Privacy Policy
This Privacy Notice informs about nature, scope and purpose of the type of personal information we collect, how we collect and process that information (hereinafter referred to as “Data“) within our online offer and links/connected websites, features and content, as well as any external online presence, e.g. our Social Media Profile (collectively referred to as the “online offer“). With regard to the terminology used, e.g. “Processing“ or “Responsible“, we refer to the definitions in Article 4 of the General Data Protection Regulation (GDPR).
Responsible
Hygiene Institut des Ruhrgebiets
Institute for Environmental Hygiene and Toxicology
Rotthauser Str. 21
45879 Gelsenkirchen
Telephone: 0209 9242-0
Fax: 0209 9242-105
E-Mail: info (at) hyg.de
Organization responsible for the Institute
Verein zur Bekämpfung der Volkskrankheiten im Ruhrkohlengebiet e.V. (Association for Combating Common Diseases in the Ruhr Coal District (registered association)), Gelsenkirchen
Types of processed data:
- Identity Data (e.g., names, addresses).
- Contact Data (e.g., e-mail, phone numbers).
- Content Data (e.g., text input, photographs, videos).
- Physical Access Data (e.g., websites visited, interest in content, access times).
- Technical Data (e.g., device information, IP addresses).
Categories of affected persons
Visitors and users of the online offer (hereinafter affected persons will be called “users“).
Purpose of processing
- Placing online offer, its functions and contents at the users disposal
- Answering contact requests and communicating with users.
- Security measures.
- Range Measurement / Marketing
Used terminology
“Personal data“ - any information relating to an identified or identifiable natural person (hereinafter the “data subject“); a natural person is considered as identifiable in case of being identifiable direct or indirect, in particular by means of assignment to an identifier such as a name, to an identification number, to location data, to an online identifier (e.g. cookie) or to one or more special features, that express the physical, physiological, genetic, mental, economic, cultural or social identity of this natural person.
“Processing“ - any process performed with or without the aid of automated procedures or any such process associated with personal data. The term is very broadly defined and includes virtually every handling of data.
“Pseudonymisation“ - the processing of personal data in such a way that the personal data can no longer be assigned to a specific data subject without additional information being provided, as long as such additional information is kept separate and is subject to technical and organizational measures to ensure that the personal data cannot be assigned to an identified or identifiable natural person.
“Responsible person“ - the natural or legal person, public authority, body or body who decides, alone or in cooperation with others, the purposes and means of processing personal data.
“Data Processor“ means a natural or legal person, public authority, agency or other body that processes personal data on behalf of the Responsible Person.
Relevant legal bases
In accordance with Art. 13 GDPR, we inform you about the legal basis of our data processing. Unless the legal basis in the data protection declaration is mentioned, the following applies: The legal basis to obtain consent is Article 6 (1) lit. a and Art. 7 GDPR, the legal basis for the processing regarding the performance of our services and the execution of contractual measures as well as the response to inquiries is Art. 6 (1) lit. b GDPR, the legal basis for processing in order to fulfill our legal obligations is Art. 6 (1) lit. c GDPR, and the legal basis for processing in order of safeguarding our facultative interests is Article 6 (1) lit. f GDPR. In the event that essential interests of the data subject or another natural person require the processing of personal data, Art. 6 para. 1 lit. d GDPR applies as the legal basis.
Security measures
We have put in place appropriate technical measures in accordance with Art. 32 GDPR, taking into account the state of the art, the implementation costs and the nature, scope, circumstances and purposes of the processing as well as the different likelihood and severity of the risk to the rights and freedoms of natural persons and organizational measures to ensure a level of protection appropriate to the risk.
Measures include, in particular, ensuring the confidentiality, integrity and availability of data by controlling physical access to the data, as well as their access, input, disclosure, availability and separation. We have also set up procedures to ensure the data subjects rights, data deletion and avoid data vulnerability. Furthermore, we consider the protection of personal data in the development process, or selection of hardware, software and procedures, according to the principle of data protection through technology design and privacy-friendly default settings (Article 25 GDPR).
Collaboration with processors and third parties
As far as we disclose data to other persons and companies (contract processors or third parties), transmit data to them or otherwise grant access to data within our processing, this will only be done on base of a legal permission (e.g. if a transmission of data to third parties, as required by payment service providers, pursuant to Art. 6 (1) ( b ) GDPR to fulfill the contract), or agreement or on a legal obligation or on our facultative interests (e.g. the use of contractors, webhosters, etc.).
If we charge third parties to process data on the basis of a so-called “data processing contract“, this is based on Art. 28 GDPR.
