Privacy Policy

§ 1 General - Information on the collection of personal data

(1) In the following, we inform you about the processing of personal data when using our website and services as well as about further processing procedures by us. Personal data are all data that can be related to you personally, such as name, address, e-mail address or user behavior.

(2) The responsible party pursuant to Art. 4 (7) of the General Data Protection Regulation (GDPR) is the

Beilstein-Institut zur Förderung der Chemischen Wissenschaften,
Trakehner Str. 7–9
60486 Frankfurt am Main.

Tel.:                 0049 (0)69 71673 20
E-mail:              info@beilstein-institut.de
Website:           www.beilstein-institut.de

You can reach our data protection officer at datenschutz@beilstein-institut.de or at our postal address with the addition "Der Datenschutzbeauftragte".

(3) When you contact us by e-mail, telephone or a contact form, the data you provide (e-mail address, name or telephone number) will be stored by us in accordance with Art. 6 (1) lit. c GDPR in order to answer your questions.

We delete the data accruing in this context after the storage is no longer necessary. If the request is assigned to a contract, we may also initially restrict processing in accordance with the contract terms and then delete it.  In the case of statutory retention obligations, deletion will only take place when they expire.

(4) We are supported by an internet service provider in the operation of this website and the associated processes. This service provider acts on our behalf and on the basis of a Data Processing Addendum pursuant to Art. 28 GDPR. Our service provider has been carefully selected and is monitored, is strictly bound by instructions from us, and is accordingly contractually obligated under data protection law.

(5) No data is transferred to third parties in the sense of Art. 4 No. 10 GDPR.

 

§ 2 General - Your rights

(1) You have the following rights with regard to the personal data concerning you:

• right to information,
• right to correction or deletion,
• right to restriction of processing,
• right to object to processing,
• right to data portability.

(2) You also have the right to complain to the competent data protection supervisory authority about the processing of your personal data by us:

The Hessian Commissioner for Data Protection and Freedom of Information.
PO Box 3163
65021 Wiesbaden

 

§ 3 General - Objection to or revocation of the processing of your data

(1) If you have given your consent to the processing of your data, you may revoke this consent at any time. Such a revocation affects the permissibility of the processing of your personal data from that time onwards.  The permissibility of processing your data up to the time of your revocation remains unaffected.

(2) Insofar as we base the processing of your personal data on the legal basis of the exercise of a legitimate interest pursuant to Art. 6 (1) lit. f GDPR, you may object to the processing. This is the case if the processing is not necessary, in particular, for the fulfilment of a contract with you., The respective legal basis of the processing is named below in the more detailed description of our data processing. When exercising such an objection, we ask you to explain the reasons why we should not process your personal data in the way we have done. In the event of your objection, we will review the situation and either discontinue or adjust the data processing or show you our compelling legitimate grounds on the basis of which we will continue the processing.

(3) Of course, you can object to the processing of your personal data for advertising and data analysis purposes at any time. The best way to exercise your advertising objection is to contact us using the contact details provided above.

§ 4 General - Processing of data from your terminal equipment

(1) In addition to the above-mentioned data, we use technical aids for various functions when you use our website, in particular cookies, which may be stored on your terminal device. Basically, these technical aids can be divided into those aids that are absolutely necessary for the display of the website and those aids that are not and are therefore optional and require your express consent.

 

(2) We only use technically essential tools to display the website. Without the use of these technologies, our website cannot be displayed completely and correctly, or the support functions cannot be enabled. These are exclusively transient cookies that are deleted after the end of your website visit, at the latest when you close your browser. They contain a so-called session ID. In this way, various requests from your browser can be assigned to the joint session and your computer can be recognized when you return to our website. You can configure your browser settings according to your wishes and, for example, to refuse to accept cookies. Please note that you may then not be able to use all the functions of this website.

(3) The functions we use are described below:

Name	Purpose	Duration
PHPSESSID	Session allocation Redaxo	until you close your browser

 

(4) The storage of information on your terminal equipment or the access to information is carried out in accordance with § 25 (2) TTDSG. The data processing is carried out on the basis of Art. 6 (1) lit. f GDPR, as otherwise we would not be able to provide our offered services in a functional manner. Your visit to our website is based on your autonomous decision. This wish can only be fulfilled by means of the described data processing.

 

§ 5 General - Web analytics

(1) We use the web analytics service "Matomo" (https://matomo.org) to design our website according to your needs.

(2) We operate Matomo in a version that does not require cookies. Thus, no Matomo cookies are stored on your computer for the purpose of web analysis. Only the technically necessary log data (see below § 6 (1)) is used to analyze website usage.

