Privacy Policy
Privacy Policy 3DMM2O
Last modified: March 07, 2024
The protection of personal data and your privacy is important to us. We process personal data in accordance with the specifications of the European General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG) and other legal requirements. With the following information in our privacy policy, we would like to inform you comprehensively about the handling of your personal data and your rights in this context.
1. Controller
International Department of the Karlsruhe Institute of Technology gGmbH
Schlossplatz 19
76131 Karlsruhe
E-Mail: sekretariat@idschools.kit.edu
2. Name and Contact Details of the Data Protection Officer
ENSECUR GmbH
Kaiserstr. 86
76133 Karlsruhe
Personally responsible: Steven Bösel
E-Mail: dsb-ID-KIT@ensecur.de
3. Processing Purposes
Personal data such as name, address or e-mail address are only collected by us as part of the provision of a service, for example when registering on our website for the SharePoint, an online application or when using the contact form. We only use the information you provide voluntarily for the purpose for which you have given it to us. Personal data is processed exclusively in accordance with the principles of Art. 5 GDPR.
3.1. Processing of Usage Data when accessing our Website
For statistical and system-related purposes, our web servers store every visit and retrieval of the content provided in a log file. The log file contains the following information:
- IP address, timestamp (date and time of access) of the requesting computer
- Web pages/file names accessed
- Web browser and operating system of the requesting computer
- Amount of data transferred and notification of successful retrieval
This data is stored for security reasons, for example to defend against attempted attacks on our web servers. The stored IP address is only analyzed in the event of an attack on our systems (Art. 6 (1) (f) GDPR). No assignment of a natural person to this stored usage data takes place. The logged data is stored for a period of 30 days. It is then deleted by the system.
3.1.1. Error-Logs
Error logs are created for the purpose of identifying and rectifying errors. This is absolutely necessary in order to be able to react as quickly as possible to possible problems in the presentation and implementation of content. This data is generally anonymous and therefore does not allow any conclusions to be drawn about a natural person. The legal basis for this can be found in Section 15 (1) TMG and Art. 6 (1) sentence 1 f) GDPR. If an error message occurs, general data such as the domain name of the website, the web browser and web browser version, the operating system, the IP address and the timestamp when the corresponding error message/specification occurs are recorded. These error logs are stored for up to 60 days.
3.1.2. Registration
Registration is required to use our online Sharepoint platform. For this we require information (surname, first name, e-mail address and your university. The processed personal data is used to fulfill pre-contractual measures (Art. 6 para. 1 letter b Alt. 1, Alt. 2 GDPR).
3.1.3. Use of the contact form
If you have any questions, for example about our offers, you can use the contact form provided on our website or contact us by e-mail. When you use the contact form, we process the information you provide (mandatory fields of the contact form: First name, last name, email address, message) to process your request and any follow-up questions (Art. 6 para. 1 letter b Alt. 2 GDPR).
3.1.4. Contact via E-Mail
If you have any questions, for example about our offers, you can contact us by e-mail. We will use the information you provide to process your request and any follow-up questions (Art. 6 para. 1 letter b Alt. 2 GDPR).
4. Integration of third-party services and content
4.1. Cookies
We use “cookies” on our websites. Cookies are text files that are stored on your computer and saved by your browser. The purpose of using cookies is to make our website more user-friendly, effective and secure (Art. 6 (1) (f) GDPR). If you do not want cookies to be used, you can configure your browser settings so that you can refuse the storage of cookies.
To understand these settings, the following links may be helpful, otherwise you should use the ‘Help’ option in your browser to get more information.
