Data privacy statement

Processing of personal data is generally only carried out with the consent of the visitor. In addition, processing may take place where there are real reasons why prior consent cannot be obtained and where processing the data is permitted by law - in particular by the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG 2018).

• “Personal Data“ pursuant to Art. 4 No. 1 of the GDPR, means all information relating to an identified or identifiable natural person ("Data Subject"). This includes e.g. the name, address, date of birth, e-mail address, and telephone number.
• "Processing" pursuant to Art. 4 No. 2 of the GDPR, means any operation or series of operations performed with or without the aid of automated procedures, such as collection, storage, use, or disclosure.
• “Data Controller” pursuant to Art. 4 No. 7 of the GDPR, means the natural person or legal entity, public authority, institution, or other body which, alone or together with others, decides on the purposes and means of processing personal data.

This privacy policy first informs you about how you can contact us in our capacity as Data Controller (Section 1.).

Furthermore, it describes what data is processed when visiting or using our website, for what purposes it is processed, on which legal basis, whether there is a duty to provide it, and how long the data is stored (paragraphs 2 and 3).

It also explains the extent to which data transfers are made, what security measures are maintained, and whether automated decision-making takes place (paragraphs 4 to 6).

Finally, it informs you of your rights in relation to the processing of your personal data (Section 7).

1. Names and contact details of the Data Controller

The Data Controller responsible for data processing in relation to visits and use of this website is:
Science on Stage Europe e.V.
Am Borsigturm 15
13507 Berlin

Tel.:     +49 30 / 4000 67-40
Email: info@science-on-stage.eu

Chair: Stefanie Schlunk
Email: s.schlunk@science-on-stage.eu

Privacy Coordinator: Johanna Schulze
Tel.:     +49 30 / 4000 67-44
Email: j.schulze@science-on-stage.de 

2. Data processing in relation to visits and use of our website

2.1 Storage of access data in log files

Our website can always be accessed and used by you without you disclosing any personal information. When you visit our website, the Internet browser used by you automatically transmits certain access data to our server. This relates to the following information:

• IP address of the requesting computer
• Browser software used together with its version and language
• Operating system of the requesting computer
• Date and time of access
• Name and URL of the retrieved page or file
• Web page accessed
• Access status / HTTP status code
• transmitted data amount

Type and purpose of data processing:

This data is temporarily stored in a separate log file. The primary purpose of this is to ensure system security and stability on a permanent basis and enable technical administration in order to ensure trouble-free connection set-up and operation of our website as well as being able to use it conveniently. In addition, this data will be evaluated for internal administrative and statistical purposes in order to improve our online services. This data is not combined with other data or data sources to allow it to be linked to you.

Legal basis:

The legal basis for this processing is Art. 6, Para 1, Clause 1, Letter f) of the GDPR. We use this data processing to pursue the legitimate interest of maintaining the operational security of our Internet pages in order to be able to smoothly and conveniently provide such Internet pages and the information contained therein.

Storage time:

The data will be deleted as soon as it is no longer required to achieve the above purposes for which it was collected. In the case of data collected in relation to the provision of our website, such data will be deleted when the respective session is over. Other data is deleted after a maximum of 6 months.

2.2 Use of Cookies

Type and purpose of data processing and storage time:

When you visit our website, so-called "cookies" are also stored on your device or data carrier. Cookies are text or information files that your Internet browser automatically saves on your device when you visit our website. They contain certain data or settings that are saved between Your Internet browser and our system are exchanged. This primarily involves information about which sub-pages of our website are accessed and how often.

The information generated or transmitted by means of cookies is not personal information. This means that you cannot be personally identified based on this information. Cookies cannot run programmes or damage your device. Instead, cookies are used to compile statistics on the use of our website, which enables its optimisation.

