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Information on the processing of personal data for the organisation and implementation of events
organized by the Junior Scientist and International Researcher Center (JUNO)

With this data protection information, the Heinrich Heine University Düsseldorf (hereinafter referred to as HHU) complies with its duty to inform pursuant to Article 13 of the General Data Protection Regulation (hereinafter referred to as GDPR) for the above-mentioned processing of personal data.
Supplementary information can be found in the HHU data protection declaration (https://www.uni-duesseldorf.de/home/footer/datenschutz.html ). With regard to the terms "personal data", "processing", "controller", "third party" etc. used, reference is made to the definitions in Article 4 of the GDPR.

1. Contact details
The responsible party for the processing and use of personal data as well as audio/image and video recordings (hereinafter recording material) is HHU, a legal public corporation supported by the State of NRW. It is represented by the Rector Prof. Dr. Anja Steinbeck.
1.1. Contact details of the data controller
Heinrich Heine University Düsseldorf
Universitätsstr. 1
40225 Düsseldorf
Tel.: 0211 81 10000

1.2 Contact person for data processing in JUNO
Dr. Uta Brunner
Junior Scientist and International Researcher Center (JUNO)
Heinrich-Heine-Universität Düsseldorf
Universitätsstr. 1, Building 16.11.00 Room 48
D - 40225 Düsseldorf
Phone: +49 (0)211-81-13564
Email: uta.brunner (at) hhu.de

1.3. Contact details of the data protection officer
You can contact the data protection officer of HHU by post at the address of the data controller given above or as follows:
Phone: 0211 81 13060

2. Information on the personal data processed in the organisation and implementation of events at JUNO and the purposes of processing
In the context of the organisation and implementation of workshops and events by JUNO, personal data of you will be processed for various purposes.

Processing of personal data of participants:

  1. If you participate in an event, we collect your personal data for the organisation of the event.
    When you register, your title, first name, last name, email address , institute / department and institute address as well as IP address and time of registration are stored. We collect this data in order to provide you with all the information you need to participate in the event, as well as for the internal organisation of our event and the billing of the event. After completion of the event, you will receive a personalised (title, first name, last name) certificate of attendance. For data management purposes, we use the university cloud sciebo.

  2. We use the video conferencing system of the company Cisco (Webex) or alternatively of the company Zoom for the realisation of the virtual events. When using these systems, your personal data (language, image and your name, which you provided during registration) are processed by this software. In addition, further data will be stored which is technically necessary for the implementation of the videoconference. You can find more details in the Webex data protection declaration from Cisco.( https://www.cisco.com/c/de_de/about/legal/privacy-full.html or Zoom https://zoom.us/de-de/privacy.html )

  3. We keep your first name, surname and institute / department in a list of participants. For online events, we also pass on your email address to the lecturer. so that you can be contacted by the lecturer in the event of a technical malfunction.

  4. For the use of e-learning programmes, we generate pseudonymised user names for you. No personal details are transmitted to the operators of the e-learning platform.

  5. Our events are being evaluated via the Evasys system. For this purpose, you will be contacted by email and receive a personalised link to the evaluation with EvaSys. You can find the data protection information on Evasys here.
  6. We evaluate your data anonymously for statistical purposes.

Processing of personal data of lecturers and trainers:

         If we have invited you as a lecturer/trainer to the event, we will process your data with your consent as follows:

  • We include your title, first and last name in the programme.
  • The programme contents of the event will be published on the HHU website.

Registration for the JUNO Newsletter:

If you have registered for our newsletter, we will record your title, first name, last name, email address, education status, institute / department, institute address and faculty affiliation. In addition, your nationality and your expected length of stay at HHU are recorded for processing in the Welcome Center of JUNO.

3. Legal basis for the processing of personal data and the production and publication of recording material at virtual events
The collection of personal data for the stated purposes is based on the explicit or implied consent of the data subjects pursuant to Art. 6 para. 1 lit. a. GDPR.  

In virtual events, by switching on the camera or your microphone, you implicitly consent to your speech and images being processed by you during the event. You can voluntarily provide information in the chat. Participation in the event and switching on the camera and microphone are voluntary. You will not suffer any disadvantages if you do not choose these forms of participation.

The legal basis for the billing data for participants of the Faculty of Medicine is Article 6 (1) lit c DSGVO in conjunction with the HGB/AO.

4. Communication of personal data

We do not pass on your personal data processed by HHU for the above-mentioned purposes to third parties with the exception of the data mentioned under 2.2, which is passed on to the operator of the above-mentioned video platform. f service providers are given access to personal data, this is done on the basis of a contract in accordance with Art. 28 DS-GVO.

In order to invoice the participation costs of scientists from the Faculty of Medicine, we pass on the data you provided under 2.1. to the Faculty of Medicine in order to document that the respective persons have participated in the event.

We would like to point out that the IT departments or a service provider may have access in the course of care and maintenance work.

The video conference platform is Webex or analogously ZOOM.  These companies have access to your data. As these are American companies, there is no adequate level of protection corresponding to the EU. Additional information can be found in Cisco's data protection policy https://www.cisco.com/c/de_de/about/legal/privacy-full.html ot the one of ZOOM https://zoom.us/de-de/privacy.html.

5. Duration of processing/data deletion
Your personal data will be deleted 2 years after the end of the event. They will be deleted before that if you withdraw your consent. Exceptions are the data mentioned under purpose 2.1, which must be kept for 10 years for accounting purposes.

6. Your rights as a data subject
As a data subject, you can exercise the rights granted to you by the GDPR at any time:

  • the right to information as to whether and which of your data is being processed (Art. 15 GDPR). The restrictions according to § 12 DSG NRW apply;
  • the right to request that data concerning you be corrected or completed (Art. 16 GDPR);
  • the right to have the data concerning you deleted in accordance with Art. 17 GDPR. The restrictions according to § 10 DSG NRW apply;
  • the right to demand restriction of the processing of the data in accordance with Art. 18 GDPR;
  • the right to object to future processing of data concerning you in accordance with Art. 21 GDPR;
  • the right to revoke consent given at any time. The lawfulness of the processing carried out on the basis of the consent until revocation is not affected by this (Art. 7 (3) GDPR).

In addition to the aforementioned rights, you have the right to lodge a complaint with the supervisory authority (Art. 77 GDPR). The supervisory authority responsible for HHU is the
State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia
Kavalleriestraße 2-4
40213 Düsseldorf
Phone: 0211 38424-0
However, we would be grateful if you - before contacting the supervisory authority with your concern - would contact our data protection officer, see point 1.3. We will try to meet your concern.

7. Validity of this data protection notice

We reserve the right to amend this Privacy Notice to reflect any changes in relevant laws or regulations or to better meet your needs. This Privacy Notice is the most recent version published by HHU.

Status May 2021

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