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Privacy Policy

Name and Address of the Data Controller

The data controller within the meaning of data protection laws is the

Heidelberg Academy of Sciences and Humanities
Karlstrasse 4
69117 Heidelberg
Tel.: +49 6221 54-3265
Email: HAdW@hadw-bw.de
Website: www.hadw-bw.de

The web servers of the Heidelberg Academy of Sciences and Humanities (HAdW) are operated by the University of Heidelberg’s Computer Center (Im Neuenheimer Feld 293, D-69120 Heidelberg) and the Academy. The personal data processed in this context is subject to the applicable data protection regulations.

Address of the Data Protection Officer

Heidelberg Academy of Sciences and Humanities
Attn: Data Protection Officer
Karlstrasse 4
69117 Heidelberg
Email: datenschutz@hadw-bw.de

General Information on Data Processing

1. Scope of Personal Data Processing

We generally collect and use our users’ personal data only to the extent necessary to provide a fully functional website as well as our content and services. The collection and use of our users’ personal data generally takes place only with the user’s consent. An exception applies in cases where obtaining prior consent is not possible for practical reasons and the processing of the data is permitted by law.

2. Legal Basis for the Processing of Personal Data

To the extent that we obtain the data subject’s consent for the processing of personal data, Article 6(1)(a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis for the processing of personal data.

When processing personal data necessary for the performance of a contract to which the data subject is a party, Article 6(1)(b) of the GDPR serves as the legal basis. This also applies to processing operations necessary for the implementation of pre-contractual measures.

To the extent that the processing of personal data is necessary to comply with a legal obligation to which our company is subject, Article 6(1)(c) of the GDPR serves as the legal basis.

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

If processing is necessary to protect a legitimate interest of our company or a third party, and the interests, fundamental rights, and fundamental freedoms of the data subject do not override the aforementioned interest, Article 6(1)(f) of the GDPR serves as the legal basis for the processing.

3. Data Erasure and Retention Period

The data subject’s personal data will be erased or blocked as soon as the purpose for which it was stored no longer applies. Data may also be retained if this is provided for by European or national legislators in EU regulations, laws, or other provisions to which the controller is subject. Data will also be blocked or deleted when a retention period prescribed by the aforementioned standards expires, unless further storage of the data is necessary for the conclusion or performance of a contract.

Provision of the Website and Creation of Log Files

1. Description and Scope of Data Processing

Each time our website is accessed, our system automatically collects data and information from the computer system of the accessing device.

The following data is collected in this process:

  • Information about the browser type and version used
  • The user’s operating system
  • The user’s IP address
  • Date and time of access
  • Websites from which the user’s system accesses our website
  • Websites accessed by the user’s system via our website

The data is also stored in our system’s log files, whereby the IP address is truncated immediately after collection—specifically, an IPv4 address is truncated to the first two bytes, and an IPv6 address to the first 32 bits. Personal profiles cannot be created using such truncated IP addresses. This data is not stored together with any other personal data of the user.

2. Legal Basis for Data Processing

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

3. Purpose of Data Processing

The temporary storage of the IP address by the system is necessary to enable the website to be delivered to the user’s computer. For this purpose, the user’s IP address must be stored for the duration of the session.

Data is stored in log files to ensure the website functions properly. In addition, we use this data to optimize the website and to ensure the security of our IT systems. The data is not analyzed for marketing purposes in this context.

These purposes also constitute our legitimate interest in data processing pursuant to Article 6(1)(f) of the GDPR.

4. Duration of Storage

The data is deleted as soon as it is no longer necessary to achieve the purpose for which it was collected. In the case of data collected to provide the website, this occurs when the respective session ends.

In the case of data stored in log files, this occurs after seven days at the latest. Storage beyond this period is possible. In this case, however, the IP addresses of users are truncated, making it no longer possible to identify the client that initiated the request.

5. Right to Object and Right to Erasure

The collection of data for the purpose of providing the website and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, the user has no right to object.

Use of Cookies

1. Description and Scope of Data Processing

Our website uses cookies. Cookies are text files that are stored in the web browser or by the web browser on the user’s computer system. When a user visits a website, a cookie may be stored on the user’s operating system. This cookie contains a unique string of characters that enables the browser to be uniquely identified when the website is visited again.

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

2. Legal Basis for Data Processing

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

3. Purpose of Data Processing

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

The user data collected through technically necessary cookies is not used to create user profiles.