IP addresses are only processed in abbreviated form and direct personal reference is excluded. The IP address transmitted by your browser via Matomo is not merged with other data collected by us. The legal basis for the use of Matomo is Art. 6 (1) lit f GDPR. We have a legitimate interest in the user-oriented design of our website.

(3) Preventing the use of Matomo is possible by unchecking the following box: [Matomo iFrame]. In this case, an opt-out cookie is stored in your browser, which prevents Matomo from storing usage data. If you delete your cookies, the Matomo opt-out cookie will also be deleted. The opt-out must be reactivated when you visit our site again.

(4) The Matomo program is an open source project. Information from the third-party provider on data protection is available at https://matomo.org/privacy-policy/.

 

§ 6 General - Data processing when you visit our website

(1) When you visit our website without otherwise providing us with information, we process the personal data that your browser transmits to our server. The data described below is technically necessary for us to display our website to you and to ensure stability and security and must therefore be processed by us:

• IP address
• Date and time of the request
• Time zone difference to Greenwich Mean Time (GMT)
• Content of the request (specific page)
• Access status/HTTP status code (e.g. file found, file not found)
• Amount of data transferred in each case
• Website from which the request came to us
• Browser
• Operating system and its interface
• Language and version of the browser software.

(2) After the end of your visit, this data is regularly deleted. Only in exceptional cases is the aforementioned data collected and stored in log files for stability and security reasons. In this case, we delete this data within 7 days.

Data that require further storage for evidentiary purposes are exempt from deletion until the respective incident has been finally clarified. The collection of data for the provision of the website and the partial storage of the data in log files is absolutely necessary for the operation of the website. Therefore, the user has no right to object.

(3) Data processing is carried out on the basis of our legal obligation to guarantee IT security in accordance with Art. 6 (1) lit. c in conjunction with Art. 32 GDPR and in accordance with Art. 6 (1) lit f GDPR, as otherwise we would not be able to provide our offered services in a functional manner. Your visit to our website is based on your autonomous decision. This wish can only be fulfilled by means of the described data processing.

§ 7 Further functions or offers of our website

(1) In addition to the purely informational use of our website, we offer various services which you can use if you are interested and we use other usual functions to analyze or market our offers, which are presented in more detail below. For this purpose, you usually have to provide further personal data or we process such further data that we use to perform the respective services. The aforementioned data processing principles apply to all data processing purposes described here.

(2) In some cases, we use external service providers to process your data. These are carefully selected by us, are bound by our instructions and are regularly monitored.

(3) Furthermore, we may pass on your personal data to third parties if contracts are concluded or similar services are offered by us together with cooperation partners. Depending on the service, your data may also be collected by the cooperation partners on their own responsibility. These third-party services are outside of the control of the Beilstein-Institut. Providers may, at any time, change their terms of service, purpose and use of cookies, etc. You will receive more detailed information when you provide your data or you may find this information below in the description of the respective offers.

(4) If our service providers or partners are based in a country outside the European Economic Area (EEA), we will inform you of the consequences of this circumstance in the description of the offer.

 

§ 8 Participation in audio and video conferences

(1) With your participation in our audio and video conferences, a variety of data processing operations are additionally carried out and personal data are processed. To conduct the conferences, we work together with conference service providers and providers of conference platforms. As a result, your personal data is not only collected, used and stored by us, but also by the operators of the respective conference service. The individual data processing operations and their scope differ depending on the operator of the respective service, see below.

(2) With our data processing we pursue the fulfilment of our foundation purpose, namely the promotion of the chemical sciences and related fields. We process the data required for the organization and implementation of the conference and the fulfilment of the contract with you, for statistical purposes or for which you have given your express consent. We pass on your name and e-mail address to the relevant conference service provider for the purpose of running the conference.

(3) If you have expressly consented, we may also use your personal data to report on the conference on the social media platforms listed below and on our conference website, to inform you about current and subsequent Beilstein products and Beilstein events, and to contact you for Beilstein-Institut surveys about our services. If you have expressly consented, we will use your personal data for the production and publication of a conference video.

(4) The processing of your data for the fulfilment of the contract results from Art. 6 (1) lit. b GDPR. In addition, we have the legitimate interest according to Art. 6 (1) lit. f GDPR to make further information about the conference and corresponding publications available to you afterwards and to invite you for follow-up events. In the event of your express consent for advertising or video production, we will use your data on the basis of Art. 6 (1) lit. a GDPR.

