Privacy Policy

I. Name and address of the controller

The controller for the purposes of the EU General Data Protection Regulation (GDPR) and other data protection laws of the EU member states, as well as further data protection regulations, is:

Albert-Ludwigs-Universität Freiburg
Friedrichstraße 39
79098 Freiburg
++49 (0)761/203-0
info@uni-freiburg.de

II. Name and address of the data protection officer

The data protection officer of the controller is:

Albert-Ludwigs-Universität Freiburg
Der Datenschutzbeauftragte
Fahnenbergplatz
79085 Freiburg
datenschutzbeauftragter@uni-freiburg.de

III. Scope of this declaration

The following information on data protection refers to the central website of the University of Freiburg (https://uni-freiburg.de). Please note the individual provisions in the privacy policies on the websites of the institutions, faculties, and institutes of the University of Freiburg.

IV. General information about data processing

1. Extent of the processing of personal data

We process the personal data of our users only to the extent necessary to deliver a functional website and provide our content and services.

2. Legal basis for the processing of personal data

When we obtain the consent of the data subject to the processing of personal data, point (a) of Art. 6(1) of the EU General Data Protection Regulation (GDPR) serves as the legal basis.

When the processing of personal data is required for the performance of a task carried out in the public interest or in the exercise of official authority, point (3) of Art. 6(1) as well as Art. 6(3) of the GDPR serve as the legal basis in conjunction with the standards of EU or national law regarding the assignment of tasks.

When the processing is necessary for the purposes of the legitimate interests pursued by the University of Freiburg or by a third party and these interests are not overridden by the interests or fundamental rights and freedoms of the data subject, point (f) of Art. 6(1) of the GDPR serves as the legal basis for the processing.

3. Deletion of data and storage period

The personal data of the data subject will be deleted or blocked as soon as the reason for storage expires. In addition, data storage may occur if required by the European or national legislator in EU regulations, laws, or other regulations to which the University of Freiburg is subject. The data are also blocked or deleted when a storage period prescribed by the aforementioned standards expires.

V. Accessing the website and creation of log files

1. Description and extent of the processing

Each time our website is accessed, our system automatically collects data and information from the system of the requesting computer.

The following data are collected:

1. IP address of the requesting computer;
2. date and time of the request;
3. name, URL, and amount of data transferred from the requested website or file;
4. access status (requested file transferred, not found, etc.);
5. information on the browser type, the version used, and the operating system of the requesting computer (if transmitted by the requesting web browser);
6. website from which the user reached our internet site (if transmitted by the requesting web browser).

The data are also stored in the log files of our system. The IP address is anonymized after the end of the usage process, before being stored in the log files. These data are not stored together with other personal data of the user.

2. Legal basis for the processing

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

3. Purpose of the processing

The system must store the IP address temporarily to enable a website to be delivered to the user’s computer. For this purpose, the user’s IP address must be stored for the duration of the session.

The storage in the log files serves to ensure the functionality of the website. In addition, we use the data to optimize the website, to keep statistics on the number of visitors, and to ensure the security of our information technology systems.

These purposes also constitute our legitimate interest in data processing according to point (f) of Art. 6(1) of the GDPR.

4. Storage period

The data are deleted as soon as they are no longer required to achieve the purpose for which they were collected. For data collected to make the website available, this is the case at the end of the respective session. For data stored in the log files, this is the case after a period of two weeks. Storage beyond this point is possible only in the event of concrete suspicion of attacks on our website and for error analysis.

5. Right to objection

The collection of data for accessing the website and the temporary storage of the data in the log files is essential for the operation of the website. The user consequently has no right to objection.

VI. Use of cookies

1. General information on the use of cookies

Our website uses cookies. Cookies are text files stored on the user’s computer system by the web browser. When a user visits a website, a cookie can be stored on the user’s operating system. A cookie may, e.g., include a distinctive sequence of characters enabling a clear identification of the browser the next time the user visits the website.

