Privacy

Potsdam-Institut für Klimafolgenforschung (PIK) e.V.
Dr -Ing Thomas Nocke
Telegrafenberg A 56
D-14473 Potsdam

Telephone: +49(0)331/288-2626
Email:   datenschutz@pik-potsdam.de

3.1 Description and Scope of Data Processing

With every visit to our website, our system automatically collects data and information from the computer system of the visiting computer. In particular, the following data are hereby collected:

• the visited address (URL);
• the IP address of the requesting computer;
• the date and the time of the request;
• the description of the web browser type used and/or the operating system used;
• the address (URL) of the website from which the file was requested;
• the access status (file transferred, file not found, etc.);
• the data volume transferred.

The data shall also be stored in the log files of our system. This data shall not be stored together with other personal data of the user.

3.2 Legal Basis and Purpose of the Processing

Legal basis for the temporary storage of the data and the log files is Art.  6 (1) ( f) EU GDPR which is required for safeguarding the legitimate interests of the PIK.

The temporary storage of the IP address through our system is necessary to allow the delivery of the website to the computer of the user. For this purpose, the IP address of the user must be stored for the duration of the session.

The data are stored in log files to ensure the functionality of the website. In addition, we use the data to optimize our website and to ensure the safety of our information technology systems. In this context, the data shall not be evaluated for marketing purposes.

Our legitimate interest in the processing pursuant to Art. 6 (1) ( f) EU GDPR lies also in these purposes. You may request additional information on the balancing of interests under datenschutz@pik-potsdam.de.

3.3 Duration of Data Recording

The data shall be deleted as soon as they are no longer necessary for the purpose for which they are collected. Where data are collected for the provision of the website, this is the case when a session ends.

In case data are stored in log files, this is the case no later than after six months. A data recording beyond that is possible in an anonymized form. In such case the users’ IP addresses will be erased or encrypted, thus making an identification of the visiting client impossible.

3.4 Requirement to Provide Data

The provision of data is neither legally nor contractually prescribed and required. The collection of data for the provision of the website and the storage of data in log files is, however, urgently necessary for the operation of the website.

The non-provision of personal data could involve detriments for you. For instance, this could have the consequence that you cannot receive or use our services (e.g. an access to the website may not be possible). However, you will not incur any legal disadvantages from such non-provision unless provided otherwise.

4.1 YouTube Videos

We incorporate YouTube videos into our website. This relates to a video portal of YouTube LLC., 901 Cherry Ave., 94066 San Bruno, CA, USA („YouTube“). Youtube is a subsidiary of Google LLC., 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA, hereinafter only referred to as “Google”.

By certification in accordance with the EU-US Privacy Shield

https://www.privacyshield.gov/participant?id=a2zt000000001L5AAI&status=Active.

Google and therefore also the YouTube subsidiary guarantees that the data protection regulations of the EU are also observed when data are processed in the US.

We use YouTube in connection with the function “Extended Data Protection Mode” to be able to display videos for you. The legal basis is Art. 6 (1) (f) EU GDPR. Our legitimate interest lies in the quality improvement of our website. You may request additional information on the balancing of interests under datenschutz@pik-potsdam.de. The function “Extended Data Protection Mode” according to YouTube has the effect that the data described in more detail below are only transmitted to the Server of YouTube if you actually start a video.

Without this “Extended Data Protection”, a connection will be established to the server of YouTube in the US, as soon as you access our websites in which a Youtube video is embedded.

This connection is necessary to be able to display the respective video on our website via your internet browser. In the course of this, YouTube will at least collect and process your IP address, the date and the time as well as the website you are visiting. In addition, a connection is established to the Google´s advertising network “DoubleClick”.

If you are logged into YouTube at the same time, YouTube allocates the connection information to your YouTube account. If you would like to prevent this you either have to log off from YouTube before visiting our website or adjust the respective settings in your YouTube user account.

For the purpose of functionality and for the analysis of usage behaviour, YouTube permanently stores cookies via your internet browser on your device. If you do not agree with this processing you have the option of refusing the storage of cookies through a setting in your internet browser. Please find further information in the section “Use of Cookies”.

Further information on the collection and use of data as well as your corresponding rights and means of protection is provided by Google in the data privacy notice available at https://policies.google.com/privacy.

4.2 Twitter

Plug-ins and the related social media are offers of third parties not associated with us.

If you use our internet service, no personal data are initially communicated to the provider of the plug-ins. Only after you have given your consent to the communication with Twitter, the Twitter stream becomes active and establishes the connection.

The legal basis for the processing of the data after your consent is Art. 6 (1) (a) EU GDPR, which you give by consenting to the communication with Twitter.

The functions are offered by Twitter Inc., 795 Folsom St., Suite 600, San Francisco, CA 94107, USA.

By using Twitter and the function “Re-Tweet” the websites you visited are linked to your Twitter account and disclosed to other users. In doing so, the data are also transmitted to Twitter.

Please note that we do not obtain knowledge of the content of the transmitted data as well as their use by Twitter. For further information on the processing of your personal data by Twitter please refer to the data protection information of Twitter under https://twitter.com/de/privacy .

By certification in accordance with the EU-US Privacy Shield

https://www.privacyshield.gov/participant?id=a2zt0000000TORzAAO&status=Active.

Twitter guarantees that the data protection regulations of the EU are also observed when data are processed in the US. You can change your privacy settings on Twitter in the account settings under https://twitter.com/account/settings.

5.1 Newsletter

5.1.1 Description and Scope of the Data Processing

On our website, you have the option to subscribe to our newsletter. In doing so, the following data from the input mask is transmitted during registration:

• Email address

We are obliged to register your registration for the newsletter in order to prove a proper and legal registration. Therefore, upon registration we save the date and time of registration and confirmation and the user’s IP-address.

