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Privacy Policy for the Leibniz Institute for Contemporary History

Contents

I. Name and address of the controller.

II. Name and address of the data protection officer.

III. General information about data processing.

Scope of processing concerning personal data.
Legal basis for the processing of personal data.
Erasure of data and duration of storage.

IV. Provision of the website and creation of log files

Description and scope of data processing.
Legal basis for the processing of personal data.
Purpose of data processing.
Duration of storage.
Option of objection and removal

V. Use of cookies.

VI. Newsletters of the Leibniz Institute for Contemporary History

Description and scope of data processing.
Legal basis for the processing of personal data.
Purpose of data processing.
Duration of storage.
Option of objection and removal.

VII. Registration for library services.

Description and scope of data processing.
Legal basis for the processing of personal data.
Purpose of data processing.
Duration of storage.
Option of objection and removal.

VII. Description and scope of data processing when using the archival database.

Legal basis for the processing of personal data.
Purpose of data processing.
Duration of storage.
Option of objection and removal.

IX. Contact form and email contact.

Description and scope of data processing when using the general contact form.
Legal basis for the processing of personal data.
Purpose of data processing.
Duration of storage.
Option of objection and removal.

X. Rights of the data subject.

Right to access information.
Right to rectification.
Right to restriction of processing.
Right to erasure.
Right to notification.
Right to portability of data.
Right to object.
Right to revoke declarations of consent to data processing.
Right to lodge a complaint with a supervisory authority.

XI. Web analysis using Matomo (formerly Piwik)

XII. Embedded content from YouTube

I. Name and address of the controller

The controller as defined by the GDPR and other national data protection laws of member states, as well as other provisions of data protection law, is:

Leibniz Institute for Contemporary History
Director Prof. Dr. Andreas Wirsching
Leonrodstraße 46 b
80636 Munich
www.ifz-muenchen.de

II. Name and address of the data protection officer

The controller's data protection officer is:

Dr. Esther-Julia Howell
Leonrodstraße 46 b
80636 Munich
Phone: +49 (0) 89/12688-127
datenschutz[at]ifz-muenchen.de

III. General information about data processing

1. Scope of processing concerning personal data

As a rule, we only collect and process the personal data of our users insofar as this is necessary to provide a working website along with our content and services. The collection and processing of personal data only occurs with the consent of the users as a rule. Exceptions apply in such cases where obtaining prior consent is not possible due to the objective circumstances and data processing is permitted by statutory regulations.

2. Legal basis for the processing of personal data

Insofar as we obtain consent from the data subject for processing operations involving personal data, Art. 6 (1)(a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis for the processing of personal data.

When processing personal data is necessary for the performance of a contract to which the data subject is party, Art. 6 (1)(b) GDPR serves as the legal basis. This also applies for processing operations that are necessary in order to take any pre-contractual steps.

Insofar as processing is necessary for compliance with a legal obligation to which the Leibniz Institute for Contemporary History is subject, Art. 6 (1)(c) GDPR serves as the legal basis.

Insofar as processing is necessary for the performance of a task carried out in the public interest to which the Leibniz Institute for Contemporary History is subject, Art. 6 (1)(e) GDPR serves as the legal basis.

If processing is necessary in order to preserve a legitimate interest of the Leibniz Institute for Contemporary History or a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject, Art. 6 (1)(f) GDPR serves as the legal basis for processing.

3. Erasure of data and duration of storage

The data subject's personal data will be deleted or blocked as soon as the purpose of storage no longer applies. Storage can be extended beyond this period if this is provided for by European or national legislature in the regulations, laws or other provisions of Union law to which the controller is subject. Data will also be blocked or deleted after the expiration of a storage period prescribed by the abovementioned regulations unless continued storage of the data is necessary for concluding or performing a contract.

IV. Provision of the website and creation of log files

1. Description and scope of data processing

Every time our website is accessed, our system automatically generates data and information about the computer system of the accessing device.

The following data is collected in this process:

Information about the browser type and the version used
The operating system of the user
The internet service provider of the user
The IP address of the user
Date and time of access
Websites from which the user's system was redirected to our website
Websites which the user's system accessed from our website

This data will also be stored in our system log files. This data will not be stored together with other personal data concerning the user.

2. Legal basis for the processing of personal data

The legal basis for the temporary storage of data and log files is Art. 6 (1)(f) GDPR.