(5) Our conference service providers process the data on our behalf. The data collected about you in this context may be transferred to countries outside the European Union, in particular the USA. We would like to point out that the USA is not a safe third country in the sense of EU data protection law. US companies are obliged to hand over personal data to security authorities without you as the data subject being able to take legal action against this. It can therefore not be ruled out that US authorities (e.g. intelligence services) process, evaluate and permanently store your data located on US servers for monitoring purposes. We have no influence on these processing activities. According to their own statements, the service providers otherwise comply with an adequate level of data protection equivalent to that of the former EU-US Privacy Shield and have concluded order processing agreements and EU standard contractual clauses with us. In conclusion, however, we cannot assume any responsibility for the confidential handling of your personal data, as we have no influence over it. The respective service provider is directly responsible for the processing of personal data on the conference platforms of the service providers. Depending on which conference service provider is used, the following information applies.

 

a) Conference with GoTo

When we use the service provider GoTo (GoTo Technologies Ireland Unlimited Company (The Reflector, 10 Hanover Quay, Dublin 2, D02R573) we use the video conferencing system GoToWebinar or GoToMeeting. Event participants register on the GoToWebinar or GoToMeeting website. Where data is marked as mandatory, it is required for participation in the event. The data stored for the event is transmitted to us for the purpose of holding the event. We use eventually the data to send the registered persons the link to the recording of the event.

GOTO processes technically necessary data for service provision, such as IP addresses, location (based on IP-based geolocation), resolution of the webcam, operating system and software version of GoToMeeting/GoToWebinar as well as the type of connection (wireless/wireless).

Audio and video transmissions via GoToWebinar are recorded with the consent of the speaker in order to subsequently make this recording publicly available online. Audio and video transmissions via GoToMeeting are only recorded with the consent of the participants. Communication within the chat function is deleted after the end of the conference, session data, including participants' names and email addresses, session duration with start times and end times are deleted no later than 12 months after the end of the conference.

 

Please refer to GOTO's privacy policy:

https://www.goto.com/de/company/legal/privacy/international

 

b) Conference with Stackfield

When conducting audio and video conferences, we sometimes use additionally the forum and comment function of the German provider Stackfield (Stackfield GmbH Sendlinger Straße 22, 80331 Munich) in addition to the service provider mentioned under a). However, smaller conferences can also be held via Stackfield alone.

Stackfield collects and stores technically necessary data such as passwords and IP addresses for the provision of the service.

Communication between participants is deleted after 12 months at the latest.

For details on the collection and storage of your personal data, please refer to Stackfield's privacy policy:

https://www.stackfield.com/de/privacy.

(6) Your name as well as your contributions and comments will be made available to other participants in the conference for the purpose of promoting communication between participants.

(7) In case of your explicit consent, your presentation may be publicly presented to interested users in a conference video provided by us or scientific partners such as the Hanover Technical Information Library.

(8) Your personal data will be deleted in compliance with the legal retention periods. This means that we delete data relating to business correspondence after 6 years and relating to invoicing after 10 years. If you give us permission to use your data for marketing purposes, the data will be deleted if you withdraw your permission or if the purpose of processing has become redundant.

The presentations, comments, discussions and poster and software contributions given will be recorded, stored and made available to all participants on our conference website for 2 weeks, after which all such data will be deleted. The conference video may be stored and published for information purposes. It will be deleted when the purpose of its publication no longer applies.

§ 9 In-person events

(1) When you register for an in-person event that we host, we collect your personal data for the organization of the event and to fulfil our agreements with you on the basis of Art. 6 (1) lit. b GDPR. An essential purpose of our events is to promote communication between the participating scientists, which also corresponds to our foundation purpose. The processing of your data here is based on our legitimate interest pursuant to Art. 6 (1) lit. f GDPR.

(2) In the event of your express consent, we collect your data on the basis of Art. 6 (1) lit. a GDPR for detailed reporting on the event on social media platforms and the event website and to inform you about current and subsequent Beilstein events and Beilstein products.

(3) Your personal data will only be shared with third parties to the extent necessary. For example, we share your full name with the event hotel as part of an order processing agreement. We provide possibly a printed abstract book with a short vita, name, institution and e-mail address of all participants for each event topic and publish an electronic abstract book with limited personal information of the participants on our website. In case of travel expenses, we may need to contact your professional organization.

