2. Processing personal data and purposes of processing
a) When visiting the website
When you visit our website, the web servers of our website temporarily save every access of your terminal device in a log file. The following data is recorded and stored until it is automatically deleted:
- IP address of the requesting computer
- Date and time of access
- Name and URL of the retrieved data
- Amount of data transferred Message whether the retrieval was successful
- Browser and operating system used
- Name of the Internet access provider
- Web page from which the access takes place (referrer URL)
This data is processed for the following purposes:
1. to enable the use of the website (connection establishment)
2. administration of the network infrastructure
3. appropriate technical and organisational measures for IT system and information security, taking into account the state of the art
4. ensuring the user-friendliness of use
5. optimization of the internet offer
Legal bases for the above processing operations are:
- for the processing for the visit of the web pages according to numbers 1-2 Art. 6 par. 1 p. 1 letter b (necessary for the fulfilment of the web page usage agreement),
- for processing operations pursuant to No. 3 Article 6 paragraph 1 sentence 1 letter c DSGVO (legal obligation to implement technical and organisational measures to secure data processing pursuant to Article 32 DSGVO) and Article 6 paragraph 1 sentence 1 letter f DSGVO (legitimate interests in data processing for network and information security) as well as
- the processing operations pursuant to Nos. 4-5 Art. 6, para. 1, sent. 1, letter f, DSGVO (legitimate interests). The legitimate interests of our data processing consist in making our offer user-friendly and optimizing it.
The above-mentioned data is automatically deleted from the web server after a defined period of time, which is [30] days. If data are processed for longer periods of time for purposes according to numbers 2-4, they are anonymised or deleted when storage is no longer necessary for the respective purpose.
Furthermore, we use technically necessary cookies and analysis services when you visit our website. You will find more detailed explanations on this under numbers 3 and 4 of this data protection information.
b) When registering for events
We offer a variety of events through our website on a regular basis, for which you may register online. When registering for an event, you need to enter the following mandatory data. These include:
- First name and surname
- Address
- Email address
Any other mandatory data are marked as such (e.g. with *). Besides, other data may often be entered voluntarily.
The mandatory data are processed in order to identify the interested persons as participants of the event, to perform the participation contract, and to provide the participants with information pertaining to the event before, during and after the event. The voluntary data allows us to plan and execute the event based on interest and target group criteria.
Data processing takes place at the request of the interested participants and is necessary pursuant to the first sentence of point (b) of Article 6 (1) GDPR for the purposes mentioned for the performance of the participation contract and in order to take steps prior to entering into it.
We will only use your email address to inform you about similar events from us in the future if you have expressly given your consent to such use or if we have informed you separately about this when collecting your email address and pointed out your right to object to this use at any time. If this use is not based on consent, the processing is performed pursuant to Art. 6 (1) lit. f GDPR. We have a legitimate interest in also informing our participants about other events of ours.
In the case of paid events, we generally store the personal data we collected for the event until the expiry of the regular limitation period of 3 years after the end of the year in which the event took place. Afterwards the data will be deleted. In the case of free events, we delete the personal data we collected no later than six months after the event has taken place. Storage beyond the respective specified period only takes place insofar as:
- we are obliged to store data for a longer period in accordance with Art. 6 (1) lit. c GDPR due to legal requirements of retention and documentation (in particular section 147 Fiscal Code of Germany). In this case, the data will only be stored to the extent required by the formal rules of retention.
- you have consented to further storage in accordance with Art. 6 (1) lit. a GDPR.
- we use your e-mail address under the conditions of Article 7 Paragraph 3 Act against Unfair Competition to inform you about future events by e-mail. In this case, we will store your e-mail address and your first and last name until you object to processing for this purpose.
For the registration of our events through our web forms, we work in collaboration with the service provider Mailingwork GmbH, Birkenweg 7, 09569 Oederan (“Mailingwork”). The purpose of the collaboration is to professionally manage online registrations. For this purpose, the entered data is stored on the servers of Mailingwork in Germany.
We have concluded an order processing agreement with Mailingwork. By this agreement, Mailingwork assures that it will process the data on our account in accordance with the General Data Protection Regulation and guarantees the protection of rights of the data subjects.