We use cookies to ensure the proper functioning of the website, to improve the accessibility, navigation, and presentation of our website, and to integrate media from our video portal.

The following types of cookies are used on our website:

1. technically necessary cookies for using the website (We need these to display the website correctly and to integrate media from our video portal.);
2. technically necessary cookies for consent management (e.g., consent to use the integrated Google search);
3. cookies from external service providers for using applications embedded on our website, such as the integrated Google search, upon providing personal consent. (These are cookies that are stored directly on the user’s system by the external service provider when the application is used, without the University of Freiburg having any influence over them.)

With the exception of technically necessary cookies, cookies are only activated after the user has provided their explicit consent. This consent can be withdrawn at any time. If technically necessary cookies are blocked or deleted via browser settings, some functions of our website may only be used to a limited extent.

2. Technically necessary cookies for using the website

2.1. Description and extent of the processing

We use cookies to ensure the proper functioning of our website. Some elements of our website require that the requesting browser can be identified after a page change.

The following data are stored and transmitted in the cookies listed here:

Origin	Name	Purpose	Validity
uni-freiburg.de	serverid	Load balancer classification	Until the end of the browser session
videoportal.uni-freiburg.de	framework	Session ID, video player timestamp	7 days

2.2. Legal basis for the processing

The legal basis for the processing of data using the technically necessary cookies listed under VI. 2.1 as defined by § 25(2) no. 2 of the TDDDG is point (f) of Art. 6(1) of the GDPR.

2.3. Purpose of the processing

The purpose of using technically necessary cookies is to simplify the use of the website for the user. Some functions of our website cannot be offered without the use of cookies. For these functions, it is necessary for the browser to be identified even after a page change.

We need cookies for the following applications:

1. Loadbalancer (to distribute the load of requests among several servers);
2. integration of media from the video portal (Session ID and the video player timestamp).

These purposes also constitute our legitimate interest in processing the data in accordance with point (f) of Art. 6(1) of the GDPR.

2.4. Storage period, right to objection and removal

The storage period of cookies is provided in Table 1 under VI. 2.1

Cookies are stored on the user’s computer and transmitted from it to our site. As a user, you thus have full control over the use of cookies. You can deactivate or restrict the storage of cookies by changing the settings on your web browser. Cookies that have already been stored can be deleted at any time. This can also be done automatically. If you deactivate cookies for our website, you may not be able to use all functions of the website to their full extent.

3. Technically necessary cookies for consent management

3.1. Description and extent of the processing

Some functions on our website require your consent for their use (e.g., Google search). If you provide your consent, you are given the opportunity to save your choice permanently. For this purpose, we ask for your one-time or permanent consent before you use a corresponding website for the first time.

If you give your permanent consent, the following data are stored in the cookies listed here and transmitted:

Origin	Name	Purpose	Validity
uni-freiburg.de	unifreiburg_allow_google_search	Opt-in-Cookie Google-Suche	1 year

3.2. Legal basis for the processing

The legal basis for the processing of data using the technically necessary cookies listed under VI. 3.1 as defined by § 25(2) no. 2 of the TDDDG is point (f) of Art. 6(1) of the GDPR.

3.3. Purpose of the processing

The purpose of using cookies for consent management is to store your choice permanently so that your consent does not have to be obtained again when you access the site in the future and to provide proof of the consent provided.

Documenting that user has provided their consent also constitutes our legitimate interest in processing the data in accordance with point (f) of Art. 6(1) of the GDPR.

3.4. Storage period, right to objection and removal

The storage period of cookies is provided in Table 2 under VI. 3.1

Cookies are stored on the user’s computer and transmitted from it to our site. As a user, you thus have full control over the use of cookies. You can withdraw your consent at any time by deleting the respective cookie in your browser or system.

4. Cookies from external service providers for using applications embedded on our website after providing personal consent

4.1. Google search

On our website, we offer you the possibility of conducting a comprehensive search on all university portals with the help of the Google Programmable Search Engine (see X.1. Google search). If you provide your consent, Google will store cookies on your system. For information on data protection and the cookies used by Google, please consult the Google Privacy Policy.