Transfers to third countries
If we process data in a third country (i.e. outside the European Union (EU) or the European Economic Area (EEA)) or in the context of the use of third party services or disclosure or transmission of data to third parties, this will only be done if it is to fulfill our (pre-)contractual obligations, on base of your consent, on base of a legal obligation or on base of our facultative interests. Subject to legal or contractual permissions, we process or have the data processed in a third country only in the presence of the special conditions of Art. 44 et seq. GDPR. That the processing is e.g. on base of specific guarantees, such as the officially recognized level of data protection (e.g. for the US through the Privacy Shield) or compliance with officially recognized special contractual obligations (so-called “standard contractual clauses“).
Rights of persons affected
You have the right to ask for confirmation whether the data in question is being processed and for information about this data as well as for further information and a copy of the data in accordance with Art. 15 GDPR.
You have, according to Art. 16 GDPR, the right to demand the completion of the data concerning you or the correction of the incorrect data concerning you.
In accordance with Art. 17 GDPR, you have the right to demand that the relevant data be erased immediately or, alternatively, to require a restriction of the processing of data in accordance with Art. 18 GDPR.
You have the right to demand that the data relating to you, which you have provided to us, be obtained in accordance with Art. 20 GDPR and request their transmission to other persons responsible.
You have, pursuant to Art. 77 GDPR, the right to lodge a complaint with the applicable supervisory authority.
Withdrawal
You have the right to withdraw your consent in accordance with. Art. 7 para. 3 GDPR with effect for the future.
Right of objection
You can object to the future processing of your data in accordance with Art. 21 GDPR at any time. The objection may particularly be made against processing for direct marketing purposes.
Cookies and right of objection according direct mail
“Cookies“ are small files that are stored on users' computers. Different information can be stored within the cookies. A cookie is primarily used to store the information about a user (or the device on which the cookie is stored) during or after his visit to an online offer. Temporary cookies, or “session cookies“ or “transient cookies“, are cookies that are deleted after a user leaves an online service and closes his browser. In such a cookie, e.g. the contents of a shopping cart in an online shop or a login status are saved. The term “permanent“ or “persistent“ refers to cookies that remain stored even after the browser has been closed. Thus, e.g. the login status will be saved if users visits it after several days. Also, in such a cookie the interests of the users can be stored, which are used for range measurement or marketing purposes. A “third-party cookie“ refers to cookies that are offered by providers other than the person who manages the online offer (otherwise, if it is only their cookies, this is called “first-party cookies“).
We can use temporary and permanent cookies and herewith clarify this in the context of our privacy policy.
If users do not want cookies stored on their computer, they will be asked to disable the option in their browser's system settings. Saved cookies can be deleted in the system settings of the browser. The exclusion of cookies can lead to functional restrictions of this online offer.
A general contradiction to the use of cookies used for online marketing purposes can be found in a variety of services, especially in the case of tracking, can be explained via the US website http://www.aboutads.info/choices/ or the EU site http://www.youronlinechoices.com/. Furthermore, the storage of cookies can be avoided by switching them off in the settings of the browser. Please note that not all features of this online offer may be used.
Deletion of data
Data processed by us will be deleted or limited in their processing in accordance with Articles 17 and 18 GDPR. Unless explicitly stated in this privacy notice, the data stored by us are deleted as soon as they are not longer required for their purpose and the deletion does not conflict with any statutory storage requirements. If the data is not deleted because it is required for other and legitimate purposes, its processing will be restricted. This means that the data is blocked and not processed for other purposes. This applies, for example, for data that must be kept relating to commercial or tax law.
According to legal requirements in Germany, data must be stored for 10 years according to §§ 147 par. 1 revenue code (AO), 257 par. 1 no. 1 and 4, par. 4 German Commercial Code (HGB) (books, records, management reports, accounting documents, trading books, documents relevant for taxation, etc.) and 6 years in accordance with § 257 (1) no. 2 and 3, par. 4 German Commercial Code (HGB) (business letters).
According to legal regulations in Austria the storage takes place especially for 7 years according to § 132 paragraph 1 Federal Fiscal Code (BAO) (accounting documents, receipts / invoices, accounts, business papers, statement of income and expenses, etc.), for 22 years in connection with real estate and for 10 years in the case of documents relating to electronically supplied services, telecommunications, broadcasting and television services provided to non-entrepreneurs in EU Member States and for which the Mini-One-Stop-Shop (MOSS) is used.
Business-related processing
In addition we process
- contract data (e.g., subject, duration, customer category).