On the one hand, the use of cookies serves to make the use of our services more convenient or simpler for you. Some features of our website cannot be offered without the use of cookies; for these, the browser must be detected again every time the page is changed. As a result, we use session cookies to detect that you have already visited individual pages of our website. These are automatically deleted after leaving our website. These cookies are used to store or transmit the following information:

• SessionID
• Tracker: the previous two pages visited on science-on-stage.de
• Time of the last visit to the website
• CSRF tokens for submitting forms

In addition, we use cookies to statistically record the use of our website and to evaluate it for the purpose of optimising our services (see section 2.3). When you visit our site again, these cookies allow us to automatically recognise that you have already been with us. The use of such analysis cookies is for the purpose of improving the quality of our website and its contents. This analysis allows us to learn how the website is used and enables us to optimise our services on an ongoing basis. These cookies are automatically deleted after a defined time. These cookies are used to store or transmit the following information:

• SessionID

The data will not be stored together with the visitor’s other personal data. This means that it is no longer possible to assign the data to the visitor.

Legal basis:

The legal basis for this processing is Art. 6, Para 1, Clause 1, Letter f) of the GDPR. This data processing is carried out in the legitimate interest of optimising the user-friendliness of our internet pages.

Possibility of objecting to the storage of cookies:

You can make appropriate adjustments to the cookie disclaimer when you visit our website for the first time. Please note that you cannot disable essential cookies, as without them the site would not work properly.

If you later want to object to the statistical cookies and the cookies for external media, delete the cookies via your settings in the Internet browser. The next time you access the page, you will see the cookie disclaimer again

You can prevent the use of cookies and thus object to their future use by configuring your browser settings so that the storage of certain or all cookies is blocked, or only permitted with your express consent. The individual steps required to make an appropriate adjustment depend on the Internet browser used, and its version; for more information, please see your browser’s help function.

If you wish to prevent the use of flash cookies, you can install the add-on, which corresponds to the Internet browser you are using, e.g. "Better Privacy" for Mozilla Firefox (https://addons.mozilla.org/de/firefox/addon/betterprivacy).

Section 2.3 below contains information on your options regarding objection to the storage of cookies by open-source Matomo software.

2.3 Analysis and tracking tools

Type and purpose of data processing:

We use Matomo open-source software for the analysis and statistical evaluation of website usage. Cookies are used for this purpose (see paragraph 2.2). The information on website usage generated by the cookie is transmitted to our servers and summarised in pseudonymous user profiles. The information is used to evaluate the use of our website and to enable its ongoing needs-based design. Disclosure of the information to third parties will not take place.

The IP address will in no event be associated with any other data concerning the user. The IP addresses are anonymised, meaning that the assignment of the information is not possible (IP masking).

Further information is available on the Matomo internet site, in particular via

https://matomo.org/faq/

and

https://matomo.org/privacy/

Legal basis:

The legal basis for the above-mentioned data processing is Art. 6, Para 1, Clause 1, Letter f) of the GDPR. In implementing these measures, we have a legitimate interest in designing and continuously optimising our services based on the usage analysis carried out. This data is only in anonymised form.

2.4 Subscription to our newsletter

Type and purpose of data processing:

We provide an e-mail newsletter in order to inform you of the association’s news and activities. The newsletter will only be sent if you register via our website, or via a link in an e-mail message. To register for our newsletter, we use the double-opt-in procedure. This means that after submitting your e-mail address, we will send you a confirmation e-mail containing a link. By clicking on this link, you confirm that you wish to receive the newsletter and give your consent to the receipt of our newsletter to the e-mail address you provided. The newsletter will only be sent to your e-mail address if you provide this confirmation. The sole purpose of storing the data is to send you the newsletter.

The only obligatory information for the transmission of the newsletter is the e-mail address.

You can withdraw your consent to the newsletter at any time and unsubscribe from the newsletter. Each newsletter e-mail contains a link allowing you to unsubscribe. You can give notice of cancellation by clicking on this link or by sending us a message to the contact details in section 1 of this data privacy statement.

When registering for the newsletter, we will save the IP address of the user as well as the date and time of the registration. This is to prevent misuse either of our newsletter circulation or of the specified email address; it also enables the registration to be logged for verification purposes.

We use the CleverReach newsletter service in sending out our newsletter. For more information on this data transmission process, please see section 4 of this data privacy statement.

Legal basis:

The legal basis for the storage of the email address by us as well as for the transmission to the provider of the newsletter service used is Art. 6, Para 1, Clause 1, Letter a) of the GDPR. Processing will only take place if you have given your consent for the above purposes.

