Privacy policy

For the German original version of the privacy policy click here.

Content

I. Name and address of the person responsible

The person responsible 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 provisions is:

University Hospital Heidelberg
Im Neuenheimer Feld 672
69120 Heidelberg
Institution under public law represented by the board of directors of the University Hospital
Im Neuenheimer Feld 672
69120 Heidelberg

Phone: 06221 56-0
Fax: 06221 56-5999
E-Mail: klinikumsvorstand@med.uni-heidelberg.de

II. Name and address of the data protection officer

The data protection officer of the person responsible is:

University Hospital Heidelberg
Data protection officer
Im Neuenheimer Feld 672
69120 Heidelberg

Phone: 06221 56 7036
E-Mail: datenschutz@med.uni-heidelberg.de

III. General information on data processing

1. Scope of the processing of personal data

We process the personal data of our users only to the extent, which is necessary to provide a functioning website as well as our content and services. The processing of personal data of our users takes place regularly only after consent of the user. An exception applies in those cases in which prior consent cannot be obtained for actual reasons and the processing of the data is permitted by statutory provisions.

2. Legal basis for the processing of personal data

  1. Insofar as we obtain the consent of the data subject for processing personal data, Art. 6 Para. 1 lit. a EU General Data Protection Regulation (GDPR) serves as the legal basis.
  2. Art. 6 para. 1 lit. b GDPR serves as a legal basis for the processing of personal data required for the performance of a contract to which the data subject is a party. This shall also apply to processing operations necessary for the implementation of pre-contractual measures.
  3. If 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.
  4. In the event that vital interests of the data subject or another natural person necessitate the processing of personal data, Art. 6 para. 1 lit. d GDPR serves as the legal basis.
  5. If the processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and fundamental 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 person concerned will be deleted or blocked as soon as the purpose of storage elapses. Storage may also take place if the European or national legislator has provided for this in Union regulations, laws or other provisions to which the person responsible is subject. The data shall also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless it is necessary for further storage of the data 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 you access our website, our system automatically collects data and information from the computer system of the accessing computer. The following data will be collected:
  1. Information about the browser type and the version used
  2. User's operating system
  3. User’s IP address
  4. Date and time of access
  5. Access status/HTTP status code
  6. Encryption protocol and algorithm
The data is also stored in the log files of our system. These data are 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 and log files is Art. 6 para. 1 lit. f GDPR.

3. Purpose of data processing

The temporary storage of the IP address by the system is necessary to enable delivery of the website to the user's computer. For this purpose, the IP address of the user must remain stored for the duration of the session. The data is stored in log files in order to ensure the functionality of the website. The data is also used to optimise the website and to ensure the security of our information technology systems. An evaluation of the data for marketing purposes does not take place in this context. These purposes also include our legitimate interest in data processing pursuant to Art. 6 para. 1 lit. f GDPR.

4. Duration of storage

The data will be deleted as soon as they are no longer necessary to achieve the purpose for which they were collected. In case data was collected to provide the website, this is the case when the respective session is terminated. If the data is stored in log files, this is the case after latest seven days. Storage beyond this is possible. In this case, the IP addresses of the users are deleted or alienated so that an assignment of the calling client is no longer possible.

5. Possibility of opposition and removal

The collection of data for the provision of the website and the storage of data in log files is mandatory for the operation of the website. Consequently, there is no possibility of objection on the part of the user.

V. Google Maps

1. Description and scope of data processing

This page uses the Google Maps map service via an API. Provider is Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. To use the functions of Google Maps, it is necessary to store your IP address. This information is usually transferred to a Google server in the USA and stored there. The provider of this site has no influence on this data transfer.

2. Legal basis for data processing

The legal basis for using the API of the map service Google Maps is Art. 6 para. 1 lit. f GDPR. According to Art. 45 para. 1 GDPR, data may be transferred to the USA if the EU Commission decides in an implementing act that the USA has an adequate level of data protection. In accordance with the Commission's implementing decision (EU) 2016/1250 of 12 July 2016, the EU Commission has determined that the USA guarantees an adequate level of data protection on the basis of the agreements on the EU-US Privacy Shield Agreement. According to them, Google complies with the terms of the Privacy Shield Privacy Program between the European Union and the United States.

3. Purpose of data processing

The use of Google Maps is in the interest of an appealing presentation of our online services and an easy retrievability of the places indicated by us on the website.

