Further information on data protection at the TU Ilmenau can be found on the website of the Data Protection Officer

 

Privacy statement for central internet presences of the TU Ilmenau

1. Introduction

With the following information, we would like to give you as a "data subject" an overview of the processing of your personal data by us and your rights under data protection laws. It is generally possible to use our website without entering personal data.

The processing of personal data, such as your name, address or e-mail address, is always carried out in accordance with the General Data Protection Regulation (GDPR) and in accordance with the country-specific data protection regulations applicable to the "Technische Universität Ilmenau". By means of this privacy policy, we would like to inform you about the scope and purpose of the personal data we collect, use and process.

As the controller, we have implemented numerous technical and organizational measures to ensure the most complete protection possible for personal data processed via this website. Nevertheless, internet-based data transmissions can generally have security gaps, so that absolute protection cannot be guaranteed. For this reason, you are free to transmit personal data to us by alternative means, for example by telephone or post.

You can also take simple and easy-to-implement measures to protect yourself against unauthorized access to your data by third parties. We would therefore like to take this opportunity to give you some tips on how to handle your data securely:

  • Protect your account (login, user or customer account) and your IT system (computer, laptop, tablet or mobile device) with secure passwords.
  • Only you should have access to the passwords.
  • Make sure that you only ever use your passwords for one account (login, user or customer account).
  • Do not use one password for different websites, applications or online services.
  • Especially when using publicly accessible IT systems or IT systems shared with other people, you should always log out after logging in to a website, application or online service.
  • Passwords should consist of at least 12 characters and be chosen in such a way that they cannot be easily guessed. Therefore, they should not contain common everyday words, your own name or the names of relatives, but should contain upper and lower case letters, numbers and special characters.
 

2. Controller

The controller within the meaning of the GDPR is:

Technische Universität Ilmenau, Ehrenbergstr. 29, 98693 Ilmenau, GERMANY

Telephone: +49 3677 69-0

Fax: +49 3677 69-5009

E-mail: praesident@tu-ilmenau.de

Representative of the responsible person: Univ.-Prof. Dr.-Ing. habil. Kai-Uwe Sattler

 

3. Data Protection Officer

You can reach the Data Protection Officer as follows

Martin Neldner

Telephone: +49 3677 69-2524

Fax: +49 3677 69-5009

E-mail: datenschutz@tu-ilmenau.de

You can contact our data protection officer directly at any time with any questions or suggestions regarding data protection.

 

4 Legal basis of the processing

Art. 6 para. 1 lit. a GDPR (in conjunction with § 25 para. 1 TTDSG) serves our university as the legal basis for processing operations for which we obtain consent for a specific processing purpose.

If the processing of personal data is necessary for the performance of a contract to which you are a party, as is the case, for example, with processing operations that are necessary for the delivery of goods or the provision of another service or consideration, the processing is based on Art. 6 para. 1 lit. b GDPR. The same applies to such processing operations that are necessary for the implementation of pre-contractual measures, for example in cases of inquiries about our products or services.

If our university is subject to a legal obligation which requires the processing of personal data, such as for the fulfillment of tax obligations, the processing is based on Art. 6 para. 1 lit. c GDPR.

In rare cases, the processing of personal data may be necessary to protect the vital interests of the data subject or another natural person. This would be the case, for example, if a visitor to our university were injured and their name, age, health insurance details or other vital information would have to be passed on to a doctor, hospital or other third party. The processing would then be based on Art. 6 para. 1 lit. d GDPR.

Finally, processing operations could be based on Art. 6 para. 1 lit. f GDPR. This legal basis is used for processing operations which are not covered by any of the abovementioned legal grounds, if processing is necessary for the purposes of the legitimate interests pursued by our university or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data. We are permitted to carry out such processing operations in particular because they have been specifically mentioned by the European legislator. In this respect, it took the view that a legitimate interest could be assumed if you are a customer of our company (Recital 47 Sentence 2 GDPR).

