Privacy Policy
General information
This data protection information applies to data processing by users of the Hi-Acts website and all its services offered in connection with the projects as a web service (for better readability hereinafter: website), provided that reference is made to this data protection information in each case.
Hi-Acts is an innovation platform for networking research and industry around accelerator technologies and solutions and simplifying access to and use of research infrastructures. The platform provides various services for this purpose. The website serves to implement these offers in ongoing business operations. Behind Hi-Acts is the Helmholtz Consortium of the Helmholtz Centres DESY (coordinator), HZDR, GSI, Hereon and HZB (hereinafter referred to as Helmholtz partners) for the sustainable development of this innovation platform
Name and address of the data protection officer
The responsibilities 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 are regulated in accordance with the joint responsibility of the Helmholtz partners.
DESY: Deutsches Elektronen-Synchrotron
Notkestraße 85
22607 Hamburg
Tel.: +49 (0)40 8998 - 0
E-Mail: desypr@desy.de
Website: www.desy.de
HZDR: Helmholtz-Zentrum Dresden-Rossendorf e.V.
Bautzner Landstr. 400
01328 Dresden
Telefon: +49 351 260 - 0
E-Mail: kontakt@hzdr.de
Website: http://www.hzdr.de
GSI Helmholtzzentrum für Schwerionenforschung GmbH
Planckstraße 1
64291 Darmstadt
Deutschland
Telefon: +49-6159-71-0
E-Mail: info@gsi.de
Helmholtz-Zentrum Hereon GmbH
Max-Planck-Straße 1
21502 Geesthacht
Telefon: +49 (0)41 52 87-0
Internet: www.hereon.de
HZB: Helmholtz-Zentrum Berlin für Materialien und Energie GmbH
Hahn-Meitner-Platz 1
14109 Berlin
Website: https://www.helmholtz-berlin.de/
Name and address of the data protection officer
The data protection officer of the controller can be contacted at:
The data protection officer at DESY:
Anna-Christina Jauch
Phone.: +49 (0)40 8998 4044
The data protection officer at HZDR:
Herr Prof. Ralph Wagner
E-Mail: dsb@hzdr.de
The data protection officer at GSI:
Stabsabteilung Data Protection:
Phone: +49-6159-71-1772
E-Mail: datenschutz(at)gsi.de
The data protection officer at Hereon:
Phone: +49 (0) 41 52 87-2010
E-Mail: datenschutz@hereon.de
The data protection officer at HZB:
Boris Krause
Phone: (030) 8062-42408
E-Mail: datenschutz@helmholtz-berlin.de
We use the following host for the Hi-Acts website:
Hetzner Online GmbH
Industriestr. 25
91710 Gunzenhausen, Germany
Phone: +49 (0)9831 505-0
E-mail: info@hetzner.com
This is the recipient of your personal data and acts as a processor on our behalf. This corresponds to our legitimate interest within the meaning of Art. 6 para. 1 sentence 1 lit. f GDPR in not having to maintain a server in our company for the provision of this website. The server is located in Germany.
Further information on the rights of data subjects to erasure, rectification, blocking and objection vis-à-vis Hetzner can be found at: https://www.hetzner.com/de/legal/privacy-policy/.
You have the right to object to the processing. Whether the objection is successful must be decided on the basis of a weighing of interests.
The data will be deleted after 7 days.
The processing of the data specified in this section is not required by law or contract. The functionality of the website is not guaranteed without the processing.
Data processing
General information on data processing
Scope of the processing of personal data
We process personal data of our users only insofar as this is necessary for the provision of a functional website and our content and services. The processing of personal data of our users is regularly only carried out with the consent of the user. An exception applies in those cases where obtaining prior consent is not possible for actual reasons and the processing of the data is permitted by legal regulations.
Legal basis for the processing of personal data
Insofar as we obtain the consent of the data subject for processing operations involving personal data, Art. 6 (1) lit. a of the EU General Data Protection Regulation (GDPR) serves as the legal basis.