4. Duration of storage, possibility of objection and removal

You can find information on the duration of the storage and on the objection and removal options in Google's data protection declaration: https://www.google.de/intl/de/policies/privacy

VI. Registration

1. Description and scope of data processing

On our website, we offer users the opportunity to register for access to the CERTAIN Registry application (http://certain-registry.eu/RegApp) by providing personal data. The data is entered into an input mask and transmitted to us and stored. The data will not be passed on to third parties. The following data is collected as part of the registration process:
  1. Academic degree
  2. First name
  3. Last name
  4. Date of birth
  5. Phone
  6. Fax
  7. Mobile phone number
  8. Email address
  9. Web page
  10. User role
  11. Newsletter consent
  12. Name of the institution
  13. Address of the institution
The following data will also be stored at the time of registration:
  1. Username
  2. Date and time of registration
As part of the registration process, the user's consent to the processing of this data is obtained. For the use of the CERTAIN Registry application a registered access is necessary. The public area of the website (http://certain-registry.eu) can be used without registration. A personal password must be assigned during registration. For security reasons, the password must be renewed every six months.

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 his consent. If the registration serves the fulfilment of a contract to which the user is a party, or the implementation of pre-contractual measures, the additional legal basis for the processing of the data is Art. 6 para. 1 lit. b GDPR.

3. Purpose of data processing

Registration of the user is required for the provision of certain content and services on our website. For the registration function and the use of the CERTAIN Registry application a user access is required and takes place on the basis of our legitimate interests, and serves the protection against abuse and unauthorized use.

4. Duration of storage

The data will be deleted as soon as they are no longer necessary to achieve the purpose for which they were collected. This is the case for the data collected during the registration process if the registration is cancelled on our website.

5. Possibility of opposition and removal

As a user you have the possibility to cancel the registration at any time. You can change the data stored about you at any time. A registered user can log in at http://certain-registry.eu/RegApp with his access data and view and change his stored data at any time via the menu "Users" -> "My account". The access can be deleted at any time by sending an email request to the CERTAIN Registry office (certain.registry[at]med.uni-heidelberg.de).

VII. Use of cookies (registered users only)

1. Description and scope of data processing

The CERTAIN Registry application uses cookies. Cookies are text files that are stored in the Internet browser or by the Internet browser on the user's computer system. When a user visits a website, a cookie may be stored on the user's operating system. This cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the website is called up again. We use cookies to make our website more user-friendly. Some elements of our website require that the calling browser can be identified even after a page change. The following data is stored and transmitted in the cookies:
  1. UUID
  2. User ID

2. Legal basis for data processing

The legal basis for the processing of personal data using technically necessary cookies is Art. 6 para. 1 lit. f GDPR. The legal basis for the processing of personal data using cookies for analysis purposes is Art. 6 para. 1 lit. a GDPR if the user has given his consent.

3. Purpose of data processing

The purpose of using technically necessary cookies is to simplify the use of websites for users. Some functions of our website cannot be offered without the use of cookies. For these it is necessary that the browser is recognized also after a page change. We need cookies for the following applications:
  1. Security/access management
  2. Login reminder
The user data collected by technically necessary cookies are not used to create user profiles. In these purposes our legitimate interest lies in the processing of personal data in accordance with Art. 6 para. 1 lit. f GDPR.

4. Duration of storage, possibility of objection and removal

Cookies are stored on the user's computer and transmitted to our site by the user. Therefore, you as a user also have full control over the use of cookies. You can deactivate or restrict the transmission of cookies by changing the settings in your Internet browser. Cookies that have already been saved can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it is possible that not all functions of the website can be used to the full extent.

VIII. Newsletter (registered users only)

1. Description and scope of data processing

Users of the CERTAIN Registry application can subscribe to a free newsletter. There are two ways to subscribe to the newsletter:
  1. During the registration of a user access or
  2. Under http://certain-registry.eu/RegApp for registered and logged in users under "Users" -> "My account".
In both cases, no additional data other than that required for registration will be transmitted. Your consent will be obtained for the processing of your data during the registration process and reference will be made to this data protection declaration. No data will be passed onto third parties in connection with data processing for the dispatch of newsletters.

2. Legal basis for data processing

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

3. Purpose of data processing

The collection of the user's e-mail address serves to deliver the newsletter. The collection of other personal data as part of the registration process serves to prevent misuse of the services or the e-mail address used.

4. Duration of storage

The data will be deleted as soon as they are no longer necessary to achieve the purpose for which they were collected. The e-mail address of the user will therefore be stored as long as the user access exists.

