Data protection

Data protection (Datenschutzhinweise)

Protecting your privacy on our website is important to us. Below you can find information about personal data collected in this context. Personal data are all data that can be related to you personally, such as your name, address, email address, your behaviour as user.

We process personal data in compliance with EU law (GDPR), the data protection law of the Land Schleswig-Holstein (LDSG) and all other legal regulations that may apply.

The ZBW reserves the right to update this data protection notice from time to time. We recommend that you visit this page regularly to renew your acceptance.

Contact information

Responsible according to Art. 4 Clause 7 of the EU General Data Protection Regulation is the

ZBW – Leibniz Information Centre for Economics
Düsternbrooker Weg 120
24105 Kiel
Email: zbw@zbw-workspace.eu

For more information please consult our imprint:  http://www.open-science-conference.eu/imprint/

Data protection officer

If you have any questions regarding data protection, please contact our data protection officer

Sven Markgraf
-Data protection officer-
Neuer Jungfernstieg 21
20354 Hamburg
Email: datenschutz@zbw-online.eu

Your rights

In accordance with the GDPR, you shall have the following rights regarding the processing of your personal data:

  • right of access (Article 15 of the GDPR)
  • right to rectification (Article 16 of the GDPR)
  • right to erasure (Article 17 of the GDPR)
  • right to restriction of processing (Article 18 of the GDPR)
  • right to data portability (Article 20 of the GDPR)
  • right to object (Article 21 of the GDPR)
  • right to lodge a complaint with a supervisory authority (Article 77 of the GDPR)

The consents to the data processing shall apply without any restrictions; however, you may revoke your consents at any time with effect for the future in text form without stating reasons and without this causing you any disadvantage.

General

The use of our website is usually possible without providing personal information. The collection of any personal data (eg name, address or email addresses) are collected, this is as far as possible on a voluntary basis. These data are not without your express consent to third parties. We point out that data transmission over the Internet (e.g. when communicating via email) can have security gaps. A complete protection of data against unauthorized access by third parties is impossible. The use of published under the imprint obligation by third parties for sending unsolicited advertisements and information materials is hereby expressly prohibited. The operators of these pages expressly legal steps in case of unsolicited promotional information, such as spam e-mails.

Collection, processing and use of personal data

We collect personal data (particulars of personal or objective relationships of a particular or definable natural person) only within the scope provided by you. Your personal data is processed and used for completing and processing your order and also for processing your requests. After the contract is processed completely, all the personal data is first saved taking into account the retention periods under fiscal and commercial law and then deleted after the expiry of the deadline, if you have not approved of the further processing and use.

Event registration

The registration for the Open Science Conference and the storage of your personal data takes place on servers of Köhne Veranstaltungen und Technik. It requires the provision of first name, last name, and email address as well as a work address for the billing. The ZBW has concluded a data processing agreement with Köhne Veranstaltungen und Technik which corresponds to article 28 of the GDPR. Please note the privacy policy of the provider at https://veranstaltungen-technik.de/datenschutz/ (only in German). Köhne Veranstaltungen und Technik uses Pretix as subcontractor.

Submission of contributions

We will use submitted contributions to organise the event and will publish them on the internet to document the event. During the submission of contributions we collect personal data necessary for logistical and administrative purposes and for possible callbacks. These data will be used for no other purpose and will not be transferred to third parties. By submitting a contribution you confirm that you have read this data processing notice. If you transmit personal data of third parties you confirm that these third parties agree to the processing of their personal data and are aware that their data have been transmitted.

This agreement can be revoked in writing at any time by you or third parties if affected. However, such a revocation or non-agreement precludes the submission of contributions to the event. Personal data will be deleted after the wrap-up of the event.

The handling of submitted contributions and the related storage of your personal data takes generally place on the servers of ConfTool GmbH. The ZBW has concluded a data processing agreement with Conftool GmbH which corresponds to article 28 of the GDPR. Please take note of the company’s privacy information at https://www.conftool.net/en/about-conftool/privacy.html.

Video conferencing

The ZBW uses video conferencing services to conduct meetings, events, webinars or conference calls. Personal data are processed during these virtual meetings. The type of data depends on what you provide to the service provider before or during the meeting. These may include the following data:

Personal data: first name, name, email address, password, phone number, profile image
Meeting data: name and description of the meeting, IP addresses, device information
Phone dial-up: phone numbers, connection data

If chat functions are used, your text inputs will be processed and saved, if applicable, until they are deleted manually. If audio and video functions are used, the image from your video camera and the sound from your device will be transmitted via the servers of the service provider and processed for conferencing. You can deactivate your camera and microphone yourself in the settings at any time during a conference. Video conferencing services offer recording options. The ZBW usually does not record conferences. Should the ZBW deviate from this in individual cases, you will be informed in advance and your permission will be requested if necessary.

