Data protection

I. Name and address of the controller

The controller within the meaning of the General Data Protection Regulation and other national data protection laws of the member states as well as other data protection regulations is

RailCampus OWL e. V.
represented by the board of directors Prof. Dr. Stefan Witte (chairman), Dr. Lars Müller, Gisela Eickhoff
Pionierstraße 10
32423 Minden
Deutschland

Tel.: 05261 7025606
E-Mail: kontakt@railcampus-owl.de
Website: www.railcampus-owl.de

II. General information on data processing

1. Scope of the processing of personal data

We collect and use our users’ personal data only to the extent necessary to provide a functional website and our content and services. The collection and use of our users’ personal data only takes place with the user’s consent. An exception applies in cases where it is not possible to obtain prior consent for factual reasons and the processing of the data is permitted by law.

2. Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 para. 1 lit. a EU General Data Protection Regulation (GDPR) serves as the legal basis. When processing personal data that is necessary for the fulfilment of a contract to which the data subject is a party, Art. 6 para. 1 lit. b GDPR serves as the legal basis. This also applies to processing operations that are necessary for the performance of pre-contractual measures.

Insofar as the processing of personal data is necessary to fulfil a legal obligation to which our company is subject, Art. 6 para. 1 lit. c GDPR serves as the legal basis.

In the event that vital interests of the data subject or another natural person require the processing of personal data, Art. 6 para. 1 lit. d GDPR serves as the legal basis.

If the processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the first-mentioned interest, Art. 6 para. 1 lit. f GDPR serves as the legal basis for the processing.

3. Data erasure and storage duration

The personal data of the data subject will be erased or blocked as soon as the purpose of storage no longer applies. Data may also be stored if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or erased if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.

III. 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 computer.

The following data is collected:

  1. Information about the browser type and version used
  2. The user’s operating system
  3. The user’s internet service provider
  4. The user’s IP address
  5. Date and time of access
  6. Websites from which the user’s system accesses our website
  7. Websites that are accessed by the user’s system via our website

The data is also stored in the log files of our system. This does not affect the user’s IP addresses or other data that allows the data to be assigned to a user. 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 data is Art. 6 para. 1 lit. f GDPR.

3. Purpose of the data processing

The temporary storage of IP addresses by the system is necessary to enable the website to be delivered to the user’s computer. For this purpose, the user’s IP address must remain stored for the duration of the session.

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

4. Duration of storage

The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected. In the case of the collection of data for the provision of the website, this is the case when the respective session has ended.

5. Possibility of objection and removal

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

IV. Registration form and e-mail contact

1. Description and scope of data processing

A registration form for events is available on our website, which can be used to contact us electronically. If a user makes use of this option, the data entered in the input mask will be transmitted to us and stored. These data are:

  1. First name
  2. Surname
  3. Date of birth
  4. Street and house number
  5. Postcode
  6. Town/city
  7. Current educational status
  8. Reason for participation

The following data is also stored at the time the data is sent:

  1. Date and time of contact

The user’s consent is obtained for the processing of the data as part of the sending process and reference is made to this privacy policy.

It is also possible to contact us via the e-mail address provided. In this case, the user’s personal data transmitted with the e-mail will be stored.

The data will not be passed on to third parties in this context. The data is used exclusively for processing the conversation.

2. Legal basis for data processing

The legal basis for the processing of the data is Art. 6 para. 1 lit. a GDPR if the user has given consent.

The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6 para. 1 lit. f GDPR. If the e-mail contact is aimed at the conclusion of a contract, the additional legal basis for the processing is Art. 6 para. 1 lit. b GDPR.

3. Purpose of data processing

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

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

4. Duration of storage

The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected. For the personal data from the input screen of the contact form and those sent by email, this is the case when the respective conversation with the user has ended. The conversation is ended when it can be inferred from the circumstances that the matter in question has been conclusively clarified.

The additional personal data collected during the sending process will be deleted after a period of seven days at the latest.