When processing personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6 (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 for the fulfillment of a legal obligation to which our company is subject, Art. 6 (1) lit. c GDPR serves as the legal basis.
In the event that vital interests of the data subject or another natural person make it necessary to process personal data, Art. 6 (1) lit. d GDPR serves as the legal basis.
If the processing is necessary to protect a legitimate interest of our company or a third party and the interests, fundamental rights and freedoms of the data subject do not override the former interest, Art. 6 (1) lit. f GDPR serves as the legal basis for the processing.
Data deletion and storage period
The personal data of the data subject shall be deleted or blocked as soon as the purpose of the storage no longer applies. Storage may also take place if this has been provided for by the European or national legislator in Union regulations, laws or other provisions to which the controller is subject. Data will also be blocked or deleted 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 performance of a contract.
Provision of the website and creation of logfiles
Description and scope of data processing
Each time a user visits our website, our system automatically collects data and information from the computer system of the calling computer.
The following data is collected:
- Information about the browser type and version used and language,
- The operating system of the user’s computer,
- The user’s Internet service provider,
- The IP address of the user,
- Date and time of access,
- Specifies the time difference between the requesting host and the web server,
- Websites from which the user’s system accesses our website
The data is also stored in the log files of our system. A storage of this data together with other personal data of the user does not take place.
Legal basis for data processing
The legal basis for the temporary storage of the data and the log files is Art. 6 para. 1 lit. f GDPR.
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 user’s IP address must remain stored for the duration of the session.
The storage in log files is done to ensure the functionality of the website. In addition, we use the data to optimize 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 are also our legitimate interest in data processing according to Art. 6 para. 1 lit. f GDPR.
Duration of storage
The data is deleted as soon as it is no longer required to achieve 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.
In the case of storage of data in log files, this is the case after seven days at the latest. Excluded are logs about accesses, which are necessary for the further pursuit of attacks and disturbances.
Possibility of objection and removal
The collection of data for the provision of the website and the storage of the 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.
Cookies use
Description and scope of data processing
Our website 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 accesses 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:
- Language settings
- Log-in information
We also use cookies on our websites that enable an analysis of the user’s surfing behavior. In this way, the following data can be transmitted:
- Entered search terms
- Frequency of page views
- Use of website functions
- Last used page
- History of the last search query
The user data collected in this way is pseudonymized by technical precautions. Therefore, an assignment of the data to the calling user is no longer possible. The data is not stored together with other personal data of the users.
When accessing our website, users are informed by an information banner about the use of cookies for analysis purposes and referred to this data protection declaration. In this context, there is also an indication of how the storage of cookies can be prevented in the browser settings.
Legal basis for data processing
The legal basis for the processing of personal data using cookies is Art. 6 (1) lit. f GDPR.
Purpose of data processing
The purpose of using technically necessary cookies is to simplify the use of websites for users. Some functions of our websites cannot be offered without the use of cookies. For these, it is necessary that the browser is recognized even after a page change.
We need cookies for the following applications:
- Adoption of language settings
- Remember search terms
- Remember last used page
The user data collected through technically necessary cookies are not used to create user profiles.
The analysis cookies are used for the purpose of improving the quality of our website and its content. Through the analysis cookies, we learn how the website is used and can thus constantly optimize our offer.
In these purposes also lies our legitimate interest in the processing of personal data according to Art. 6 para. 1 lit. f GDPR.
Duration of storage, possibility of objection and elimination
Cookies are stored on the user’s computer and transmitted from it to our site. Therefore, you as a user also 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 deactivated for our website, it may no longer be possible to use all functions of the website in full.
Registration for an e-mail distribution list / newsletter
Description and scope of data processing
On our website, you have the option of subscribing to free e-mail distribution lists or newsletters or of being informed about news and programmes from Hi-Acts by e-mail at regular intervals.
When you register for the newsletter, data from the input screen is transmitted to us.
These are generally:
- Name
- E-mail address
The following data is also stored at the time the message is sent:
- Date and time
Your consent is obtained for the processing of the data as part of the registration process and reference is made to this privacy policy.