 

5. Technology

5.1 SSL/TLS encryption

This site uses SSL or TLS encryption to ensure the security of data processing and to protect the transmission of confidential content, such as orders, login data or contact requests that you send to us as the operator. You can recognize an encrypted connection by the "https://" instead of "http://" in the address line of the browser and by the lock symbol in your browser line.

We use this technology to protect your transmitted data.

5.2 Data collection when visiting the website

If you only use our website for information purposes, i.e. if you do not register or otherwise transmit information to us, we only collect the data that your browser transmits to our server (in so-called "server log files"). Our website collects a range of general data and information each time you or an automated system accesses a page. This general data and information is stored in the server log files. The following can be recorded

  1. Browser types and versions used,
  2. the operating system used by the accessing system
  3. the website from which an accessing system reaches our website (so-called referrer)
  4. the sub-websites which are accessed via an accessing system on our website
  5. the date and time of access to the website
  6. an internet protocol address (IP address) and,
  7. the Internet service provider of the accessing system.

When using this general data and information, we do not draw any conclusions about your person. Rather, this information is required in order to

  1. deliver the content of our website correctly
  2. optimize the content of our website and the advertising for it
  3. ensure the long-term functionality of our IT systems and the technology of our website, and
  4. to provide law enforcement authorities with the information necessary for prosecution in the event of a cyber attack.

This collected data and information is therefore evaluated by us both statistically and with the aim of increasing data protection and data security at our university in order to ultimately ensure an optimal level of protection for the personal data processed by us. The data of the server log files are stored separately from all personal data provided by a data subject.

The legal basis for data processing is Art. 6 para. 1 sentence 1 lit. f GDPR. Our legitimate interest follows from the data collection purposes listed above.

 

6. Cookies

Cookies are small files that your browser automatically creates and that are stored on your IT system (laptop, tablet, smartphone, etc.) when you visit our website.

Information is stored in the cookie that results from the connection with the specific end device used. However, this does not mean that we obtain direct knowledge of your identity.

The use of cookies serves to make the use of our website more pleasant for you. For example, we use so-called session cookies to recognize that you have already visited individual pages of our website. These are automatically deleted after you leave our site.

In addition, we also use temporary cookies to optimize user-friendliness, which are stored on your device for a specified period of time. If you visit our site again to use our services, it is automatically recognized that you have already visited us and which entries and settings you have made so that you do not have to enter them again.

On the other hand, we use cookies to statistically record the use of our website and to evaluate our offer for you for the purpose of optimization. These cookies enable us to automatically recognize that you have already visited our website when you visit it again. The cookies set in this way are automatically deleted after a defined period of time. The respective storage period of the cookies can be found in the settings of the consent tool used.

 

7. Contact form

Personal data is collected when you contact us (e.g. via contact form or email). The data collected when a contact form is used can be seen from the respective contact form. This data is stored and used exclusively for the purpose of responding to your request or for contacting you and the associated technical administration. The legal basis for the processing of the data is our legitimate interest in responding to your request in accordance with Art. 6 para. 1 lit. f GDPR. If your contact is aimed at the conclusion of a contract, the additional legal basis for the processing is Art. 6 para. 1 lit. b GDPR. Your data will be deleted after final processing of your request; this is the case if it can be inferred from the circumstances that the matter in question has been finally clarified and the deletion does not conflict with any statutory retention obligations.

 

8 Our activities in social networks

So that we can also communicate with you on social networks and inform you about our services, we have our own pages there. If you visit one of our social media pages, we are jointly responsible with the provider of the respective social media platform for the processing operations triggered by this, within the meaning of Art. 26 GDPR.

We are not the original provider of these pages, but only use them within the scope of the possibilities offered to us by the respective providers.

As a precaution, we would therefore like to point out that your data may also be processed outside the European Union or the European Economic Area. Use may therefore be associated with data protection risks for you, as it may be more difficult to safeguard your rights, e.g. to information, deletion, objection, etc., and processing in social networks is often carried out directly for advertising purposes or for the analysis of user behavior by the providers without us being able to influence this. If user profiles are created by the provider, cookies are often used or the user behavior is assigned to your own social network member profile.

