GFLW Privacy Policy

Thank you for visiting the GFLW privacy policy. Data protection is of a particularly high priority for GFLW. The use of the Internet pages of GFLW is possible without any indication of personal data; however, if a data subject wants to use special services via our website, processing of personal data could become necessary. If the processing of personal data is necessary and there is no statutory basis for such processing, we generally obtain consent from the data subject.

The processing of personal data, such as the name, address, e-mail address, or telephone number of a data subject shall always be in line with the General Data Protection Regulation (GDPR), and in accordance with the country-specific data protection regulations applicable to GFLW. By means of this data protection declaration, our organization would like to inform the general public of the nature, scope, and purpose of the personal data we collect, use and process. Furthermore, data subjects are informed, by means of this data protection declaration, of the rights to which they are entitled.

As the controller, GFLW has implemented numerous technical and organizational measures to ensure the most complete protection of personal data processed through this website. However, Internet-based data transmissions may in principle have security gaps, so absolute protection may not be guaranteed. For this reason, every data subject is free to transfer personal data to us via alternative means, e.g. by telephone. 

 

1. Definitions

The data protection declaration of GFLW is based on the terms used by the European legislator for the adoption of the General Data Protection Regulation (GDPR). Our data protection declaration should be legible and understandable for the general public, as well as our community and partners. To ensure this, we would like to first explain the terminology used.

In this data protection declaration, we use, inter alia, the following terms:

a) Personal data

Personal data means any information relating to an identified or identifiable natural person (“data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

b) Data subject

Data subject is any identified or identifiable natural person, whose personal data is processed by the controller responsible for the processing.

c) Processing

Processing is any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. 

d) Restriction of processing

Restriction of processing is the marking of stored personal data with the aim of limiting their processing in the future. 

e) Profiling

Profiling means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyze or predict aspects concerning that natural person's performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements. 

f)  Pseudonymization

Pseudonymization is the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organizational measures to ensure that the personal data are not attributed to an identified or identifiable natural person. 

g) Controller or controller responsible for the processing

Data controller, or controller responsible for the processing is GFLW – Gesellschaft zur Förderung der Lebenswissenschaften Heidelberg GmbH, a not-for-proft organisation registered in Germany with its administrative seat in Heidelberg, Germany and the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law. 

h) Processor

Processor is a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller. In this case, the Processor is EMBO – European Molecular Biology Organization, a not-for profit organization registered in Switzerland with its administrative seat in Heidelberg, Germany. 

i) Recipient

Recipient is a natural or legal person, public authority, agency or another body, to which the personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing. 

j) Third party

Third party is a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorized to process personal data.

k) Consent

Consent of the data subject is any freely given, specific, informed and unambiguous indication of the data subject's wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her. 

 

2. Name and Address of the controller

Controller for the purposes of the General Data Protection Regulation (GDPR), other data protection laws applicable in Member states of the European Union and other provisions related to data protection is:

Gesellschaft zur Förderung der Lebenswissenschaften Heidelberg GmbH
Meyerhofstr. 1
69117 Heidelberg
Germany
Phone: +49 6221 8891 400
Email:  info@gflw-heidelberg.de
Website: gflw.org

 

3. Cookies

The Internet pages of GFLW use cookies. Cookies are text files that are stored on your computer via an Internet browser.

Many Internet sites and servers use cookies. Many cookies contain a so-called cookie ID. A cookie ID is a unique identifier of the cookie. It consists of a character string through which Internet pages and servers can recognize your particular browser by reading the unique ID number.

Through the use of cookies, GFLW can provide the users of this website with more user-friendly services that would not be possible without the cookie setting.

By means of a cookie, the information and offers on our website can be optimized with the user in mind. Cookies allow us to recognize our website users in order to make it easier for them to use our website. For example, users may not have to enter their login details each time the website is accessed, because they can be recognized by the information in the cookie. 

The data subject may, at any time, prevent the setting of cookies through our website by means of a corresponding setting of the Internet browser used, and may thus permanently deny the setting of cookies. Furthermore, already set cookies may be deleted at any time via an Internet browser or other software programs. This is possible in all popular Internet browsers. If the data subject deactivates the setting of cookies in the Internet browser used, not all functions of our website may be entirely usable.