No data will be passed on to third parties in connection with the data processing for sending newsletters. The data will be used exclusively for sending the newsletter to which you have subscribed.
Legal basis for data processing
The legal basis for the processing of data after registration for the newsletter by the user is Art. 6 para. 1 lit. a GDPR if the user has given consent.
Purpose of data processing
The purpose of collecting the user's e-mail address is to deliver the newsletter.
Duration of storage
The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected. The user's e-mail address is therefore stored for as long as the subscription to the newsletter is active.
Possibility of objection and removal
The subscription to the newsletter can be cancelled by the user concerned at any time. For this purpose, there is a corresponding link in every newsletter.
Use of Hi-Acts Connect
Users of "Hi-Acts Connect" can enter various contents to record their enquiry via an online form and send them to us. These are usually:
- Search requirements (e.g. research or technical enquiries)
- Suggestions and possible solutions
- Name
- The e-mail address
- The current company / organization
The data is shared and transmitted among the Helmholtz partners (Hi-Acts) under joint responsibility. This transmission is supported by the use of a so-called Customer Relationship Management System (CRM).
Legal basis for data processing
The legal basis for the processing of data after use of Hi-Acts Connect by the user is Art. 6 para. 1 lit. a GDPR if the user has given consent.
Purpose of data processing
The collection of the data serves to initiate and provide free of charge an Internet-based enquiry form to initiate cooperation on research and technology projects or services at www.hi-acts.de.
Duration of storage
The data will be deleted as soon as it is no longer required to fulfil the purpose for which it was collected. The user's e-mail address and name will therefore be stored for the period during which active contact is maintained.
Customer Relationship Management (CRM)
Description and scope of data processing
DESY uses a so-called Customer Relationship Management System (CRM) for contact management and customer relations. In principle, data of persons who have given their consent to data storage are stored here.
In addition, DESY stores data on persons in whom DESY has a legitimate interest for reasons of stakeholder management; these groups of persons include, for example, persons who hold public or management positions in politics, science, business, administration, the press or education.
In this case, the person's personal data is stored and only used for the purpose authorised by them (e.g. subscription to a newsletter, invitation to an event, dispatch of a magazine, etc.).
Description of the categories of personal data
- name (surname, first name, title)
- name of the company, function
- contact details (e.g. address (business), internet address, email address, telephone number, etc.)
- type of contact
- contact history (e.g. participation in events, communication data)
- data on subscriptions to DESY media
Description of the categories of affected persons
- Employees of DESY
- Persons with a function in politics, science, business, press, education, administration
- Interested parties (private individuals)
Categories of recipients to whom the personal data has been or will be disclosed
No transfers take place.
Transfers of personal data to a third country or an international organisation
A cloud-based software system from a service provider is used for the CRM system. The data is stored on servers in Germany, Frankfurt am Main. There is an order processing contract with the service provider, which guarantees an appropriate level of data protection.
Legal basis for data processing
The legal basis for the processing and storage of data with the consent of the data subject is
- Art. 6 para. 1 lit. a GDPR.
If DESY has a legitimate interest, the data is processed in accordance with:
- Art. 6 para. 1 lit. f) GDPR.
The processing of personal data of DESY employees may also be carried out on the basis of:
- § 26 BDSG
- (collective) works agreements, if applicable
take place
Purpose of the data processing
1. Dispatch of newsletters
2. Dispatch of press articles
3. Press releases
4. Maintaining contacts
5. Event/invitation management
6. Sending greetings (e.g. Christmas card)
7. Letter and mail dispatch
Duration of storage
If processing is based on consent, the data will be erased if consent is withdrawn.
If the processing is based on legitimate interest, the data will be subject to a regular two-year review and deleted when the legitimate interest expires.
Possibility of objection and removal
Data subjects have the right to view and, if necessary, correct the data concerning them at any time.
Any data subject whose personal data has been stored on the basis of consent has the right to withdraw this consent at any time without giving reasons. Further data subject rights are listed below in this privacy policy.
