1. Name and address of the controller

The controller within the meaning of the General Data Protection Regulation and other national data protection laws of the Member States as well as other provisions of data protection law is:

Bonner Institut für Organismische Biologie der Rheinischen Friedrich-Wilhelms Universität
represented by the Executive Director, Prof. Dr. N. Gompel

Abteilung III - Evolutionsbiologie & Ökologie
Meckenheimer Allee 169
53115 Bonn
Deutschland
Tel.: +49 228 73-5454
E-Mail: Secretary@BIOB.uni-bonn.de
Website: https://www.biologie.uni-bonn.de/BIOB

This translation is not a legally valid substitute for the original version: Datenschutzerklärung

2. Name and address of the data protection officer

Official data protection officer:

Dr. Jörg Hartmann
Genscherallee 3
D-53113 Bonn
Email: joerg.hartmann@uni-bonn.de
Tel: + 49 (0)228 -73 – 6758
https://www.datenschutz.uni-bonn.de

Deputy:
Eckhard Wesemann
Dezernat 1
Regina-Pacis-Weg 3
D-53113 Bonn
Email: wesemann@verwaltung.uni-bonn.de

3. General information on data processing

3.1 Scope of processing of personal data

We categorically only process personal data of our users if this is necessary to provide a functional website as well as our contents and services. The processing of personal data of our users generally takes place only after consent of the user. An exception applies in those cases where prior consent cannot be obtained for justified reasons and the processing of the data is permitted by law.

3.2 Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 (1) lit. a EU General Data Protection Regulation (GDPR) serves as the legal basis.

In the processing of personal data required for the performance of a contract to which the data subject is party, Art. 6 (1) lit. b GDPR serves as the legal basis. This also applies to processing operations that are necessary to carry out pre-contractual measures.

If processing is necessary for compliance with a legal obligation to which the University of Bonn is subject, Art. 6 (1) lit. c GDPR serves as the legal basis.

In the event that processing is necessary in order to protect the vital interests of the data subject or of another natural person, Article 6 (1) lit. d GDPR serves as the legal basis.

If processing is necessary for the performance of a task which is in the public interest or to exercise official authority which has been transferred to the university, Art. 6 (1) lit. e GDPR serves as the legal basis for processing.

3.3 Data erasure and storage time

The personal data of the data subject will be erased or blocked as soon as the purpose of storage ceases to apply. Data may be stored beyond this point in time if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or erased if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.

4. Provision of the website and creation of log files

4.1 Description and scope of data processing

Every time you visit our website, our system automatica11. Integration of YouTubelly collects data and information from the computer system of the accessing computer.

The following data are collected:

(This part must be adapted accordingly by each web page administrator. Incorrect data must be removed and missing data must be added. The data listed below apply to the pages hosted by HRZ)

(1) Information about the browser type and version used
(2) The user's operating system
(3) The user's internet service provider
(4) The user’s IP address (pseudonymized, truncated IP address)
(5) Date and time of access
(6) Websites from which the user's system gets to our website
(7) Websites accessed by the user's system via our website (within *.uni-bonn.de, referrers to outside will not be passed on)

The log files contain IP addresses or other data that enable an assignment to a user. This may for instance be the case if the link to the website from which the user accesses the website or the link to the website to which the user switches contains personal data.

The data are also stored in the log files of our system. These data are not stored together with other personal data of the user.

4.2 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 IP address of the user must remain stored for the duration of the session.

The data are stored in log files to ensure the functionality of the website. In addition, the data help 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.

4.3 Duration of storage

The data will be erased 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 are stored in log files, this is the case after seven days at the latest. Storage beyond this point in time is possible. In this case, the IP addresses of the users are deleted or anonymized, so that an assignment of the accessing client is no longer possible.

4.4 Possibility of objection and erasure

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

5. Use of cookies

5.1 Description and scope of data processing

Our website uses cookies. Cookies are text files that are stored in the internet browser or by the internet browser in the user's computer system. If a user visits a website, a cookie may be stored in the user's operating system. This cookie contains a characteristic character string that enables a unique identification of the browser when the website is accessed again.

