I. Name and address of the joint controllers
The joint controllers (c.f. Article 26 GDPR) pursuant to the GDPR as well as national Data-Privacy-Laws and other applicable data privacy regulations are:
Controller
Westfälische Wilhelms-Universität Münster (WWU)
Schlossplatz 2, 48149 Münster
verwaltung@uni-muenster.de
MUIMUN Projekt, Arbeitsstelle Forschungstransfer
Robert-Koch-Straße 40, 48149 Münster
coordination@muimun.org.
Contact
Name and address of the controller to be contacted by
MUIMUN Projekt, Arbeitsstelle Forschungstransfer
Robert-Koch-Straße 40, 48149 Münster
coordination@muimun.org.
Name and address of the data protection officer within the WWU
Nina Meyer-Pachur
Schlossplatz 2, 48149 Münster
+49 251 83-22446
datenschutz@uni-muenster.de
II. General Information
Description and extend of the data processing
We process personal data of the data subject – the respective user of our website and services – as far as necessary to ensure a functioning website as well as to secure contents and performance thereof. The processing generally takes place after receiving the data subject’s consent to the processing. Exceptions apply, if the data subject’s consent to the processing cannot be attained in time due to actual circumstances and the processing is authorised by the law in force.
Legal basis of the data processing
Article 6 (1) lit. a) GDPR provides the legal basis for the processing of personal data as far as the data subject’s consent to the processing is secured. Further data processing which is necessary for the performance of the contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract is lawful under Article 6 (1) lit. b) GDPR.
Article 6 (1) lit. c) GDPR applies as far as we are obligated to process personal data to comply with a legal obligation to which the joint controllers are subject.
Furthermore, we refer to Article 6 (1) lit. f) GDPR with respect to any processing which is necessary pursuant to the legitimate interests of the joint controllers or of 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, in particular where the data subject is a child.
Period for which the personal data is processed
The personal data of the data subject are stored until the purpose of the storage is omitted. The data will be deleted or blocked as soon as possible. Personal data can be stored beyond this period, if intended by European Union or the national Legislator as resulting from regulations of the European Union, applicable law or other regulations to which the joint controllers are subject.
An extension beyond the respective storage period can further result from the corresponding
consent given by the data subject on an individual basis.
Additionally, personal data is deleted or blocked, if the storage period reached the respite according to the above mentioned applicable law, unless the storage is necessary for the performance of a contract or entering into a contract to which the data subject is party.
III. Provision of the website
Description and extend of the data processing
Our System automatically registers data and information of the computer system of the respective computer used by the data subject with each visit of our website.
Thereby the following data is registered:
Information on the browser type and the used version thereof
The operating system of the user
Date and time of the access
Websites from which the user’s system connects to our website
Legal basis of the data processing
The legal basis for the temporary processing of the respective data is Article 6 (1) lit f GDPR.
Purpose of the data processing
The processing of the respective data serves the purpose of securing our website’s functionality. Moreover, the processing corresponds to the legitimate interests pursued by us, c.f. Article 6 (1) lit f GDPR.
Period for which the personal data is processed
Personal data of the data subject is stored until the purpose of the storage is omitted. The data will be deleted or blocked as soon as the purpose is omitted. This is the case when the respective session has ended.
Objection and erasure
The processing and storage of the data is mandatory for operating our website. Therefore, the user has no possibility to object or withdraw his/her consent.
III. Use of Cookies
Description and extent of the data processing
Additional to the registration of personal data regarding the provision of our website cookies are stored on the user’s system with each visit of our website. Cookies are small text files which are stored on the user’s hard drive while assigned to the used browser. With this, we can receive certain information to enhance our websites functionality. Cookies cannot execute programs or transfer a virus on the user’s computer.
Legal basis of the data processing
The legal basis for the processing of personal data using Cookies is Article 6 (1) lit. f) GDPR.