VII. Contact form and email contact

1. Description and extent of the processing

Our website contains a contact form that can be used for electronic contact. If a user makes use of this option, the data entered into the input mask will be transmitted to us and stored. These data comprise the following:

1. name;
2. email address;
3. content of the message.

The following data are also stored at the time the message is sent:

1. date and time the message was sent.

Your consent to having the data processed is obtained when you send the message, and you are referred to this privacy policy.

Alternatively, it may possible to send a message via an email address provided on the page. In this case, the personal data of the user transmitted with the email will be stored.

No data are passed on to third parties in this context. The data are used exclusively for processing the conversation.

2. Legal basis for the processing

The legal basis for the processing of data for the contact form is your consent according to point (a) of Art. 6(1) of the GDPR.

The legal basis for the processing of data transmitted in the course of sending an email is point (f) of Art. 6(1) of the GDPR.

3. Purpose of the processing

The processing of personal data from the input mask serves the sole purpose of processing the contact request. In the case of contact by email, this also constitutes the necessary legitimate interest in processing the data.

Further personal data processed during the sending process serve to prevent misuse of the content form and to ensure the security of our information technology systems.

4. Storage period

The data are deleted as soon as they are no longer required to achieve the purpose for which they were collected. For data collected from the input mask of the contact form and those transmitted via email, this is the case when the respective conversation with the user has ended. The conversation is considered ended when it can be inferred from the circumstances that the issue in question has been conclusively resolved and no further questions can be expected. The data are therefore deleted at the end of the year following their receipt.

The additional personal data collected during the sending process are deleted after a period of seven days at the latest.

5. Right to objection and removal

The user has the right to withdraw their consent to the processing of personal data at any time. If the user contacts us by email, they can object to the storage of their personal data at any time. In such cases, the conversation cannot be continued. In this event, all personal data that have been stored in the course of the contact will be deleted.

VIII. Web analytics by Matomo

1. Description and extent of the processing of personal data

We use Matomo to analyse the usage behaviour of our visitors.

Matomo is configured to not store the entire IP address (two bytes of the IP address are masked). This makes it impossible to associate the IP address with the device used to access the site.

The following data are stored when a user visits individual pages of our website:

1. two bytes of the IP address of the device used to access the page;
2. the URL of the web page visited;
3. the website accessed before visiting our website (referrer);
4. the subpages accessed from the web page visited;
5. the duration of the visit on the web page;
6. how often the web page is accessed;
7. the device used, the operating system, the browser type, the browser version, the screen resolution, and the language setting.

Matomo is also configured to not send any cookies to analyse website usage.

The data collected by Matomo are stored exclusively on University of Freiburg servers. The stored usage data are not passed on to third parties. The data are not combined with data collected from other websites requiring a disclosure of personal data.

2. Legal basis for the processing of personal data

The legal basis for the processing of users’ personal data is point (f) of Art. 6(1) of the GDPR.

3. Purpose of the processing

Analysing the usage behaviour of our visitors enables us to collect information on the usage of individual components of our website. This helps us to continually improve our website and make it more user-friendly.

This also constitutes our legitimate interest in processing the data in accordance with point (f) of Art. 6(1) of the DSGVO.

By anonymising the IP address and avoiding cookies, we take into sufficient account the interests of the users in protecting their personal data.

4. Storage period

In order to be able to analyse the course and development of usage behaviour over time, we generally store the data for two years, whereupon it is automatically deleted.

IX. University of Freiburg video portal (VIMP)

We integrate videos from the University of Freiburg video portal into individual pages of our website to offer you attractive multimedia information. When you visit a page with a video integrated into it, technically necessary cookies are used. For more information about the cookies used, please consult VI. 2., ‘Technically necessary cookies for using the website’.

X. Collection and processing of personal data for embedded external content requiring consent

We embed third-party services on our website to improve the dissemination of information and the retrievability of our content. We provide you an overview of these services in the following.