We use cookies to make our website more user-friendly. Some elements of our website require that the accessing browser can be identified even after a page change.

The following data are stored and transmitted in the cookies:

(to be adapted by the respective website operator if necessary)

(1) Language settings
(2) Log-in information

(to be adapted by the respective website operator if necessary)

We also use cookies on our website which enable an analysis of the user's browsing behavior.

In this way, the following data can be transmitted:

(1) Entered search terms
(2) Frequency of page views
(3) Use of website functions

5.2 Purpose of data processing

The purpose of using technically necessary cookies is to simplify the use of websites for users. Some functions of our website cannot be provided without the use of cookies. For these, it is necessary that the browser is recognized even after a page change.

We require cookies for the following applications:

(to be adapted by the respective website operator if necessary)

(1) Applying language settings
The user data collected by technically necessary cookies are not used to create user profiles.
The analysis cookies are used to improve the quality of our website and its content. Analysis cookies tell us how the website is used, which means we are able to constantly optimize our offer.

5.3 Duration of storage, possibility of objection and erasure

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.

(the following passage is only to be set if a newsletter is offered)

6. Newsletter

6.1 Description and scope of data processing

Our website gives you the option to subscribe to a free newsletter. When registering for the newsletter, all data from the registration form is transmitted to us.

(The data collected must be specifically stated here. In the minimum case this concerns the email address of the user)

In addition, the following data are collected at registration:

(Any other data that is actually collected must be stated. These could be for example:)

(1) IP address of the accessing computer
(2) Date and time of access

During the registration process, your consent is obtained for the processing of the data and reference is made to the Privacy Policy.

No data are passed on to third parties in connection with data processing for the sending of newsletters. The data will be used exclusively for sending the newsletter.

6.2 Legal basis for data processing

The legal basis for the processing of the data after registration for the newsletter by the user is Art. 6 (1) lit. a GDPR.

6.3 Purpose of data processing

The user's email address is collected to send the newsletter.

The collection of other personal data as part of the registration process serves to prevent misuse of the services or the email address used.

6.4 Duration of storage

The data will be erased as soon as they are no longer necessary to achieve the purpose for which they were collected. The user's email address is stored for as long as the subscription to the newsletter is active.

6.5 Possibility of objection and erasure

The subscription to the newsletter can be cancelled by the affected user at any time. There is a corresponding link in every newsletter for this purpose.

This also makes it possible to revoke your consent to the storage of personal data collected during the registration process.

(the following passage is only to be set if a registration is offered on the website)

7. Registration

7.1 Description and scope of data processing

On our website, we offer users the option to register by providing personal data. The data are entered into a form, transmitted to us and stored. The data will not be passed on to third parties. The following data are collected during the registration process:

(The corresponding data must be listed here.) At the time of registration, the following data are also stored: (to be completed by the controller, if necessary):

(1) The user’s IP address
(2) Date and time of access

The user's consent to the processing of these data is obtained as part of the registration process.

7.2 Legal basis for data processing

The legal basis for the processing of the data, if consent by the user has been provided, is Art. 6 (1) lit. a GDPR.

If the 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 the processing of the data is Art. 6 (1) lit. b GDPR.

7.3 Purpose of data processing

(depending on what applies, choose variant a or b)

Variant a:

A registration of the user is necessary for the provision of certain contents and services on our website.

(A more detailed description of the contents and services must be provided. Why is an identification of the user required for the provision in individual cases?)

Variant b:

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

(A more detailed description of the contract offered on the website must be provided. Why are the data collected necessary for these contracts? If the processing of the personal data of the contractual partner at the conclusion of the contract is required by law for the contracts offered via the website, the respective standards from which the obligation arises must be named.)

7.4 Duration of storage

The data will be erased as soon as they are no longer necessary to achieve the purpose for which they were collected.