Purpose of the data processing
The purpose of applying cookies is to guarantee the functionality of our website. The personal data registered by technical required cookies is not used to generate a user profile. Finally, according to Article 6 (1) lit f GDPR the processing is also in our legitimate interests.
Period for which the personal data is processed
Cookies are stored on the user’s system and send to our system from there. Therefore, the user has the control over the application of cookies. By changing the adjustments of the user’s internet browser the application of cookies can be deactivated or restricted. Stored Cookies can be deleted at all times, even automatically. Please, note the possibility that not all functions of our website can be used to their full extend, once cookies for our website have been deactivated.
Our website uses the following cookies:
Transient cookies: Transient cookies are automatically deleted once the browser is closed. For example, Session-Cookies are such transient cookies. They store a so-called Session-ID which mostly helps to recognise the user’s system once the user returns to our website. Session-Cookies are deleted, if the user logs of or closes the browser.
Persistent cookies: Persistent cookies are deleted after a specific period which can differ depending on the Cookie. Users can always delete such Cookies in the browser’s safety adjustments.
Users can set browser-adjustments according to their preferences and, for example, refuse accepting third-party-cookies or all cookies. However, in his case we would like to point out that possibly users cannot use all functions of the respective website.
Applied Flash-Cookies are not registered by the user’s browser, but by the user’s Flash-Plug-in. Moreover, we use HTML5 storage objects which are stored on the user’s terminal. These objects store the required data independently from the used browser and do not have an automatic expiration date. If users do not wish a processing of Flash-Cookies, they have to install a respective addon on their system [c.f. „Better Privacy“ for Mozilla Firefox (https://addons.mozilla.org/de/firefox/addon/betterprivacy/) or Adobe-Flash-Killer-Cookie for Google Chrome]. The application of HTML5 storage objects can be prohibited by setting the browser to the Private Mode. Furthermore, we recommend deleting cookies and browser history manually on a regular basis.
IV. Contact Form and E-Mail-Contact
Description and extent of data processing
Our website provides a contact form which can be used to establish electronical contact. If a user uses this possibility to establish contact, all data inserted into the entry mask of the contact form will be transmitted and thus processed by us. Transmitted is the following data:
Name
E-Mail-Address
Any Message inserted into the entry mask
Additionally, the following data is transmitted in the moment of the sending of the message:
IP-Address of the user
Date and time of the registration
The contact form includes an entry mask to obtain the user’s consent to the processing of the respective data. Thereby, we also refer to our data privacy policy.
Another way to establish a contact for the user is to contact us by our E-Mail-Address which is provided on our website as well. The data transmitted by the sending of the E-Mail will then be processed accordingly.
During this processing and contact we do not transfer any data to a third party. The data is exclusively processed for means of conversation.
Legal basis of the data processing
The legal basis is Article 6 (1) lit. a) GDPR, if the user’s consent was given. If the user’s contact us by our E-Mail-Address, the processing is carried out according to Article 6 (1) lit. f) GDPR. If the established contact is aimed at the formation of a contract, we also refer to Article 6 (1) lit. b) GDPR as the applicable legal basis.
Purpose of the data processing
The processing of the respective data serves the purpose of handling the establishment of a contact. This likewise includes our legitimate interests. Furthermore, other data processed during the sending and establishment of the contact help to prohibit any misuse of the contact form and guarantee the safety of our information technology systems.
Period for which the personal data is processed
Personal data of the data subject is stored until the purpose of the storage is omitted. The data will be deleted or blocked as soon as the purpose is omitted. This is the case when the respective conversation and contact with the user has ended. A conversation has ended, once it can be inferred from the individual circumstances that the issue has been settled.
The additionally processed data will be deleted after a respite of seven days.
Objection
The user can withdraw his/her consent at any time. If the contact is established by E-Mail, the user can always object to the data processing. In this case, the conversation will not be continued.
