Please note that only the German version of the privacy policy is legally binding. The English version is provided solely for information purposes. 

Controller:

RMU gGmbH 
Geschäftsstelle der Rhein-Main-Universitäten
Am Steinern Stock 1
60320 Frankfurt am Main 
Tel.: +49 69 24 74 776 00
Email: gs@rhein-main-universitaeten.de 

Pursuant to sec. 38 of the German Federal Data Protection Act (BDSG), as a company with less than 10 employees, RMU gGmbH does not have a data protection officer. Please contact the management in the event of inquiries or complaints. 

1.        General information on data processing

1.1     This privacy policy sets out the manner, scope and purpose of the processing of personal data when using our website and the functions and content associated therewith (hereinafter “Website”). The privacy policy applies irrespective of the domains, systems, platforms and devices.

1.2     With regard to the terms used herein, such as “personal data” or its “processing”, reference is made to the definitions in Article 4 of the General Data Protection Regulation (GDPR).

2.        Data and categories of data

2.1     Users’ personal data processed in connection with this Website include:

• usage data (e.g. the web pages visited on our Website) and
• content data (e.g. entries in contact forms) 

2.2     We collect these data to continuously improve our Internet presence. These data include, inter alia, names, e-mail addresses or university name, but also information such as food intolerances or the like as part of event registrations.

2.3     We will always process your personal data in compliance with the applicable data protection regulations. This means that your data are processed only if this is permitted by law, i.e. in particular

• if the processing of data is necessary to provide a functioning Website and its content and functions, is necessary to perform our contractual services and online services or is stipulated by law,
• you have consented to such processing, and
• due to our legitimate interests (i.e. our interest in analyzing, optimizing, efficiently operating and ensuring the safety of our Website within the meaning of art. 6 (1) (f) GDPR, in particular with regard to measuring its reach).

3          Legal basis for the processing of personal data

3.1     To the extent that we obtain your consent for the processing of personal data, the legal basis for processing is Article 6 (a) and Article 7 GDPR. 

3.2     The legal basis for the processing of personal data to fulfil contractual obligations and implement contractual measures is Article 6 (1) (b) GDPR.

3.3     If we process personal data to fulfil our legal obligations, the legal basis is Article 6 (1) (c) GDPR.

3.4     The legal basis for the processing of personal data to safeguard our legitimate interests is Article 6 (1) (f) GDPR.

4.        Safety measures

We have implemented state-of-the art organizational, contractual and technical safety measures to ensure that the provisions of data protection law are complied with and to protect the data we process against accidental or intentional manipulation, loss, destruction or against access by unauthorized persons. 

5.        Disclosure of data to third parties and third-party providers

5.1     Data is only disclosed to third parties in compliance with the statutory provisions. We will disclose your data to third parties only if this is required e.g. for contractual purposes under Article 6 (1) (b) GDPR, or on the basis of legitimate interests pursuant to Article 6 (1) (f) GDPR.

5.2     If we employ subcontractors for the provision of our services, we will take suitable legal precautions and the necessary technical and organizational measures to ensure the protection of your personal data in accordance with the applicable legal provisions.

5.3     To the extent that content, tools or other means provided by third parties (hereinafter referred to as “Third Party Providers”) are used in the context of this privacy policy, and such third parties have their seat in a third country, it must be assumed that data are transferred to the states in which the Third Party Providers have their seat. Third countries are countries in which the GDPR is not directly applicable legislation, i.e. in general countries outside the EU and/or the European Economic Area. Data are transferred to third countries if an adequate level of data protection is ensured, if you have consented to such transfer or if such transfer is permitted by law.

6.        Storage of data

When you access our Website, we store your IP address and the time of access. Storage takes place on the basis of our legitimate interests as well as your legitimate interest in being protected against abuse or other unauthorized used. As a rule, such data are not transferred to third parties, unless this is necessary for us to pursue our claims or there is a statutory obligation to do so pursuant to Article 6 (1) (c) GDPR.

7.        Contacting us

7.1     If you contact us (per email), the details provided by you are processed to handle and settle your contact request pursuant to Article 6 (1) (b) GDPR.

7.2     The details provided by you may be stored in our customer relationship management system (“CRM System”) or a comparable system. 