Addition for variant a:

This applies to the data collected during the registration process if the registration on our website is suspended or changed.

Addition for variant b:

For data collected during the registration process in order to fulfil a contract or to carry out pre-contractual measures, this applies when the data are no longer required for the execution of the contract. Even 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 (e.g. retention periods).

7.5 Possibility of objection and erasure

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

(A more detailed description of how to delete the account and change data must be provided here.)

Addition for variant b:

If the data are required to fulfil a contract or to carry out pre-contractual measures, an early erasure of the data is only possible if there are no contractual or statutory obligations to the contrary.

(the following passage is only to be set if a contact form is offered on the website)

8. Contact form and email contact

8.1 Description and scope of data processing

Our website has a contact form which can be used for electronic contact. If a user takes advantage of this option, the data entered in the form will be transmitted to us and stored. These data are:

(The data in the form must be listed)

At the time of sending the message, the following data are also stored:

(to be completed by the controller, if necessary):

(1) The user’s IP address
(2) Date and time of access

During the collection process, your consent is obtained for the processing of the data and reference is made to the Privacy Policy.

Alternatively, you can contact us via the email address provided. In this case, the user's personal data transmitted by email will be stored.

The data will not be passed on to third parties in this context. The data will be used exclusively for processing the conversation.

8.2 Legal basis for data processing

The legal basis for the processing of the data, if consent by the user has been provided, is Art. 6 (1) lit. a GDPR.

If the aim of the email contact is the conclusion of a contract, then additional legal basis for the processing is Art. 6 (1) lit. b GDPR.

8.3 Purpose of data processing

We only process the personal data from the form to handle contact being made.

The other personal data collected serves to prevent misuse of the contact form and to ensure the security of our information technology systems.

8.4 Duration of storage

The data will be erased as soon as they are no longer necessary to achieve the purpose for which they were collected. For the personal data from the input mask of the contact form and those data that were sent by email, this is the case when the respective conversation with the user is finished. The conversation is finished when it can be inferred from the circumstances that the facts in question have been conclusively clarified.

8.5 Possibility of objection and erasure

The user has the possibility to revoke his consent to the processing of personal data at any time. If the user only contacts us by email, he can also object to the storage of his personal data here at any time; in such a case, however, the conversation cannot be continued.

(A description must be given of how the revocation of consent and the objection to storage can be done.)

All personal data stored in the course of contacting us will be erased in the event of revocation.

(the following passage is only to be set if a web analysis is carried out, here using Matomo as an example)

9. Web analysis with Matomo (formerly PIWIK)

9.2 Scope of processing of personal data

On our website we use the open source software tool Matomo (formerly PIWIK) to analyze the surfing behavior of our users. The software places a cookie on the user's computer (see above on cookies). If individual pages of our website are accessed, the following data are stored:

(1) Two bytes of the IP address of the user's accessing system
(2) The accessed web page
(3) The website from which the user has accessed the accessed website (referrer)
(4) The subpages that are accessed from the accessed website
(5) Duration of stay on the website
(6) The frequency of accessing the website

The software runs exclusively on the servers of our website. The personal data of users are only stored there. The data are not passed on to third parties.

(Note: Since there is no user consent, it is imperative that the function "Automatically Anonymize Visitor IPs" is activated. Here it is assumed that the IP address is shortened to 2 bytes. Further information can be found here: https://matomo.org/docs/privacy/ .)

The software is set so that the IP addresses are not stored completely and that two bytes of the IP address are masked (e.g.: 192.168.xxx.xxx). In this way it is no longer possible to assign the shortened IP address to the accessing computer.

9.2 Purpose of data processing

The processing of users' personal data enables us to analyze the surfing behavior of our users. We are able to compile information about the use of the individual components of our website by evaluating the data obtained. This helps us to continuously improve our website and its user-friendliness. By anonymizing the IP address, users' interest in protecting their personal data is taken into account.

9.3 Duration of storage

The data will be erased as soon as they are no longer needed for our recording purposes.