V. Web-Analysis by Google Analytics
Description and extent of the data processing
Our website uses Google Analytics, a Web-Analysis-Service by Google Inc. (“Google”). Google Analytics employs so-called Cookies. These are text files that are stored on your computer and enable an analysis of the use of the website. The information produced by the Cookie regarding your use of the website are generally transmitted to servers owned by Google in the US and stored there. However, in the case of an activated IP-Anonymisation on this website within the member states of the European Union or contracting states to the Agreement on the European Economic Area, Google will shorten your IP-Address prior to that. Only in exceptional cases Google will first transfer the IP-Address to the US and then shorten it there. On behalf of the operator of this website, the controller, Google processes respective data to evaluate the use of the website, to file reports on website-activities and to provide further services towards the operator of this website corresponding to the Website-Use and Internet-Use.
Legal basis
The legal basis for the data processing in the context of the use of Google Analytics is Article 6 (1) lit. f) GDPR.
Purpose
We use Google Analytics to analyse the use of our website and thus to generally improve it. According to the statistics gained by the analysis we can enhance our services and make them more interesting for our users. Regarding those exceptional cases in which Google transfers data to the US Google has submitted itself to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework.
Period
Information on the third-party:
Google Dublin, Google Ireland Ltd., Gordon House, Barrow Street, Dublin 4, Ireland, Fax: +353 (1) 436 1001.
User Conditions: http://www.google.com/analytics/terms/uk.html,
Overall Information on Data Privacy : http://www.google.com/intl/de/analytics/learn/privacy.html,
Data policy: http://www.google.com/intl/de/policies/privacy.
Objection and erasure
The IP-Address which is transmitted from your browser in the context of Google Analytics is not merged with other data from Google.
Users can prohibit the storage of Cookies by a respective adjustment of their browser-software. However, we point out that maybe not all functions of the website can be used to the full extend. Beyond this, users can prohibit the registration of the data produced by Cookies and the processing thereof by Google, if they download and install the following Browser-Plug-in: https://tools.google.com/dlpage/gaoptout?hl=en-GB
Our website uses Google Analytics with the extension “_anonymizelp()”. Thereby, IP-Addresses are shortened and then processed to exclude any personal reference. Therefore, the user’s personal data will be deleted immediately.
VI. Registration (Formstack)
T.B.A.
VII. Application – External Journalist
Description and extent of data processing
We offer the opportunity to apply for the position of an external journalist during the MUIMUN Conference 2019 in Münster. The application requires the applicant to fill our form with personal data. The data is then transmitted to us and saved in the process. The following persona data will be registered as part of the application process:
Name
Address
Gender
Birthday
Email Address
Mobile Number
Nationality
University and City
University Course
MUN and/or journalism experience
Motivation letter for MUIMUN specifically
Dietary preferences
Purpose of the processing
The processing serves the purpose of awarding the position of a journalist part of an all-encompassing application process. Furthermore, it enables the performance of a mixed contract regarding the participation of the MUIMUN conference 2019. Additionally, the effectiveness of the application process, as well as content and results will be secured.
Legal Basis
The processing of personal data will be conducted based on the necessity to perform a contract according to Article 6 (1) lit. b) GDPR.
If the processing of personal data does is not required by performance of contract, the processing will be conducted after an agreement in accordance with Article 6 (1) lit. a).
If personal data as defined in Art. 9 (1) GDPR is processed, the processing will be based on an effective and explicit agreement according to Art. 9 (2) lit. a) GDPR.
Period for which the personal data is stored
The data will be deleted as soon as they are no longer required for the purpose of the processing. This is usually the case, if the MUIMUN conference 2019 has concluded and its organisation is completed. All the data processed and stored until this point will then be deleted.
The controller withholds the right to use anonymised data for statistical analysis to improve the functionality of future MUIMUN conferences, content and results.
