Data protection declaration
This data protection declaration informs you about the nature, scope, and purpose of the processing of personal data (from now on referred to as "data") within our online offer and the websites, functions, and content associated with it, as well as external online presences, such as our social media profiles. (from now on collectively referred to as "online offer"). With regard to the terms used, such as "processing" or "controller", we refer to the definitions in Article 4 of the General Data Protection Regulation (GDPR).
Contact data protection officer: firstname.lastname@example.org
Managing director: Dr. Carsten Borchert, Frederik Eichler
Types of data processed:
- Inventory data (e.g., names, addresses).
- Contact data (e.g., e-mail, telephone numbers).
- Content data (e.g., text input, photographs, videos).
- Usage data (e.g., web pages visited, interest in content, access times).
- Meta/communication data (e.g., device information, IP addresses).
Categories of data subjects
Visitors and users of the online offer (from now on, we also refer to the data subjects collectively as "users").
Purpose of the processing
- Provision of the online offer, its functions, and content.
- Responding to contact requests and communicating with users
- Security measures
- Reach measurement/marketing
"Personal data" means any information relating to an identified or identifiable natural person (from now on "data subject"); an identifiable natural person 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 (e.g. cookie) or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
"Processing" means any operation or set of operations that are performed upon personal data, whether or not by automatic means. The term is broad and encompasses virtually any handling of data.
"Controller" means the natural or legal person, public authority, agency, or other body that alone or jointly with others determines the purposes and means of processing personal data.
Relevant legal basis
Cooperation with processors and third parties
If in the course of our processing, we disclose data to other persons and companies (order processors or third parties), transmit it to them, or otherwise grant them access to the data. In that case, this will only be done based on legal permission (e.g., if transmission of the data to third parties, such as payment service providers, is necessary for the performance of the contract pursuant to Art. 6 (1) lit. b DSGVO), you have consented, a legal obligation provides for this or based on our legitimate interests (e.g., when using agents, web hosts, etc.).
If we commission third parties to process data based on a so-called "order processing agreement", this is done based on Art. 28 DSGVO.
Transfers to third countries
If we process data in a third country (i.e., outside the European Union (EU) or the European Economic Area (EEA)) or if this is done in the context of using third-party services or disclosing or transferring data to third parties, this is only done if it is done to fulfill our (pre-)contractual obligations, based on your consent, due to a legal obligation or based on our legitimate interests. Subject to legal or contractual permissions, we process or allow the processing of data in a third country only if the special requirements of Art. 44 et seq. DSGVO is met. I.e., the processing is carried out, for example, based on special guarantees, such as the officially recognized determination of a level of data protection corresponding to that of the EU (e.g., for the USA by the "Privacy Shield") or compliance with officially recognized special contractual obligations (so-called "standard contractual clauses").
Rights of the data subjects
You have the right to request confirmation as to whether the data in question is being processed and to information about this data, as well as further information and a copy of the data in accordance with Art. 15 DSGVO.
According to Art. 16 DSGVO, you have the right to request the completion of the data concerning you or the correction of incorrect data concerning you.
You have the right, in accordance with Art. 17 DSGVO, to demand that data concerning you be deleted without delay, or according to Art. 18 DSGVO, to request the restriction of the data processing.
You have the right to request that the data concerning you that you have provided to us be received in accordance with Art. 20 DSGVO and to request that it be transferred to other data controllers.
You also have the right to lodge a complaint with the competent supervisory authority in accordance with Art. 77 DSGVO.
Right of withdrawal
You have the right to revoke any consent given in accordance with Art. 7 (3) DSGVO with effect for the future.
Right of objection
You may object to the future processing of data relating to you in accordance with Art. 21 DSGVO at any time. The objection can be made in particular against processing for direct marketing purposes.