5. Possibility of opposition and removal

DThe subscription of the newsletter can be cancelled by the affected user at any time. For this purpose, the user can login at http://certain-registry.eu/RegApp with its access data and cancel the newsletter via the menu "Users" -> "My account".

IX. Conference registration

1. Description and scope of data processing

On our website we offer users the possibility to register for conferences in connection with the CERTAIN Registry Community by providing personal data. The data is entered into an input mask and transmitted to us and stored. The collection and storage of the data serve for the organization, the reservation of a room and the arrangement with the conference place and/or the accommodation. It is necessary to forward the data to the conference venue or accommodation within Germany in order to guarantee the reservation of the rooms and to be able to organise the conference on site. A passing on to third parties does not take place. The following data is collected as part of the registration process:
  1. First name
  2. Last name
  3. Phone
  4. Email address
  5. Address of the institution
  6. Type of hotel room
  7. Hotel room reservation from/to
  8. Participation in the social event
The following data will also be stored at the time of registration:
  1. Date and time of registration
As part of the registration process, the user's consent to the processing of this data is obtained.

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 his consent.

3. Purpose of data processing

Registration of the user is required for the provision of certain content and services on our website. For the participation in conferences of the CERTAIN Registry community, their organization and the reservation of rooms with the accommodation a processing and passing onto the respective conference venue and/or the accommodation is necessary.

4. Dauer der Speicherung

The data will be deleted as soon as they are no longer necessary to achieve the purpose for which they were collected.

5. Possibility of opposition and removal

As a user you have the possibility to cancel the registration at any time. You can change the data stored about you at any time. The data may be deleted or modified at any time by sending an e-mail request to the CERTAIN Registry headquarter (certain.registry[at]med.uni-heidelberg.de).

X. Rights of the data subject

The following list includes all rights of the persons concerned under the GDPR. Rights that are not relevant for your own website do not have to be mentioned. The list can be shortened in this respect. If personal data is processed by you, you are the data subject within the meaning of the GDPR and you are entitled to the following rights towards the person responsible:

1. Right to information

You can request confirmation from the person responsible as to whether personal data relating to you will be processed by us. In the event of such processing, you may request the following information from the person responsible:
  1. the purposes for which the personal data are processed;
  2. the categories of personal data processed;
  3. the recipients or categories of recipients to whom the personal data relating to you has been or will be disclosed;
  4. the planned duration of the storage of the personal data concerning you or, if it is not possible to provide specific information in this regard, criteria for determining the duration of the storage;
  5. the existence of a right to rectify or delete personal data concerning you, a right to limit the processing by the person responsible or a right to object to such processing;
  6. the existence of a right of appeal to a supervisory authority;
  7. all available information on the origin of the data, if the personal data are not collected from the data subject;
  8. the existence of automated decision-making including profiling in accordance with Article 22(1) and (4) GDPR and - at least in these cases - meaningful information on the logic involved and the scope and intended effects of such processing on the data subject.
You have the right to request information as to whether the personal data concerning you will be transferred to a third country or to an international organisation. In this context, you may request to be informed of the appropriate guarantees pursuant to Art. 46 GDPR in connection with the transfer.

2. Right to rectification

You have the right to have your personal data corrected and/or completed by the person responsible if the personal data processed concerning you is inaccurate or incomplete. The person responsible must carry out the correction immediately.

3. Right to limitation of processing

Under the following conditions, you may require a restriction in the processing of your personal data:
  1. if you dispute the accuracy of the personal data concerning you for a period of time which enables the person responsible to verify the accuracy of the personal data;
  2. the processing is unlawful and you refuse to delete the personal data and instead request the restriction of the use of the personal data;
  3. the person responsible no longer needs the personal data for the purposes of processing, but you need them to assert, exercise or defend legal claims, or
  4. if you have objected to the processing pursuant to Art. 21 para. 1 GDPR and it has not yet been determined whether the justified reasons of the person responsible outweigh your reasons.
Where the processing of personal data concerning you has been restricted, such data may not be processed, with the exception of their storage, without your consent or for the purpose of asserting, exercising or defending rights or protecting the rights of another natural or legal person or for reasons of an important public interest of the Union or of a Member State.

If the processing restriction has been restricted in accordance with the above conditions, you will be informed by the person responsible before the restriction is lifted.