 

4. Collection of general data and information

The website of GFLW collects a series of general data and information when a data subject or automated system calls up the website. This general data and information are stored in the server log files. Collected may be (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrers), (4) the sub-websites, (5) the date and time of access to the Internet site, (6) an Internet protocol address (IP address), (7) the Internet service provider of the accessing system, and (8) any other similar data and information that may be used in the event of attacks on our information technology systems.

When using these general data and information, GFLW does not draw any conclusions about the data subject. Rather, this information is needed to (1) deliver the content of our website correctly, (2) optimize the content of our website as well as its advertisement, (3) ensure the long-term viability of our information technology systems and website technology, and (4) provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. Therefore, GFLW analyzes anonymously collected data and information statistically, with the aim of increasing the data protection and data security of our organization, and to ensure an optimal level of protection for the personal data we process. The anonymous data of the server log files are stored separately from all personal data provided by a data subject.

 

5. Registration on our website

The data subject has the possibility to register on the GFLW website with the indication of personal data. Which personal data are transmitted to GFLW is determined by the respective input fields in the form used for the registration. The personal data entered by the data subject are collected and stored exclusively for internal use by GFLW, and for his own purposes. GFLW may request transfer to one or more processors (e.g. a parcel or postal service) that also uses personal data for an internal purpose which is attributable to GFLW. If the data subject registers for services offered by GFLW, GFLW may use third party service providers to facilitate the application process. These third-party service providers are carefully selected and supervised by GFLW. They may, at the discretion of GFLW, engage service providers. 

By registering on the GFLW website, the IP address—assigned by the Internet service provider (ISP) and used by the data subject—date, and time of the registration are also stored. The storage of this data takes place against the background that this is the only way to prevent the misuse of our services, and, if necessary, to make it possible to investigate committed offenses. Insofar, the storage of this data is necessary to secure GFLW. This data is not passed on to third parties unless there is a statutory obligation to pass on the data, or if the transfer serves the aim of criminal prosecution.

The registration of the data subject, with the voluntary indication of personal data, is intended to enable GFLW to offer the data subject contents or services that may only be offered to registered users due to the nature of the matter in question. Registered persons are free to change the personal data specified during the registration at any time, or to have them completely deleted from the data stock of GFLW.

GFLW shall, at any time, provide information upon request to each data subject as to what personal data are stored about the data subject. In addition, GFLW shall correct or erase personal data at the request or indication of the data subject, insofar as there are no statutory storage obligations. The Data Protection Officer designated in this data protection declaration, as well as the entirety of GFLW employees are available to the data subject as contact persons in this respect.

 

6. Subscription to our newsletters

On the GFLW website, users are given the opportunity to subscribe to our organization's newsletters. The form fields used for this purpose determines which personal data are transmitted, as well as when the newsletter is ordered from GFLW.

GFLW informs its community regularly by means of a newsletter about its activities. This is in line with GFLW’s statutory purpose of promoting and encouraging the development of molecular biology in Europe and beyond. The organization's newsletter may only be received by the data subject if (1) the data subject has a valid e-mail address and (2) the data subject consents to receiving the newsletter. A confirmation e-mail will be sent to the e-mail address provided by the data subject when the data subject registers to receive newsletters requesting the data subject to confirm its identity. This confirmation e-mail is necessary to prove that the e-mail address provided at the registration is in fact the e-mail address of the data subject.

During the registration for the newsletter, we also store the IP address of the computer system assigned by the Internet service provider (ISP) and used by the data subject at the time of the registration, as well as the date and time of the registration. The collection of this data is necessary in order to understand the (possible) misuse of the e-mail address of a data subject at a later date, and it therefore serves the aim of the legal protection of GFLW.

The personal data collected as part of a registration for the newsletter will only be used to send our newsletter. In addition, subscribers to the newsletter may be informed by e-mail, as long as this is necessary for the operation of the newsletter service or a registration in question, as this could be the case in the event of modifications to the newsletter offer, or in the event of a change in technical circumstances. There will be no transfer of personal data collected by the newsletter service to third parties. The subscription to our newsletter may be terminated by the data subject at any time. The consent to the storage of personal data, which the data subject has given for shipping the newsletter, may be revoked at any time. For the purpose of revocation of consent, a corresponding link is found in each newsletter. It is also possible to unsubscribe from the newsletter at any time directly on the GFLW website, or to communicate this to GFLW in a different way.

