Privacy Policy

DFN Scheduler V6

Information on the Processing of Personal Data in Accordance with Article 12 (1) Sentence 1 of the General Data Protection Regulation (GDPR)

Article 12 (1) Sentence 1 of the EU General Data Protection Regulation (GDPR) stipulates:

“The controller shall take appropriate measures to provide the data subject with all information referred to in Articles 13 and 14 (…) in a concise, transparent, intelligible, and easily accessible form, using clear and plain language; (…).”

The Association for the Promotion of a German Research Network (DFN-Verein)

Alexanderplatz 1

10178 Berlin

Email: dfn-verein@dfn.de

Phone: +49 30 884299 0

fulfills this obligation as the data controller with the following information.

 

DFN Scheduler 6

 

DFN Scheduler 6 is a platform for scheduling and bookings, in accordance with the terms of use outlined in Scheduler 6.

 

The DFN-Verein is solely responsible for data processing related to the provision of Scheduler 6 but not for the content of individual polls or booking processes. Compliance with data protection principles in the design of poll or booking content is the responsibility of the poll or booking initiators (“authors”).

 

The link through which participants gain access to a poll or booking process is generated as a URL with a random combination of numbers and characters to protect against unauthorized access. While this makes it unlikely, it is not entirely impossible, that individuals other than the author or participants (“involved parties”) may accidentally access a poll or booking. This measure does not protect against the URL being shared by the author or participants with third parties. After the URL has been sent, the DFN-Verein has no control over its distribution. Accidental access remains unlikely but cannot be completely ruled out.

DFN Scheduler 6 is therefore designed for simple polls or bookings, not for large-scale polls or bookings, and explicitly not for entering sensitive personal data.

 

Use of DFN Scheduler 6 is possible worldwide. Data processing takes place exclusively within the Federal Republic of Germany.

 

Categories of Processed Data, Purpose of Processing, and Legal Basis

 

1. Accessing the Scheduler 6 Website

 

When accessing the Scheduler 6 website, the following data is stored for 7 days:

• IP address

• Date

• Time

• URL and data volume transmitted

• Status code

• Accessing web browser (if provided by the client)

• Referrer

 

This data is stored for information security and error analysis purposes. Our legitimate interest in data processing under Art. 6 (1) (f) GDPR lies in these purposes. There is no indication that the interests, fundamental rights, or freedoms of data subjects outweigh these purposes. IP addresses or email addresses are not merged with other data sets.

 

2. Creating a User Account

 

When creating a user account, the following personal data is processed:

• Email address

• Username (pseudonym possible)

• Display name (can differ from the username; pseudonym possible)

• Password (must be set via the confirmation email link; passwords are stored encrypted)

 

The username and password are mandatory for the clear identification of the user to determine access authorization to the account.

The data is required for creating a user account. The legal basis is Art. 6 (1) (b) GDPR.

 

3. Creating a Poll or Booking by an Author

 

A poll can be created by an author with or without a user account.

• If created through a user account, the associated email address is used.

• The email address is not shared with other participants.

• Authors may choose to enter additional personal data in the description field of a poll or booking. This is the author’s responsibility. DFN-Verein does not request this data.

 

A booking list can only be created with a user account. The email address from the user account is used for notifications.

The data is required to create a poll or booking. The legal basis is Art. 6 (1) (b) GDPR.

 

4. Participating in a Poll or Booking

 

Participation is possible with or without a user account. The data entered by participants is processed by DFN-Verein.

• The design of the query is the author’s responsibility, and the entries are made by participants.

• Participants are advised to minimize the use of personal data.

 

Additional data processed includes:

• Display name (pseudonym possible)

• If required by the author, an email address

• Username and display name for participants using a user account

 

The data is required to participate in polls or bookings. The legal basis is Art. 6 (1) (b) GDPR.

 

5. Sending Emails to Authors and Participants

 

Authors can configure the scheduler to send automatic emails with poll results to participants. The following log data is stored when emails are sent:

• Email address of the author or participant

• Date

• Time

• Delivery status

 

This data is required to provide the service (error analysis, proof of proper email function). The legal basis is Art. 6 (1) (f) GDPR.

 

Data Retention Periods

• Access Data (see Section 1): deleted after 7 days.

• User Account Data (see Section 2): can be deleted by the user; otherwise, data is retained indefinitely.

• Polls/Bookings (see Sections 3 & 4):

• Authors can delete them anytime.

• If not deleted:

• Closed polls are deleted 3 months after the fixed date.

• Open polls are deleted 6 months after the last activity.

• Booking lists trigger a deletion notice after 1 year of inactivity, with deletion 30 days later unless re-saved.

• Email Data (see Section 5): deleted after 7 days.

 

Recipients of Personal Data

All personal data, including participant data, may be accessed by DFN-Verein staff for support requests or abuse prevention.

 

Cookies

Cookies are only set if the user allows them in their browser settings. Only session cookies are used. No advertising or tracking cookies are employed. Cookies are deleted when the browser is closed.

 

Data Subject Rights under GDPR

• Art. 15 GDPR: Right of access to confirm if data is processed and to receive information.

• Art. 16 GDPR: Right to rectification and completion of incorrect personal data.

• Art. 17 GDPR: Right to erasure (“right to be forgotten”) under certain conditions.

• Art. 18 GDPR: Right to restrict processing in specific cases.

• Art. 20 GDPR: Right to data portability under certain conditions.

• Art. 21 GDPR: Right to object to processing based on Art. 6 (1) (e) or (f) GDPR.

• Art. 77 GDPR: Right to lodge a complaint with a supervisory authority.

 

Updates to the Privacy Policy

Due to ongoing developments, we may update this privacy policy at any time.

Effective Date: January 2022

 

Contact Details for Data Protection Officer:

Association for the Promotion of a German Research Network (DFN-Verein)

Data Protection Officer

Alexanderplatz 1, 10178 Berlin

Email: datenschutz@dfn.de

Phone: +49 30 884299 9103