5. Possibility of objection and cancellation

The user has the option to revoke their consent to the processing of personal data at any time. If the user contacts us by e-mail, they can object to the storage of their 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.

V. SSL encryption

This site uses SSL encryption for security reasons and to protect the transmission of confidential content, such as the enquiries users send to us as the site operator. Users can recognise an encrypted connection by the fact that the address line of the browser changes from ‘http://’ to ‘https://’ and by the lock symbol in their browser line. If SSL encryption is activated, the data they send to us cannot be read by third parties.

VI. Web analysis by Matomo (formerly PIWIK)

Our website uses the web analysis service Matomo. Matomo is an open source tool for web analysis and is activated on our website in ‘no-cookie’ mode so that no cookies are set.

VII. Google Maps

This site uses the Google Maps map service via an API. The provider is Google Inc, 1600 Amphitheatre Parkway Mountain View, CA 94043, USA. To use the functions of Google Maps, it is necessary to save the user’s IP address. This information is usually transmitted to a Google server in the USA and stored there. The provider of this site has no influence on this data transfer. More information on the handling of user data in Google’s privacy policy: https://www.google.de/intl/de/policies/privacy/

VIII. YouTube Videos

This website contains at least one plugin from YouTube, owned by Google Inc. and located at 1600 Amphitheatre Parkway Mountain View, CA 94043, USA. If users visit pages of our website equipped with a YouTube plugin, a connection to the YouTube servers will be established. The YouTube server is informed which specific page of our website the users have visited. If they are also logged into their YouTube account, YouTube would be able to assign their surfing behaviour directly to their personal account.

Further information on the collection and use of your data by YouTube can be found in their privacy policy at https://policies.google.com/privacy?hl=de&gl=de.

IX. Rights of the data subject

If the user’s personal data is processed, they are a data subject within the meaning of the GDPR and have the following rights vis-à-vis the controller:

1. Right of information

They can request confirmation from the controller as to whether personal data concerning them is being processed by us.

If such processing is taking place, they can request the following information from the controller: 

  1. The purposes for which the personal data are processed
  2. The categories of personal data that are processed
  3. The recipients or categories of recipient to whom the personal data have been or will be disclosed
  4. The envisaged period for which the personal data concerning them will be stored, or, if specific information on this is not possible, the criteria used to determine that period
  5. The existence of a right to rectification or erasure of personal data concerning them, a right to restriction of processing by the controller or a right to object to such processing
  6. The existence of the right to lodge a complaint with a supervisory authority
  7. All available information about the origin of the data if the personal data is not collected from the person concerned
  8. The existence of automated decision-making, including profiling, referred to in Art. 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 the data subject.

They have the right to request information about whether the personal data concerning them is being transferred to a third country or to an international organization. In this context, they may request to be informed of the appropriate safeguards pursuant to Art. 46 GDPR in connection with the transfer. 

2. Right of rectification

Users have a right to rectification and/or completion vis-à-vis the controller if the processed personal data concerning them is incorrect or incomplete. The controller must carry out the rectification without undue delay.

3. Right to restriction of processing

Under the following conditions, the users may request the restriction of the processing of their personal data:

  1. If they contest the accuracy of the personal data concerning them for a period enabling the controller to verify the accuracy of the personal data
  2. If the processing is unlawful and they oppose the erasure of the personal data and request the restriction of their use instead
  3. If the controller no longer needs the personal data for the purposes of the processing, but they require them for the establishment, exercise or defence of legal claims; or
  4. If they have lodged an objection to the processing pursuant to Art. 21 para. 1 GDPR and it is not yet certain whether the legitimate reasons of the controller outweigh their reasons.

If the processing of personal data concerning them has been restricted, this data – apart from its storage – may only be processed with their consent or for the establishment, exercise or defence 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 processing has been restricted in accordance with the above conditions, they will be informed by the controller before the restriction is lifted.