 

7. Newsletter-tracking

Newsletters from GFLW contain tracking pixels. A tracking pixel is a graphic, often a tiny transparent image, embedded in HTML e-mails in order to enable statistical analysis of the success or failure of online campaigns. Based on when and whether the linked image was downloaded from its source, GFLW can see if and when an e-mail was opened by a data subject. 

The links in our Newsletter emails also contain extra information allowing us to record which links were clicked by data subjects. When a user follows one of these links, the origin of the referral (i.e. the fact that they clicked the link in the email newsletter) is recorded along with the identity of the recipient and the time and date of the click. 

Such personal data collected in the tracking pixels and tracked links contained in the newsletters are stored and analyzed by GFLW in order to optimize the shipping of the newsletter, as well as to better adapt the content of future newsletters to the interests of the data subject. These personal data will not be passed on to third parties. Data subjects are at any time entitled to revoke the respective separate declaration of consent issued by means of the double-opt-in procedure. After a revocation, these personal data will be deleted by GFLW. GFLW automatically regards a withdrawal from the receipt of the newsletter as a revocation.

 

8. Contact possibility via the website 

The GFLW website contains information that enables a quick electronic contact to our organization, as well as direct communication with us, which also includes a general address for so-called electronic mail (e-mail address). If a data subject contacts GFLW by e-mail or via a contact form, the personal data transmitted by the data subject are automatically stored. Such personal data transmitted on a voluntary basis by a data subject to GFLW are stored for the purpose of processing or contacting the data subject. There is no transfer of this personal data to third parties.

 

9. Routine erasure and blocking of personal data

GFLW shall process and store the personal data of the data subject only for the period necessary to achieve the purpose of storage, or as far as this is granted by the European legislator or other legislators in laws or regulations GFLW is subject to.

If the storage purpose is not applicable, or if a storage period prescribed by the European legislator or another competent legislator expires, the personal data are routinely blocked or erased in accordance with legal requirements.

 

10. Rights of the data subject

a) Right of confirmation

Each data subject shall have the right granted by the European legislator to obtain confirmation as to whether or not personal data concerning him or her are being processed from GFLW. If a data subject wishes to avail himself of this right of confirmation, he or she may, at any time, contact GFLW info@gflw-heidelberg.de. 

b) Right of access

Each data subject shall have the right granted by the European legislator to obtain from GFLW free information about his or her personal data stored at any time and a copy of this information. Furthermore, the European directives and regulations grant the data subject access to the following information:

Furthermore, the data subject shall have a right to obtain information as to whether personal data are transferred to a third country or to an international organization. Where this is the case, the data subject shall have the right to be informed of the appropriate safeguards relating to the transfer.

If a data subject wishes to avail himself of this right of access, he or she may at any time contact GFLW at info@gflw-heidelberg.de.

c) Right to rectification 

Each data subject shall have the right granted by the European legislator to obtain from GFLW 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.

If a data subject wishes to exercise this right to rectification, he or she may, at any time, contact GFLW at info@gflw-heidelberg.de.

d) Right to erasure (Right to be forgotten) 

Each data subject shall have the right granted by the European legislator to obtain from GFLW the erasure of personal data concerning him or her without undue delay, and GFLW shall have the obligation to erase personal data without undue delay where one of the following grounds applies, as long as the processing is not necessary: 

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 to which the processing is based according to point (a) of Article 6(1) of the GDPR, or point (a) of Article 9(2) of the GDPR, and where there is no other legal ground for the processing.

The data subject objects to the processing pursuant to Article 21(1) of the GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2) of the GDPR. 

The personal data have been unlawfully processed.

The personal data must be erased for compliance with a legal obligation in Union or Member State law to which GFLW is subject.

The personal data have been collected in relation to the offer of information society services referred to in Article 8(1) of the GDPR.

If one of the aforementioned reasons applies, and a data subject wishes to request the erasure of personal data stored by GFLW, he or she may at any time contact GFLW at info@gflw-heidelberg.de.

GFLW shall promptly ensure that the erasure request is complied with immediately.