4.2. Consentmanager
We use a “consent manager”, which ensures that processing based on your consent only actually takes place if you have given us your consent. For this purpose, we use the Borlabs service provided by Borlabs GmbH, Hamburger Straße 11, 22083 Hamburg. The consent manager enables us to obtain and manage the consent of website users for data processing. The processing is necessary to fulfill a legal obligation (Art. 6 para. 1 sentence 1 lit. c GDPR). The following data is processed with the help of cookies:
- Your pseudonymized IP address (the last digits are removed)
- Date and time of consent
- Browser information
- URL from which the consent was sent
- An anonymous, random and encrypted key Your consent status of the end user, as proof of consent
This information and the status of your consent will be stored as a cookie in your browser for one year. This means that your decision will be retained for subsequent visits to our website.
The functionality of the website is not possible in a legally compliant manner without the use of a consent manager.
Borlabs is the recipient of personal data and acts as a data processor for us.
The processing takes place in the European Union. You can find further information on objection and removal options vis-à-vis Borlabs at: https://de.borlabs.io/datenschutz/
Your personal data will be deleted on an ongoing basis after 12 months or immediately after termination of the contract between us and Borlabs.
Please note our general information regarding cookies.
4.3. Reach measurement with Matomo
We use the web analysis service Matomo (www.matomo.org) on this website.
We use Matomo for the purpose of recording and analyzing the activities of our visitors on our website and thus making the website more user-friendly and optimizing it so that we can better achieve our marketing goals. For example, we better understand when visitors access our site, which pages they view and where they access them from. We also collect data in the form of log files (e.g. IP address, referrer URL, browser and operating system used). Furthermore, we can also measure which specific actions website visitors perform (e.g. which buttons they click on, which areas are frequently viewed, which forms they use, etc.).
We use this data to create pseudonymized user profiles for the aforementioned purposes and evaluate them. We also use cookies for this purpose. Among other things, cookies make it possible to recognize the Internet browser. We process the data collected using Matomo (including your pseudonymized IP address) on our servers in Germany and do not pass it on to others. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. We do not use the information generated by the cookie in the pseudonymous user profile to personally identify visitors to this website and do not combine it with personal data about the bearer of the pseudonym.
4.3.1. Legal basis
The legal basis for the reach analysis is Art. 6 para. 1 lit. f) GDPR. As the website operator, we have a legitimate interest in analyzing the user behavior of our visitors in order to improve our website and our marketing measures. Since we use cookies to analyze reach and store them on your device, we ask for your consent and process your data exclusively on the basis of Art. 6 para. 1 lit. a GDPR and § 25 para. 1 TTDSG. You can withdraw your consent at any time.
4.3.2. General
If a consent has been requested, the processing is carried out exclusively on the basis of Art. 6 para. 1 lit. a GDPR and § 25 para. 1 TTDSG, insofar as the consent includes the storage of cookies or access to information in the user’s terminal device (e.g. device fingerprinting) within the meaning of the TTDSG. Consent can be revoked at any time.
4.3.3. IP anonymization
The IP address is anonymized immediately after processing and before it is stored. This is done in such a way that we shorten your IP address before analyzing it so that it can no longer be clearly assigned to you.
4.3.4. Objection possibilities
If you do not agree to the storage and analysis of this data from your visit, you can object to its storage and use at any time by using the consentmanager. In this case, a so-called opt-out cookie will be stored in your browser, which means that Matomo will not collect any session data. Please note that the complete deletion of your cookies means that the opt-out cookie will also be deleted and may have to be reactivated by you.
5. Security of your data
We use suitable technical and organizational security measures to protect your personal data against accidental or intentional manipulation, loss, destruction or access by unauthorized persons. These security measures are continuously improved in line with technological developments.
5.1. SSL or TLS encryption
This site uses TLS encryption (formerly SSL) for security reasons and to protect the transmission of confidential content, such as inquiries you send to us as the site operator via the contact form. We prefer to use the latest TLS versions (1.2 and 1.3). Older TLS versions (TLS < 1.2) are no longer supported by our server for security reasons. If you have problems accessing the website, we recommend that you update your browser. You can recognize an encrypted connection by the fact that the address line of the browser changes from “http://” to “https://” and by the lock symbol in your browser line.
If TLS encryption is activated, the data you transmit to us cannot be read by third parties.