3. Purpose of data processing

The temporary storage of the IP address by the system is necessary in order to deliver the website to the user's device. To this end, the IP address of the user must be stored for the duration of the session.

Storage in log files occurs to guarantee the functional operation of the website. We also use this data to optimise the website and to ensure the security of our IT systems. The data will not be analysed for marketing purposes in this context.

These purposes also include our legitimate interest in data processing pursuant to Art. 6 (1)(f) GDPR.

4. Duration of storage

The data will be erased as soon as it is no longer required for the purpose of its collection. In case of data collection for the provision of the website, this applies when the respective session is ended.

For storage of data in log files, this is the case after seven days at the latest. Storage beyond this period is possible. In this case, the user's IP address will be erased or disguised, making it impossible to identify the accessing client.

Our website is hosted by the company VegaSystems GmbH & Co. KG, Karl-Schurz-Str. 35, 33100 Paderborn, https://www.vegasystems.de. Please consult the following page for information about data protection there: https://www.vegasystems.de/datenschutz/

5. Option of objection and removal

The collection of data to provide the website and the storage of data in log files is required for the operation of the website. Accordingly, the user has no option of objection in this regard.

V. Use of cookies

a) Description and scope of data processing

Our website uses cookies. Cookies are text files stored in the internet browser or by the internet browser on the user's computer system. If a user accesses a website, a cookie may be stored on the user's operating system. This cookie contains a characteristic sequence that enables unambiguous identification of the browser when accessing the website again.

We use cookies to make our service more user-friendly. Some elements of our website require the accessing browser to be identifiable even after changing pages.

The following data is stored and transmitted in the cookies:

Language settings

The user data collected in this way is pseudonymised using technical means. This makes it impossible to attribute the data to the visiting user. The data is not stored together with other personal data of the user.

When this website is accessed, an informational banner informs the user about the use of cookies for analytical purposes and reference is made to this privacy policy. In this context, there are also instructions for how to prevent the storage of cookies in the browser settings.

When this website is accessed, the user is informed about the use of cookies for analytical purposes and the user's consent is obtained for the processing of the necessary personal data. In this context, you will also receive a notice regarding this privacy policy.

b) Legal basis for the processing of personal data

The legal basis for the processing of personal data using cookies is Art. 6 (1)(f) GDPR.

c) Purpose of data processing

The purpose of use for cookies required for technical reasons is to simplify website use for the user. Some features of our website cannot be offered without the use of cookies. These features require that your browser can be recognised after switching to a different website.

We require cookies for the following applications:

d) Changing language settings

The user data collected by cookies required for technical reasons is not used to create user profiles.

e) Duration of storage, option of objection and removal

Cookies are stored on the user's device and transmitted to our website from this device. As a result, the user also has full control over the use of cookies. By changing the settings in your internet browser, you can deactivate or restrict the transfer of cookies. Previously stored cookies can be deleted at any time. This can also occur automatically. If cookies are deactivated for our website, it may not be possible to use all features of this website to their full extent.

VI. Newsletters of the Leibniz Institute for Contemporary History

1. Description and scope of data processing

On our website, we provide the option of subscribing to several free newsletters. When subscribing to newsletters, the data from the input screen is transmitted to us.

IfZ Newsletter:
- Name
- Email address
Bibliographical Information Service:
- Name
- Email address
VfZ Newsletter:
- Name
- Email address

The following data is collected during subscription:

Date and time of registration
Name
Email address
Captcha
Consent to privacy policy

During the registration process, your consent will be obtained for data processing and reference will be made to this privacy policy.

No data will be transferred to third parties in the context of data processing for newsletter mailing. The data will exclusively be used for mailing the newsletter.

2. Legal basis for the processing of personal data

The legal basis for the processing of data after the user subscribes to the newsletter, if the user has granted consent, is Art. 6 (1)(a) GDPR.

3. Purpose of data processing

The user's email address is collected in order to mail the newsletter.

The collection of other personal data during the registration process serves to prevent misuse of the services or email address provided.

4. Duration of storage

The data will be erased as soon as it is no longer required for the purpose of its collection. The user's email address will be stored afterwards for as long as the newsletter subscription is active.

5. Option of objection and removal

The newsletter subscription can be cancelled by the affected user at any time. A relevant link is included in each newsletter for this purpose.