(The exact time of erasure must be specified here. This can be set in the software (see: https://matomo.org/docs/privacy/).

In our case, this is the case after (to be completed by the controller) days/weeks.

9.4 Possibility of objection and erasure

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.

On our website we offer our users the option to opt out from the analysis procedure. To do this, you must follow the corresponding link. Another cookie is then 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.

More information about the privacy settings of the Matomo software can be found at the following link: https://matomo.org/docs/privacy/.

(the following passage is only to be set if Google Maps is used)

1o. Use of Google Maps

The website of the University of Bonn contains geographical information for contact and direction purposes. The maps are based on the Google Maps API provided by Google Inc, 1700 Amphitheatre Parkway, Mountain View, CA 94043, USA. By accessing the map service, Google can determine your IP address and the language of the system, as well as various browser-specific information.

The requested geographical positions are transferred directly to the service. When accessing the page with a GPS-enabled device, the location position can also be transmitted. Other personal data will not be passed on to Google.

Google uses cookies. The data processing procedures as well as the purposes of the processing can be requested and viewed directly at Google.

If you access the integrated maps, you will be asked for your consent to use the map service under these conditions. You can revoke this consent at any time.

The use of Google Maps is in the interest of a fast findability of the institutions represented on the web pages of the University of Bonn.

(the following passage is only to be set if YouTube is used)

11. Integration of YouTube

The website of the University of Bonn uses plugins from the YouTube site, which is operated by Google. The operator of the pages is YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA.

When you visit one of our YouTube plugin-enabled pages, you will be connected to the servers of YouTube. This tells the YouTube server which of our web pages you have visited.

If you are logged into your YouTube account, you enable YouTube to associate your surfing behavior directly with your personal profile. You can prevent this by logging out of your YouTube account.

The use of YouTube is in the interest of ensuring an attractive presentation of our online offers.

For more information on how user data are handled, please see YouTube's privacy policy:

https://www.google.de/intl/de/policies/privacy

12. Rights of the data subject

(The following list includes all rights of the data subjects according to the GDPR. Rights that are not relevant for the own website need not be mentioned. In this respect, the list can be shortened.)

If your personal data are processed, you as the data subject have the following rights pursuant to the GDPR towards the controller:

12.1 Right to information

You can ask the controller to confirm whether personal data concerning you are being processed.

If such processing takes place, you can request the following information from the controller:

(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 correction or erasure of the personal data concerning you, a right to restriction of processing by the controller or a right to object to such processing;
(6) the existence of a right to lodge a complaint with a supervisory authority;
(7) all 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 Art. 22 (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 on the data subject.

You have the right to request information as to whether the personal data concerning you are transmitted to a third country or to an international organization. In this context, you may request to be informed of the appropriate guarantees pursuant to Art. 46 GDPR in connection with the transmission.

Where data are processed for scientific, historical or statistical research purposes, the right of access may be limited to the extent that it is likely to render impossible or be seriously prejudicial to the realization of the research or statistical purposes and the limitation is necessary for the fulfilment of the research or statistical purposes.

12.2 Right to correction

You have the right to correct and/or complete your data towards the controller if the personal data processed concerning you are incorrect or incomplete. The controller must make the correction without delay.

Where data are processed for scientific, historical or statistical research purposes, the right of correction may be limited to the extent that it is likely to render impossible or be seriously prejudicial to the realization of the research or statistical purposes and the limitation is necessary for the fulfilment of the research or statistical purposes.

12.3 Right to restriction of processing

You may request that the processing of personal data concerning you be restricted under the following conditions:

(1) if you dispute the accuracy of the personal data concerning you for a period of time that enables the controller to verify the accuracy of the personal data;
(2) the processing is unlawful, you reject the erasure the personal data and instead demand the restriction of the use of personal data;
(3) the controller no longer needs the personal data for the purposes of processing, but you require them for the assertion of or to exercise or defend legal claims, or
(4) if you have filed an objection to the processing pursuant to Art. 21 (1) GDPR and it has not yet been determined whether the legitimate reasons of the controller outweigh your reasons.

