 9 paragraph 1 GDPR, unless Article 9 paragraph 2 letter a or g GDPR applies and appropriate measures have been taken to protect your rights and freedoms and your legitimate interests.

In the cases referred to in (1) and (3), the person responsible shall take reasonable measures to safeguard your rights, freedoms and legitimate interests, including at least the right to obtain the intervention of a person by the person responsible, to state his own position and to challenge the decision.

Right of appeal to a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right of appeal to a supervisory authority, in particular in the Member State where you reside, work or suspect of infringement, if you believe that the processing of personal data concerning you is contrary to the GDPR. The competent supervising authority is the data privacy commissioner of the federal state of Lower Saxony.

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

PROHIBITION OF UNAUTHORISED USE OF PUBLISHED CONTACT DATA

 

The use by third parties of contact data published in the imprint or similar, such as postal addresses, telephone and fax numbers and e-mail addresses, for transmitting not specifically requested information is not allowed. We expressly reserve the right to take legal steps against the senders of so-called spam mails which violate this prohibition.