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RUB

Privacy Notice

This privacy policy applies to the central part of the websites of Ruhr-Universität Bochum (RUB). On decentralized pages (also www.ruhr-uni-bochum.de or www.rub.de) other data protection conditions apply in some cases, these are listed separately there.

Please note: This is an automatically translated page, the wording of the German version applies.

Name and address of the data protection officer

Ruhr University Bochum
Dr. Kai-Uwe Loser
Data Protection Officer
Universitätsstr. 150
44780 Bochum

Phone: +49 234 32 28720

E-mail: dsb@rub.de
Website: https://dsb.ruhr-uni-bochum.de/

Name and address of the controller

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

Ruhr-Universität Bochum
The Rector
University Road 150
44801 Bochum
Bochum, Germany

Phone: +49 234 32 201
Fax: +49 234 32 14201

E-mail: webmaster@ruhr-uni-bochum.de
Website: www.ruhr-uni-bochum.de

General information on data processing

1. Scope of the processing of personal data

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

2. Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 para. 1 lit. a EU General Data Protection Regulation (GDPR) serves as the legal basis.

Insofar as the processing of personal data is necessary for the performance of our tasks, which are in the public interest or in the exercise of official authority, Art. 6 para. 1 lit. e GDPR serves as the legal basis.

3. Data erasure and storage duration

The personal data of the data subject will be erased or blocked as soon as the purpose of storage no longer applies. Data may also be stored if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or 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 fulfillment of a contract.

Provision of the website and creation of log files

1. Description and scope of data processing

Each time our website is accessed and each time a file from the RUB website is retrieved, our system automatically collects data and information from the computer system of the accessing computer.

The following data is collected:

  • Information about the browser type and version used
  • The user's operating system
  • The user's internet service provider
  • The IP address of the user
  • Date and time of access
  • Websites from which the user's system accesses our website
  • Websites that are accessed by the user's system via our website

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

2. Purpose of data processing and legal basis

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

The data is stored in log files to ensure the functionality of the website. We also use the data to optimize the website and to ensure the security of our information technology systems. The data is not analyzed for marketing purposes in this context.

The legal basis for the temporary storage of data and log files is Art. 6 para. 1 lit. e GDPR.

3. 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.

If the data is stored in log files, this is the case after 24 hours at the latest. Data may be stored for longer than this. In this case, the IP addresses of the users are deleted or anonymized so that it is no longer possible to identify the accessing client.

4. Objection and removal options

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

Use of cookies

1. 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 accessing browser can be identified even after a page change.

The following data is stored and transmitted in the cookies

  • Preferred font size
  • Preferred contrast version
  • Logged in to the system (only for editorial/administration)
  • Expiration date

We also use cookies on our website that enable an analysis of the user's surfing behavior (see next section)

The user data collected in this way is pseudonymized by technical precautions. It is therefore no longer possible to assign the data to the accessing user. The data is not stored together with other personal data of the user.

When accessing our website, users are informed by an info banner about the use of cookies for analysis purposes and referred to this privacy policy. In this context, there is also a reference to how the storage of cookies can be prevented in the browser settings.

2. Purpose of data processing and legal basis

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 for the browser to be recognized even after a page change.

The user data collected by technically necessary cookies is not used to create user profiles.

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.

The legal basis for the processing of personal data using cookies is Art. 6 para. 1 lit. e GDPR.

3. Duration of storage, objection and removal options

Cookies are stored on the user's computer and transmitted by it to our website. As a user, you therefore 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 may no longer be possible to use all functions of the website to their full extent.

Web analysis by Matomo (formerly PIWIK)

1. Scope of the processing of personal data

We use the open source software tool Matomo (formerly PIWIK) on our website to analyze the surfing behavior of our users. The software places a cookie on the user's computer (for cookies, see above). If individual pages of our website are accessed, the following data is stored

  • Two bytes of the IP address of the user's accessing system
  • The website accessed
  • The website from which the user accessed the website (referrer)
  • The subpages that are accessed from the accessed website
  • The time spent on the website
  • The frequency with which the website is accessed

The software runs exclusively on the servers of Ruhr-Universität Bochum. Users' personal data is only stored there. The data is not passed on to third parties.

The software is set so that the IP addresses are not stored in full, but 2 bytes of the IP address are masked (e.g.: 192.168.xxx.xxx). In this way, it is no longer possible to assign the shortened IP address to the calling computer.

2. Purpose of data processing and legal basis

The processing of users' personal data enables us to analyze the surfing behavior of our users. By evaluating the data obtained, we are able to compile information about the use of the individual components of our website. This helps us to constantly improve our website and its user-friendliness. By anonymizing the IP address, the interest of users in the protection of their personal data is adequately taken into account.

The legal basis for the processing of users' personal data is Art. 6 para. 1 lit. e GDPR.

3. Duration of storage

The data is deleted as soon as it is no longer required for our recording purposes. In our case, this is the case after 90 days.

4. Possibility of objection and removal

Cookies are stored on the user's computer and transmitted by it to our website. As a user, you therefore 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 may no longer be possible to use all functions of the website to their full extent.

We offer our users the option of opting out of the analysis process on our website. To do this, you must follow the corresponding link. In this way, another cookie is set on your system, which signals our system not to store the user's data. If the user deletes the corresponding cookie from their own system in the meantime, they must set the opt-out cookie again. Alternatively, you can activate the "do-not-track" setting in your browser.

You can find more information on the privacy settings of the Matomo software at the following link: https://matomo.org/docs/privacy/.

Contact form and e-mail contact

1. Description and scope of data processing

There is a contact form on our website that can be used to contact us electronically. If a user makes use of this option, the data entered in the input mask will be transmitted to us and stored.

