Privacy policy

I. Name and Address of the Controller

The Controller within the meaning of the General Data Protection Regulation (GDPR) and other national data protection laws of the member states, as well as other data protection provisions, is:

University of Münster
Schlossplatz 2
48149 Münster
Germany
Phone: +49 251 83-0
Fax: +49 251 83-24831
Email: verwaltung@uni-muenster.de
Website: www.uni-muenster.de

II. Name and Address of the Data Protection Officer

The Data Protection Officer of the Controller is:

University of Münster
Nina Meyer-Pachur
Schlossplatz 2
48149 Münster
Germany
Phone: +49 251 83 22446
Email: Nina.Meyer-Pachur@uni-muenster.de
Website: www.uni-muenster.de

III. General Information on Data Processing

1. Scope of the Processing of Personal Data

We generally process the personal data of our users only insofar as this is necessary to provide a functional website and our content and services. The processing of our users’ personal data regularly 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 statutory provisions.

2. Legal Basis for the Processing of Personal Data

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

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

Where processing of personal data is necessary for compliance with a legal obligation to which our institution is subject, Article 6(1)(c) GDPR serves as the legal basis.

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

If processing is necessary for the purposes of the legitimate interests pursued by our institution or by a third party, and these interests are not overridden by the interests or fundamental rights and freedoms of the data subject, Article 6(1)(f) GDPR serves as the legal basis for processing.

3. Deletion of Data and Storage Period

The personal data of the data subject will be deleted or blocked as soon as the purpose for which it was stored ceases to exist. Storage may also take place if this has been provided for by European or national legislators in EU regulations, laws, or other provisions to which the Controller is subject. Data is also blocked or deleted when a storage period prescribed by the mentioned regulations expires, unless further storage of the data is required for the conclusion or performance of a contract.

IV. 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:

• Information about the browser type and the version used
• The user’s IP address
• Date and time of access

This data is also stored in the log files of our system. This data is not stored together with 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) GDPR.

3. Purpose of Data Processing

The temporary storage of the IP address by the system is necessary to deliver the website to the user’s computer. For this purpose, the user’s IP address must remain stored for the duration of the session. The storage in log files is carried out to ensure the functionality of the website. In addition, the data helps us to optimize the website and ensure the security of our information technology systems. There is no evaluation of the data for marketing purposes in this context. These purposes also constitute our legitimate interest in data processing according to Article 6(1)(f) GDPR.

4. Storage Period

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 collection for the provision of the website, this is the case when the respective session has ended. In the case of storage of data in log files, this occurs after 14 days. Storage beyond this period is possible. In such cases, the IP addresses of the users are deleted or anonymized so that it is no longer possible to associate them with the requesting client.

5. Right to Object and Option for Removal

The collection of data for the provision of the website and the storage of data in log files is essential for the operation of the website. Consequently, there is no possibility for the user to object.

V. Use of Cookies

1. Description and Scope of Data Processing

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

The cookies store and transmit the following data:

• A query by the browser to check whether JavaScript is enabled. This option is important for the correct display of the website.

2. Legal Basis for Data Processing

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

3. Purpose of Data Processing

The purpose of using technically necessary cookies is to make websites easier for users to use. These purposes also constitute our legitimate interest in processing personal data under Article 6(1)(f) GDPR.

4. Storage Period, Right to Object and Option for Removal

Cookies are stored on the user’s computer and transmitted from it to our site. Therefore, you as the user have full control over the use of cookies. By changing the settings in your internet browser, you can disable or restrict the transmission of cookies. Cookies that have already been stored can be deleted at any time. This can also be done automatically. If cookies are disabled for our website, it may no longer be possible to fully use all of the website’s features.

VI. Web Forms, Contact Form and E-mail Contact

1. Description and Scope of Data Processing

Our website contains a contact form which can be used for electronic contact. If a user takes advantage of this option, the data entered in the input form is transmitted to us and stored. 

We also provide various web forms. When these are submitted, the required data from the respective form is transmitted to us.

At the time the contact/web form is submitted, the following data is also stored:

• The user’s IP address
• Date and time of registration

During the submission process, we obtain your consent for the processing of the data and refer you to this Privacy Policy.

