Privacy Policy

Thank you for your interest in our website. The Helmholtz Centre for Infection Research (HZI) takes the protection of personal data very seriously. It is possible to use our website without providing any personal data. This privacy policy relates to our website.

1. Responsible party

Helmholtz Centre für Infection Research GmbH
Inhoffenstraße 7
38124 Braunschweig
Germany
Phone: 0531 6181-0
E-Mail: info@helmholtz-hzi.de
Website: https://www.helmholtz-hzi.de/

2. Data protection officer

Helmholtz Centre für Infection Research GmbH
Inhoffenstraße 7
38124 Braunschweig
Germany
Phone: 0531 6181-2050
E-Mail: Datenschutzbeauftragter@helmholtz-hzi.de
Website: https://www.helmholtz-hzi.de/

3. General data processing information

a) Scope of processing personal data

We process the personal data of our users only to the extent required for providing a functional website as well as our content and services. The processing of our users’ personal data on a regular basis only takes place with consent of the user. Exceptions are such cases in which prior consent cannot be obtained for practical reasons and the processing of the data is permitted by legal regulations.

b) Legal basis for the processing of personal data

If we obtain the consent from the data subject for the processing of personal data, the legal basis is Article 6(1) (a) of the GDPR.

For the processing of personal data that is necessary for the performance of a contract to which the data subject is party, the legal basis is Article 6(1) (b) of the GDPR. This also applies to processing that is required for the implementation of pre-contractual measures.

Insofar as the processing of personal data is necessary for compliance with a legal obligation of our company, the legal basis is Article 6(1) (c) of the GDPR.

In the case that processing personal data is necessary to protect the vital interests of the data subject or another natural person, the legal basis is Article 6(1) (d) of the GDPR.

If processing is necessary for the purpose of a legitimate interest pursued by our company or by a third party, and the interests or fundamental rights and freedoms of the data subject do not override the above interest, then the legal basis for the processing is Article 6(1) (f) of the GDPR.

c) Data erasure and storage period

The personal data of the data subject is erased or blocked as soon as the purpose of the storage no longer applies. Storage beyond this point may take place if it is required by European or national legislation through Union regulations, laws or other directives with which the controller must comply. The data is also blocked or erased when a storage period prescribed by the aforementioned standards expires, unless further storage of the data is necessary for conclusion or performance of a contract or other legal or scientific retention periods.

4. Provision of the website and creation of log files

a) Description and scope of data processing

Upon each visit to our website, our system automatically collects data and information from the system of the visiting computer. The following data is collected:

Information about the browser type and version
The operating system of the user
The IP address of the user
Date and time of access
Websites from which the user’s system accesses our website

The data is also stored in the log files of our system. This data is not stored together with other personal data of the user.

b) Legal basis for data processing

The legal basis for the temporary storage of the data and log files is Article 6(1)(f) of the GDPR (legitimate interest).

c) 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 PC. The IP address of the user must remain stored for the duration of the session.
Storage in the log files is necessary to ensure the functionality of the website. This data is also used to optimise the website and to ensure the security of our information technology systems. The data is not evaluated for marketing purposes in this context.
These purposes also constitute our legitimate interest in data processing pursuant to Article 6(1)(f) of the GDPR.

d) Storage period

Data is deleted as soon as it is no longer required for achieving the purpose for which it was collected. In the case of data collection for provision of the website, this is done when the respective session ends.

If the data is stored in log files, this is done after seven days at the latest. Extended storage is possible. In this case, the IP addresses of the users are erased or modified so that these cannot be assigned to the client that accessed the site.

e) Objection and removal option

Collection of the data for provision of the website and the storage of data in log files is mandatory for the operation of the website. Therefore, the user does not have the option of objecting.

5. Use of cookies

a) Description and scope of data processing

Cookies may be stored on your device when you visit the website. Cookies are small text files that are stored by the browser you are using. Cookies cannot execute programs or transfer viruses to your device. Cookies can ensure the functionality of this website. We only use temporary cookies, which means that they are deleted after the end of each session. Any use of cookies beyond this does not take place.
You can set your browser to block this cookie, but then not all functions of the website can be used.

b) Legal basis for data processing

The legal basis for the processing of personal data using cookies that are technically necessary is Article 6(1)(f) of the GDPR (legitimate interest).

c) 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 functions, it is necessary that the browser is recognised even after switching pages.
We require cookies for the following applications: Faster web browsing, website efficiency
The user data collected by the technically necessary cookies is not used to create user profiles.

These purposes also constitute our legitimate interest in processing the personal data pursuant to Article 6(1) (f) of the GDPR.

d) Storage period, objection and removal option

Cookies are stored on the user’s computer and transmitted from there to our website. This means that you, as the 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. Previously stored cookies can be deleted at any time. This can also take place automatically. If cookies are deactivated for our website, it is possible that the full functionality of the website may not be available.

6. Contact form and email contact

a) Description and scope of data processing

Our website provides a contact form that can be used for electronic communication. If a user utilises this option, the data entered into the form is transmitted to us and stored. This data consists of: First name, last name, E-Mail address and message.
The following data is also stored at the time the message is sent:
Remote IP address
Date and time of the registration

During the transmission process your consent will be obtained for the processing of the data, and reference will be made to this privacy policy.
Alternatively, contact can be made using the email address provided. In this case, the user’s personal data that is transmitted with the email is stored.
Data is not shared with third parties in this context. The data is used solely for processing the conversation.

b) Legal basis for data processing

The legal basis for the processing of the data is the consent of the user pursuant to Article 6(1) (a) of the GDPR (consent).
The legal basis for the processing of the data transmitted while sending an email is Article 6(1) (f) of the GDPR.