(4) After your personal data has been processed for the above-mentioned purposes, it will be stored for as long as is necessary to comply with the statutory retention periods for contracts (10 years) and documentation obligations or, if you have expressly consented to processing by the Beilstein-Institut, until you withdraw your consent

 

§ 10 Our appearance on social networks

(1) We have various presences in social media platforms. We operate these presences with the following providers:

Twitter International Company,

One Cumberland Place
Fenian Street, Dublin 2,
D02 AX07 Ireland

https://twitter.com/

Information on Twitter's privacy policy can be found here: https://twitter.com/de/privacy

 

LinkedIn Ireland Unlimited Company

Wilton Plaza
Wilton Place, Dublin 2
Ireland

https://www.linkedin.com/

Information on LinkedIn's data protection can be found here: https://de.linkedin.com/legal/privacy-policy?trk=homepage-basic_footer-privacy-policy

(2) We use the technical platform and services of the providers for these information services. We would like to point out that you use our appearances on social media platforms and their functions on your own responsibility. This applies in particular to the use of interactive functions (e.g. commenting, sharing, rating). When you visit our profiles on these platforms, the providers of the social media platforms collect, among other things, your IP address and other information that is stored on your terminal device in the form of cookies. This information is used to provide us, as the operator of the accounts, with statistical information about the interaction with us.

(3) The data collected about you in this context is processed by the platforms and may be transferred to countries outside the European Union, in particular the USA. According to their own information, all of the aforementioned providers maintain an adequate level of data protection equivalent to that of the former EU-US Privacy Shield and we have concluded the standard data protection clauses with the companies. We are not aware of how the social media platforms use the data from your visit to our account and interaction with our posts for their own purposes, how long this data is stored and whether data is passed on to third parties. Data processing may differ depending on whether you are registered and logged in to the social network or visit the site as a non-registered and/or non-logged-in user. When you access a post or the account, the IP address assigned to your terminal device is transmitted to the provider of the social media platform. If you are currently logged in as a user, a cookie on your end device can be used to track how you have moved around the network. Buttons embedded in websites enable the platforms to record your visits to these website pages and assign them to your respective profile. This data can be used to offer content or advertising tailored to you. If you wish to avoid this, you should log out or deactivate the "stay logged in" function, delete the cookies present on your device and restart your browser.

(4) As the provider of the information service, we also only process the data from your use of our service which you provide to us and which require interaction. For example, if you ask a question that we can only answer by email, we will store your information in accordance with the general principles of our data processing, which we describe in this privacy policy. The legal basis for processing your data on the social media platform is Art.6 (1) lit. f GDPR.

(5) To exercise your data subject rights, you can contact both us or the provider of the social media platform. Insofar as one party is not responsible for responding or must receive the information from the other party, we or the provider will then forward your request to the respective partner. Please contact the operator of the social media platform directly for questions about the profiling, processing of your data when using the website. For questions about the processing of your interaction with us on our site, write to the contact details we have provided above.

(6) What information the social media platform receives and how it is used is described by the providers in their data protection declarations (see link in the above information under (1)). There you will also find information on contact options as well as on the setting options for advertisements.

 

§ 11 Application data

(1) We process the data provided by you and transmitted to us as part of your application for a job.

(2) In the course of the application process, further personal data may be collected from you personally (for example in the job interview) or from generally accessible sources for this information purpose. The legal basis for the data processing is Art. 6 (1) lit. b GDPR, § 26 lit. 1 German Data Protection Act (BDSG).

(3) As a matter of principle, we only use your application documents to decide on filling the position for which you have expressly applied. If you have given us your consent to do so, we will also use your contact details to inform you about subsequent vacancies at the Beilstein-Institut. Your data will then be processed on the basis of Art. 6 (1) lit. a GDPR.

(4) If you send us an unsolicited application that does not relate to a specific position, we will use your application documents for all vacant positions that we consider to be eligible. The legal basis for the data processing in this case is also Art. 6 (1) lit. b GDPR, § 26 lit. 1 BDSG. In this case, we will delete your data at the earliest six months after receipt of your application, and at the latest six months after completion of all application procedures for which we have used your application documents.

(5) If you conclude an employment contract with us, we will include your application documents in your personnel file on the basis of Art. 6 (1) lit. b GDPR, § 26 (1) BDSG. In this case, we will inform you about the further processing purpose and the relevant deletion periods in a separate data protection statement.

(6) If you are invited to an interview in the course of the application procedure and the Beilstein-Institut agrees to pay all or part of the travel expenses incurred, the data required for this purpose will be used for travel expense accounting and reimbursement. The legal basis for data processing in this case is Art. 6 (1) lit. b GDPR.

 

Version: 28.11.2022