8.        Collection of access data and log files

8.1     On the basis of our legitimate interests within the meaning of Article 6 (1) f), we collect data (referred to as server log files) for any access to the server on which this Website is hosted. Such access data include the name of the web page accessed, the file, the date and time of access, the amount of data transferred, the notification that access was successful, the type of browser including its version, the operating system via which access takes place, the referrer URL (the website visited immediately prior to access), the IP address and the provider requesting access. 

8.2     For safety reasons (e.g. in order to clear up acts of abuse or fraud), log file information are stored for a maximum of seven days and will then be deleted. Data that must be stored for evidence purposes are exempt from deletion until the relevant matter has been resolved.

9.        Cookies & reach measurement, analytics services

9.1      Cookies contain information that is transmitted from our web servers or third-party web servers to your web browser, where they are stored to be called up at a later point in time. Cookies can take the form of small files or other means for storing information. 

9.2     We use „session cookies“ that are stored only for the duration of your actual visit on our Website (e.g. to enable storage of your login status and thus your use of our Website). A session cookie stores a randomly generated, unique identification number referred to as a session ID. It also comprises information on its origin and the storage period. These cookies cannot store any other data. Session cookies will be deleted as soon as you finish using our Website and log off or close the browser, for example.

9.3     This privacy policy informs you about the use of cookies in the context of pseudonymous reach measurement.

9.4     If you do not want cookies to be stored on you device, please deactivate the relevant option in the system settings of your browser. Stored cookies can be deleted in the system settings of the browser. If cookies are disabled, this may result in a limitation of the functions of this Website.

9.5     For analysis purposes, we use the web analysis service Matomo (formely Piwik). Matomo uses cookies that are stored on your device and enable an analysis of the Website use. The usage information created by the cookie (including your abbreviated IP address) is transmitted to our server and stored for the purpose of analyzing website use and optimizing the Website. Your IP address is anonymized immediately which means that you continue to use the Website anonymously. The information generated by the cookie about the use of this Website are not passed on to third parties. You can prevent the use of cookies by changing your browser settings accordingly. However, this may mean that you may not be able to use all functions of this Website in their entirety.

9.6     You may reject the use of cookies that serve the purposes of reach measurement and advertising via the opt-out page of the network advertising initiative (http://optout.networkadvertising.org) and additionally the US website (http://www.aboutads.info/choices) or the European website (http://www.youronlinechoices.com/uk/your-ad-choices). The settings apply regardless of the platform, i.e. they apply to all devices such as desktop computers or mobile devices. 

10.     Rights of the data subject 

10.1  Upon request, you have the right to obtain information on the personal data we have stored about you free of charge.

10.2  You also have the right to rectification or erasure of your personal data, restriction of processing and withdrawal of consent to the processing of your personal data. If applicable, you may also assert your right to data portability in a structured, commonly used and machine-readable format. 

10.3  If you suspect that your data are processed unlawfully you may  to lodge a complaint with the competent supervisory authority.

The competent supervisory authority for RMU gGmbH is

Hessischer Beauftragter für Datenschutz und Informationsfreiheit (HBDI)
Postfach 3163
65021 Wiesbaden

HBDI contact form (in German): https://datenschutz.hessen.de/kontakt

11.     Erasure of data and duration of storage

11.1  Data stored by us are deleted as soon as they are no longer required for their intended purpose and the erasure is not opposed by statutory retention obligations. 

11.2  If your data are not deleted because they are required for other and statutorily permissible purposes, their processing is restricted, i.e. the data are blocked and not processed for other purposes. 

11.3  In line with statutory provisions, data will be retained for 6 years pursuant to sec. 257 para. 1 of the German Commercial Code (HGB) (accounts, inventories, opening balance sheets, annual financial statements, commercial letters, vouchers) and for 10 years pursuant to sec. 147 para. 1 of the German Tax Act (AO) (books, records, management reports, vouchers, commercial and business letters, documents relevant for tax purposes etc.).

12.     Right of objection

You may object to the future use of your personal data at any time in line with the statutory provisions. 

13.1  Amendments to the privacy policy

13.1  We reserve the right to amend the privacy policy to take into account changes in the legal situation or in the case of changes to the service or the data processing. However, this applies only in respect of declarations regarding data processing. If your consent is required or if parts of the privacy policy contain provisions governing the contractual relationship with you, no amendments will be made without your consent.

13.2  Please make sure to check the content of the privacy policy on a regular basis.