4. Right to deletion

a. Cancellation obligation
You may request the person responsible to delete the personal data concerning you immediately and the person responsible is obliged to delete this data immediately if one of the following reasons applies:
  1. The personal data relating to you are no longer necessary for the purposes for which they were collected or otherwise processed.
  2. You revoke your consent on which the processing pursuant to Art. 6 para. 1 lit. a or Art. 9 para. 2 lit. a GDPR was based and there is no other legal basis for the processing.
  3. You object to the processing pursuant to Art. 21 para. 1 GDPR and there are no overriding legitimate reasons for the processing or you object to the processing pursuant to Art. 21 para. 2 GDPR.
  4. The personal data concerning you have been processed unlawfully.
  5. The deletion of personal data concerning you is necessary to fulfil a legal obligation under Union law or the law of the Member States to which the person responsible is subject.
  6. The personal data relating to you have been collected in relation to information society services offered pursuant to Art. 8 para. 1 GDPR.
b. Information to third parties
If the person responsible has made the personal data concerning you public and is obliged to delete them in accordance with Art. 17 (1) GDPR, he shall take appropriate measures, including technical measures, taking into account the available technology and the implementation costs, to inform the persons responsible for data processing who process the personal data that you, as the person concerned, have requested them to delete all links to this personal data or copies or replications of this personal data.
c. Exemptions
The right to deletion does not exist, if the processing is necessary
  1. for the exercise of the right on freedom of expression and information;
  2. to fulfil a legal obligation which processing is subject to under the law of the Union or of the Member States to which the person responsible is subject or to perform a task carried out in the public interest or in the exercise of official authority vested in the person responsible;
  3. for reasons of public interest in the field of public health pursuant to Art. 9 para. 2 lit. h and i and Art. 9 para. 3 GDPR;
  4. for archival purposes in the public interest, scientific or historical research purposes or for statistical purposes pursuant to Art. 89 para. 1 GDPR, insofar as the law referred to under Section a) presumably makes the realisation of the objectives of such processing impossible or seriously impairs them, or
  5. for the assertion, exercise or defence of legal claims.

5. Right to information

If you have exercised your right to rectify, cancel or limit the processing of your personal data against the person responsible, the latter is obliged to notify all recipients to whom the personal data concerning you have been disclosed of such rectification, cancellation or limitation, unless this proves impossible or involves a disproportionate effort. They shall have the right towards the person responsible to be informed of such recipients.

6. Right to data transferability

You have the right to receive the personal data concerning you, that you have provided to the person responsible, in a structured, common and machine-readable format. In addition, you have the right to communicate this data to another person responsible without being hindered by the person responsible to whom the personal data was provided, if
  1. the processing is based on a 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, you also have the right to request that the personal data concerning you is transmitted directly by one person responsible to another person responsible, insofar as this is technically feasible. Freedoms and rights of other persons must not be affected by this.

The right to data transfer does not apply to the processing of personal data, which is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the person responsible.

7. Right of objection

You have the right, for reasons arising from your particular situation, to object at any time to the processing of your personal data on the basis of Art. 6 para. 1 lit. e or f GDPR; this also applies to profiling based on these provisions.

The person responsible will no longer process the personal data relating to you, unless he can prove compelling reasons for processing worthy of protection, which outweigh your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

If the personal data concerning you are processed for the purpose of direct advertising, you have the right to object at any time to the processing of the personal data concerning you for the purpose of such advertising; this also applies to profiling to the extent that it is connected with such direct advertising. If you object to the processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes.

You have the possibility to exercise your right of objection in relation to 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

You have the right to revoke your declaration of consent under data protection law at any time. The revocation of the consent does not affect the lawfulness of the processing carried out on the basis of the consent up to the revocation.

9. Automated decision in individual cases including profiling

You have the right not to be subject to any decision based solely on automated processing, including profiling, that has any legal effect on you or similarly significantly affects you. This shall not apply if the decision
  1. is necessary for the conclusion or performance of a contract between you and the person responsible,
  2. is authorised by Union or national legislation to which the person responsible is subject and contains appropriate measures to safeguard your rights and freedoms and your legitimate interests; or
  3. is with your express consent.
However, these decisions may not be based on special categories of personal data under 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 your legitimate interests.

In the cases referred to in (i) and (iii), the person responsible shall take reasonable steps to safeguard the rights and freedoms and your legitimate interests, including at least the right of the person responsible to obtain the intervention of a person, to present his or her point of view and to contest the decision.

10. Right of appeal to a supervisory authority

Without prejudice to any other administrative or judicial remedy, you shall have the right to complain to a supervisory authority, in particular in the Member State of your residence, place of work or place of presumed infringement, if you consider that the processing of your personal data is in breach of the GDPR.

The supervisory authority to which the complaint was submitted shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy under Article 78 GDPR.