The described processing of personal data is carried out in accordance with Art. 6 para. 1 lit. f GDPR on the basis of our legitimate interest and the legitimate interest of the respective provider in order to communicate with you in a timely manner or to inform you about our services. If you have to give your consent to data processing as a user with the respective providers, the legal basis refers to Art. 6 para. 1 lit. a GDPR in conjunction with Art. 7 GDPR. Art. 7 GDPR.

As we do not have access to the providers' databases, we would like to point out that it is best to assert your rights (e.g. to information, correction, deletion, etc.) directly with the respective provider. Further information on the processing of your data in the social networks is provided below by the respective social network provider we use:

8.1 Facebook

(Joint) controller for data processing in Europe: Meta Platforms Ireland Ltd, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland

Privacy policy (data policy): https://www.facebook.com/about/privacy

8.2 Instagram

(Joint) controller for data processing in Germany: Meta Platforms Ireland Ltd, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland

Privacy policy (data policy): http://instagram.com/legal/privacy/

8.3 LinkedIn

(Joint) controller for data processing in Europe: LinkedIn Ireland Unlimited Company Wilton Place, Dublin 2, Ireland

Privacy policy: https://www.linkedin.com/legal/privacy-policy

8.4 Twitter

(Joint) controller for data processing in Europe: Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2, D02 AX07, Ireland

Privacy policy: https://twitter.com/de/privacy

Information about your data: https://twitter.com/settings/your_twitter_data

8.5 YouTube

(Joint) controller for data processing in Europe: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland

Privacy policy: https://policies.google.com/privacy

 

9. Web analysis

We have integrated the Matomo component of the provider InnoCraft Ltd, 150 Willis St, 6011 Wellington, New Zealand, on this website. Matomo is a software tool for web analysis, i.e. for the collection, compilation and evaluation of data on the behavior of visitors to websites. Among other things, data is collected about the website from which a data subject came to a website (so-called referrer), which subpages of the website were accessed or how often and for how long a subpage was viewed. This is used to optimize the website and for the cost-benefit analysis of Internet advertising.

The software is operated on the server of the controller, and the log files, which are sensitive under data protection law, are stored exclusively on this server.

Matomo places a cookie on your IT system. By setting the cookie, we are able to analyze the use of our website. Each time you access one of the individual pages of this website, the Internet browser on your IT system is automatically prompted by the Matomo component to transmit data to our server for the purpose of online analysis. As part of this technical process, we obtain knowledge of personal data, such as the IP address of the person concerned, which serves us, among other things, to trace the origin of visitors and clicks.

Cookies are used to store personal information, such as the access time, the location from which access was made and the frequency of visits to our website. Each time you visit our website, this personal data, including the IP address of the Internet connection you are using, is transmitted to our server. This personal data is stored by us. We do not pass this personal data on to third parties.

These processing operations are only carried out with your express consent in accordance with Art. 6 para. 1 lit. a GDPR.

You can view Matomo's privacy policy at https://matomo.org/privacy.

 

10. Plugins

Plugins from the Vimeo video portal of Vimeo, LLC, 555 West 18th Street, New York, New York 10011, USA are integrated on our website. When you access a page on our website that contains a Vimeo video or Vimeo video section, your browser only establishes a direct connection to the Vimeo servers when you click on the video and play it. Simply loading a website on our website with a Vimeo video or Vimeo video section does not establish a connection to the Vimeo servers. The content of the plugin is transmitted by Vimeo directly to your browser and integrated into the page. Through this integration, Vimeo receives the information that your browser has accessed the corresponding page of our website, even if you do not have a Vimeo account or are not currently logged in to Vimeo. This information (including your IP address) is transmitted directly from your browser to a Vimeo server in the USA and stored there.

