Privacy policy in accordance with GDPR

Below you will find detailed information about how your data is handled. The text is in parts a translation of the original Privacy Policy in German. However, for legal purposes, only the German version is binding.

In compliance with the applicable data protection laws, we process personal data that is collected when you visit our websites. We will not publish your data or disclose it to any third parties without authorization. In the following sections, we explain which data we collect when you visit our websites, and exactly how this data is used.

1. Name and address of the controller

The controller within the meaning of the General Data Protection Regulation, other national data protection legislation of the Member States and other data protection legislation is:

Forschungsverbund Berlin e.V.
Rudower Chaussee 17.
12489 Berlin.
Germany
Tel. +49 30 63923300
E-Mail info@fv-berlin.de

represented by the Executive Board of Forschungsverbund Berlin e.V.:
Professor Dr. Volker Haucke, Executive Board Spokesman and Director of FMP;
Dr. Manuela Urban, Executive Board Member and Managing Director of Forschungsverbund Berlin e.V.

2. Name and address of the Data Protection Officer

The controller’s Data Protection Officer is:

Johannes Höper
Forschungsverbund Berlin e.V.
Rudower Chaussee 17
12489 Berlin
Germany
Tel.: +49 30 63923311
E-Mail: datenschutz@fv-berlin.de
Website: www.fv-berlin.de

3. General information about data processing

3.1 Scope of personal data processing

As a general rule, we only process personal data concerning our users where necessary in order to provide a functional website and to provide our content and services. Personal data concerning our users will only be processed regularly if the user has given his or her consent. An exemption applies in such cases where it is impossible, for reasons of fact, to gain prior consent and the processing of data is permitted by law.

3.2 Legal basis for personal data processing

Where we obtain the consent of the data subject for processing procedures, Article 6(1)(a) of the 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 party, Article 6(1)(b) GDPR serves as the legal basis. The same applies for processing procedures that are necessary in order to take steps prior to entering into a contract.

Where it is necessary to process personal data for compliance with a legal obligation that FVB must meet, Article 6(1)(c) GDPR serves as the legal basis.

In the event that the vital interests of the data subject or of another natural person require the processing of personal data, Article 6(1)(d) GDPR serves as the legal basis.

If processing is necessary for the purposes of the legitimate interests pursued by FVB or by a third party and if the aforementioned interests are not overridden by the interests or fundamental rights and freedoms of the data subject, then Article 6(1)(f) GDPR serves as the legal basis for processing.

3.3 Erasure of data and storage period

The personal data concerning the data subject will be erased or made unavailable as soon as the purpose of storage ceases to apply. Data may also be stored where provision has been made for this by European or national legislators in Union regulations, laws or other provisions to which FVB is subject. Data will also be made unavailable or erased where a storage period prescribed by the aforementioned legislation expires, unless there is a need for the further retention of the data for the purpose of entering into or performing a contract.

4. Notes on Data Processing

This website uses the Converia conference management software, which is provided by Lombego Systems GmbH. Lombego Systems GmbH hosts the software and provides additional services such as software maintenance and support for the organiser. Additionally, Lombego Systems GmbH offers the handling of payment processing for the organiser. This means that Lombego Systems GmbH may come into contact with personal data stored in the software when carrying out this work and must therefore be regarded as a processor.
A contract has been concluded with Lombego Systems GmbH for data processing in accordance with Article 28 of the GDPR. (For company information, see section 9. List of Processors).

5. Provision of the website and creation of log files

5.1 Description and scope of data processing

Every time our website is visited, our system automatically collects data and information from the computer system of the requesting computer in so-called log files.

The following data is collected in this connection and stored in our systems’ log files:

  • Date and time of access

  • User’s IP address

  • Information about the browser type and version

  • Information about the user’s operating system

  • Information about the user’s internet service provider

5.2 Legal basis for data processing

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

5.3 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 be stored for the duration of the session.

This data is stored in log files to ensure the functionality of the website. We also use the data to optimise the website and to ensure the security of our information technology systems. Data collected in this context is not analysed for marketing purposes.

Data processing for these purposes is also in our legitimate interest in accordance with Article 6 (1) (f) of the GDPR.

5.4 Storage period

The data will be erased as soon as it is no longer required to achieve the purpose for which it was collected. If data is collected for the provision of the website, this is the case when the respective session has ended.

Data stored in log files is erased after no more than then days. Storage for a longer period is possible. In such cases, the user’s IP address is erased or masked so that it can no longer be associated with the accessing client.

5.5 Possibility of objection and deletion

The collection of data for providing the website and storage of data in log files are absolutely necessary for operating the website. Consequently, there is no possibility for the user to object.

6. Use of Cookies

6.1 Description and scope of data processing

Our website uses cookies. Cookies are text files that are stored in or by the web browser on the user’s computer system. When a user calls up a website, a cookie can be stored on the user’s operating system. This cookie contains a distinct character sequence that allows unambiguous identification of the browser when the website is called up again. 

