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) with regard to the above-mentioned processing of personal data.

Supplementary information can be found in the HHU data protection declaration (https://www.hhu.de/datenschutzerklaerung).

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 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 person responsible

Heinrich Heine University Düsseldorf
Universitätsstr. 1
40225 Düsseldorf
Phone.: +-49-211-81-10000
https://www.hhu.de

1.2 Contact person for data processing at the JUNO Welcome Center

Dr. Sigrun Wegener-Feldbrügge
Junior Scientist and International Researcher Center (JUNO)
Heinrich Heine University Düsseldorf
Universitätsstr. 1, Building 16.11.00 Room 44
D - 40225 Düsseldorf
Phone: +49 (0)211-81-13405
E-mail: wegenerf(at)hhu.de

1.3 Contact details of the data protection officer

The data protection officer of HHU can be contacted by post at the above address of the data controller or as follows:
E-mail: datenschutz@hhu.de
Phone: +49 (0)211-81-13060
www.hhu.de/datenschutz
 

2. Information on the personal data processed at events organised by the JUNO Welcome Center and the purposes of the processing

In the context of events organised by the Welcome Center of the JUNO, personal data of you will be processed for various purposes.

2.1 Registration for face-to-face events:
If you participate in an event of the Welcome Center, we collect your personal data for the organisation of the event. When you register, your title, first name, last name, nationality, e-mail address, institute / department, faculty affiliation 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. We use an internal HHU server for data administration purposes.

2.2 Registration for virtual events:
For the implementation of virtual events/consultations we use the video conferencing system of the company Cisco (Webex) or alternatively of the company Zoom. When using this system, your personal data (language, image and your name, which you provided when registering) are processed by this software. In addition, further data will be stored which is technically necessary for the implementation of the videoconference. For more details, please refer to the data protection declaration for Webex by Cisco https://www.cisco.com/c/de_de/about/legal/privacy-full.html or Zoom https://zoom.us/de-de/privacy.html.

2.3 Evaluation of the events:
Our events are evaluated via the EvaSys system. You will be contacted by e-mail and will receive a personalised link to the EvaSys evaluation. You can find the data protection information on EvaSys here.
 
3. Legal basis for the processing of personal data and the preparation and publication of recording material for virtual events

The collection of personal data for all purposes stated under point 2 is based on the explicit or implied consent of the data subjects pursuant to Art. 6 para. 1 lit. a. GDPR.  
When registering for the events, you expressly express your consent to participation and the associated processing of your data by activating the "I agree" button on the respective website. The extent of participation in the event is at your discretion.
In the case of virtual events, by switching on the camera or your microphone, you implicitly consent to the processing of your speech and images 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 Paragraph 1 lit c GDPR in conjunction with the HGB/AO.

4. Transmission of personal data

4.1 Transmission of data - registration for attendance events
The data you provided when registering for the attendance event will be passed on to the relevant internal or external lecturers and the internal institutes cooperating with us.

4.2 Transmission of data - registration for virtual events
This data, which is related to the virtual registration, will be passed on to the relevant internal or external lecturers and the internal institutes cooperating with us, as well as to the operators of the above-mentioned video platform.
The video conference platform is Webex or 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 the data protection policy of Cisco https://www.cisco.com/c/de_de/about/legal/privacy-full.html and ZOOM https://zoom.us/de-de/privacy.html.
As a precautionary measure, we would like to point out that the platforms used for the online events are US service providers and that personal data may be transferred to the USA. The EU Commission has determined a level of data protection for the USA that is not adequate for the EU and the data is subject in particular to access by US security authorities and there are no adequate legal remedies.

5. Duration of processing/data deletion
The data is usually deleted after the event has taken place. In the case of events financed by third-party funds, the data may be stored for a longer period in accordance with the third-party funders regulations, but will be deleted no later than 5 years after the end of the event. They will be deleted before that if you revoke your consent.

6. Your rights as a data subject

As a data subject, you can assert 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 the data concerning you be corrected or completed (Art. 16 GDPR);

- the right to have the data concerning you deleted in accordance with Art. 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. This does not affect the lawfulness of the processing carried out on the basis of the consent until revocation (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: +40-211-38424-0
E-mail: poststelle@ldi.nrw.de

However, we would be grateful if you - before you contact the supervisory authority with your concern - would contact our data protection officer, see section 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 bring it into line with any changes in relevant laws or regulations or to better meet your needs. This Privacy Notice is the most recent version published by HHU.

As of October 2021