Registration for Events
Description and scope of data processing
On our website, we offer users the opportunity to register for various offers or services by providing personal data. The data is entered in input masks and transmitted to us and stored. The data is not passed on to third parties. The following data is collected as part of the registration process:
1. your name
2. e-mail address and any other contact details
3. any other information (such as address, arrival and departure times, or photo consent)
The following data is also stored at the time of registration:
1. the user's IP address
2. date and time of registration
As part of the registration process, the user's consent to the processing of this data is obtained.
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.
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.
Purpose of the data processing
We collect and process the data for planning and organising the respective event (for conferences) and for reservation purposes (e.g. hostel).
Duration of storage
The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected.
Right of objection and cancellation
As a user, you have the option of cancelling your registration at any time. You can have the data stored about you amended at any time.
A contact/e-mail address is stored in every registration form. You can send a request to delete or change your personal data to the address provided in the form
Contact form and e-mail contact
Description and scope of data processing
Contact forms are available on our website which can be used for electronic contact. If a user makes use of this option, the data entered in the input mask is transmitted to the five Helmholtz Centres DESY, HZDR , Hereon , GSI and HZB and stored. These data are:
1. your name
2. e-mail address
3. message content
The following data is also stored when the message is sent:
1. the user's IP address
2. date and time
Your consent as a user is obtained for the processing of the data as part of the sending process and reference is made to this privacy policy.
Alternatively, it is 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.
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.
Purpose of data processing
The processing of the personal data from the respective input mask serves us solely to process the contact. In the case of contact by email, this also constitutes the necessary legitimate 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.
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.
Right 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.
A contact/e-mail address is stored in every contact form. You can use this address to revoke your consent and object to the storage of your data.
All personal data stored in the course of contacting us will be deleted in this case.
Rights of the data subject
If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights vis-à-vis the controller:
Right to information
You may request confirmation from the controller as to whether personal data concerning you is being processed by us.
If there is such processing, you may request information from the controller about the following:
(1)
the purposes for which the personal data are processed;
(2)
the categories of personal data which are processed
(3)
the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed;
(4)
the planned duration of the storage of the personal data concerning you or, if concrete information on this is not possible, criteria for determining the storage duration;
(5)
the existence of a right to rectify or erase the personal data concerning you, a right to have the controller restrict the processing, or a right to object to such processing;
(6)
the existence of a right of appeal to a supervisory authority;
(7)
any 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, pursuant to Article 22 1. and 4. of the GDPR and, at least in these cases, meaningful information about the logic involved and the scope and intended effects of such processing for the data subject.
You have the right to request information about whether the personal data concerning you is transferred to a third country or to an international organization. In this context, you may request to be informed about the appropriate safeguards pursuant to Art. 46 GDPR in connection with the transfer.
This right of access may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of the research or statistical purposes and the restriction is necessary for the fulfillment of the research or statistical purposes.
Right to rectification
You have a right to rectification and/or completion vis-à-vis the controller, insofar as the processed personal data concerning you are inaccurate or incomplete. The controller shall carry out the rectification without undue delay.
Your right to rectification may be limited to the extent that it is likely to make impossible or seriously impair the achievement of the research or statistical purposes and the limitation is necessary for the fulfillment of the research or statistical purposes.
Right to restriction of processing
Under the following conditions, you may request the restriction of the processing of personal data concerning you:
(1)
if you contest the accuracy of the personal data concerning you for a period enabling the controller to verify the accuracy of the personal data;
(2)
the processing is unlawful and you object to the erasure of the personal data and request instead the restriction of the use of the personal data;
(3)
the controller no longer needs the personal data for the purposes of processing, but you need them for the assertion, exercise or defense of legal claims; or
(4)
if you have objected to the processing pursuant to Art. 21(1) GDPR and it is not yet clear whether the controller’s legitimate grounds override your grounds.
Where the processing of personal data concerning you has been restricted, such data may be processed, with the exception of their storage, only 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 a Member State.
