Privacy Policy

Privacy Policy 3D Matter Made to Order (3DMM2O)

Last modified: November 13, 2025

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. Name and Address of the controller

Controller for the purposes of the General Data Protection Regulation (GDPR), other data protection laws applicable in Member states of the European Union and other provisions related to data protection is:

International Department des Karlsruher Instituts für Technologie gGmbH

Schlossplatz 19
76131 Karlsruhe
Germany

+49 (0)721 608-47880

/sekretariat@idschools.kit.edu

http://www.idschools.kit.edu

 

 

2. Name and Contact Details of the Data Protection Officer

The data protection officer of the controller is:

Herr Steven Bösel

ENSECUR GmbH

Kaiser Straße 86
76133 Karlsruhe
Germany

+49 (0)721 180356 70

dsb-ID-KIT@ensecur.de

https://www.ensecur.de/

3. Definitions

The data protection declaration of the International Department des Karlsruher Instituts für Technologie gGmbH is based on the terms used by the European legislator for the adoption of the General Data Protection Regulation (GDPR). Our data protection declaration should be legible and understandable for the general public, as well as our customers and business partners. To ensure this, we would like to first explain the terminology used.

In this data protection declaration, we use, inter alia, the following terms:

3.1. Personal data

Personal data means any information relating to an identified or identifiable natural person (“data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

3.2. Data subject

Data subject is any identified or identifiable natural person, whose personal data is processed by the controller responsible for the processing.

3.3. Processing

Processing is any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

3.4. Restriction of processing

Restriction of processing is the marking of stored personal data with the aim of limiting their processing in the future.

3.5. Profiling

Profiling means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

3.6. Pseudonymisation

Pseudonymisation is the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.

3.7. Controller or controller responsible for the processing

Controller or controller responsible for the processing is the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.

3.8. Processor

Processor is a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

3.9. Recipient

Recipient is a natural or legal person, public authority, agency or another body, to which the personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.

3.10. Third party

Third party is a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

3.11. Consent

Consent of the data subject is any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

4. 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.

4.1. 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.

4.1.1. 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.

4.1.2. Registration to SharePoint

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).

4.1.3. Use of the Feedback-contact form

If you have any questions or suggestions to improve our Website, 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).

4.1.4. 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).

5. Integration of third-party services and content

5.1. 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.

Cookie Einstellungen in Edge

Cookie Einstellungen in Firefox

Cookie Einstellungen in Chrome

If you have any further questions relating to data protection, please do not hesitate to send an Email to sekretariat@idschools.kit.edu.

5.2. 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.

5.3. Registration to SharePoint

Our website offers users the opportunity to register in order to request access to the 3DMM2O SharePoint platform.

To obtain access, you must first complete the activation form provided on this website. Your data will be reviewed and, if eligible, your account will be activated accordingly.

Login Instructions

Heidelberg University members: Please use your institutional email address as the “Benutzername” (username) and the corresponding password as the “Passwort” (password).

KIT members: Please enter your KIT account name (in the format “ab1234”) as the “Benutzername” and your corresponding password in the “Passwort” field.

External Access (KIT)

If you are affiliated with KIT and wish to access the SharePoint from external networks (outside the KIT network or over eduroam), you must first establish a connection using a Virtual Private Network (VPN). Detailed instructions can be found on the website of the KIT IT Center.

External Access (Heidelberg University)

If you are affiliated with Heidelberg University, please use the alternative login link provided below the form.

Legal Basis: The processing of your personal data is based on Art. 6 para. 1 lit. b GDPR (performance of a contract or pre-contractual measures) and Art. 6 para. 1 lit. f GDPR (our legitimate interest in controlling access to protected content and infrastructure).

The personal data collected through the registration form — such as your name, institutional affiliation, and email address — will be used solely to verify your eligibility and provide access to the SharePoint. Your data will not be shared with third parties and will be deleted when no longer needed, unless legal obligations require a longer retention period.

5.4. Webportal

Our web portal is exclusively intended for our internal members (doctoral researchers and postdocs). Registered users can use the portal to sign up for internal events and workshops and to download participation certificates.

The portal is technically connected to our central database “Antrago”. When a new member is added to Antrago, login credentials for the web portal are automatically generated and sent to the member.

In the context of using the portal, we process the following personal data:

  • First and last name
  • Email address
  • Affiliated institution
  • Information about attended events and retrieved certificates

 

The processing of personal data is based on Art. 6 (1) lit. b GDPR (performance of a contract or pre-contractual measures) and Art. 6 (1) lit. f GDPR (legitimate interest in organizing internal qualification measures and managing participation records).