Cookies and right to object in the case of direct advertising
Cookies" are small files that are stored on users' computers. Various data can be stored within the cookies. The primary purpose of a cookie is to store information about a user (or the device on which the cookie is stored) during or after they visit an online offer. Temporary cookies, or "session cookies" or "transient cookies", are cookies that are deleted after a user leaves an online offer and closes his browser. For example, in such a cookie, the contents of a shopping cart in an online store or a login jam can be stored. Cookies that remain stored even after the browser is closed are referred to as "permanent" or "persistent". For example, the login status can be stored if users visit them after several days. Likewise, users' interests can be stored in such a cookie, which is used for range measurement or marketing purposes. Third-party cookies" are cookies that are offered by providers other than the responsible party that operates the online offer (otherwise, if they are only its cookies, they are referred to as "first-party cookies").
If users do not want cookies to be stored on their computer, they are asked to deactivate the corresponding option in their browser's system settings. Stored cookies can be deleted in the system settings of the browser. The exclusion of cookies can lead to functional restrictions of this online offer.
Deletion of data
The data processed by us will be deleted or restricted in its processing in accordance with Articles 17 and 18 DSGVO. Unless expressly stated within the scope of this data protection declaration, the data stored by us will be deleted as soon as it is no longer required for its intended purpose. The deletion does not conflict with any statutory retention obligations. If the data is not deleted because it is necessary for other legally permissible purposes, its processing will be restricted. I.e., the data is blocked and not processed for other purposes. This applies, for example, to data that must be retained for commercial or tax law reasons.
According to legal requirements in Germany, data is stored for six years in accordance with Section 257 (1) of the German Commercial Code (commercial books, inventories, opening balances, annual financial statements, commercial letters, accounting vouchers, etc.) and for ten years in accordance with Section 147 (1) of the German Fiscal Code (AO) (books, records, management reports, accounting vouchers, commercial and business letters, documents relevant for taxation, etc.).
According to legal requirements in Austria, storage is carried out in particular for seven years in accordance with Section 132 (1) BAO (accounting records, vouchers/invoices, accounts, receipts, business papers, statement of income and expenditure, etc.) for 22 years in connection with real estate and for ten years for documents in connection with electronically provided services, telecommunications, radio and television services provided to non-entrepreneurs in EU member states and for which the Mini-One-Stop-Shop (MOSS) is used.
In addition, we process
- Contract data (e.g., subject matter of the contract, term, customer category).
- Payment data (e.g., bank details, payment history)
of our customers, prospective customers, and business partners to provide contractual services, service and customer care, marketing, advertising, and market research.
The hosting services used by us provide the following services: Infrastructure and platform services, computing capacity, storage space and database services, security services, and technical maintenance services, which we use to operate this online offer.
In doing so, we, or our hosting provider, process inventory data, contact data, content data, contract data, usage data, metadata, and communication data of customers, interested parties, and visitors of this online offer based on our legitimate interests in an efficient and secure provision of this online offer according to Art. 6 para. 1 lit. f DSGVO in conjunction with Art. 28 DSGVO. Art. 28 DSGVO (conclusion of order processing contract).
Collection of access data and log files
We, respectively our hosting provider, collect based on our legitimate interests within the meaning of Art. 6 para. 1 lit. f. DSGVO, we collect data about each access to the server on which this service is located (so-called server log files). The access data includes the name of the website accessed, file, date and time of access, amount of data transferred, notification of successful access, browser type and version, the user's operating system, referrer URL (the previously visited page), IP address and the requesting provider.
Logfile information is stored for security reasons (e.g., for the clarification of abuse or fraud) for a maximum of 7 days and then deleted. Data whose further storage is required for evidentiary purposes is exempt from deletion until final clarification of the respective incident.
Provision of contractual services
We process inventory data (e.g., names and addresses and contact data of users), contract data (e.g., services used, names of contact persons, payment information) to fulfill our contractual obligations and services according to Art. 6 para. 1 lit b. DSGVO. The entries marked as mandatory in online forms are required for the conclusion of the contract.
In the context of our online services, we store the IP address and the time of the respective user action. The storage is based on our legitimate interests and those of users in protection against abuse and other unauthorized use. In principle, this data is not passed on to third parties unless it is necessary to pursue our claims or there is a legal obligation, according to Art. 6 Para. 1 lit. c DSGVO.
