1. Responsible institution for data protection purposes
2. Data protection representative
University of Freiburg
Data protection representative
This information on data protection/data protection declaration refers to the central website of the University of Freiburg (www.uni-freiburg.de), which is operated by the IT Services Department of the University of Freiburg. Other websites and web servers operated by departments and faculties of the university may have their own policies for dealing with personal data and therefore have other data protection declarations.
In general terms, we take the private sphere of our visitors very seriously and collect only data that are necessary for optimizing the functionality and usability of the web pages.
Insofar as the processing of personal data is necessary within the context of tasks lying within the responsibility of the University of Freiburg or a task that is in the public interest, the processing is conducted on the basis of § 6 para. 1 lit. e of the EU General Data Protection Regulation (EU-GDPR) in conjunction with § 4 of the State Data Protection Act.
In addition, the university has a legitimate interest in processing certain personal data of users and visitors in areas concerning its public image as well as for press work and public relations, particularly with regard to the operation of websites.
4. Collection of personal data
Unless otherwise specified on the particular web pages, personal data are collected as follows:
4.1. Availability of web pages and creation of log files
4.1.1. Description and categories of data
When you visit this or other web pages, you send data to our web server via your web browser. The following data are retained temporarily in a log file during an ongoing connection only in the case of an error:
- IP address of the requesting computer
- Date and time of the access
- Name, URL, and amount of transferred data from the requested file
- Access status (requested file transferred, not found, etc.)
- Browser type and operating system (if sent by the requesting web browser)
- Web page from which access was obtained (if sent by the requesting web browser)
The data in this log file are processed as follows:
- In individual cases, i.e., reported defects, errors, and security incidents, a manual analysis is conducted.
The system needs to temporarily store the user’s IP address to enable the website to be sent to the user’s computer. The user’s IP address must be retained for the duration of the session.
The data are stored in a log file as a means of ensuring the proper functioning of the website. In addition, we use the data to optimize the website and guarantee the security of our information technology systems. The IP addresses included in the log entries are not combined with other retained data unless there are actual indications that there has been a disruption of proper operation.
These purposes also constitute our legitimate interest in processing data in accordance with § 6 para. 1 lit. f GDPR (General Data Protection Regulation).
4.1.3. Legal basis
The legal basis for the temporary retention of the data and the log files is § 6 para. 1 lit. f GDPR.
In the case that investigative measures are initiated due to attacks on our information technology system, the data and log files named above under 4.1. may be passed on to state investigative bodies (e.g., police, public prosecutor).
The same applies if these bodies or courts direct inquiries at the university and the university is obligated to comply with them.
4.1.5. Duration of data retention
The data are deleted as soon as they are no longer needed to achieve the purpose for which they were collected. In the case of data collected to make the website available, this is the case at the end of the relevant session.
The data retained in log files are deleted after seven days.
4.1.6. Consequences of nondisclosure, possibility of objection or removal
The collection of data for the purpose of making the website available and the storage of the data in log files is absolutely necessary for the operation of the website. Users who do not want their data to be processed as described may contact the university in other ways (by telephone, in writing, in person) to obtain information or perform functions available on the website.
4.2.1. Description and categories of data
The following data are stored in cookies and sent to the user’s computer system by this website:
|uni-freiburg.de||serverid||p4wn15-4||Load balancer classification||classification|
Until the end of the browser session
|videoportal.uni-freiburg.de||cookieAccepted||1||Cookies from visitor allowed||10 years|
The purpose of each cookie is listed in the table under 4.2.1.
The user data collected by the cookies are not used to create user profiles.
These purposes also constitute our legitimate interest in processing personal data in accordance with § 6 para. 1 lit. f GDPR.
4.2.3. Legal basis
The legal basis for the processing of personal data using cookies is § 6 para. 1 lit. f GDPR.
The recipient of the information contained in the cookies is exclusively the authorized web server, i.e., the university web server that sent the cookie.
4.2.5. Duration of data retention
The cookies are retained for the periods listed in the table under 4.2.1.
Since the cookies are stored on your computer, you also have the possibility of deleting them earlier. For more information, please read the following section.
4.2.6. Consequences of nondisclosure, possibility of objection or removal
4.3. Use of Matomo
We use Matomo on our website to analyze the usage behavior of our visitors. Matomo collects data on things like the referrer website a particular user accessed before visiting our website, the subpages of the website the user visits, the amount of time the user spends on a web page, or how often the user visits the page.