4. Right to erasure

a) Obligation to erase

Users have the right to obtain from the controller the erasure of personal data concerning them without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies: 

  1. The personal data concerning them are no longer necessary in relation to the purposes for which they were collected or otherwise processed.
  2. They revoke their consent on which the processing was based pursuant to Art. 6 para. 1 lit. a or Art. 9 para. 2 lit. a GDPR and there is no other legal basis for the processing.
  3. They object to the processing pursuant to Art. 21 para. 1 GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Art. 21 para. 2 GDPR.
  4. The personal data concerning them have been unlawfully processed.
  5. The deletion of personal data concerning them is necessary to fulfil a legal obligation under Union law or the law of the Member States to which the controller is subject.
  6. The personal data concerning them have been collected in relation to the offer of information society services referred to in Article 8(1) GDPR.

b) Information to third parties

If the controller has made the personal data concerning the users public and is obliged to erase it pursuant to Art. 17 (1) GDPR, it shall take appropriate measures, including technical measures, taking into account the available technology and the implementation costs, to inform data controllers who process the personal data that you as the data subject have requested them to erase all links to this personal data or copies or replications of this personal data.

c) Exceptions

The right to erasure does not exist if the 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 pursuant to Art. 9 para. 2 lit. h and i and Art. 9 para. 3 GDPR;
  4. For archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Art. 89 para. 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 that processing, or
  5. For the establishment, exercise or defence of legal claims.

5. Right to information

If users have asserted the right to rectification, erasure or restriction of processing against the controller, the controller is obliged to notify all recipients to whom the personal data concerning them have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort. Users have the right vis-à-vis the controller to be informed about these recipients.

6. Right to data portability

Users have the right to receive the personal data concerning them, which they have provided to the controller, in a structured, commonly used and machine-readable format. They also have the right to transmit this data to another controller without hindrance from the controller to which the personal data has been provided, where

  1. The processing is based on consent pursuant to Art. 6 para. 1 lit. a GDPR or Art. 9 para. 2 lit. a GDPR or on a contract pursuant to Art. 6 para. 1 lit. b GDPR and
  2. The processing is carried out by automated means. 

In exercising this right, they also have the right to have the personal data concerning them transmitted directly from one controller to another, where technically feasible. The freedoms and rights of other persons must not be affected by this.

The right to data portability does not apply to the processing of personal data 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

Users have the right to object, on grounds relating to their particular situation, at any time to processing of personal data concerning them which is based on point (e) or (f) of Article 6(1) GDPR. This also applies to profiling based on these provisions. The controller will no longer process the personal data concerning them unless the controller demonstrates compelling legitimate grounds for the processing which override their interests, rights or freedoms or for the establishment, exercise or defence of legal claims.

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

If they object to processing for direct marketing purposes, the personal data concerning them will no longer be processed for these purposes.

They have the option of exercising their right to object in connection with the use of information society services – notwithstanding Directive 2002/58/EC – by means of automated procedures using technical specifications.

8. Right to revoke the declaration of consent under data protection law

Users have the right to revoke their declaration of consent under data protection law 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

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

  1. is necessary for entering into, or performance of, a contract between them and the controller,
  2. is authorised by Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard their rights and freedoms and legitimate interests, or
  3. is based on their explicit consent.

However, these decisions may not be based on special categories pursuant to Art. 9 para. 1 GDPR, unless Art. 9 para. 2 lit. a or g GDPR applies and appropriate measures have been taken to protect the rights and freedoms as well as their legitimate interests.

With regard to the cases referred to in (1) and (3), the data controller shall implement suitable measures to safeguard their rights and freedoms and legitimate interests, at least the right to obtain human intervention on the part of the controller, to express their 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, Users have the right to lodge a complaint with a supervisory authority, in particular in the Member State of their habitual residence, place of work or place of the alleged infringement if they consider that the processing of personal data relating to them infringes the GDPR. The supervisory authority with which the complaint has been lodged shall inform the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Art. 78 GDPR.