Privacy policy

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1. Responsible institution for data protection purposes

Albert-​Ludwigs-Universität Freiburg
Friedrichstraße 39
79098 Freiburg
Germany
++49 (0)761/203-0
info@uni-​freiburg.de

2. Data protection officer

University of Freiburg
Data protection officer
datenschutzbeauftragter@uni-​freiburg.de

3. Note

This information on data protection/data protection declaration refers to the QUAREP-LiMi website of the University of Freiburg (https://quarep.org), which is operated by the Life Imaging Center of the University of Freiburg.

4. Collection of personal data

Unless otherwise specified on the particular web pages, personal data are collected as follows:

4.1 Availability of web pages and creation of log files

4.1.1 Description and categories of data

When you visit this or other web pages, you send data to our web server via your web browser. The following data are retained temporarily in a log file during an ongoing connection only in the case of an error:

  • IP address of the requesting computer
  • Date and time of the access
  • Name, URL, and amount of transferred data from the requested file
  • Access status (requested file transferred, not found, etc.)
  • Browser type and operating system (if sent by the requesting web browser)
  • Web page from which access was obtained (if sent by the requesting web browser)

The data in this log file are processed as follows:

  • In individual cases, i.e., reported defects, errors, and security incidents, a manual analysis is conducted.

4.1.2 Purpose

The system needs to temporarily store the user’s IP address to enable the website to be sent to the user’s computer. The user’s IP address must be retained for the duration of the session.
The data are stored in a log file as a means of ensuring the proper functioning of the website. In addition, we use the data to optimize the website and guarantee the security of our information technology systems. The IP addresses included in the log entries are not combined with other retained data unless there are actual indications that there has been a disruption of proper operation.
These purposes also constitute our legitimate interest in processing data in accordance with § 6 para. 1 lit. f GDPR (General Data Protection Regulation).

4.1.3 Legal basis

The legal basis for the temporary retention of the data and the log files is § 6 para. 1 lit. f GDPR.

4.1.4 Recipient

The legal basis for the temporary retention of the data and the log files is § 6 para. 1 lit. f GDPR.

In the case that investigative measures are initiated due to attacks on our information technology system, the data and log files named above under 4.1. may be passed on to state investigative bodies (e.g., police, public prosecutor).
The same applies if these bodies or courts direct inquiries at the university and the university is obligated to comply with them.

4.1.5 Duration of data retention

The data are deleted as soon as they are no longer needed to achieve the purpose for which they were collected. In the case of data collected to make the website available, this is the case at the end of the relevant session.
The data retained in log files are deleted after seven days.

4.1.6 Consequences of nondisclosure, possibility of objection or removal

The collection of data for the purpose of making the website available and the storage of the data in log files is absolutely necessary for the operation of the website. Users who do not want their data to be processed as described may contact the university in other ways (by telephone, in writing, in person) to obtain information or perform functions available on the website.

4.2. Use of cookies

4.2.1 Description and categories of data

Our website uses cookies. Cookies are text files stored on the user’s computer system by the internet browser. If a user calls up a website, a cookie can be stored on the user’s computer system. A cookie can include, e.g., a characteristic character string that enables the site to identify the browser when the user again calls up the website.

The following data are stored in cookies and sent to the user’s computer system by this website:

4.2.2 Purpose

The purpose of using the technically necessary cookies named under 4.2.1 is to simplify the use of the website for the user. Some functions of our website cannot be offered without the use of cookies. For these functions, it is necessary for the browser to be recognized when the user visits the website again later after leaving it.

The purpose of each cookie is listed in the table under 4.2.1.

The user data collected by the cookies are not used to create user profiles.

These purposes also constitute our legitimate interest in processing personal data in accordance with § 6 para. 1 lit. f GDPR.

4.2.3 Legal basis

The legal basis for the processing of personal data using cookies is § 6 para. 1 lit. f GDPR.

4.2.4 Recipient

The recipient of the information contained in the cookies is exclusively the authorized web server, i.e., the university web server that sent the cookie.

4.2.5 Duration of data retention

The cookies are retained for the periods listed in the table under 4.2.1.

Since the cookies are stored on your computer, you also have the possibility of deleting them earlier. For more information, please read the following section.