You can revoke your consent at any time (even if you have given your consent before the effective date of the GDPR). The revocation of consent is forward-looking, meaning that it does not affect the legality of any data processing, which was based on your consent prior to revocation.

The legal basis for the storage of the IP address as well as the date and time of the application is Art. 6, Para 1, Clause 1, Letter f) of the GDPR.

Data processing is necessary to safeguard our legitimate interests in running the newsletter smoothly and in asserting, exercising and defending legal claims in the event of fraud. If a third party e-mail address is fraudulently inputted into the system, this data processing may also be required to safeguard the legitimate interests of a third party, namely the owner of the e-mail address entered.

Storage time:

The data will be deleted as soon as it is no longer required to achieve its respective purpose. It is therefore stored as long as the subscription to the newsletter is active.

2.5 Integration of YouTube videos

Type and purpose of data processing:

We have integrated YouTube videos into our online services; these videos are stored on http://www.youtube.com and they can be played directly on our website. This video platform is managed by YouTube LLC, which is a Google LLC company (see section 2.5).

The integration of these videos is subject to extended privacy mode, i.e. no user data on you is transferred to YouTube if you do not play the videos. The data set out below will only be transmitted if you play the videos. We have no influence on this data transfer.

If you play the videos, the third-party provider will receive the information that you have accessed the corresponding sub-page of our website. The data specified in section 2.1 of this statement is also transmitted. This is done regardless of whether you are logged in to a YouTube user account, or if there is no user account. If you are logged in to YouTube, your data will be assigned directly to your user account. If you do not wish the data to be associated with your YouTube user account, you must log out before playing the video.

The third party stores your data as a user profile and uses it for the purposes of advertising, market research and/or tailor-made website design. This type of evaluation may also be carried out (also for non-logged-in users) to provide appropriate advertising and to inform other users of the platform about your activities on our website. You have a right to object to the creation of this sort of user profile; to exercise this right, you would have to contact the third-party provider directly.

Further information on the purpose and scope of the data collection and its processing by the third-party provider, as well as your rights in this regard and options to protect your privacy can be obtained from the following:

Information on the third-party provider:

YouTube LLC, 901 Cherry Ave., San Bruno, CA 94066, USA

Tel.: +1 / 650 253 0000
Fax: +1 / 650 253 0001
E-Mail: support-de@google.com

Terms and conditions: https://www.youtube.com/t/terms?gl=GB

Data protection overview: https://policies.google.com/?hl=en

Technology and principles inc. cookies: https://policies.google.com/technologies?hl=en

Data privacy statement: https://policies.google.com/privacy?hl=en&gl=de

See section about data transfer: https://policies.google.com/privacy?hl=de#infosharing

Legal basis:

The legal basis for the above-mentioned data processing is Art. 6, Para 1, Clause 1, Letter f) of the GDPR. Our legitimate interest relates to the fulfilment of promotional purposes and an increase in the range and functionality of our services. Moreover, the options available to us are used, based on the measures and settings explained above, to ensure that data processing only takes place if the person concerned instigates it, or if such person is able to prevent it.

2.6 Click Meeting and Microsoft Teams
We use the "ClickMeeting" tool and "Microsoft Teams" to hold online meetings, video conferences and/or webinars.
"ClickMeeting" is a service provided by ClickMeeting Sp. Z o.o., ul. Arkonska 6, bud. A4, 80-387 Gdansk, Poland.
"Microsoft Teams" is a service provided by Microsoft Corporation which is based in the U.S.

You find further information about data protection and data processing at www.science-on-stage.eu/clickmeeting and www.science-on-stage.eu/microsoft-teams.

2.7 INSTAGRAM competition 

We organise competitions on INSTAGRAM on an irregular basis. You can find further information about data protection and data processing at www.science-on-stage.eu/data-policy-instagram-competition

2.8 HelpMundo donations

We use HelpMundo as a tool for donations.
This is a service provided by HelpMundo GmbH, Ahrweg 107, D-53347 Alfter (bei Bonn).