If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.
Your right to restrict processing may be limited to the extent that it is likely to render impossible or seriously impede the achievement of the research or statistical purposes and the restriction is necessary for the fulfillment of the research or statistical purposes.
Right to deletion
Obligation to delete
You may request the controller to delete the personal data concerning you without undue delay, and the controller is obliged to delete such data without undue delay, if one of the following reasons applies:
(1)
The personal data concerning 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 was based pursuant to Art. 6 (1) a or Art. 9 (2) a GDPR and there is no other legal basis for the processing.
(3)
You object to the processing pursuant to Art. 21 (1) GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Art. 21 (2) GDPR.
(4)
The personal data concerning you have been processed unlawfully.
(5)
The deletion of the personal data concerning you is necessary for compliance 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 information society services offered pursuant to Art. 8 (1) GDPR.
Information to third parties
If the controller has made the personal data concerning you public and is obliged to erase it pursuant to Article 17(1) of the GDPR, it shall take reasonable measures, including technical measures, having regard to the available technology and the cost of implementation, to inform data controllers which process the personal data that you, as the data subject, have requested that they erase all links to or copies or replications of such personal data.
Exceptions
The right to erasure does not exist insofar as the processing is necessary to
(1)
to exercise the right to freedom of expression and information;
(2)
for compliance with a legal obligation which requires processing under 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(2)(h) and (i) and Art. 9(3) GDPR;
(4)
for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes pursuant to Article 89(1) of the GDPR, insofar as the right referred to in Section a) is likely to render impossible or seriously prejudice the achievement of the purposes of such processing, or
(5)
to assert, exercise or defend legal claims.
Right to information
If you 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 you have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort.
You have the right to be informed about these recipients by the data controller.
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 transfer this data to another controller without hindrance from the controller to whom the personal data was provided, provided that
(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 with the aid of automated procedures.
In exercising this right, you also have the right to have the personal data concerning you transferred directly from one controller to another controller, insofar as this is technically feasible. The freedoms and rights of other persons must not be affected by this.
The right to data portability does not apply to 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.
Right of objection
You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data relating to you which is carried out on the basis of Article 6 (1) (e) or (f) GDPR; this also applies to profiling based on these provisions.
The responsible shall no longer process the personal data concerning you unless it can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defense of legal claims.
If the personal data concerning you is processed for the purpose of direct marketing, you have the right to object at any time to the processing of personal data concerning you for the purpose of such marketing; this also applies to profiling, insofar as it is related to such direct marketing.
If you object to processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes.
You have the possibility, in connection with the use of information society services – notwithstanding Directive 2002/58/EC – to exercise your right to object by means of automated procedures using technical specifications.
You also have the right to object, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out for scientific or historical research purposes or for statistical purposes pursuant to Article 89(1) GDPR.
Your right to object may be limited to the extent that it is likely to render impossible or seriously impair the realization of the research or statistical purposes and the limitation is necessary for the fulfillment of the research or statistical purposes.
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 consent does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation.
Automated decision in individual cases 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 the conclusion or performance of a contract between you and the controller,
(2)
is permitted by legislation of the Union or the Member States to which the controller is subject and that legislation contains appropriate measures to safeguard your rights and freedoms and your legitimate interests; or
(3)
is done with your express consent.
However, these decisions may not be based on special categories of personal data pursuant to Article 9(1) of the GDPR, unless Article 9(2)(a) or (g) of the GDPR applies and appropriate measures have been taken to protect the rights and freedoms and your legitimate interests.
With regard to the cases referred to in (1) and (3), the controller shall take reasonable steps to safeguard the rights and freedoms of, and the legitimate interests of, the data subject, which shall include, at least, the right to obtain the intervention of a person on the part of the controller, to express his or her point of view and to contest the decision.
Right to complain to 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, workplace or the place of the alleged infringement, if you consider that the processing of personal data concerning you infringes the GDPR.
The supervisory authority to which the complaint has been lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy under Article 78 GDPR.