The following data is also stored when the message is sent:

  • The IP address of the user
  • Date and time

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

Alternatively, you can contact us via the e-mail address provided. In this case, the user's personal data transmitted with the e-mail will be stored.

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

2. Purpose of data processing and legal basis

The processing of the personal data from the 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.

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 email is Art. 6 para. 1 lit. e GDPR.

3. Duration of storage

The data will be deleted as soon as it is no longer required for 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.

4. Right of objection and removal

The user has the option to revoke their consent to the processing of personal data at any time. If the user contacts us by e-mail, they can object to the storage of their personal data at any time. In such a case, the conversation cannot be continued.

All personal data stored in the course of contacting us will be deleted in this case.

Use of social media plugins

We offer users the "Share on social media" function on our website. To protect user data, we use the "Shariff" solution for implementation. For embedding content from social media in the RUB news portal (https://www.news.rub.de), we use the "Embetty" solution to protect user data. Through "Shariff" and "Embetty", only links are integrated on the website that contain a link to the corresponding website of the provider. By clicking on the link, the user is redirected to the services of the respective provider. Only then will data be sent to the respective provider. If you do not click on the link, no exchange takes place between the user and the providers of the social media services. Information about the collection and use of your data in the social networks can be found in the respective terms of use of the corresponding providers.

We have integrated the social media services of the following companies on our website

The legal basis for the processing of data with the user's consent is Art. 6 para. 1 lit. a GDPR.

Use of Google Maps

We offer users the functions of the Google Maps map service on our website. To protect user data, a connection to Google Maps is only established by clicking on a link and the map is loaded. Only then will data be sent to the provider. If you do not click on the link, there will be no exchange between the user and Google Maps. Information about the collection and use of your data by Google Maps can be found here: https://policies.google.com/privacy?hl=de&gl=de

Use of YouTube videos

On our website, we offer users the opportunity to watch selected videos from YouTube directly on the site. To protect user data, a connection to YouTube is first established by clicking on a link and the video is started. Only then will data be sent to the provider. If you do not click on the link, no exchange takes place between the user and YouTube. Information about the collection and use of your data by YouTube can be found here: https: //policies.google.com/privacy?hl=de&gl=de

Application portal

For the online application portal, Ruhr-Universität Bochum uses application management software from BITE GmbH, Magirus-Deutz-Str. 16, 89077 Ulm, Germany. Your data entered in the application portal will be processed by BITE GmbH on behalf of Ruhr-Universität Bochum. In addition to the data processed for the application, the servers of BITE GmbH temporarily process the connection data of your computer.

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

If such processing is taking place, you can request information from the controller about the following data that is actually being processed and, in addition, about

  1. the purposes for which the personal data are processed
  2. the categories of personal data that are processed
  3. the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed
  4. the envisaged period for which the personal data concerning you will be stored, or, if specific information on this is not possible, the criteria used to determine that period
  5. the existence of a right to rectification or erasure of personal data concerning you, a right to restriction of processing by the controller or a right to object to such processing
  6. the existence of a right to lodge a complaint with a supervisory authority
  7. all available information about the origin of the data if the personal data is not collected from the data subject.

You have the right to request information as to 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 of the appropriate safeguards pursuant to Art. 46 GDPR in connection with the transfer.

Right to rectification

You have a right to rectification and/or completion vis-à-vis the controller if the processed personal data concerning you is incorrect or incomplete. The controller must make the correction without delay.

Right to restriction of processing

You may request the restriction of the processing of your personal data under the following conditions:

  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 oppose the erasure of the personal data and request the restriction of their use instead
  3. the controller no longer needs the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defense of legal claims, or
  4. if you have objected to processing pursuant to Art. 21 (1) GDPR pending the verification whether the legitimate grounds of the controller override your grounds.

If the processing of personal data concerning you has been restricted, this data - apart from its storage - may only be processed 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 of 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.

Right to erasure

Obligation to erase

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

  1. The personal data concerning you are no longer necessary in relation to 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 para. 1 lit. a or Art. 9 para. 2 lit. 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 has been processed unlawfully.
  5. The deletion of personal data concerning you is necessary to fulfill a legal obligation under Union law or the law of the Member States to which the controller is subject.
  6. The personal data concerning you have been collected in relation to the offer of information society services referred to in Article 8(1) GDPR.

Information to third parties

Where the controller has made the personal data concerning you public and is obliged pursuant to Art. 17 (1) 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.

Exceptions

The right to erasure does not apply if the processing is necessary

  1. to exercise the right to freedom of expression and information
  2. for compliance with a legal obligation which requires processing by Union or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
  3. for reasons of public interest in the area of public health pursuant to Art. 9 (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 in accordance with Art. 89 para. 1 GDPR, insofar as the right referred to in section a) is likely to render impossible or seriously impair the achievement of the objectives of that processing, or
  5. for the establishment, exercise or defense of legal claims.
Notification obligation in the event of correction or deletion

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 vis-à-vis the controller to be informed about these recipients.

Right to data portability

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

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

In exercising this right, you also have the right to obtain that the personal data concerning you be 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 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.

Right of objection

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 point (e) or (f) of Article 6(1) GDPR, including profiling based on those provisions.

The controller will no longer process the personal data concerning you unless the controller demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defense of legal claims.

If your personal data is processed for direct marketing purposes, you have the right to object at any time to the 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, the personal data concerning you will no longer be processed for these purposes.

You have the option, 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 that use technical specifications.

Right to revoke the declaration of consent under data protection law

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

Automated decision in individual cases including profiling

Does not take place.

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 habitual residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes the GDPR.

The supervisory authority with which the complaint has been lodged shall inform the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Art. 78 GDPR.

The supervisory authority responsible for RUB is the State Commissioner for Data Protection and Freedom of Information (NRW).

Status June 2019

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