No personal data is shared with third parties. Data will be deleted as soon as it is no longer necessary for the purpose for which it was collected, unless statutory retention obligations require otherwise.

5.5. Google reCAPTCHA

To protect our web forms from misuse and automated data entry (e.g., by bots), we use Google reCAPTCHA, a service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

reCAPTCHA analyzes interactions on our website to determine whether an action is performed by a human or an automated program. This analysis begins automatically when a user accesses a page that includes reCAPTCHA. The information collected may include your IP address, time spent on the website, mouse movements, and other behavior data.

This data is transmitted to Google and may be processed on servers located in third countries, such as the United States. Google acts as an independent data controller for this data processing.

The use of reCAPTCHA is based on Art. 6 para. 1 lit. f GDPR. Our legitimate interest lies in securing our website against spam, abuse, and other types of automated misuse.

For more information on Google reCAPTCHA and Google’s privacy policy, please visit:

6. Matomo web analysis

We use the web analysis service Matomo (www.matomo.org) on this website.

We use Matomo for the purpose of recording and analysing the activities of our visitors on our website and thus making the website more user-friendly and optimising it so that we can better achieve our marketing goals. For example, we can better understand when visitors access our site, which pages they view and where they access them from. In addition, we can also measure which specific actions website visitors take (e.g. which buttons they click on, which areas are frequently viewed, which purchases are made, etc.).

We use this data to create anonymised user profiles for the aforementioned purposes and evaluate them.  We process the data collected using Matomo (including your anonymised IP address) on our servers in Germany and do not pass it on to others.

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 analysing the user behaviour of our visitors in order to improve our website and our marketing measures.

6.1. 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.

6.2. 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.

6.3. 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.

6.4. 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  . 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.

7. 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.

7.1. 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.

8. Your rights

We will fulfill your rights below, insofar as the legal requirements for the assertion of rights are met.

8.1. Right of confirmation

Each data subject shall have the right granted by the European legislator to obtain from the controller the confirmation as to whether or not personal data concerning him or her are being processed. If a data subject wishes to avail himself of this right of confirmation, he or she may, at any time, contact any employee of the controller.

8.2. Right of access

Each data subject shall have the right granted by the European legislator to obtain from the controller free information about his or her personal data stored at any time and a copy of this information. Furthermore, the European directives and regulations grant the data subject access to the following information:

  • the purposes of the processing;
  • the categories of personal data concerned;
  • the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations;
  • where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
  • the existence of the right to request from the controller rectification or erasure of personal data, or restriction of processing of personal data concerning the data subject, or to object to such processing;
  • the existence of the right to lodge a complaint with a supervisory authority;
  • where the personal data are not collected from the data subject, any available information as to their source;
  • the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) of the GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and envisaged consequences of such processing for the data subject.

 

If a data subject wishes to avail himself of this right of access, he or she may, at any time, contact any employee of the controller.

8.3. Right to rectification

Each data subject shall have the right granted by the European legislator to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

If a data subject wishes to exercise this right to rectification, he or she may, at any time, contact any employee of the controller.

8.4. 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.

8.5. 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.

8.6. 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.

8.7. 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.

8.8. 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.

If the data subject wishes to exercise the right to withdraw the consent, he or she may, at any time, contact any employee of the International Department des Karlsruher Instituts für Technologie gGmbH.

8.9. Automated individual decision-making, including profiling

The International Department des Karlsruher Instituts für Technologie gGmbH does not use automated individual decision-making or profiling.

8.10. 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

9. 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.

10. Changes to our privacy policy

In order to ensure that our privacy policy always complies with the 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.

Last update: 28.10.25

11. Do you have any questions about data protection?

If you have any questions about data protection, please contact our data protection officer.

12. 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.

12.1. Name and contact details of the responsible body

See chapter 1 of the general privacy policy.

12.2. Name and contact details of the data protection officer

See chapter 2 of the general privacy policy.

12.3. 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.

12.4. Your rights

You can find your rights in section 8 of the general privacy policy.

13. Data protection information for Facebook fan page visitors

13.1. 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.

13.2. Name and contact details of the controller in addition to Facebook

See chapter 1 of the general privacy policy.

13.3. Name and contact details of the data protection officer

See chapter 2 of the general privacy policy.

13.4. 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

13.5. 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

13.6. Recipients or categories of recipients of the personal data

  • Facebook

13.7. Transmission to third countries

  • Data is transferred to third countries, for Facebook this is the USA.

13.8. 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.

13.9. Your rights

You can find your rights in section 8 of the general privacy policy.

13.10. 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/).