c) Purpose of data processing

The processing of personal data from the form is intended exclusively for us to process the communication. Contact via email also constitutes the required legitimate interest in the processing of the data.
The other personal data processed during the transmission process serves to prevent misuse of the contact form and to ensure the security of our information technology systems.

d) Storage period

Data is deleted as soon as it is no longer required for achieving the purpose for which it was collected. For the personal data from the contact form and that which was sent by email, this is the case when the relevant conversation with the user has ended. The conversation is ended when the circumstances indicate that the relevant matter has been conclusively clarified.
Any other personal data collected during the transmission process is deleted after a period of seven days at the latest.

e) Objection and removal option

The user has the option of withdrawing consent to the processing of personal data at all times. If the user contacts us via email, he/she can object to the storage of personal data at any time. In such a case, the conversation cannot be continued.
Please send an e-mail to muspad@helmholtz-hzi.de with the subject: “Revocation of consent, or objection to the storage of data from the contact form of sormas-oegd.de.”. Describe your request in your message text.
In this case, all personal data that was stored in the course of communications is deleted.

7. Rights of data subjects

If your personal data is processed, you are a data subject according to the GDPR, and you have the following rights in relation to the controller:

a) Right to access

You may request confirmation from us as to whether or not your personal data is being processed by us. If that is the case, you can ask the controller for the following information:
(1) the purposes for which the personal data is processed;
(2) the categories of personal data that are being processed;
(3) the recipients or categories of recipients to whom the personal data has been or will be disclosed;
(4) the envisaged period for which the personal data will be stored, or, if specific information cannot be provided in this regard, the criteria used to determine that period;
(5) the existence of the right to request from the controller rectification or erasure of your personal data, the right to restriction of processing of personal data by the controller or the right to object to such processing;
(6) the existence of a right to lodge a complaint with a supervisory authority;
(7) any available information as to the source of the data, if the personal data is not collected from the data subject;
(8) the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) of the GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and envisaged consequences of such processing for the data subject.
You have the right to request information on whether personal data concerning you is transferred to a third country or to an international organization. Where this is the case, you have the right to be informed of the appropriate safeguards pursuant to Article 46 of the GDPR relating to the transfer.

b) 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 carry out the rectification without delay.

c) Right to restriction of processing

You have the right to obtain from the controller restriction of processing where one of the following applies:

(1) if you contest the accuracy of your personal data, for a period enabling the controller to verify the accuracy of the personal data;
(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 it is required by you for the establishment, exercise or defence of legal claims; or
(4) if you have objected to processing pursuant to Article 21(1) of the GDPR pending the verification whether the legitimate grounds of the controller override yours.
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 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 you have obtained restriction of processing pursuant to the above conditions, you shall be informed by the controller before the restriction of processing is lifted.

d) Right to erasure

(1) Erasure obligation

You have the right to obtain from the controller the erasure of your personal data without undue delay and the controller has the obligation to erase this data without undue delay where one of the following grounds applies:
• Your personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed.
• You withdraw the consent on which the processing is based pursuant to Article 6(1)(a) or Article 9(2)(a) of the GDPR, and where there is no other legal ground for the processing.
• You object to the processing pursuant to Article 21(1) of the GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 21(2) of the GDPR.
• The personal data has been unlawfully processed.
• Your personal data has to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.
• Your personal data has been collected in relation to the offer of information society services referred to in Article 8(1) of the GDPR.

(2) Information to third parties

Where the controller has made your personal data public and is obliged pursuant to Article 17(1) of the 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 which are processing the personal data that you as the data subject have requested the erasure by such controllers of any links to, or copy or replication of, those personal data.

(3) Exceptions

The right to erasure shall not apply to the extent that processing is necessary
• for exercising the right of freedom of expression and information;
• 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;
• for reasons of public interest in the area of public health in accordance with Article 9(2)(h) and (i) as well as Article 9(3) of the GDPR;
• for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) of the GDPR in so far as the right referred to in paragraph a) is likely to render impossible or seriously impair the achievement of the objectives of that processing; or
• for the establishment, exercise or defence of legal claims.

e) Right to information

If you have exercised the right to rectification, erasure or restriction of processing towards the controller, the controller shall communicate this rectification or erasure of personal 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.

f) Right to data portability

You have the right to receive your personal data that you have provided to a controller in a structured, commonly used and machine-readable format. You also have the right to transmit those 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 Article 6(1)(a) or Article 9(2)(a) of the GDPR
(2) the processing is carried out by automated means.
In exercising this right, you have the right to have your personal data transmitted directly from one controller to another, where technically feasible. This shall not adversely affect the rights and freedoms of others. The right to data portability shall 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.

g) Right to object

You have the right to object, on grounds relating to your particular situation, at any time to processing of your personal data based on Article 6(1)(e) or (f) of the 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 that override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.
Where your personal data is processed for direct marketing purposes, you have the right to object at any time to 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.
In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, you may exercise your right to object by automated means using technical specifications.

h) Right to withdraw the data protection declaration of consent

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

i) 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 shall not apply if the decision
(1) is necessary for entering into, or performance of, a contract between the you and the controller,
(2) is authorised by Union or Member State law to which the controller is subject and these laws contain suitable measures to safeguard your rights and freedoms and legitimate interests, or
(3) is based on your explicit consent.
However, these decisions shall not be based on special categories of personal data referred to in Article 9(1) of the GDPR, unless Article 9(2)(a) or (g) applies and suitable measures to safeguard your rights and freedoms and legitimate interests are in place. In the cases referred to in points (1) and (3), the controller shall implement suitable measures to safeguard your rights and freedoms and legitimate interests, 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.

j) 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 residence, place of work or place of the alleged infringement if you consider that the processing of your personal data 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 Article 78 of the GDPR.