The legal basis for the processing of personal data during video conferencing is Article 6 section 1 lit e. of the GDPR in junction with § 2 of the law for the establishment of the foundation ZBW (StiftZBWErG SH). The ZBW processes personal data of employees in accordance with § 15 section 1 of the Data Protection Act of the State of Schleswig-Holstein (LDSG Schleswig-Holstein). Events organised within the framework of a contract have their legal basis in Article 6 section 1 lit. b GDPR.

The ZBW will not transmit your personal data to third parties unless expressly communicated in advance. During conferences, your personal data can be seen at least partially by participants (e.g. first name, name, video, audio).

During the Open Science Conference we will use the video conference system provided by Köhne Veranstaltungen und Technik. The ZBW has concluded a data processing agreement with Köhne Veranstaltungen und Technik which corresponds to article 28 of the GDPR. Köhne Veranstaltungen und Technik will use Zoom and Vimeo as a subcontractor.

Below we list the contact data and the data protection notice of Zoom. Please contact the provider directly if you wish to receive information from the providers or if you wish to assert your rights.

Zoom

Contact: Zoom Video Communications, 55 Almaden Boulevard, 6th Floor, San Jose, CA 95113, USA
Data protection notice: https://zoom.us/privacy

Social Media

By reason of its legal mandate, the ZBW maintains close relations with scientific institutions, scientists at home and abroad, business, and with national and international institutions of research and information provision. The ZBW is active in social media networks in order to engage with our target group, to advert them to our services, and to share information with them.

The General Data Protection Regulation (GDPR) prescribes legal standards in particular for the usage of service providers not based in the EU. In these cases, your personal data will possibly be transferred to the USA and processed there. American companies have engaged to comply with EU data protection standards by means of the EU-US Privacy Shield. You can find more information about this at https://www.privacyshield.gov.

Service providers normally use personal data for purposes of market research and advertising. For this, cookies are installed on your computer that record your usage behaviour which can be used to compile user profiles. If you are logged in to one of these networks before accessing this website, your usage behaviour can be matched to your corresponding account. Below we have listed the social media networks we use for this web presence. We link to their data protection information and give notice of agreements with service providers where applicable. In order to obtain information from the service providers or to exercise your rights against these service providers, please contact the providers directly:

Mastodon
The ZBW uses the Mastodon server Mastodon.Social, which is technically maintained by:
Mastodon gGmbH
Mühlenstraße 8a
14167 Berlin
Germany

Contact: https://mastodon.social/about
Data protection policy: https://mastodon.social/privacy-policy

Twitter
Contact: Twitter Inc., 1355 Market Street, Suite 900, San Francisco, CA 94103, USA
Data protection policy

Emails and contact form

When you send us an email or use the contact form via Köhne Veranstaltungen und Technik, your email address will be used only for corresponding with you. It will not be used for other purposes and will not be transferred to third parties. We also advise you that unencrypted emails can be read by unauthorised persons or even falsified.

Server log files

This website is operated by the ZBW in the scope of performing their tasks in the public interest in accordance with Article 6 (1) (e) of the GDPR in conjunction with Section 2 of the Foundation Formation Statute of the ZBW [Stiftungserrichtungsgesetz der ZBW, StiftZBWErG SH]. In order to safeguard the security of the processing, the ZBW will record personal data in server logfiles if you access this website and use its services. In that context, the following data may be processed temporarily:

  • IP address and internet service provider;
  • date and time of the page view;
  • address of the viewed page and address of the page referring to the viewed page (referrer);
  • name and version of the used browser and the operating system.

The server logfiles will be stored on the system as long as necessary for achieving the relevant purpose, usually for 14 days. After that, the data will either be erased or anonymised. In principle, personal data contained in these logfiles will not be passed on to third parties. In the case of attacks to the IT infrastructure, we will use this data for pursuing our rights and for prosecution, if necessary.

Cookies

Our websites use so-called cookies at several places. Cookies are small text files, which are stored on your computer and which your browser saves. They help to make our offer more user-friendly, effective and reliable. In addition, cookies allow our systems to identify your browser and offer you services. Cookies do no contain any personal data.

Tracking

The ZBW uses the Matomo service to analyse usage data on this website. This service is configured to use cookie less tracking by default. The processing of the data is necessary for the optimisation of this website and is based on Article 6 section 1 lit. f of the GDPR. Data that allows us to reference individual persons are anonymised or pseudonymised as soon as possible. We will not use the data for other purposes, will not combine it with other data and will not forward it to third parties. The data is processed on a server of the ZBW.

You can revoke the described processing of the data for the purpose of optimising this website without having any disadvantages.

Last updated: 2023-09-12