6. Your rights
We will fulfill your rights below, insofar as the legal requirements for the assertion of rights are met.
6.1. Right of access by the data subject
As a data subject, you have the right to ask us at any time whether personal data concerning you is being processed by us. If this is the case, you have the right to receive information about the data processed about you.
6.2. Right to rectification
As a data subject, you have the right to inform us at any time about incorrect personal data concerning you and to request a corresponding correction.
6.3. Right to erasure
As the data subject, you have the right at any time to request that the personal data concerning you be deleted. In such a case, we will carry out a detailed review and delete the data in question if the requirements for this are met.
6.4. Right to restriction of processing
As the data subject, you have the right to request that we restrict processing at any time. In such a case, we will carry out a detailed review and restrict access to and use of the data in question if the requirements for this are met.
6.5. Right to data portability
As a data subject, you have the right at any time to be provided with personal data concerning you by us or to request that we transfer personal data concerning you to another controller, if technically feasible.
6.6. Right to object
If your data is processed to protect legitimate interests, you have the right to object to this processing at any time by contacting us using the contact details provided if your particular situation gives rise to reasons that conflict with this data processing. We will then terminate this processing, unless it serves overriding interests worthy of protection on our part.
6.7. Right of revocation
If you have consented to the processing of your data, you have the right to revoke this consent at any time for the future. This does not affect the legality of the processing up to the point of revocation. Please contact the controller using the contact details provided.
6.8. Right to lodge a complaint with a supervisory authority
As a data subject, you can contact the responsible “Landesbeauftragten für den Datenschutz und die Informationsfreiheit Baden-Württemberg” at any time if you have a complaint:
P.O. Box 102932
70025 Stuttgart Germany
Tel.: +49 (0) 711/615541-0
E-Mail: poststelle@lfdi.bwl.de
7. Amendment of the privacy policy
In order to ensure that our privacy policy always complies with current legal requirements, we reserve the right to make changes at any time. This also applies in the event that the privacy policy has to be adapted due to new or revised services, for example new services. The new privacy policy will then apply the next time you visit our website.
8. Existence of a requirement to provide personal data
Some of the data collected is required to visit the website. In order to be able to answer inquiries, the processing of certain data of inquiring persons is mandatory. Failure to provide this data may mean that the use of the website is only possible to a limited extent or that contact inquiries cannot be answered.
9. Do you have any questions about data protection?
If you have any questions about data protection, please contact our data protection officer. The contract data can be found in chapter 2.
10. Data protection information for LinkedIn channel visitors
We use LinkedIn as a social network to be in contact and communicate with different groups of people. LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland is responsible for the processing of personal user data on LinkedIn websites.
10.1. Name and contact details of the responsible body
See chapter 1 of the general privacy policy.
10.2. Name and contact details of the data protection officer
See chapter 2 of the general privacy policy.
10.3. General information
When you visit our LinkedIn pages, LinkedIn processes certain information about you, even if you do not have a LinkedIn user account or are not logged in to LinkedIn. LinkedIn informs you in the LinkedIn privacy policy at https://www.linkedin.com/legal/privacy-policy?trk=d_org_guest_company_overview_footer-privacy-policy how LinkedIn processes your data. As the operator of our LinkedIn page, we can view your public profile on LinkedIn. What we can see in it depends on what you have set in your profile. If you contact us via our LinkedIn page, we will process your name and the content of your messages, requests or other contributions to us for the purpose of processing your contributions accordingly and, if necessary, responding to them. Depending on the matter with which you contact us, we process your personal data on the basis of our legitimate interest pursuant to Art. 6 para. 1 lit. f) GDPR or Art. 6 para. 1 lit. b) GDPR if your request is aimed at concluding a contract with us.