We process usage data (e.g., the visited web pages of our online offer, interest in our products) and content data (e.g., entries in the contact form or user profile) for advertising purposes in a user profile, e.g., to display product information to the user based on their previously used services.
The deletion of the data takes place after the expiry of the legal warranty and comparable obligations. The necessity of keeping the data is reviewed every three years; in the case of legal archiving obligations, the deletion takes place after their expiry. Information in any customer account shall remain until it is deleted.
Administration, financial accounting, office organization, contact management
We process data within the scope of administrative tasks and organization of our business, financial accounting, and compliance with legal obligations, such as archiving. In this regard, we process the same data that we process to provide our contractual services. The processing bases are Art. 6 para. 1 lit. c. DSGVO, Art. 6 para. 1 lit. f. DSGVO. Customers, interested parties, business partners, and website visitors are affected by the processing. The purpose and our interest in the processing lie in the administration, financial accounting, office organization, archiving of data, i.e., tasks that serve the maintenance of our business activities, performance of our tasks, and provision of our services. The deletion of data concerning contractual services and contractual communication corresponds to the data mentioned in these processing activities.
In this context, we disclose or transfer data to the tax authorities, consultants, such as tax advisors or auditors, and other fee offices and payment service providers.
Furthermore, we store information on suppliers, organizers, and other business partners based on our business interests, e.g., to contact them later. This data, most of which is company-related, is generally stored permanently.
Business analyses and market research
To run our business economically and to be able to recognize market trends, customer and user wishes, we analyze the data we have on business transactions, contracts, inquiries, etc. In doing so, we process inventory data, communication data, contract data, payment data, usage data, metadata based on Art. 6 para. 1 lit. f. DSGVO, whereby the data subjects include customers, interested parties, business partners, visitors, and users of the online offer.
The analyses are carried out for business evaluations, marketing, and market research. In doing so, we may take into account the profiles of registered users with details of, for example, their purchase transactions. The analyses serve us to increase user-friendliness, optimize our offer, and business management. The analyses serve us alone and are not disclosed externally unless they are anonymous analyses with aggregated values.
If these analyses or profiles are personal, they will be deleted or anonymized upon the termination of the user, otherwise after two years from the conclusion of the contract. Otherwise, the overall business analyses and general tendency analyses are created anonymously wherever possible.
Data protection information in the application process
We process applicant data only for and within the scope of the application procedure following legal requirements. Applicant data is processed to fulfill our (pre)contractual obligations within the scope of the application procedure in accordance with Art. 6 para. 1 lit. b. DSGVO Art. 6 para. 1 lit. f. DSGVO insofar as the data processing becomes necessary for us, e.g., within the scope of legal procedures (in Germany, § 26 BDSG also applies).
The application procedure requires applicants to provide us with applicant data. If we offer an online form, the necessary applicant data are marked, otherwise result from the job descriptions and include the personal details, postal and contact addresses, and the documents belonging to the application, such as cover letter, resume, and certificates. In addition, applicants may voluntarily provide us with additional information.
Insofar as special categories of personal data within the meaning of Art. 9 (1) DSGVO are voluntarily communicated within the scope of the application procedure, their processing is additionally carried out in accordance with Art. 9 (2) lit. b DSGVO (e.g., health data, such as severely disabled status or ethnic origin). Insofar as special categories of personal data within the meaning of Art. 9 (1) DSGVO are requested from applicants as part of the application process, their processing is additionally carried out in accordance with Art. 9 (2) a DSGVO (e.g., health data, if this is necessary for the exercise of the profession).
If provided, applicants can submit their applications to us using an online form on our website. The data is transmitted to us in encrypted form following state-of-the-art. Applicants can also send us their applications by e-mail. Please note, however, that e-mails are generally not sent in encrypted form, and applicants must ensure that they are encrypted themselves. Therefore, we cannot accept any responsibility for the transmission path of the application between the sender and receipt on our server and therefore recommend using an online form or sending by post. This is because instead of applying via the online form and e-mail, applicants can still send us their application by post.