You find further information about data processing at www.science-on-stage.eu/helpmundo and www.helpmundo.de/informationen/datenschutz. 

2.9 Microsoft Forms
Type and purpose of data processing:
We use this tool to digitize registration processes for events of the association. Only relevant personal data will be requested and processed.
The following personal data is collected: IP address, names, addresses (digital, postal), school affiliation, if applicable, telephone number if applicable.

Legal basis:
The legal basis for the storage of the email address by us and for the transmission to the provider of the service used is Art. 6 Para. 1 Sentence 1 Letter a) GDPR. Processing will only take place if you have given your consent for the aforementioned purposes.
You can revoke your consent at any time (even if you gave your consent before the GDPR came into force). The revocation of consent applies for the future, so that the legality of data processing that took place on the basis of your consent and before its revocation remains unaffected.

The legal basis for storing personal data is Article 6 Paragraph 1 Sentence 1 Letter f) GDPR.

Data processing is necessary to safeguard our legitimate interests in a digitized registration process and, in the event of misuse, also to assert, exercise and defend legal claims. In the case of abusive input of third-party data, this data processing may also be necessary to protect the legitimate interests of a third party, namely the owner of the email address entered.

Duration of storage: The data will be deleted from our data carriers as soon as they are no longer required to achieve the respective purpose. They are therefore stored as long as the subscription to the newsletter is active.

Note: On July 10, 2023, the European Commission adopted its adequacy decision for the EU-US data privacy framework. It stipulates that the United States will ensure an adequate level of protection - comparable to that of the European Union - for personal data transferred from the EU to US companies within the new framework.

Here you find further information: https://support.microsoft.com/en-us/office/security-and-privacy-in-microsoft-forms-7e57f9ba-4aeb-4b1b-9e21-b75318532cd9

2.10 Social media

We use the following social media channels:

Facebook: https://www.facebook.com/scienceonstageeuropeInstagram: https://www.instagram.com/sons_deutschland/
Headquarter of both: Meta Incorporated, USA mit Tochtergesellschaft Meta Platforms Ireland Limited Ltd, 4 Grand Canal Square, Grand Camal Harbour, Dublin 2 Irland

Twitter: https://twitter.com/scienceonstage
Headquarter : Twitter Inc., San Francisco, Kalifornien

Youtube: https://www.youtube.com/user/ScienceonStageEurope/videos
Headquarter : Google LLC, Mountain view, Kalifornien, USA

LinkedIn: https://www.linkedin.com/company/science-on-stage-europe-e.v.
Headquarter : LinkedIn Inc., Sunnyval, Kalifornien, USA

The links to these media channels are embedded on our homepage (in the footer and possibly on event pages, especially YouTube).

Type and purpose of data processing:

We use these channels for the purpose of advertising our project and events as well as for documentation purposes. The processing of personal data (names, institutions) as well as the use of photos/videos with individual persons only takes place with the written consent of the persons concerned and is recorded in the corresponding directory of procedures.
When using social media, users who visit these pages while logged in have agreed to the respective provisions on how their data is collected and how the data is forwarded to third countries.

Note: On July 10, 2023, the European Commission adopted its adequacy decision for the EU-US data privacy framework. It stipulates that the United States will ensure an adequate level of protection - comparable to that of the European Union - for personal data transferred from the EU to US companies within the new framework.

 

3. Obligation or commitment to provide data, provision of data required for a contract, possible consequences of non-provision

If you wish to subscribe to our newsletter (see section 2.4), you must provide us with your e-mail address, which is required to send the newsletter itself. Without your e-mail address, we cannot send you the newsletter.

4. Data transfers and receivers of data

The transmission of your personal data to third parties takes place exclusively for the purposes listed below.

We will only share your personal information with third parties,

• if you have given your consent pursuant to Art. 6, Para 1, Clause 1, Letter a) of the GDPR, or
• if disclosure pursuant to Art. 6, Para 1, Clause 1, Letter f) of the GDPR is required to assert, exercise or defend legal claims and there is no reason to believe that you have an overriding interest in not having your data passed on, or
• insofar as there is a statutory obligation pursuant to Art. 6, Para 1, Clause 1, Letter c) of the GDPR for the transfer, or
• if it is legally permissible and the disclosure pursuant to Art. 6, Para 1, Clause 1, Letter b) of the GDPR is necessary for the performance of a contract with you.