VIII. Application – Chair
Description and extent of data processing
On this page we offer the opportunity to apply for the position of a chair for a committee during the MUIMUN conference 2019 in Münster, which includes filling out of forms with personal data. The number of chairs per committee is restricted to two. This data is entered by an interested person and is then transmitted to us and saved in the process. The following personal data will be registered as part of the application process:
Name
Address
Gender
Birthday
Email Address
Mobile Number
Nationality
University and City
University course
Application letter for a committee
Motivation letter for MUN conference in general
Motivation letter for MUIMUN specifically
Dietary preferences
At the time of the registration the following additional data will also be saved
IP Address of the user
Date and time of the registration
Purpose of data processing
The processing serves the purpose of awarding the position of a first or second chair of a committee as part of an all-encompassing application process. Furthermore, it enables the performance of a mixed contract regarding the participation of the MUIMUN conference 2019. Additionally, the effectiveness of the application process, as well as content and results will be secured.
Legal Basis of data processing
The processing of personal data will be conducted based on the necessity to perform a contract according to Article 6 (1) lit. b) GDPR.
If the processing of personal data does is not required by performance of contract, the processing will be conducted after an agreement in accordance with Article 6 (1) lit. a).
If personal data as defined in Art. 9 (1) GDPR is processed, the processing will be based on an effective and explicit agreement according to Art. 9 (2) lit. a) GDPR.
Period for which the personal data is processed
The data will be deleted as soon as they are no longer required for the purpose of the processing. This is usually the case, if the MUIMUN conference 2019 has concluded and its organisation is completed. All the data processed and stored until this point will then be deleted.
The controller withholds the right to use anonymised data for statistical analysis to improve the functionality of future MUIMUN conferences, content and results.
IX. Application – Scholarship
Description and extent of data processing
On our webpage we offer the possibility to apply for a scholarship for the MUIMUN Conference. This application includes filling out a form with personal data. This data is entered by an interested person and is then transmitted to us and saved in the process. The following personal data will be registered as part of the application process:
Name
Address
Email Address
University and City
University course
Report card (University)
Copy of Identification Document
Copy of Student ID
Description of character
Family details
Financial situation
Work experience
Allergies
Contacts of a person who will supply a letter of reference
At the time of the registration the following additional data will also be saved:
IP Address of the user
Date and time of the registration
Purpose of data processing
The processing serves the purpose of awarding a scholarship as a result of an all-encompassing application process. Furthermore, it enables the performance of a mixed contract regarding the participation of the MUIMUN conference 2019. Additionally, the effectiveness of the application process, as well as content and results are secured.
Legal Basis of data processing
The processing of personal data will be conducted based on the necessity to perform a contract according to Article 6 (1) lit. b) GDPR.
If the processing of personal data does is not required by performance of contract, the processing will be conducted after an agreement in accordance with Article 6 (1) lit. a).
If personal data as defined in Art. 9 (1) GDPR is processed, the processing will be based on an effective and explicit agreement according to Art. 9 (2) lit. a) GDPR.
Period for which the data is processed
The data will be deleted as soon as they are no longer required for its collection purpose. This is usually the case, if the MUIMUN conference 2019 has concluded and its organisation is completed. All the data collected until this point will then be deleted.
The controller withholds the right to use anonymised data for statistical analysis to improve the functionality of future MUIMUN conferences, content and results.
X. Rights of the data subject
If any of your personal data is processed, you are a data subject according to the GDPR. Therefore, you are entitled to the following rights with respect to each of the joint controller (c.f. Article 15,16,17,18,19,20, 21 and 77 GDPR) :
Right of access
The data subject has the right to obtain from the controller confirmation as to whether or not personal data concerning him/her are being processed, and, where that is the case, access to the personal data and the following information:
The purpose of the processing
The categories of personal data concerned
The recipients or categories of recipient to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations
Where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period
The existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object such processing
The right to lodge a complaint with a supervisory authority
Where the personal data are not collected from the data subject, any available information as to their source
The existence of automated decision-making, including profiling, referred to in Article 22 (1) and (4) and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject
Where personal data are transferred to a third county or to an international organisation, the data subject has the right to be informed of the appropriate safeguards pursuant to Article 46 GDPR relating to the transfer.
Right to rectification
The data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.