Alternatively, you can contact us via the provided e-mail address. In this case, the personal data transmitted with the e-mail is stored.

No data is disclosed to third parties in this context. The data is used exclusively for processing the conversation/request.

2. Legal Basis for Data Processing

If the user has given consent, the legal basis for processing the data is Article 6(1)(a) GDPR.

The legal basis for processing data transmitted while sending an e-mail is Article 6(1)(f) GDPR. If the e-mail contact is aimed at concluding a contract, Article 6(1)(b) GDPR provides an additional legal basis.

3. Purpose of Data Processing

The processing of personal data from the input form serves solely to process the contact request. In the case of contact by e-mail, this also constitutes the necessary legitimate interest in processing the data.

The web forms are used, among other things, to register for courses or other events. Details are provided in each web form as needed.

Other personal data processed during the submission process is used to prevent misuse of the contact form and to ensure the security of our information technology systems.

4. Storage Period

The data is deleted as soon as it is no longer necessary for the purpose of its collection. For the personal data from the contact form (or other web forms) input fields, and data transmitted by e-mail, this is once the relevant conversation with the user has ended. The conversation is considered ended when circumstances suggest that the matter in question has been conclusively resolved.

Personal data additionally collected during the submission process is deleted at the latest after 14 days.

5. Right to Object and Option for Removal

The user may withdraw his or her consent to the processing of personal data at any time. If the user contacts us via e-mail, he or she can object to the storage of personal data at any time. In such a case, the conversation cannot be continued.

All personal data stored in the course of contacting us will be deleted in this case.

VII. Rights of the Data Subject

If your personal data is processed, you are a “data subject” as defined by the GDPR, and you have the following rights vis-à-vis the Controller:

1. Right of Access

You have the right to request a confirmation from the Controller as to whether personal data concerning you is being processed by us.

Where such processing occurs, you may request information from the Controller about:

(1) the purposes of the processing;

(2) the categories of personal data concerned;

(3) the recipients or categories of recipients to whom the personal data related to you has been or will be disclosed;

(4) the envisaged period for which your personal data will be stored, or, if specific details cannot be provided, the criteria used to determine that period;

(5) the existence of a right to rectification or erasure of 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) any available information about the source of the data if the personal data was not collected from you;

(8) the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) GDPR and – at least in those cases – meaningful information about the logic involved as well as the significance and the envisaged consequences of such processing for you.

You have the right to be informed whether your personal data is transferred to a third country or to an international organization. In this context, you may request to be informed of the appropriate safeguards pursuant to Article 46 GDPR relating to the transfer.

2. Right to Rectification

You have the right to obtain from the Controller the rectification and/or completion of inaccurate or incomplete personal data concerning you. The Controller must make the correction without undue delay.

3. Right to Restriction of Processing

Under the following conditions, you have the right to request the restriction of processing of your personal data:

(1) if you contest the accuracy of your personal data for a period enabling the Controller to verify its accuracy;

(2) the processing is unlawful and you oppose the erasure of the personal data and request the restriction of its use instead;

(3) the Controller no longer needs the personal data for the purposes of the processing, but you require it to establish, exercise, or defend legal claims; or

(4) if you have objected to processing pursuant to Article 21(1) GDPR and verification is pending as to whether the legitimate grounds of the Controller override your grounds.

Where processing of your personal data has been restricted, such data shall – with the exception of storage – only be processed with your consent or for the establishment, exercise, or defense of legal claims, or for the protection of the rights of another natural or legal person, or for reasons of important public interest of the Union or of a Member State.

If the restriction of processing was obtained under the above conditions, you will be informed by the Controller before the restriction is lifted.

4. Right to Erasure

a) Obligation to Erase

You have the right to obtain from the Controller the erasure of personal data concerning you without undue delay, and the Controller shall have the obligation to erase this data without undue delay where one of the following grounds applies:

(1) The personal data concerning you is no longer necessary for the purposes for which it was collected or otherwise processed.

(2) You withdraw your consent on which the processing is based according to Article 6(1)(a) or Article 9(2)(a) GDPR, and where there is no other legal basis for processing.