We use the CleverReach newsletter service In sending our newsletter (see section 2.4) (Cleverreach GmbH & Co. KG, Mühlenstr. 43, 26180 Rastede, Germany). Cleverreach is a member of the Certified Senders Alliance. Your e-mail address is transmitted to CleverReach solely for the purpose of sending the newsletter. Your data will be stored by CleverReach in such a way that other CleverReach customers or third parties will not have access to this data. In relation to the dispatch of the newsletter, and in accordance with Art. 28 of the GDPR, we have concluded a separate agreement for order processing with CleverReach GmbH & Co. KG.

If you visit the social media channels or use the services of Microsoft Teams and Forms, data about this visit may be transmitted to companies based in the USA. See sections 2.5 to 2.10.

Note: On July 10, 2023, the European Commission adopted its adequacy decision for the EU-US data privacy framework. It stipulates that the United States will ensure an adequate level of protection - comparable to that of the European Union - for personal data transferred from the EU to US companies within the new framework.

5. Data security

We make every effort to ensure the security of your information. In order to prevent the loss, misuse and alteration of personal data, we have set up appropriate physical, electronic and administrative procedures and adapt them to the current state of the art. This includes training for the personnel who have access to personal data.

We ensure particularly high levels of security by using SSL encryption. In addition, our servers are protected with a firewall and anti-virus programmes. The server room is lockable, which prevents unauthorised access. Secure passwords are chosen for our own online activities.

6. No use of automated decision making including profiling

We do not use any profiling or any other decision-making that is based solely on automated data processing and has legal effects on you or similarly affects you materially.

7. Your individual rights

You have the following rights regarding the processing of your personal data:

Right to information (Art. 15 of the GDPR)

You have the right to request information about your personal data processed by us. In particular, you have the right to demand information about the processing purposes, the categories of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned retention period, the right of rectification, deletion, limitation of processing or opposition, the existence of a right to complain, the source of your data, to the extent that it has not been collected from us, and the existence of automated decision-making, including profiling and, where appropriate, meaningful information about the details thereof.

Right to rectification (Art. 16 of the GDPR)

You have the right to request without delay the correction of personal data that is incorrectly stored by us, or to request its completion if we have stored it incompletely.

Right to deletion (Art. 17 of the GDPR)

You have the right to request the deletion of your personal data stored by us, except insofar as the processing is required for the exercise of the right to freedom of expression and information, to fulfil a legal obligation, for reasons of public interest, or to assert, exercise or defend legal claims.

Right to restriction of processing (Art. 18 of the GDPR)

You have the right to demand the restriction of the processing of your personal data if the accuracy of the data is disputed by you if the processing is unlawful, but you reject the deletion of the data if we no longer need the data, but you do for asserting, exercising or defending legal claims, or if you have objected to the processing in accordance with Art. 21 of the GDPR.

Right to data portability (Art. 20 of the GDPR)

You have the right to receive your personal information provided to us in a structured, common and machine-readable format, or to request that we send it to another Data Controller.

Right to revoke a given consent at any time
(Art. 7, Para. 3 in conjunction with Art. 6 Para. 1, Clause 1, Letter a), and Art. 9, Para. 2, Letter a) of the GDPR)

You have the right to revoke your consent to us at any time. As a result, we would not be allowed to continue future data processing based on this consent, unless the processing had another legal basis.

Right of appeal to a supervisory authority (Art. 77 of the GDPR in conjunction with Section 19 of the BDSG 2018)

You have the right to complain to a regulator if you believe that the processing of your personal data violates the GDPR. As a rule, you can contact the supervisory authority of your usual place of residence or work or our head office.

Furthermore, you have a

Right to object (Art. 21 of the GDPR) 

If we process personal information about you in our legitimate interests, you may object to this for reasons that arise from your particular situation.

In addition, you may object to data processing if we do so for direct marketing purposes.

In order to exercise your rights, please contact us via the contact details in accordance with section 1.

 

Last change: 21 July 2023