This link also includes an option to withdraw consent to the storage of personal data collected during the registration process.

VII. Registration for library services

1. Description and scope of data processing

On our website, we allow users to log into their user accounts through the library catalogue by entering personal data that was collected or issued during personal registration as a library user at the Leibniz Institute for Contemporary History. This data is entered through an input screen, transmitted to us and stored. The data will not be transferred to third parties. The following data is collected during the registration process:

When the user logs in, the following data will also be stored:

Name
ID number and user number
IP address
Date and time of registration

Consent to the processing of this data was obtained during registration as a library user.

2. Legal basis for the processing of personal data

The legal basis for the processing of data, if the user has granted consent, is Art. 6 (1)(a) GDPR.

3. Purpose of data processing

Registration is required for users to order media from the online library catalogue for use in the reading room, assign media to a user account and renew the due date if required.

4. Duration of storage

The data will be erased as soon as it is no longer required for the purpose of its collection.

This is the case for the data collected during the registration process at the Leibniz Institute for Contemporary History if the registration is cancelled or modified.

5. Option of objection and removal

Users may cancel their registration as library users at any time. You can change the data stored concerning you at any time. Please communicate your cancellation to bibliothek[at]ifz-muenchen.de.

VII. Description and scope of data processing when using the archival database

On the website of the archival database there is a contact form that can be used for electronic advance orders. If users make use of this option, the following data entered in the input screen will be transmitted to us and stored:

Name
Email address
Address
Phone number (optional field)
Research topic
Purpose of use
Time of planned archive consultation

At the time the message is sent, the following data will also be stored:

Date and time of registration

Alternatively, the provided email address can be used to establish contact. In this case, the personal data concerning the user that is transmitted in the email will be stored.

The data will not be transferred to third parties in this context. The data will exclusively be used for handling the conversation.

6. Legal basis for the processing of personal data

The legal basis for the processing of data, if the user has granted consent, is Art. 6 (1)(a) GDPR.

The legal basis for the processing of data that is transmitted when sending an email is Art. 6 (1)(e) and (f) GDPR. If the purpose of email contact is the formation of a contract, an additional legal basis for processing is Art. 6 (1)(b) GDPR.

7. Purpose of data processing

We only process personal data from the input screen in order to establish contact. For contact by email, this is due to the necessary legitimate interest in data processing.

Other personal data processed during the sending process is used to prevent misuse of the contact form and to ensure the security of our IT systems.

8. Duration of storage

The data will be erased as soon as it is no longer required for the purpose of its collection. For personal data from the input screen of the order form and data sent by email, this is the case once the respective conversation with the user has ended. The conversation is ended when it can be concluded from the circumstances that the situation in question has been decisively resolved.

9. Option of objection and removal

Users may withdraw consent to the processing of personal data at any time. If users contact us via email, they can object to the storage of their personal data at any time. Please contact us indicating your withdrawal at the address datenschutz[at]ifz-muenchen.de.

All personal data that was stored when establishing contact will be erased in this case. In such cases, the conversation cannot be continued.

IX. Contact form and email contact

1. Description and scope of data processing when using the general contact form

On our website there is a contact form that can be used for electronic contact. If users make use of this option, the data entered in the input screen will be transmitted to us and stored. This data includes:

Name
Email address

At the time the message is sent, the following data will also be stored:

Date and time of registration

During the sending process, your consent will be obtained for data processing and reference will be made to this privacy policy.

Alternatively, the provided email address can be used to establish contact. In this case, the personal data concerning the user that is transmitted in the email will be stored.

The data will not be transferred to third parties in this context. The data will exclusively be used for handling the conversation.

2. Legal basis for the processing of personal data

The legal basis for the processing of data, if the user has granted consent, is Art. 6 (1)(a) GDPR.

3. Purpose of data processing

We only process personal data from the input screen in order to establish contact. For contact by email, this is due to the necessary legitimate interest in data processing.

Other personal data processed during the sending process is used to prevent misuse of the contact form and to ensure the security of our IT systems.

4. Duration of storage

The data will be erased as soon as it is no longer required for the purpose of its collection. For personal data from the input screen of the contact form and data sent by email, this is the case once the respective conversation with the user has ended. The conversation is ended when it can be concluded from the circumstances that the situation in question has been decisively resolved.

