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The Basics of Successful Science Communication

Information on the processing of personal data in the context of UNIVERSEH at the HHU

(August 3, 2022; last updated: September 29, 2022)

The European Space University for Earth and Humanity (hereinafter referred to as UNIVERSEH) at the Heinrich Heine University Düsseldorf (hereinafter referred to as HHU) provides these data protection notes in order to fulfill its duty to provide information on the processing of personal data stated above pursuant to Article 13 of the General Data Protection Regulation (GDPR).

Further information can be found in the HHU privacy statement (https://www.hhu.de/datenschutzerklaerung).

Please refer to the definition in Article 4 GDPR with regard to the terms “personal data”, “processing”, "controller", "third party", etc. used here.

 

1. Contact details

The controller for the processing is the Heinrich Heine University Düsseldorf, a corporate body under public law (Körperschaft des Öffentlichen Rechts) supported by the State of North Rhine-Westphalia (NRW). It is represented by the President, Professor Dr Anja Steinbeck.

1.1 Contact details of the controller

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

1.2 Contact for the processing

European Space University for Earth and Humanity (UNIVERSEH)

Prof. Dr. Stefan Marschall
Tel.: +49 211 81- 10015
E-mail:

1.3 Contact details of the Data Protection Officer

The official HHU Data Protection Officer can be contacted by mail at the controller’s address given above or as follows:

HHU Data Protection Officer

Tel.: +49 211 81-13060
E-Mail:
https://www.hhu.de/datenschutz

 

2. Information on the personal data processed

In the context of the organization, implementation, and reporting of trainings by UNIVERSEH at HHU the following personal data will be processed:

2.1 Processing of participant’s personal data:

  1. Registration data:
    • Title
    • First and last name
    • E-mail address
    • Gender
    • Field of study
    • Study level
    • Place of study
    • English language skills
    • IP address
    • Time of registration
  2. The video conferencing systems Cisco (Webex) or alternatively Zoom are used for the realization of the online trainings. The following personal data is processed by these systems:
    • Language setting
    • Image
    • Name

2.2 Processing of lecturers’ and trainers’ personal data:

  1. As a lecturer/trainer of the training, the following personal data will be processed:
    • Title
    • First and last name
  2. The video conferencing systems Cisco (Webex) or alternatively Zoom are used for the realization of the online trainings. The following personal data is processed by these systems:
    • Language setting
    • Image
    • Name

2.3 “Join the Crew” mailing list:

If you have registered for our mailing list, the following data will be processed:

  • Title
  • First and last name
  • E-mail address
  • Field of study
  • Study level
  • Place of study
  • IP address
  • Date and time of registration

 

3. Purposes and legal basis of the processing

Your personal data is processed according to the provisions of the GDPR, and the State Data Protection Act (Landesdatenschutzgesetz) for the following purposes:

3.1 Processing of participant’s personal data:

3.1.1 The participant’s registration data is processed to provide you with all the necessary information needed to participate in the training, as well as for its organization. After completion of the training, you will receive a personalized certificate of attendance including title, first name, last name.

3.1.2 The data is also used to create a list of participants for the internal organization of the trainings.

3.1.3 The video conferencing systems Cisco (Webex) or alternatively Zoom are used to implement the science communication trainings.

When switching on the camera or your microphone during the training, you implicitly consent to have your images and voice processed by these systems. Information can be voluntarily provided in the chat. Participation in the event and the use of the camera and microphone are voluntary. You will not suffer any type of disadvantage if choose not use these forms of participation. Further data technically necessary for the implementation of the video conference will be stored. More detailed information on the data processing policies of Cisco Webex and Zoom can be found in the data policies at:

https://www.cisco.com/c/de_de/about/legal/privacy-full.html (Webex)

https://explore.zoom.us/de/privacy/ (Zoom)

The legal basis for the processing of the personal data is the declaration of consent provided by the data subject pursuant to Art. 6 (1) a. GDPR.

3.2 Processing of lecturers’ and trainers’ personal data:

Your data is also processed for the announcement and the organization of the training as well as for the execution of the video conference.

The legal basis for the processing of the personal data is the declaration of consent provided by the data subject pursuant to Art. 6 (1) a. GDPR.

3.3 “Join the Crew” mailing list:

To keep you up to date on our activities we use your data to include you in the “Join the Crew” mailing list.

The legal basis for the processing of the personal data is the declaration of consent provided by the data subject pursuant to Art. 6 (1) a. GDPR.

 

4. Transfer of personal data

Personal data, processed by the HHU for the purposes mentioned under Section 3, is transferred to the following parties:

  • The IT departments or a service provider may have access to the data in the context of servicing and maintenance work.
  • For contact purposes your e-mail address is passed on to the lecturer of the training.
  • As the UNIVERSEH project is supported by the European Commission some data (gender, field of study, study level, place of study) will be transmitted to the European Commission for statistical purposes without assigning this data to a specific person.
  • The video conference tools Webex or Zoom will be used to implement the science communication trainings. This involves a transfer of your personal data to the service providers based in the USA. The USA is judged by the European Court of Justice to have insufficient data protection that does not meet the standards of the EU or the European Economic Area. The UNIVERSEH and HHU have no influence on the service providers’ data collection and its further processing. They determine to what extent and for how long data is stored, what evaluations and links are made with the data, and to whom it is passed on to. More detailed information on the data processing policies of the individual companies can be found in the data policies at:

https://www.cisco.com/c/de_de/about/legal/privacy-full.html (Webex)

https://zoom.us/de-de/privacy.html (Zoom)

 

5. Duration of the processing and data erasure

The UNIVERSEH at HHU store your data as long as necessary for the fulfillment of the purposes listed in Section 3, for the fulfillment of contractual obligations, or legally prescribed obligations. Thereafter, at the latest by the end of the UNIVERSEH project in August 2024, the data is deleted.

 

6. Your rights as the data subject

As the data subject, you may assert the rights granted to you the EU GDPR at any time:

  • The right to information about whether and which of your data is being processed (Art. 15 GDPR). The restrictions set out in Art. 12 of the Data Protection Act of the State of North Rhine-Westphalia (Datenschutzgesetzt NRW) shall apply
  • The right to demand rectification or completion of your personal data (Art. 16 GDPR)
  • The right to erasure of personal data pursuant to Art. 17 GDPR. The restrictions set out in §10 DSG NRW shall apply
  • The right to demand restriction of the data processing pursuant to Art. 18 GDPR
  • The right to object to any future processing of your personal data pursuant to Art. 21 GDPR
  • The right to withdraw consent at any time. This shall not affect the lawfulness of the processing based on consent before its withdrawal (Art. 7 (3) GDPR)

In addition to these rights, you also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). The HHU’s supervisory authority is the

State Commissioner for Data Protection and Freedom of Information for the State of North Rhine-Wesphalia
Kavalleriestraße 2-4
40213 Düsseldorf, Germany
Tel.: +49 211 38424-0
E-Mail:

Please contact our Data Protection Officer before lodging a complaint with the supervisory authority. We will do our best to solve the issue.

 

7. Validity of these data protection notes

We reserve the right to amend these data protection notes where necessary to ensure compliance with amendments to relevant laws or regulations or to better meet your needs. The latest version of these data protection notes as published by HHU shall apply.

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