- payment data (e.g., bank details, payment history)
from our customers, prospects and business partners for the purpose of providing contractual services, service and customer care, marketing, advertising and market research.
Contractual services
We process the data of our parties to a contract and interested parties as well as other clients, customers, mandatories, clients or contractual partners (uniformly referred to as “contractual partners“) in accordance with Art. 6 par. 1 lit. b. GDPR to provide you with our contractual or pre-contractual services. The data processed, nature, scope and purpose and necessity of their processing are determined by the underlying contractual relationship.
The processed data includes the master file data of our contractual partners (e.g., names and addresses), contact data (e.g. e-mail addresses and telephone numbers) as well as contract data (e.g., services used, contract contents, contractual communication, names of contact persons) and payment data (e.g., Bank details, payment history).
In principle, we do not process special categories of personal data, unless they are part of a contracted or contractual processing.
We process data which are necessary for the establishment and fulfillment of the contractual services and give advise about the necessity of their indication, as far as this is not evident for the contractual partners. Disclosure to external persons or companies will only be made if required by a contract. When processing the data provided to us within the framework of an order, we act in accordance with the instructions of the client as well as the legal requirements.
As part of the use of our online services, we can save the IP address and the time of each user action. The storage is based on our legitimate interests, as well as the interests of the user in the protection against misuse and other unauthorized use. A transfer of these data to third parties does not take place, unless it is to pursue our claims acc. Art. 6 para. 1 lit. GDPR required or there is a legal obligation in accordance with. Art. 6 para. 1 lit. c. GDPR.
The data will be deleted if not longer required for the fulfillment of contractual or statutory duties of care and for the handling of any warranty and comparable obligations, whereby the necessity of keeping the data is reviewed every three years; otherwise the statutory storage obligations apply.
Administration, financial accounting, office organization, contact management
We process data in the context of administrative tasks and organization of our business, financial accounting and compliance with legal obligations, such as archiving. In doing so, we process the same data that we process within the scope of rendering our contractual services. The processing principles are pursuant to Art. 6 para. 1 lit. c. GDPR, Art. 6 para. 1 lit. f. GDPR. The processing affects customers, prospects, business partners and website visitors. The purpose and interest in processing is in administration, financial accounting, office organization, data archiving, that is, tasks that serve to maintain our business, perform our duties and provide our services. The deletion of the data in terms of contractual performance and contractual communication corresponds to the information provided in these processing activities.
We disclose or transmit data to the financial administration, consultants, such as tax accountants or auditors, and other due authorities and payment service providers.
Furthermore, based on our business interests, we store information about suppliers, promoters and other business partners, e.g. for later contact. We generally store this data, predominantly company-related data, permanently.
Business analysis and market research
To operate our business economically, to identify market trends, find out about wishes of the contractors and users, we analyze the data available about business transactions, contracts, inquiries, etc. We process stock data, communication data, contract data, payment data, usage data, metadata based on t 6 para. 1 lit. f. GDPR, whereby the data subjects include contractual partners, interested parties, customers, visitors and users of our online offer.
The analyses are carried out for purpose of business analysis, marketing and market research. In doing so, we can provide the profiles of registered users with information, e.g. take into account their services. The analyses serve us to increase the user-friendliness, the optimization of our offer and the business economics. The analyses are for us alone and will not be disclosed externally unless they only contain anonymous, cumulative data.
If these analyses or profiles are personal, they will be deleted or anonymized upon termination of the users, otherwise after two years from the conclusion of the contract. Incidentally, the overall business analyses and general trend provisions are created anonymously if possible.
Provision of our statutory and business services
We process the data of our members, supporters, prospects, customers or other persons in accordance with Art. 6 para. 1 lit. b. GDPR, if we offer them contractual services or in the context of an existing business relationship, e.g. members that are themselves recipients of benefits and contributions. Incidentally, we process the data of affected persons in accordance with. Art. 6 para. 1 lit. f. GDPR based on our facultative interests, e.g. when it comes to administrative tasks or public relations.
The data processed, the nature, scope and purpose and necessity of their processing are determined by the underlying contractual relationship. This includes in principle inventory and master data of the persons (e.g., name, address, etc.), as well as the contact data (e.g., e-mail address, telephone, etc.), the contract data (e.g., services used, communicated contents and information, names of contact persons) and if we offer paid services or products, payment data (e.g., bank details, payment history, etc.).
We delete data that is no longer required for our statutory and business purposes. This is determined according to the respective tasks and contractual relationships. In the case of business processing, we retain the data as long as they may be relevant to the transaction, as well as with regard to any warranty or liability obligations. The necessity of keeping the data is checked every three years; otherwise the statutory storage obligations apply.