1. Google search

1.1. Accessing the Google search

On our website, we offer you the possibility of conducting a comprehensive search on all university portals with the help of the Google Programmable Search Engine. This search function can be accessed on the results page for the internal search via the tab ‘Whole university website’.

1.2. Declaration of consent

After clicking on the tab, you are shown a selection dialogue box with information on data protection, giving you the possibility to agree to the search once or always (valid for 1 year). If you select ‘once’, you have to provide your consent again next time you access the search function. If you select ‘always’, we store a cookie on your system so that we do not have to obtain your consent again for future search queries. For more information on the cookie used, please consult VI. 3., ‘Technically necessary cookies for consent management’.

1.3. Exchange of data with Google

When you provide your consent, the search term you previously entered is transferred to a Google script, which then returns the results found. The script developed by Google (Google Programmable Search Engine) is integrated unchanged into the search results page by the University of Freiburg. The script enables automated communication (exchange of data) with dynamic transmission of data between the page visited and the Google service.

1.4. Data protection notice and Google privacy policy

When you provide your consent to use the Google search, you agree to allow data to be transmitted to the Google service. This includes the search term you have entered and any other search parameters you have set. In addition, Google has the possibility to collect further personal data via the integrated script, such as the IP address of the device you are using. Please note that Google’s data security regulations are different from those of the University of Freiburg website. We would therefore like to expressly point out that Google alone is responsible for the processing, storage, deletion, and use of any personal data transmitted and additionally collected and that the University of Freiburg has no influence on the type and the extent of the data collected or on their further processing.

For information on data protection and the cookies used by Google, please consult the Google Privacy Policy.

XI. Privacy policies for social media

As a complement to existing communication channels, such as websites, press releases, newsletters, print products, and events, the University of Freiburg also uses several social media platforms to report on topics of interest at the university, events, news from science, research, and teaching, services, student jobs, and other news items from around campus. As the responsibility for the editorial management of these offerings remains with the University of Freiburg, we have published separate privacy policies for the following external services:

• Facebook
• X (formerly Twitter)
• Instagram
• Youtube
• Xing
• LinkedIn

XII. Rights of the data subject

If your personal data are processed, you are a data subject as defined by the GDPR, and you have the following rights vis-à-vis the university:

1. Right to information

You may request confirmation from the University of Freiburg as to whether personal data concerning you are being processed.

If such processing is taking place, you may request access to the following information from the University of Freiburg:

1. the purposes of the processing for which the personal data are intended;
2. the categories of personal data being processed;
3. the recipients or categories of recipients to whom the personal data were disclosed or might be disclosed;
4. the planned period for which the personal data will be stored, or if that is not possible, the criteria used to determine that period;
5. the existence of a right to obtain from the University of Freiburg rectification or erasure of the personal data, the right to restrict the processing, or the right to object to this processing;
6. the existence of a right to lodge a complaint with a supervisory authority;
7. all available information on the origin of the data if the personal data were not collected from the data subject;
8. the existence of automated decision-making including profiling pursuant to Art. 22(1) and (4) of the GDPR and, at least in these cases, meaningful information on the logic involved and the consequences and the intended effects of this kind of processing for the data subject.

You have the right to request information on whether your personal data will be transmitted to a third country or an international organization. In this connection, you may request information about the appropriate safeguards pursuant to Art. 46 of the GDPR within the context of the transmission.

2. Right to rectification

You have the right to obtain from the University of Freiburg rectification and/or completion of inaccurate or incomplete personal data concerning you. The University of Freiburg must rectify such data without undue delay.

3. Right to restriction of the processing

You may request the restriction of the processing of the personal data concerning you under the following conditions:

1. if you contest the accuracy of the personal data concerning you for a period enabling the University of Freiburg to verify the accuracy of the personal data;
2. the processing is unlawful, and you oppose the erasure of the personal data and request the restriction of their use instead;
3. the University of Freiburg no longer needs the personal data for the purposes of the processing, but you need them for the establishment, exercise, or defence of legal claims;
4. if you have objected to processing pursuant to Art. 21(1) of the GDPR pending the verification whether the legitimate grounds of the University of Freiburg override your grounds.