In addition, it may in some cases be necessary within the scope of performance of the contract to transfer your personal data to an external organiser. In connection with an event registration, you will be informed about who the organiser is and whether it is an external organiser. This organiser will process personal data within the scope of the event and especially for the management of participants.
c) When visiting our institute
Within the scope of the perception of an appointment in our institute, our visitors have to register in our digital guestbook at the reception. In this context we collect the following mandatory information:
- first and last name
- Company
- Car license plate
- Supervisor
- Arrival
- Departure
The processing of the mandatory data is carried out in order to identify the visitors; it is not only used for access control, but also, among other things, in case of a necessary evacuation of the building for the safety of the guest.
According to Art. 6 (1) lit. a GDPR., the data processing is required for the purposes mentioned for visitor management. The personal data collected by us in this context will be stored by us for up to 6 months and then automatically deleted.
d) Photos and videos
Photos and videos may be taken to document an event in pictures. Since you may be identified in these images, either directly or indirectly, they represent personal data.
The images may be used for news reporting directly associated with the event as well as for internal reporting at Fraunhofer.
Furthermore, the images may be published for the purpose of post-event reporting on our media platforms such as Facebook, Instagram, or our websites. This processing is required in particular to document and promote our event.
The legal basis for data processing is Art. 6 (1) lit. f GDPR. The purposes mentioned are legitimate interests within the meaning of the aforementioned provision.
If you do not wish to be recorded, please advise the person taking a picture of you.
e) When using the contact forms
We offer website visitors the opportunity to contact us via a form on our website. To enable you to communicate with us via this form, we request the following data:
- First and last name
- Address
- Email address and
- Your query
We need these required data to learn who contacted us and to process the user request. We process the requested data in response to your enquiry. Our purpose is to answer your query in pursuit of your legitimate interests pursuant to Art. 6 (1) lit. a GDPR.
The personal data collected by us when you use the contact form will be deleted after completion of your query.
3. Technically necessary cookies
This website uses cookies. Cookies are small files that your browser automatically generates and stores on your device (laptop, tablet, smartphone, etc.) when you visit our site. Cookies do not harm your device nor do they contain viruses, Trojans or other malware.
Cookies store information associated with the specific device used. That does not mean that we can directly identify you.
The processing of personal data in the context of technically necessary cookies is based on our legitimate interest in providing our web services that you have expressly requested (Art. 6 (1) clause 1 lit. f GDPR, if applicable in conjunction with Art. 95 GDPR, Art. 5 (3) of Directive 2002/58/EC). For example, we use so-called session cookies to allow session controls or to store data entries in forms during the session.
Session cookies are deleted no later than when you close your browser.
4. Web analysis through Leadlab
On our website we use the Leadlab service by Wiredminds GmbH and its tracking pixel technology to analyse user behaviour and optimise our site based on it. The service particularly allows us to identify which companies have visited our site. In doing so we do not obtain any information that may identify you directly.
The use of Leadlab involves tracking pixels that allow statistical analysis of the use of this website based on your visits. Wiredminds uses a pseudonym to process the information in a usage profile for the purpose of analysis. The data are anonymized to the extent possible.
Without your specific permission, we neither use the data collected to identify you personally nor will we combine the data with personal data pertaining to the pseudonym associated with you.
If IP addresses are collected, they are immediately anonymised after collection by deleting the last number block.
For more information about data protection at Wiredminds, please visit their website: https://www.wiredminds.de/en/data-protection/
We process statistical data based on our legitimate interest pursuant to Article 6 (1) lit. f GDPR for the purpose of optimizing our online offering and our web presence. Wiredminds processes the data on our behalf based on a data processing agreement between us and Wiredminds. This agreement ensures that the data processing on our behalf is compliant with the General Data Protection Regulation and guarantees the protection of the data subjects’ rights.
5. Social Media
We use so-called social media buttons on our website. These are small buttons that allow you to publish content from our website in social networks under your profile.
If you activate such a button, a connection is established between our website and the social network. In addition to the content in question, the operator of the social network receives further information, some of which is personal. This includes, for example, the fact that you are currently visiting our site. The integration of the social media buttons is done using the so-called Shariff solution. This solution prevents that a connection to a social network is already established just because you call up a page with a social media button without activating it. This means that information is only transmitted to the social network when you use the button.
6. YouTube
We embed components (videos) of the video hosting service “YouTube” of the company Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (hereinafter “Google”) in our websites. The implementation is based on Art. 6 (1) lit. f GDPR; our legitimate interest in this case is the smooth integration of the videos and the attractive design of our website.