If you are logged in to Vimeo, Vimeo can directly associate your visit to our website with your Vimeo account. If you interact with the plugins (e.g. by clicking the start button of a video), this information is also transmitted directly to a Vimeo server and stored there.

If you do not want Vimeo to assign the data collected via our website directly to your Vimeo account, you must log out of Vimeo before visiting our website.

The Google Analytics tracking tool is automatically integrated into Vimeo videos that are embedded on our website. This is Vimeo's own tracking tool, to which we have no access and which cannot be influenced by our site. Google Analytics uses so-called "cookies" for tracking purposes. These are text files that are stored on your computer and enable your use of the website to be analyzed. The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there.

These processing operations are only carried out with your express consent in accordance with Art. 6 para. 1 lit. a GDPR.

You can view Vimeo's privacy policy at https://vimeo.com/privacy.

 

11 Your rights as a data subject

11.1 Right to confirmation

You have the right to request confirmation from us as to whether personal data concerning you is being processed.

11.2 Right to information Art. 15 GDPR

You have the right to receive information from us at any time free of charge about the personal data stored about you and a copy of this data in accordance with the statutory provisions.

11.3 Right to rectification Art. 16 GDPR

You have the right to request the rectification of inaccurate personal data concerning you. You also have the right to request the completion of incomplete personal data, taking into account the purposes of the processing.

11.4 Erasure Art. 17 GDPR

You have the right to obtain from us the erasure of personal data concerning you without undue delay where one of the grounds provided for by law applies and insofar as the processing or storage is not necessary.

11.5 Restriction of processing Art. 18 GDPR

You have the right to demand that we restrict processing if one of the legal requirements is met.

11.6 Data portability Art. 20 GDPR

You have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format. You also have the right to transmit this data to another controller without hindrance from us to whom the personal data has been provided, provided that 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 the processing is carried out by automated means, unless the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.

Furthermore, in exercising your right to data portability pursuant to Art. 20 (1) GDPR, you have the right to have the personal data transmitted directly from one controller to another, where technically feasible and provided that this does not adversely affect the rights and freedoms of others.

11.7 Objection Art. 21 GDPR

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on Article 6(1)(e) (data processing in the public interest) or (f) (data processing on the basis of a balancing of interests) of the GDPR.

This also applies to profiling based on these provisions within the meaning of Art. 4 No. 4 GDPR.

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defense of legal claims.

In individual cases, we process personal data for direct marketing purposes. You can object to the processing of your personal data for the purpose of such advertising at any time. This also applies to profiling insofar as it is associated with such direct advertising. If you object to processing for direct marketing purposes, we will no longer process the personal data for these purposes.

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 by us for scientific or historical research purposes or for statistical purposes in accordance with Art. 89 para. 1 GDPR, unless such processing is necessary for the performance of a task carried out in the public interest.

In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, you are free to exercise your right to object by automated means using technical specifications.

11.8 Withdrawal of consent under data protection law

You have the right to withdraw your consent to the processing of personal data at any time with effect for the future.

11.9 Complaint to a supervisory authority

You have the right to lodge a complaint about our processing of personal data with a supervisory authority responsible for data protection.

 

12. Storage, deletion and blocking of personal data

We process and store your personal data only for the period of time required to achieve the purpose of storage or if this is provided for by the legal provisions to which our company is subject.

If the storage purpose no longer applies or if a prescribed storage period expires, the personal data will be routinely blocked or deleted in accordance with the statutory provisions.

The criterion for the duration of the storage of personal data is the respective statutory retention period. After this period has expired, the corresponding data is routinely deleted, provided that it is no longer required for contract fulfillment or contract initiation.

 

13. Topicality and amendment of the privacy statement

This privacy statement is currently valid and is dated January 2024.

It may become necessary to amend this privacy policy due to the further development of our website and offers or due to changes in legal or official requirements. You can access and print out the current privacy policy at any time at www.tu-ilmenau.de/en/privacy.