In the event of a successful application, the data provided by the applicants may be processed by us for the employment relationship. Otherwise, if the application for a job offer is not successful, the applicants' data will be deleted. Applicants' data will also be deleted if an application is withdrawn, which applicants are entitled to do at any time.
Subject to a justified revocation by the applicant, the data will be deleted after six months so that we can answer any follow-up questions about the application and meet our obligations to provide evidence under the Equal Treatment Act. Invoices for any reimbursement of travel expenses will be archived in accordance with tax law requirements.
Users can optionally create a user account. As part of the registration process, users are provided with the required mandatory data. The data entered during registration will be used for the purposes of using the offer. Users may be informed by e-mail about information relevant to the offer or registration, such as changes to the scope of the offer or technical circumstances. If users have terminated their user account, their data with regard to the user account will be deleted, subject to their retention is necessary for commercial or tax reasons in accordance with Art. 6 para. 1 lit. c DSGVO. It is the responsibility of the users to save their data in the event of termination before the end of the contract. We are entitled to irretrievably delete all user data stored during the term of the contract.
In the context of the use of our registration and login functions and user accounts, we store the IP address and the time of the respective user action. The storage is based on our legitimate interests and the user's protection against misuse and other unauthorized use. In principle, this data is not passed on to third parties unless it is necessary to pursue our claims or there is a legal obligation to do so in accordance with Art. 6 Para. 1 lit. c DSGVO. The IP addresses are anonymized or deleted after 7 days at the latest.
Accounts at institutions with a SciFlow license
Suppose someone else is paying for a user's account (for example, the university to which they belong) or requested an institutional trial phase by confirming the user's affiliation to that institution (for example, by verifying their university email address). In that case, SciFlow might share information such as the user's email address, profile information, and aggregate, anonymous statistics on usage with a named administrator of the institution.
When contacting us (e.g., by contact form, e-mail, telephone, or via social media), the user's details are processed to handle the contact request and its processing according to Art. 6 (1) (b) DSGVO. The user's details may be stored in a customer relationship management system ("CRM system") or comparable inquiry organization.
We delete the inquiries if they are no longer necessary. We review the necessity every two years; Furthermore, the legal archiving obligations apply.
We inform you about the contents of our newsletter and the registration, dispatch, statistical evaluation procedure, and your rights of objection with the following information. By subscribing to our newsletter, you agree to receive it and to the procedures described. Newsletter content: We send newsletters, e-mails, and other electronic notifications with promotional information (hereinafter "newsletter") only with the recipients' consent or legal permission. Users who have registered to use SciFlow will receive a newsletter containing information about us and for the use of SciFlow. If the contents of the newsletter are specifically described in the course of registration, they are decisive for the consent of the users.
Double-Opt-In and logging: The registration for our newsletter takes place in a so-called double-opt-in procedure. This means that after registration, you will receive an e-mail in which you are asked to confirm your registration. This confirmation is necessary so that no one can register with other e-mail addresses. The registrations for the newsletter are logged to prove the registration process according to the legal requirements. This includes the storage of the registration and confirmation time, as well as the IP address. Likewise, changes to your data stored with the dispatch service provider are logged.
Registration data: To register for the newsletter, it is sufficient to provide your e-mail address. Optionally, we ask you to enter a name for a personal address in the newsletter.
Germany: The dispatch of the newsletter and the associated performance measurement is based on the recipients' consent in accordance with Art. 6 para. 1 lit. a, Art. 7 DSGVO in conjunction with § 7 para. 2 No. 3 UWG or based on legal permission in accordance with § 7 para. 3 UWG.
The logging of the registration process is based on our legitimate interests, according to Art. 6 para. 1 lit. f DSGVO. Our interest is directed towards the use of a user-friendly and secure newsletter system that serves our business interests and meets the users' expectations and allows us to prove consent.
Cancellation/Revocation: You can cancel the receipt of our newsletter at any time, i.e., revoke your consents. You will find a link to cancel the newsletter at the end of each newsletter.