If the processing of the personal data concerning you is restricted, these 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 European Union or a member state.

If the processing has been restricted pursuant to the aforementioned conditions, you shall be informed by the University of Freiburg before the restriction of processing is lifted.

4. Right to erasure

4.1. Obligation to erase

You may obtain from the University of Freiburg the erasure of the personal data concerning you without undue delay, and the University of Freiburg has the obligation to erase these data without undue delay where one of the following grounds applies:

1. The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed.
2. You withdraw consent on which the processing is based according to point (a) of Art. 6(1) or point (a) of Art. 9(2) of the GDPR, and where there is no other legal ground for the processing.
3. You object to the processing pursuant to Art. 21(1) of the GDPR and there are no overriding grounds for the processing, or you object to the processing pursuant to Art. 21(2) of the GDPR.
4. The personal data have been unlawfully processed.
5. The personal data have to be erased for compliance with a legal obligation in European Union or member state law to which the University of Freiburg is subject.
6. The personal data have been collected in relation to the offer of information society services referred to in Art. 8(1) of the GDPR.

4.2. Information to third parties

Where the University of Freiburg has made your personal data public and is obliged pursuant to Art. 17(1) of the GDPR to erase them, the University of Freiburg, 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, as a data subject, have requested the erasure of any links to, or copy or replication of, those personal data from the University of Freiburg.

4.3. Exceptions

The right to erasure shall not apply to the extent that the processing is necessary:

• for exercising the right of freedom of expression and information;
• for compliance with a legal obligation which requires processing by European Union or member state law to which the University of Freiburg 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 University of Freiburg;
• for reasons of public interest in the area of public health in accordance with points (h) and (i) of Art. 9(2) as well as Art. 9(3) of the GDPR;
• for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes in accordance with Art. 89(1) of the GDPR insofar as the right referred to in Section 4.1 is likely to render impossible or seriously impair the achievement of the objectives of that processing; or
• for the establishment, exercise, or deference of legal claims.

5. Right to notification

If you have exercised your right to obtain from the University of Freiburg rectification or erasure of personal data or to restrict their processing, the University of Freiburg has the obligation to inform all recipients to whom the personal data were disclosed of this rectification or erasure of the data or restriction of their processing, unless this proves impossible or involves disproportionate effort.

You have the right to obtain from the University of Freiburg notification regarding these recipients.

6. Right to data portability

You have the right to receive the personal data concerning you, which you have provided to the University of Freiburg, in a structured, commonly used, and machine-readable format. Furthermore, you have the right to transmit those data to another controller without hindrance from the University of Freiburg, to which the personal data have been provided, where

1. the processing is based on consent pursuant to point (a) of Art. 6(1) or point (a) of Art. 9(2) of the GDPR or on a contract pursuant to point (b) of Art. 6(1) of the GDPR; and
2. the processing is carried out by automated means.

In exercising this right, you also have the right to have the personal data transmitted directly from one controller to another, where technically feasible. The rights and freedoms of others must not be adversely affected as a result.

The right to data portability does not apply to the processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the University of Freiburg.

7. Right to object

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on point (e) or (f) of Art. 6(1) of the GDPR.

The University of Freiburg shall no longer process the personal data unless it demonstrates compelling legitimate grounds for the processing which override your interests, rights, and freedoms or for the establishment, exercise, or defence of legal claims.

You have the possibility, in the context of the use of information society services, and notwithstanding Directive 2002/58/EG, to exercise your right to object by automated means using technical specifications.

8. Right to withdraw consent under data protection law

You have the right to withdraw your consent under data protection law at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

9. Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the member state of your habitual residence, place of work, or place of the alleged infringement, if you consider that the processing of personal data relating to you 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 Art. 78 of the GDPR.