Where GFLW has made personal data public and is obliged pursuant to Article 17(1) to erase the personal data, GFLW, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform other controllers processing the personal data that the data subject has requested erasure by such controllers of any links to, or copy or replication of, those personal data, as far as processing is not required. GFLW will arrange the necessary measures in individual cases.

e) Right of restriction of processing

Each data subject shall have the right granted by the European legislator to obtain from GFLW restriction of processing where one of the following applies:

If one of the aforementioned conditions is met, and a data subject wishes to request the restriction of the processing of personal data stored by GFLW, he or she may at any time contact GFLW at info@gflw-heidelberg.de. GFLW will arrange the restriction of the processing. 

f) Right to data portability

Each data subject shall have the right granted by the European legislator, to receive the personal data concerning him or her, which was provided to a controller, in a structured, commonly used and machine-readable format. He or she shall have the right to transmit those data to another controller without hindrance from GFLW to which the personal data have been provided, as long as the processing is based on consent pursuant to point (a) of Article 6(1) of the GDPR or point (a) of Article 9(2) of the GDPR, or on a contract pursuant to point (b) of Article 6(1) of the GDPR, and the processing is carried out by automated means, as long as the processing is not necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in GFLW.

Furthermore, in exercising his or her right to data portability pursuant to Article 20(1) of the GDPR, the data subject shall have the right to have personal data transmitted directly from one controller to another, where technically feasible and when doing so does not adversely affect the rights and freedoms of others.

In order to assert the right to data portability, the data subject may at any time contact GFLW.

g) Right to object

Each data subject shall have the right granted by the European legislator to object, on grounds relating to his or her particular situation, at any time, to processing of personal data concerning him or her, which is based on point (e) or (f) of Article 6(1) of the GDPR. This also applies to profiling based on these provisions.

GFLW shall no longer process the personal data in the event of the objection, unless we can demonstrate 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.

If GFLW processes personal data for direct marketing purposes, the data subject shall have the right to object at any time to processing of personal data concerning him or her for such marketing. This applies to profiling to the extent that it is related to such direct marketing. If the data subject objects to GFLW to the processing for direct marketing purposes, GFLW will no longer process the personal data for these purposes.

In addition, the data subject has the right, on grounds relating to his or her particular situation, to object to processing of personal data concerning him or her by GFLW for scientific or historical research purposes, or for statistical purposes pursuant to Article 89(1) of the GDPR, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

In order to exercise the right to object, the data subject may directly contact GFLW. In addition, the data subject is free in the context of the use of information society services, and notwithstanding Directive 2002/58/EC, to use his or her right to object by automated means using technical specifications.

h) Automated individual decision-making, including profiling

Each data subject shall have the right granted by the European legislator not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her, or similarly significantly affects him or her, as long as the decision (1) is not is necessary for entering into, or the performance of, a contract between the data subject and a data controller, or (2) is not authorised by Union or Member State law to which GFLW is subject and which also lays down suitable measures to safeguard the data subject's rights and freedoms and legitimate interests, or (3) is not based on the data subject's explicit consent.

If the decision (1) is necessary for entering into, or the performance of, a contract between the data subject and a data controller, or (2) it is based on the data subject's explicit consent, GFLW 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 GFLW, to express his or her point of view and contest the decision.

If the data subject wishes to exercise the rights concerning automated individual decision-making, he or she may at any time directly contact GFLW.

i) Right to withdraw data protection consent 

Each data subject shall have the right granted by the European legislator to withdraw his or her consent to processing of his or her personal data at any time. 

If the data subject wishes to exercise the right to withdraw the consent, he or she may at any time directly contact GFLW.  

 

11. Data protection provisions about the application and the use of other Google services

Some GFLW web pages include an embedded Google Maps. These services are hosted by Google in the United States of America, headquartered at Google Inc., 1600 Amphitheatre Pkwy, Mountain View, CA 94043-1351, United States. In order to display this content, a request is made to Google’s servers via the internet, including cookies (as defined above) containing information about your Google account, if you are logged into Google, and other information which may identify the devices you use, your language preferences, location as well as other information used for targeted advertising by Google and their affiliates.  For more information about Google’s privacy policies and how you can opt out of Google’s services, please see section 13, above. For more details about the cookies used by Google’s services and the data they contain, see https://www.google.com/policies/technologies/types/

The data processed by Google as a prerequisite to providing their services is not collected at the request of GFLW and is not supplied to or accessible by GFLW. 

 

12. Data protection provisions about the application and use of YouTube

On this website, GFLW has integrated components of YouTube. YouTube is an Internet video portal that enables video publishers to set video clips and other users free of charge, which also provides free viewing, review and commenting on them. YouTube allows you to publish all kinds of videos, so you can access both full movies and TV broadcasts, as well as music videos, trailers, and videos made by users via the Internet portal.