(3) You object to the processing pursuant to Article 21(1) GDPR, and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 21(2) GDPR.

(4) The personal data concerning you has been unlawfully processed.

(5) The erasure of your personal data is necessary to comply with a legal obligation under Union or Member State law to which the Controller is subject.

(6) The personal data concerning you was collected in relation to the offer of information society services referred to in Article 8(1) GDPR.

b) Information to Third Parties

Where the Controller has made the personal data concerning you public and is obliged pursuant to Article 17(1) GDPR to erase the personal data, the Controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform controllers that are processing the personal data that you as the data subject have requested the erasure by such controllers of any links to, or copies or replications of, this personal data.

c) Exceptions

The right to erasure does not apply to the extent that processing is necessary

(1) for exercising the right of freedom of expression and information;

(2) for compliance with a legal obligation which requires processing by Union or Member State law to which the Controller is subject, or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Controller;

(3) for reasons of public interest in the area of public health in accordance with Article 9(2)(h) and (i) and Article 9(3) GDPR;

(4) for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes in accordance with Article 89(1) GDPR, insofar as the right referred to in section a) is likely to render impossible or seriously impair the achievement of the objectives of such processing; or

(5) for the establishment, exercise, or defense of legal claims.

5. Right to Notification

If you have exercised your right to rectification, erasure, or restriction of processing against the Controller, the Controller shall communicate this rectification or erasure of data or restriction of processing to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort.

You have the right to be informed by the Controller about those recipients.

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, commonly used, and machine-readable format. You also have the right to transmit this data to another controller without hindrance from the Controller to whom the personal data was provided, where

(1) the processing is based on consent pursuant to Article 6(1)(a) GDPR or Article 9(2)(a) GDPR, or on a contract pursuant to Article 6(1)(b) GDPR, and

(2) the processing is carried out by automated means.

In exercising this right, you also have the right to have the personal data concerning you transmitted directly from one controller to another, where technically feasible. The rights and freedoms of others shall not be adversely affected by this.

The right to data portability does not apply to processing personal data that is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Controller.

7. Right to Object

You have the right, on grounds relating to your particular situation, to object at any time to processing of personal data concerning you which is based on Article 6(1)(e) or (f) GDPR, including profiling based on those provisions.

The Controller shall no longer process your personal data unless the Controller demonstrates compelling legitimate grounds for the processing which override your interests, rights, and freedoms, or unless the processing serves the establishment, exercise, or defense of legal claims.

Where personal data concerning you is processed for direct marketing purposes, you have the right to object at any time to the processing of your personal data for such marketing, which includes profiling to the extent that it is related to such direct marketing.

If you object to processing for direct marketing purposes, your personal data will no longer be processed for these purposes.

You have the option, in the context of the use of information society services (and notwithstanding Directive 2002/58/EC), to exercise your right to object by automated means using technical specifications.

8. Right to Withdraw the Declaration of Consent under Data Protection Law

You have the right to withdraw your data protection consent at any time. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

9. Automated Individual Decision-Making, Including Profiling

You have the right not to be subject to a decision based solely on automated processing – including profiling – which produces legal effects concerning you or similarly significantly affects you. This does not apply if the decision

(1) is necessary for entering into, or the performance of, a contract between you and the Controller,

(2) is authorized by Union or Member State law to which the Controller is subject and which also lays down suitable measures to safeguard your rights, freedoms, and legitimate interests, or

(3) is made with your explicit consent.

However, these decisions may not be based on special categories of personal data referred to in Article 9(1) GDPR unless Article 9(2)(a) or (g) GDPR applies and suitable measures to safeguard your rights, freedoms, and your legitimate interests are in place.

In the cases referred to in (1) and (3), the Controller shall implement suitable measures to safeguard your rights, freedoms, and legitimate interests, including at least the right to obtain human intervention on the part of the Controller, to express your point of view, and to contest the decision.

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 of your habitual residence, place of work, or place of the alleged infringement – if you consider that the processing of personal data relating to you infringes the GDPR.

The supervisory authority with which the complaint is lodged will inform the complainant of the progress and the outcome of the complaint, including the possibility of a judicial remedy pursuant to Article 78 GDPR.