4.2.6 Consequences of nondisclosure, possibility of objection or removal

Cookies are stored on the user’s computer and transmitted to our site from it. As the user, you therefore also have complete control over the use of cookies – irrespective of the retention periods listed above. You can deactivate or limit the transfer of cookies by changing the settings of your web browser. You can also delete already stored cookies at any time. You can even set your browser to do this automatically. If you deactivate cookies for our website, you may no longer be able to use all functions of the website to their full extent.

4.3 Web analysis by AWStats and WP Statistics

4.3.1 Description and categories of data

Our websites use the open-source software tool AWStats (http://www.awstats.org/) and the free WordPress plugin WP Statistics (https://wp-statistics.com/) to analyse our users’ browsing patterns. Among other things, this software reads what is called the HTTP user agent string. When subpages of our websites are accessed we collect the following data:

  • Information about the type of browser and the specific version used
  • Operating system of the user
  • IP address of the user
  • Resulting from this: Origin of the request (organisation, country, town)
  • Internet service provider of the user
  • Date and time of the request
  • Pages viewed within our system.
  • Length of stay
  • Websites from which the user’s system was referred to our websites

The software runs exclusively on our own servers.

4.3.2 Purpose

The processing of our users’ personal data gives us the opportunity to analyse their browsing patterns. By analysing the collected data we are able to understand how individual components of our websites are used. This helps us continuously improve our websites and their user-friendliness. These purposes constitute our legitimate interest in the data processing under Art. 6 (1) (f) GDPR. By anonymising the IP addresses the users’ interest in the protection of their personal data is sufficiently taken into account.

4.3.3. Legal basis

The legal basis for the temporary retention of the data and the log files is § 6 para. 1 lit. f GDPR.

4.3.4 Recipient​

The recipient of the information is exclusively the authorized web server, i.e., the university web server.

4.3.5 Duration of data retention​

AWStats only saves data in an anonymised way and for statistical purposes. A person-related analysis is not possible.

4.3.6 Consequences of nondisclosure, possibility of objection or removal​

AWStats and WP Statistics only saves data in an anonymised way and for statistical purposes. A person-related analysis is not possible.

4.4 Join QUAREP-LiMi

4.4.1 Description and categories of data

When you fill out our input mask on the web page https://quarep.org/contact/, you send your data to our our web server. The following data are is stored in a database on the webserver:

  • name
  • gender
  • organisation
  • lab affiliation
  • group affiliation
  • address
  • work web site
  • time zone
  • email
  • working group joined
  • how did you find us
  • Orcid ID
  • Comment
  • Data Privacy agreement
  • Date

The data in this log file is processed as follows:

  • excel export and import
  • cloud access
  • mailing list

4.4.2 Purpose

The data is stored for the following purposes:

  1. Generating statistics when members joined QUAREP-LiMi https://quarep.org/members/members-statistic/
  2. Publish memberlists on https://quarep.org/members/
  3. Ability for members to get in contact with each other and write to all member (mailing list)
  4. Ability for the chairs and vice chairs to invite members to meetings

4.3.3. Legal basis

The legal basis for the temporary retention of the data and the log files is § 6 para. 1 lit. f GDPR.

4.4.4 Recipient​

The recipient of the information contained is the authorized web server, i.e., the university web server that contains the database. Furthermore the data will be stored in an excel file on the cloud server https://bwsyncandshare.kit.edu

Only members of QUAREP-LiMi will be granted access to the cloud server.

4.4.5 Duration of data retention​

The data is stored for the time of the membership. It will be deleted within a month when a member cancels his or her membership.

4.4.6 Consequences of nondisclosure, possibility of objection or removal​

Members have the right to withdraw consent to the processing of their personal data at any time. Where users contact us per email, they may object to the storage of their personal data at any time. The membership cannot be continued under these circumstances.

In such a case all personal data stored in the course of the communication will be deleted within 1 month.

4.5 Third-party services

4.5.1 Social media activities

Our website services include links to our social media channels hosted with the following providers:

  • Twitter and LinkedIn

For accessing these channels it is necessary that the user’s IP address becomes visible to the providers, because without the IP address no content can be delivered to the browser of the specific user. This means that the IP address is necessary for displaying these contents. We cannot influence whether and how third-party providers save and use IP addresses.

 

4.5.2 Purpose

4.3.3. Legal basis

The legal basis for the temporary retention of the data and the log files is § 6 para. 1 lit. f GDPR.

4.5.4 Recipient​

4.5.5 Duration of data retention​

4.5.6 Consequences of nondisclosure, possibility of objection or removal​