LinkedIn provides us with so-called page analytics data. This data is anonymous statistics that we use to evaluate the quality of our LinkedIn page and our content. LinkedIn collects usage data about your interactions on our LinkedIn page and uses this to generate the statistics. We do not have access to the usage data. There is a so-called joint responsibility for the processing of page analytics data, for which this agreement applies (https://legal.linkedin.com/pages-joint-controller-addendum). In it, LinkedIn undertakes to us to assume responsibility for this and to fulfill the rights vis-à-vis the data subjects under the GDPR. The legal basis for this data processing is our legitimate interest pursuant to Art. 6 para. 1 lit. f) GDPR in order to better understand how users interact with our LinkedIn page (e.g. number of followers, number of views of individual page areas, user statistics by age, geography and language) and to be able to adapt and improve this page to suit the target group. We store your personal data on our systems, i.e. outside LinkedIn, if and for as long as it is required for the purposes of collection or if there are legal retention obligations.
It is possible that LinkedIn Ireland Unlimited Company may transfer some of the data collected to other LinkedIn companies located outside the European Union, such as LinkedIn Corporation and its US subsidiaries (“LinkedIn”) based in the USA. To ensure an adequate level of data protection, LinkedIn bases such data transfers on the standard contractual clauses of the European Commission. In addition, LinkedIn Corporation is an active participant in the EU-U.S. Data Privacy Framework as of February 2024.
If you wish to exercise your rights as a data subject vis-à-vis LinkedIn, please contact LinkedIn directly. You can use the link above to access a contact form that you can use to contact LinkedIn. In other cases, please use the contact options listed at the beginning of this privacy policy.
10.4. Your rights
You can find your rights in section 6 of the general privacy policy.
11. Data protection information for Facebook fan page visitors
11.1. Joint controllers
We are jointly responsible with Facebook Ireland Limited (“Facebook Ireland”) for the processing of Insights data. The details of the responsibilities can be viewed at https://de-de.facebook.com/legal/terms/page_controller_addendum.
Facebook Ireland agrees to assume primary responsibility under the GDPR for the processing of Insights data and to comply with all obligations under the GDPR with regard to the processing of Insights data (including Articles 12 and 13 GDPR, Articles 15 to 22 GDPR and Articles 32 to 34 GDPR). In addition, Facebook Ireland will make the essence of this Page Insights Addendum available to data subjects.
11.2. Name and contact details of the controller in addition to Facebook
See chapter 1 of the general privacy policy.
11.3. Name and contact details of the data protection officer
See chapter 2 of the general privacy policy.
11.4. Purpose and legal basis of data processing
Operation of a Facebook fan page for the following purposes:
- public relations within the meaning of Art. 6 para. 1 lit. f GDPR
- public image building within the meaning of Art. 6 para. 1 lit. f GDPR
- contacting the controller within the meaning of Art. 6 (1) (f) GDPR
- responding to contact requests within the meaning of Art. 6 para. 1 lit. f GDPR
- the statistical analysis of user behavior for optimization and marketing purposes within the meaning of Art. 6 para. 1 lit. f GDPR
- Employer branding within the meaning of Art. 6 para. 1 lit. f GDPR
11.5. Interests of the controller when weighing up interests
- Assertion of legal claims and defense in legal disputes
- Ensuring the IT security and IT operations of the company
- Prevention of criminal offenses
- Measures for business management and further development of services and products
11.6. Recipients or categories of recipients of the personal data
11.7. Transmission to third countries
- Data is transferred to third countries, for Facebook this is the USA.
11.8. Storage period in accordance with statutory retention obligations
The controller has only limited influence on the deletion of personal data, as this is largely determined by Facebook. Further information can be found at https://www.facebook.com/privacy/explanation.
11.9. Your rights
You can find your rights in section 6 of the general privacy policy.
11.10. Existence of a requirement to provide personal data
You provide us or Facebook with the collected data voluntarily. If you do not want your data to be processed, you should not use our Facebook fan page.
The purpose and scope of the data collection and the further processing and use of the data by Facebook as well as your rights in this regard and setting options to protect your privacy can be found in Facebook’s data protection information (https://www.facebook.com/about/privacy/).