The operating company of YouTube is YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, UNITED STATES. The YouTube, LLC is a subsidiary of Google Inc., 1600 Amphitheatre Pkwy, Mountain View, CA 94043-1351, UNITED STATES.

With each call-up to one of the individual pages of this Internet site, which is operated by GFLW and on which a YouTube component (YouTube video) was integrated, the Internet browser on the information technology system of the data subject is automatically prompted to download a display of the corresponding YouTube component. Further information about YouTube may be obtained under https://www.youtube.com/yt/about/en/. During the course of this technical procedure, YouTube and Google gain knowledge of what specific sub-page of our website was visited by the data subject.

If the data subject is logged in on YouTube, YouTube recognizes with each call-up to a sub-page that contains a YouTube video, which specific sub-page of our Internet site was visited by the data subject. This information is collected by YouTube and Google and assigned to the respective YouTube account of the data subject.

YouTube and Google will receive information through the YouTube component that the data subject has visited our website, if the data subject at the time of the call to our website is logged in on YouTube; this occurs regardless of whether the person clicks on a YouTube video or not. If such a transmission of this information to YouTube and Google is not desirable for the data subject, the delivery may be prevented if the data subject logs off from their own YouTube account before a call-up to our website is made.

YouTube's data protection provisions, available at https://www.google.com/intl/en/policies/privacy/, provide information about the collection, processing and use of personal data by YouTube and Google.

 

13. Legal basis for the processing 

Processing operations at GFLW are mostly based on Article 6(1) lit. f GDPR, with processing being necessary for the purposes of the legitimate interests pursued by GFLW or by 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. Such processing operations are considered that a legitimate interest if the data subject is a client of the controller (Recital 47 Sentence 2 GDPR). Art. 6(1) lit. a GDPR serves as the legal basis for processing operations for which we obtain consent for a specific processing purpose.

If the processing of personal data is necessary for the performance of a contract to which the data subject is party, as is the case, for example, when processing operations are necessary for the supply of goods or to provide any other service, the processing is based on Article 6(1) lit. b GDPR. The same applies to such processing operations which are necessary for carrying out pre-contractual measures, for example in the case of inquiries concerning our products or services. When GFLW is subject to a legal obligation by which processing of personal data is required, such as for the fulfillment of tax obligations, the processing is based on Art. 6(1) lit. c GDPR.

In rare cases, the processing of personal data may be necessary to protect the vital interests of the data subject or of another natural person. This would be the case, for example, if a visitor were injured while on GFLW’s premises and his name, age, health insurance data or other vital information would have to be passed on to a doctor, hospital or other third party. Then the processing would be based on Art. 6(1) lit. d GDPR. 

 

14. The legitimate interests pursued by the controller or by a third party

Where the processing of personal data is based on Article 6(1) lit. f GDPR our legitimate interest is to pursue our statutory purpose of developing and encouraging molecular biology in Europe and beyond, and to ensure the well-being of all our employees.

 

15. Period for which the personal data will be stored

Personal data submitted to GFLW in the course of applying for financial or organizational support, or in the process of being assessed for membership or support, is stored indefinitely unless a specific request is made by the data subject to have their data erased per their rights under Article 6(1) of the GDPR. This data is kept indefinitely in order to carry out the statutory purposes of GFLW, including promoting the life sciences to relevant parties and providing a fair and equitable process in carrying out GFLW’s activities, such as the allocation of courses. GFLW also uses historical data to optimize its activities, ensuring improvement in areas such as gender representation and international representation, requiring historical data for analysis of trends.

 

16. Provision of personal data as statutory or contractual requirement; Requirement necessary to enter into a contract; Obligation of the data subject to provide the personal data; possible consequences of failure to provide such data 

We clarify that the provision of personal data is partly required by law (e.g. tax regulations) or can also result from contractual provisions (e.g. information on the contractual partner). Sometimes it may be necessary to conclude a contract that the data subject provides us with personal data, which must subsequently be processed by us. The data subject is, for example, obliged to provide us with personal data when GFLW signs a contract with him or her. The non-provision of the personal data would have the consequence that the contract with the data subject could not be concluded. Before personal data is provided by the data subject, the data subject must contact GFLW. GFLW clarifies to the data subject whether the provision of the personal data is required by law or contract or is necessary for the conclusion of the contract, whether there is an obligation to provide the personal data and the consequences of non-provision of the personal data.

 

17. Existence of automated decision-making

As a responsible organization, we do not use automatic decision-making or profiling.

 

 


 

 

 

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