Privacy policy for the application process
We process the applicant data only for the purpose and in the context of the application process in accordance with the legal requirements. The processing of the applicant data takes place to fulfill our (pre-) contractual obligations in the context of the application process within the meaning of Art. 6 para. 1 lit. b. GDPR Art. 6 para. 1 lit. f. GDPR if the data processing e.g. is required for us in the context of legal proceedings (in Germany, § 26 Federal Data Protection Act applies additionally).
The application process requires applicants to provide us with the applicant data. The necessary applicant data are, as far as we offer an online form, labelled, otherwise result from the job descriptions and basically include information on the person, postal and contact addresses and the application documents, such as cover letter, CV and certificates. In addition, applicants can voluntarily provide us with additional information.
By submitting the application to us, the applicants agree to the processing of their data for the purposes of the application process in accordance with the nature and scope set forth in this Privacy Policy.
Insofar as special categories of personal data within the meaning of Art. 9 (1) GDPR are voluntarily communicated within the framework of the application procedure, their processing is additionally carried out in accordance with Art. 9 (2) lit. b GDPR (e.g., health information such as disability or ethnic origin). Insofar as special categories of personal data within the meaning of Art. 9 (1) GDPR are requested from applicants in the context of the application procedure, their processing is additionally carried out in accordance with Art. 9 para. 2 lit. a GDPR (for example health data, if necessary for the profession).
If provided, applicants can submit their applications to us via an online form on our website. The data will be encrypted and transmitted to us according to the state of the art.
Furthermore, applicants can send us their applications via e-mail. However, please note that e-mails are generally not sent in encrypted form and that applicants themselves must provide encryption. We can therefore take no responsibility for the transmission of the application between the sender and the reception on our server and therefore recommend rather to use an online form or the postal delivery. Instead of applying via the online form and e-mail, applicants have the opportunity of sending us the application by post.
The data provided by the applicants may be further processed by us in the event of a successful application for employment purposes. Otherwise, if the application for a job offer is not successful, the applicants' data will be deleted. Applicants' data will also be deleted if an application is withdrawn, which the applicants are entitled to at any time.
The deletion is carried out, pending a legitimate withdrawal of the candidate, after the expiration of a period of six months after the refusal, so that we can answer any follow-up questions to the application and meet our obligations under the Equal Treatment Act. Invoices for any reimbursement of travel expenses are archived in accordance with the tax regulations.
Talent Pool
As part of the application, we offer applicants the opportunity to work in our “Talent Pool“ for a period of two years basedon a consent in accordance with Art. 6 para. 1 lit. b. and Art. 7 GDPR.
The application documents in the Talent Pool are processed solely as part of future job advertisements and job search and will be deleted at the latest after the above mentioned deadline. Candidates are informed that their consent to be admitted to the talent pool is voluntary, has no influence on the current application process and that they can revoke this consent at any time in the future and declare an objection within the meaning of Art. 21 GDPR.
Contact
When contacting us (for example, by contact form, e-mail, telephone or via social media) the information of the user in order to handle the contact inquiry and it`s execution in accordance with. Art. 6 para. 1 lit. b) GDPR is processed. User information can be stored in a Customer Relationship Management System (“CRM System“) or comparable inquiry organisation.
We delete the inquiries, if they are no longer required. We check the necessity every two years; Furthermore, the legal archiving obligations apply.
Hosting
The hosting services used are for the purpose of providing the following services: infrastructure and platform services, computing capacity, storage and database services, security and technical maintenance services we use to operate this online service.
Here we, or our hosting provider, process inventory data, contact data, content data, contract data, usage data, meta and communication data of customers, interested parties and visitors to this online offer on the basis of our legitimate interests in an efficient and secure provision of this online offer acc. Art. 6 para. 1 lit. f GDPR in conjunction with Art. 28 GDPR (conclusion of data processing contract).
Collection of access data and log files
We, or our hosting provider, collects based on our facultative interests within the meaning of Art. 6 para. 1 lit. f. GDPR Data on every access to the server on which this service is located (so-called server log files). The access data includes name of the retrieved web page, file, date and time of retrieval, amount of data transferred, message about successful retrieval, browser type and version, the user's operating system, referrer URL (the previously visited page), IP address and the requesting provider,
Logfile-information is stored for security purposes (for example, to investigate abusive or fraudulent activities) for a maximum of 7 days and then deleted. Data whose further retention is required for evidential purposes shall be exempted from the cancellation until final clarification of the incident.