We classify cookies into the following categories: 

Necessary cookies (type 1)

These cookies are essential for websites and their functions to work properly. Without these cookies, services such as the registration of participants cannot be provided.

Functional cookies (type 2)

These cookies make it possible to improve the convenience and performance of websites and to provide various functions. For example, language settings can be stored in functional cookies.

Performance cookies (type 3)

These cookies collect information about how you use websites. For example, performance cookies help us to identify particularly popular areas of our internet presence. In this way, we can adapt the content of our websites more specifically to your needs and thereby improve what we offer you. No personal data is stored in these cookies. Further details on how the information is collected and analysed can be found in the section "Analysis of usage data".

Third-party cookies (type 4)

These cookies are installed by third parties, e.g. social networks. Their main purpose is to integrate social media content on our site, such as social plugins. Information about how we use social plugins can be found in the "Social Plugins" section of the privacy statement.

6. 2 Legal basis for data processing

The legal basis for the processing of personal data using cookies is Article 6 (1) (f) of the GDPR.

6.3 Purpose of data processing

We use the following cookies on our websites:

Cookie name

Purpose

Type

PHPSESSID

Identification of a user session

1

Converia_SID

Identification of a front-end user

1

6.4 Storage period, possibility of objection and deletion

Cookies are stored on the user's computer and transmitted from there to our website. This means that you as 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. Cookies that have already been stored can be deleted at any time. This can also be automatized. If cookies are deactivated for our website, we can not guarantee full functionality.

7. Registration and use of the Functions of the Conference Management Software

7.1 Description and scope of data processing

The conference management software offers users the possibility to register by entering personal data. The data is entered into an online form, transmitted to us, and stored.

Mandatory information is requested during registration. This information must be entered completely and accurately. If this is not the case, the registration will be rejected.

The system provides a function, which requires that a data protection agreement must be actively confirmed before personal data is stored in the software.

For example, a registration process is usually required for the following activities:

  • Registration as a participant in an event

  • Submission of a scientific contribution in the system

  • Using the favorites function of the conference planner

The following data is collected and stored during the registration process and use of the software functions:

  • Access data (user name, password)

  • Address details

  • E-mail address

  • Information on contributions submitted

The payment option of the software is not used for our conference.

7.2 Legal basis for data processing

The legal basis for the processing of data is Article 6 (1) (a) of the GDPR, provided the user's consent has been obtained.

If registration serves the fulfilment of a contract to which the user is a party or the implementation of pre-contractual measures, the additional legal basis for processing of the data is Article 6 (1) (b) of the GDPR.

7.3 Purpose of data processing

A registration of the user is necessary for the fulfilment of a contract with the user or for the implementation of pre-contractual measures.

7.4 Storage period

The data will be deleted as soon as it is no longer required to achieve the purpose for which they were collected.

This is the case for data collected during the registration process to fulfil a contract or to carry out pre-contractual measures, when this data is no longer required for the execution of the contract. After conclusion of the contract, it may still be necessary to store personal data of the contractual partner in order to fulfil contractual or legal obligations.

Since the access data including address data will be used for other events such as follow-up events, this data will be removed from the system within 2 years after the last login.

7.5 Possibility of objection and deletion

As a user you have the possibility to cancel the registration at any time. You can have the data stored about you amended at any time.

For this purpose, please contact the controller by e-mail or telephone (see information above).

If the data is required to fulfil a contract or to carry out pre-contractual measures, a premature deletion of this data is only possible to the extent that contractual or legal obligations do not preclude deletion.

8. Rights of the data subject

If personal data concerning you is processed, you are the data subject within the meaning of the General Data Protection Regulation and have the following rights vis-à-vis the controller – unless statutory exceptions apply in specific cases:

  • Access (Article 15 GDPR)

  • Rectification (Article 16 GDPR)

  • Erasure (Article 17(1) GDPR)

  • Restriction of processing (Article 18 GDPR)

  • Data portability (Article 20 GDPR)

  • Objection to processing (Article 21 GDPR)

  • Lodging of a complaint with the supervisory authority (Article 77 GDPR)

For Forschungsverbund Berlin e.V., the supervisory authority is: The Berlin Commissioner for Data Protection and Freedom of Information, Friedrichstr. 219, 10969 Berlin, Germany.

9. List of data processors

Lombego Systems GmbH
Kaufstr. 2-4
99423 Weimar

Type of processing:

  • Hosting and operation of the Converia conference management software

  • Maintenance and support

Forschungsverbund Berlin e.V.
Rudower Chaussee 17
12489 Berlin
Germany

Type of processing:

  • Generation of conference materials

  • Reporting to MOS and, unpersonalized, to sponsors (e.g. DFG)

TUBS GmbH
TU Berlin ScienceMarketing
Hardenbergstr. 19
10623 Berlin

Type of processing:

  • Generation of conference materials

  • Registration and payment processing