5. Option of objection and removal

All personal data that was stored when establishing contact will be erased in this case. In such cases, the conversation cannot be continued.

X. Rights of the data subject

If the personal data of users are processed, they are considered a data subject under the definition of the GDPR and they are entitled to the following rights with respect to the controller:

1. Right to access information

You have the right to obtain from the controller confirmation as to whether or not we are processing personal data concerning you. Where that is the case, you can request the controller for access to the following information:

The purposes of the processing of personal data;
The categories of personal data that are processed;
The recipients or categories of recipient to whom your personal data has been or will be disclosed, in particular recipients in third countries or international organisations;
The envisaged period for which your 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 your personal data or restriction of processing of personal data concerning you or to object to such processing;
The right to lodge a complaint with a supervisory authority;
Where the personal data is not collected from the data subject, any available information as to its source;
The existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) GDPR 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 your personal data is transferred to a third country or to an international organisation, you have the right to be informed. In this context, you can request information concerning the appropriate safeguards pursuant to Article 46 GDPR relating to the transfer. This right to access information can be restricted if it is anticipated that it will render impossible or seriously impair the achievement of scientific or research purposes and the restriction is necessary to achieve the scientific or research purposes.

2. Right to rectification

You have the right to obtain from the controller the rectification and/or completion of inaccurate or incomplete personal data concerning you. The controller must perform this rectification without undue delay. This right to rectification can be restricted if it is anticipated that it will render impossible or seriously impair the achievement of scientific or research purposes and the restriction is necessary to achieve the scientific or research purposes.

3. Right to restriction of processing

You have the right to request the restriction of processing where one of the following conditions applies:

If you contest the accuracy of your personal data for a period, enabling the controller to verify the accuracy of the personal data;
If the processing is unlawful and you oppose the erasure of the personal data and request the restriction of its use instead;
If the controller no longer needs the personal data for the purposes of the processing, but it is required by you for the establishment, exercise or defence of legal claims, or
If you have objected to processing pursuant to Article 21(1) GDPR pending the verification whether the legitimate grounds of the controller override your grounds.

Where processing of your personal data has been restricted, such personal data shall, with the exception of storage, only be processed with your 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. If you have obtained restriction of processing pursuant to the above conditions, you will be informed by the controller before the restriction of processing is lifted.

Your right to restriction of processing can itself be restricted if it is anticipated that it will render impossible or seriously impair the achievement of scientific or research purposes and the restriction is necessary to achieve the scientific or research purposes.

4. Right to erasure

a) Obligation of erasure

You have the right to obtain from the controller the erasure of personal data concerning you without undue delay and the controller has the obligation to erase this data without undue delay where one of the following grounds applies:

The personal data concerning you is no longer necessary in relation to the purposes for which it was collected or otherwise processed.
You withdraw consent on which the processing is based according to Article 6 (1)(a) GDPR or Article 9 (2)(a) GDPR and there is no other legal ground for the processing.
You object to the processing pursuant to Article 21(1) GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Art. 21 (2) GDPR.
Your personal data has been unlawfully processed.
Your personal data has to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.
Your personal data has been collected in relation to the offer of information society services referred to in Article 8(1) GDPR.

b) Transfer of information to third parties

Where the controller has made your personal data public and is obliged pursuant to Art. 17(1) GDPR to erase this 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 processing the personal data that you have requested the erasure by such controllers of any links to, or copy or replication of, this personal data.

c) Exceptions

The right to erasure does not apply as long as the 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 reasons of public interest in the area of public health in accordance with points (h) and (i) of Article 9(2) as well as Article 9(3) GDPR;
For archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) GDPR insofar as the right referred to in paragraph a) is likely to render impossible or seriously impair the achievement of the objectives of that processing, or
For the establishment, exercise or defence of legal claims.

5. Right to notification

If users exercise their right to rectification, erasure or restriction of processing with respect to the control, the controller is obliged to communicate the rectification, erasure or restriction of processing of this personal data to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort.

You have the right to request information from the controller about those recipients.

6. Right to portability of data

You have the right to receive your personal data which you have provided to the controller in a structured, commonly used and machine-readable format. You also have the right to transmit this data to another controller without hindrance from the controller to which the personal data has been provided, where:

The processing is based on consent pursuant to Article 6 (1)(a) GDPR or Article 9 (2)(a) GDPR or on a contract pursuant to Article 6 (1)(b) GDPR and
the processing is carried out using automated means.