We use the “privacy-enhanced mode” option provided by Google.
When you access a page containing an embedded video, a connection to the Google servers is established and the contents are displayed on the Internet page through a notification to your browser.
According to information from Google, in the “privacy-enhanced mode” your data - especially which of our website pages you visited as well as device-specific information including the IP address - is sent to the Google servers in the US only if you view the video.
If you are simultaneously logged into Google, this information is assigned to your Google member account. You can prevent this by logging out of your member account before visiting our website.
In part, information is transmitted to the parent company Google Inc., headquartered in the USA, to other Google-companies and external partners of Google, each of which may be located outside the European Union. Google utilizes standard contractual clauses approved by the European Commission and relies on the European Commission's adequacy decisions about certain countries.
Further information on data protection in connection with YouTube can be found in Google’s privacy policy: https://www.google.de/intl/de/policies/privacy/
7. Rights of the data subject
You have the right:
- pursuant to Article 7(3) GDPR, to withdraw the consent given to us at any time. This means that in future we may no longer continue to process the data as based on this consent;
- pursuant to Article 15 GDPR, to obtain information about your personal data processed by us. More particularly, you may obtain information about the purpose of processing, the category of the personal data, the categories of recipients, to whom your data has been or is disclosed to, the storage period planned, the existence of a right to request from the controller rectification , erasure, restriction of processing or objection, the existence of a right to lodge a complaint, the source of your data if it has not been collected by us, as well as about the existence of automated decision-making including profiling and, if applicable, significant information about its details;
- pursuant to Article 16 GDPR, to obtain the rectification of inaccurate personal data without undue delay or the completion of your personal data stored with us;
- pursuant to Article 17 GDPR, to obtain the erasure of your personal data stored with us unless processing is necessary to exercise the right to freedom of expression and information, for compliance with a legal obligation , for reasons of public interest, or to establish, exercise or defend legal claims;
- pursuant to Article 18 GDPR, to obtain the restriction of the processing of your personal data if you contest the accuracy of the data, the processing is unlawful but you deny its erasure and we no longer need the data while you still require it for establishing, exercising or defending legal claims or if you have objected to processing pursuant to Article 21 GDPR;
- pursuant to Article 20 GDPR, to receive your personal data that you have provided to us, in a structured, commonly used and machine-readable format or to obtain the transmission to another data controller and
- pursuant to Article 77 GDPR, to lodge a complaint with a supervisory authority. For this, you may normally contact the supervisory authority of your habitual residence or workplace or our company headquarters.
8. Information on your right to object pursuant to Article 21 GDPR
You have the right to object, on grounds relating from your particular situation, at any time to processing of your personal data, which is based on point (e) of Article 6(1) GDPR (data processing for the performance of a task carried out in the public interest) and on point (f) of Article 6(1) GDPR (data processing for the purposes of the legitimate interests); this is also applicable to profiling pursuant to Article 4(4) GDPR based on this regulation.
If you file an objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or unless processing serves the establishment, exercise or defence of legal claims. If your objection is directed against the processing of data for the purpose of direct marketing, we will stop the processing immediately. In this case, citing a special situation is not necessary. This is also applicable to profiling, insofar as it is related to such direct marketing.
If you wish to make use of your right to object, please send an email to datenschutz@zv.fraunhofer.de.
9. Data security
All your personal data is transferred in an encoded manner using the widely used and secure TLS (Transport Layer Security) encryption standard. TLS is a secure and proven standard that is also used for online banking, for instance. You will recognise a secure TLS connection by the additional s after http (i.e., https://..) in the address bar of your browser or from the lock icon in the lower part of your browser, among other things.
Besides, we use suitable technical and organisational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction or against unauthorised access by third parties. Our security measures are continuously being improved as the technology advances.
10. Timeliness and Amendments to this Data Protection Information
This data protection information as amended in January 2022 is currently applicable.
The further development of our website and the products and services offered or changed due to statutory or regulatory requirements, respectively, may make it necessary to amend this data protection information. You may access and print out the latest data protection information at any time from our website.
11. Severability clause
Should individual provisions of this privacy policy be or become invalid or unenforceable in whole or in part, this shall not affect the validity of the remaining provisions. The same applies in the event of gaps.
Fraunhofer Institute for Applied Optics and Precision Engineering IOF