If the processing of personal data concerning you has been restricted, such data may only be processed - except for 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 processing has been restricted according to the above conditions, you will be informed by the controller before the restriction is lifted.

Where data are processed for scientific, historical or statistical research purposes, the right of limitation of processing may be limited to the extent that it is likely to render impossible or be seriously prejudicial to the realization of the research or statistical purposes and the limitation is necessary for the fulfilment of the research or statistical purposes.

12.4 Right of erasure

Erasure obligation

You can demand that the controller erases the personal data concerning you immediately. The controller is obliged to erase these data immediately if one of the following reasons applies:

The personal data concerning you are no longer necessary for the purposes for which they were collected or otherwise processed.
You withdraw your consent on which the processing was based in accordance with Art. 6 (1) lit. a GDPR or Art. 9 (2) lit. a GDPR and there is no other legal basis for processing.
You object to processing in accordance with Art. 21 (1) GDPR and there are no overriding legitimate reasons for processing, or you object to processing in accordance with Art. 21 (2) GDPR.
Your personal data were processed unlawfully.
The erasure of your personal data is necessary to fulfil a legal obligation under Union or Member State law which the controller is subject to.
The personal data concerning you were collected in relation to information society services offered pursuant to Art. 8 (1) GDPR.
Information to third parties
If the controller has made the personal data concerning you public and is obliged to erase it pursuant to Art. 17 (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 erasure of all links to these personal data or of copies or replications of these personal data.

Exceptions

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

to exercise the right to freedom of expression and information;
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;
for reasons of public interest in the field of public health pursuant to Art. 9 (2) lit. h and i and Art. 9 (3) GDPR;
for archiving purposes in the public interest, scientific or historical research purposes or for statistical purposes pursuant to Art. 89 (1) GDPR, insofar as the law referred to under section a) is likely to render impossible or seriously impair the attainment of the objectives of such processing, or
to assert, exercise or defend legal claims.

12.5 Right to information

If you have exercised your right to have the controller correct, erase or limit the processing, the controller is obliged to inform all recipients to whom the personal data concerning you have been disclosed of this correction or erasure of the data or the restriction on processing, unless this proves impossible or involves a disproportionate effort.

You have the right to be informed of such recipients by the controller.

12.6 Right to data portability

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

processing is based on consent pursuant to Art. 6 (1) lit. a GDPR or Art. 9 (2) lit. a GDPR or on a contract pursuant to Art. 6 (1) lit. b GDPR and
processing is carried out using automated methods.

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

The right to data portability 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.

12.7 Right of objection

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 Art. 6 (1) lit. e GDPR; this also applies to any profiling based on these provisions.

In the event of an objection, the controller will no longer process the personal data concerning you unless the controller can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or if the processing is required for the establishment, exercise or defense of legal claims.

In the case of data processing for scientific, historical or statistical research purposes pursuant to Art. 89 (1) GDPR, you also have the right to object to the processing of personal data concerning you for reasons arising from your particular situation, unless the processing is necessary to fulfil a task in the public interest.

12.8 Right to revoke the data protection consent

You have the right to revoke your data protection 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.

12.9 Automated decision in individual cases including profiling

You have the right to not 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

is necessary for the conclusion or performance of a contract between you and the controller,
is admissible by law of the Union or of the Member States to which the controller is subject and that law contains appropriate measures to safeguard your rights, freedoms and legitimate interests, or
is made with your express consent.

However, these decisions may not be based on special categories of personal data pursuant to Art. 9 (1) GDPR, unless Art. 9 (2) lit. 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 controller 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 controller, the right to state one’s own position and to challenge the decision.

12.10 Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State where you are staying, working or suspected of infringing, if you believe that the processing of personal data concerning you is in breach of the EU General Data Protection Regulation.

The supervisory authority with 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 Art. 78 GDPR.

The competent supervisory authority is: Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen, PO Box 20 04 44, D-40102 Düsseldorf.