When exercising this right, you also have the right to have your personal data transmitted directly from one controller to another, where technically feasible. The rights and freedoms of others must not be adversely affected. The right to data portability shall not apply to processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

7. Right to object

Users have the right to object at any time, on grounds relating to their particular situation, to processing of their personal data which is based on points Art. 6 (1) (e) or (f) GDPR including profiling based on these provisions.

In this case, the controller will not continue to process your personal data, unless compelling legitimate grounds can be demonstrated for the processing which override your interests, rights and freedoms, or if processing is necessary for the assertion, exercise or defence of legal claims.

Where personal data concerning users is processed for direct marketing purposes, the users have the right to object at any time to processing of their personal data for such marketing, which includes profiling to the extent that it is related to such direct marketing.

If users object to processing for direct marketing purposes, their personal data will no longer be processed for such purposes.

In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, users may exercise their right to object by automated means using technical specifications.

Where personal data is processed for scientific or historical research purposes or statistical purposes pursuant to Article 89(1) GDPR, on grounds relating to their particular situation, users have the right to object to processing of personal data concerning them.

This right to object can be restricted if it is anticipated that it will render impossible or seriously impair the achievement of scientific or research purposes and the restriction is necessary to achieve the scientific or research purposes.

8. Right to revoke declarations of consent to data processing.

Users shall have the right to withdraw their consent to data processing at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

9. Automated individual decision-making including profiling

The website of the Leibniz Institute for Contemporary History and the online services of the Leibniz Institute for Contemporary History do not conduct automated individual decision-making including profiling.

10. Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, users have the right to lodge a complaint with a supervisory authority, in particular in the Member State of their habitual residence, place of work or place of the alleged infringement if they consider that the processing of personal data relating to them 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.

XI. Web analysis using Matomo (formerly Piwik)

a) Scope of processing concerning personal data;

On this website we use the software "Matomo" (www.matomo.org), a service of the provider InnoCraft Ltd., 150 Willis St, 6011 Wellington, New Zealand. The software stores a cookie (text file) on your device that allows it to recognize your browser. If individual pages of our website are visited, the following data will be stored:

The user's IP address with the last two bytes removed (anonymised)
The accessed individual page and time of access
The page from which the user arrived at our website (referrer)
Which browser is used with which plugins, which operating system and which screen resolution
Duration of website visit
Pages that are linked from the accessed sub-page

The data collected using Matomo is stored on our own servers. It will not be transferred to third parties.

b) Legal basis

The legal basis for our processing of personal data using Matomo is Art. 6 (1)(f) GDPR.

c) Purpose of data processing

We require the data to analyse the user's browsing behaviour and to obtain information about the use of individual components of the website. This allows us to continually optimise the website and make it more user-friendly. These purposes also include our legitimate interest pursuant to Art. 6 (1)(f) GDPR. By anonymising the IP address, we are preserving the user's interest in the protection of personal data. The data will never be used to personally identify website users and will not be aggregated with other data

d) Duration of storage:

The data will be erased as soon as it is no longer required for our purposes.

e) Option of objection

You can object to the recording of data in the manner described above in two different ways:

1. You can entirely prevent the storage of cookies in your browser. However, this may mean that you can no longer use certain features of our website that require identification (basket, orders, personal settings etc.)

2. You can activate the "Do not track" setting in your browser. Our Matomo system is configured to respect this setting.

XII. Embedded video content from YouTube

a) Scope of processing concerning personal data;

Our website includes embedded videos from the website YouTube operated by Google. The provider of this service is YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA. If a user clicks a YouTube video embedded on our website, a connection will be established with the YouTube servers. The following data will be transmitted:

IP address of the user

b) Legal basis

The legal basis for this processing of personal data is Art. 6 (1)(f) GDPR.

c) Purpose of data processing

To embed videos it is necessary for the third-party provider of this content to process the user's IP address, since it would be impossible to send the content to the user's browser without the IP address. The IP address is thus necessary for displaying this content.

d) Duration of storage:

The data will be erased by the website operator as soon as it is no longer required for the purpose of its collection. You can learn more about the handling of user data by YouTube in YouTube’s privacy policy:

https://policies.google.com/privacy?hl=en&gl=en

e) Option of objection

You can object to the processing described above by using a specially configured VPN client.

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