Right to erasure (“right to be forgotten”)
The data subject has the right to obtain from the controller the erasure of personal data concerning him or her without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies:
The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed
The data subject withdraws consent on which the processing is based according to point (a) of Article 6 (1) GDPR, or point (a) of Article 9 (2) GDPR, and where there is no other legal ground for the processing
The data subject objects to the processing pursuant to Article 21 (1) GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21 (2) GDPR
The personal data have been unlawfully processed
The personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject
If the personal data have been collected in relation to the offer of information society services referred to in Article 8 (1) GDPR
Where the controller has made the personal data public and is obliged pursuant to Article 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 procession the personal data that the data subject has requested the erasure by such controllers od any links to, or copy or replication of, those personal data.
Article 17 (1) and (2) GDPR shall not apply to the extent that processing is necessary:
for exercising the right of freedom of expression and information
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
for the establishment, exercise or defence of legal claims.
Right to restriction of processing
The data subject has the right to obtain from the controller restriction of processing where one of the following applies:
the accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data
the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead
the controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims
the data subject has objected to processing pursuant to Article 21 (1) GDPR pending the verification whether the legitimate grounds of the controller override those of the data subject
Where processing has been restricted, such personal data shall, with the exception of storage, only be processed with the data subject’s consent or for the establishment, exercise or defence 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.
A data subject which has obtained restriction of processing pursuant to Article 17 (1) GDPR will be informed by the controller before the restriction of processing is lifted.
Right to notification
The controller shall communicate any rectification or erasure of personal data or restriction of processing carried out in accordance with Article 16, Article 16 and Article 17 GDPR to each recipient to whom the personal data have been disclosed, unless this proves impossible or involves disproportionate effort. The controller shall inform the data subject about those recipients, if the data subject requests it
Right to data portability
The data subject shall have the right to receive the personal data concerning him/her, which he or she has provided to a controller, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, where:
the processing is based on consent pursuant to Article 6 (1) lit. a) or Article 9 (2) GDPR or on a contract pursuant to Article 6 (1) lit. b) GDPR; and
the processing is carried out by automated means
In exercising his/her right to data portability pursuant to Article 20 (1), the data subject has the right to have the personal data transmitted directly from on controller to another, where technically feasible. The right to data portability shall not adversely affect the rights and freedoms of others.
That right shall not apply to processing necessary for performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
Right to object
The data subject has the right to object, on grounds relating to his/her particular situation, at any time to processing of personal data concerning him/her which is based on point (e) or (f) of Article 6 (1) GDPR, including profiling based on those provisions.
The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.
Where personal data are processed for direct marketing purposes, the data subject shall have the right to object at any time to processing of personal data concerning him/her for such marketing, which includes profiling to the extent that it is related to such direct marketing. Where the data subject objects to processing for direct marketing purposes, the personal data shall no longer be processed for such purposes.
In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, the data subject may exercise his or her right to object by automated means using technical specifications.
Right to withdraw consent
The data subject has the right to withdraw his/her consent to the processing of personal data concerning him/her at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
Automated individual decision-making, including profiling
The data subject shall have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him/her or similarly significantly affects him/her. This does not apply if the decision:
Is necessary for entering into, or performance of, a contract between the data subject and the data controller
Is authorized by Union or Member State law to which the controller is subject, and which also lays down suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests; or
Is based on the data subject’s explicit consent
Decisions shall not be based on special categories of personal data referred to on Article 9 (1) GDPR, unless point (a) or (g) of Article 9 (2) GDPR applies and suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests are in place.
In the cases referred to in points (1) and (3), the data controller shall implement suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests, at least the right to obtain human intervention on the part of the controller, to express his/her point of view and to contest the decision.
Right to lodge a complaint with a supervisory authority
Without prejudice to any other administrative or judicial remedy, every data subject has the right to lodge a complaint with a supervisory authority, in particular in the Member State of his/her habitual residence, place of work or place of the alleged infringement if the data subject considers that the processing of personal data relating to him or her 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 Article 78 GDPR.