The IP address you use to access our website is anonymized. Matomo is configured to mask two bytes of the IP address (e.g.: 192.168.xxx.xxx). This makes it impossible to associate the IP address with the device used to access the site.
Matomo is still set to not send any cookies for the analysis of website usage.
The usage information collected by Matomo is stored exclusively on University of Freiburg servers. The stored usage data are not passed on to third parties. They are not combined with data collected from other pages requiring a disclosure of personal data.
The analysis of the usage behavior of our visitors helps us to optimize our website and make it more user-friendly. This constitutes our legitimate interest in processing data in accordance with § 6 para. 1 lit. f GDPR.
By anonymizing the IP address, we take into sufficient account the interest of the users in protecting their personal data.
Furthermore, we offer users of our website the possibility to opt out of the web analytics procedure. In this case, Matomo stores a cookie on your system that tells it to not collect any usage data. This cookie is not used for the analysis of website usage. Note: If you delete all of your cookies, you will have to reactivate the opt-out cookie.
For more information configuring privacy settings in Matomo, please click on the following link: https://matomo.org/docs/privacy
4.3.1. Description and categories of data
The following data are stored when a user visits individual pages of our website:
- two bytes of the IP address of the user’s system (The software is configured to not store the complete IP addresses but to mask two bytes of the IP address [e.g.: 192.168.xxx.xxx]. This makes it impossible to associate the IP address with the device used to access the site.)
- the web page visited
- the website accessed before visiting our website (referrer).
- The subpages accessed from the web page visited
- the duration of the visit
- how often the web page is accessed
The software runs exclusively on the university’s servers. User data are stored exclusively on our servers. The data are not passed on to third parties.
Personal data are temporarily processed only inasmuch as the complete IP address is processed in volatile memory prior to being stored on the server.
The processing of the user’s personal data enables us to analyze the usage behavior of our users. An analysis of the data thus obtained allows us to collect information on the use 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 data in accordance with § 6 para. 1 lit. f GDPR. By anonymizing the IP address and avoiding cookies, we take into sufficient account the interest of the users in protecting their personal data.
4.3.3. Legal basis
The legal basis for the retention of the shortened IP address and the temporary processing of the personal data of users is § 6 para. 1 lit. f GDPR.
As no personal data are collected, there is no recipient for them.
4.3.5. Duration of data retention
No personal data is retained permanently.
4.3.6. Consequences of nondisclosure, possibility of objection or removal
Our website observes the “do not track” setting on your browser. If your browser does not offer a “do not track” setting and you do not wish to have your access data retained and analyzed by Matomo, click on the following link to have the Matomo deactivation cookie placed on your browser.
Your current status:
Warning: As a result of deleting your cookies, the opt-out cookie is also deleted and might have to be reactivated.
4.4. VIMP / University of Freiburg video portal
4.4.1. Description and categories of data
Videos from the University of Freiburg’s video portal are integrated into our website and shown with a player. When you visit a page with a video integrated into it, the cookies named in 4.1. are used.
Our web pages should provide you with the necessary information and create a pleasant media experience. This also includes the integration of videos.
This purpose also constitutes our legitimate interest in processing data in accordance with § 6 para. 1 lit. f GDPR.
4.4.3. Legal basis
The legal basis for the processing of personal user data is § 6 para. 1 lit. f GDPR.
The data are used by the server that places the cookie, video.uni-freiburg.de.
4.4.5. Duration of data retention
4.4.6. Consequences of nondisclosure, possibility of objection or removal
If you do not wish to use videos from the university’s video portal, you can avoid using the web pages with integrated videos.
4.5. Privacy policies for social media
5. Your rights
You have the right to receive information from the University of Freiburg on your personal data that has been retained and/or to have retained data that is incorrect corrected.
You also have the right to demand that your data be deleted or that the processing thereof be restricted as well as to object to the processing of your data.
If you have given us your consent to process your personal data, you also have the right to withdraw your consent at any time. The legality of any processing performed on the grounds of the consent prior to its withdrawal remains unaffected by the withdrawal of consent. For more information, please contact us at firstname.lastname@example.org. If the processing of data is based on consent or on a formal agreement, we will refer you to the proper authority.
If the data is also processed in automated form, you may have a right to data portability (§ 20 EU-GDPR).
You have the right to file a complaint with the regulating authority if you believe that the processing of your personal data is in violation of the law. An example of such a regulating authority is Baden-Württemberg’s state commissioner for data protection and freedom of information (Landesbeauftragte für den Datenschutz und die Informationsfreiheit).