For the processing of data your consent shall be obtained within the scope of the registration process and reference shall be made to this Privacy Policy.

For sending the newsletter, we use the sending service of MailPoet which is a product by Wysija SARL. Other than that, there will be no disclosure of data to third parties. The data shall exclusively be used for sending out newsletters.

5.1.2. Legal Basis and Purpose of the Processing

The legal basis for the processing of the data after your subscription to the newsletter is Art. 6 (1) (a) EU GDPR when your consent is given.

We will only use your data for the communication with you, for example by sending information of the NAVIGATE project by email.

5.1.3 Duration of Data Recording

We will store your data until your subscription to the newsletter is cancelled or one year after the project is terminated. An informal notice by email to navigate@pik-potsdam.de is sufficient for this.

5.1.4 Possibility to Object and to Dispose

The provision of data is neither legally nor contractually prescribed and required. You can cancel your subscription to the newsletter at any time. For this purpose, there is a corresponding note in each newsletter.

5.2 Applications for the exchange programme

5.2.1 Description and Scope of the Data Processing

On our website, you have the option to apply for participation in the NAVIGATE exchange programme. In doing so, the following data from the input mask are transmitted to us during registration:

• Name
• Organisation
• Email address
• Start of exchange programme
• Curriculum Vitae data
• Endorsement of the affiliated institution
• Confirmation of the host institution that it is able to receive the applicant
• Plan of the research activities

For the processing of data your consent shall be obtained within the scope of the application process and reference shall be made to this Privacy Policy.

It is not anticipated to process special categories of personal data, however, if the applicant provides special categories of personal data, such as health data, such data will also be processed.

The data shall exclusively be used for selecting participants of the exchange programme.

Applications will be reviewed and evaluated by the capacity building committee. It consists of the following NAVIGATE Partners, (collectively the “Capacity Building Committee”): CMCC, IIASA, CNRS, PBL and PIK.

Each member of the Capacity Building Committee is subject to contractual obligations to implement appropriate technical and organizational security measures to safeguard the personal data, and to process the personal data only as instructed. Any access to application data is restricted to those individuals that have a need to know in order to fulfill their job responsibilities.

5.2.2. Legal Basis and Purpose of the Processing

The legal basis for the processing of the data after submitting your application is Art. 6 (1) (a) EU GDPR when your consent is given.

5.2.3 Duration of Data Recording

Application Data is stored by the Capacity Building Committee, strictly to the extent necessary for the performance of our obligations and strictly for the time necessary to achieve the purposes for which the information is collected, in accordance with applicable data protection laws. If applicants were rejected, the Capacity Building Committee will store the application data for six months. After six months application data will be deleted, unless the personal data may be kept longer, e.g. due to an emerging lawsuit to exercise or defend our claims.

5.2.4 Possibility to Object and to Dispose

The provision of data is neither legally nor contractually prescribed and required. Not providing the applicant data may prevent the Capacity Building Committee from managing the recruiting process and may require the Capacity Building Committee to not take into account the application.

6.1 Description and Scope of Data Processing

Contact through various email addresses (e.g. navigate@pik-potsdam.de) provided is possible. In this case the personal data of the email sender transmitted via email shall be recorded. In this connection there will be no disclosure of data to third parties. The data shall exclusively be used for the processing of conversation.

6.2 Legal Basis and Purpose of the Processing

The legal basis for the processing of data transmitted within the course of forwarding an email is Art. 6 (1) (f) EU GDPR, i.e. the contact via email. Is the email contact aimed at concluding a contract, then an additional legal basis for the processing is Art. 6 (1) (b) EU GDPR.

Purpose of the processing is the correspondence with you.

6.3 Duration of Data Recording

Insofar as we do no longer need your data in order to handle your request, your personal data will be deleted. This is the case, as a rule, at the end of the conversation with you unless it can be inferred from the circumstances that the specific facts have not been finally clarified (e.g. in case of continued handling of your request or to clarify potential conflicts).

6.4. Requirement to provide Data

The provision of such data is neither legally nor contractually prescribed and required. However, we need such data to communicate with you. Under certain circumstances the failure to provide such data can ensue that we are unable to communicate with you any further. However, you will not incur any legal disadvantages from such non-provision unless indicated otherwise.

If your personal data are processed, then you are a data subject within the meaning of the EU GDPR and you shall have the following rights vis-à-vis the Controller:

7.1 Right of Access (Art. 15 EU GDPR)

You shall have the right to obtain from the Controller confirmation as to whether or not personal data concerning you are being processed by us.

And where that is the case you may demand from the Controller information about the following:

1. The purposes for which the personal data are being processed;
2. the categories of personal data concerned;
3. the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed;
4. the envisaged period for which the personal data concerning you will be stored, or, if not possible, the criteria used to determine that period;
5. the existence of the right to request from the Controller rectification or erasure of the personal data concerning you or restriction of processing of the personal data concerning you or to object to such processing;
6. the existence of the right to lodge a complaint with a supervisory authority;
7. where the personal data are not collected from the data subject, any available information as to their source;
8. the existence of automated decision-making, including profiling referred to in Art. 22 (1) and (4) EU GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.

You shall have a right to be informed whether the personal data concerning you are transferred to a third country or to an international organization. In this connection you are entitled to be informed of the appropriate safeguards pursuant to Art. 46 EU GDPR relating to the transfer.

This right to be informed may be restricted insofar as it is likely that it makes the realization of the research or statistical purposes impossible or seriously interferes with them and the limitation is required for complying with the research and statistical purposes.

7.2 Right to Rectification (Art. 16 EU GDPR)

You shall have the right to obtain from the Controller rectification and/or completion if the processed personal data concerning you are inaccurate or incomplete. The Controller shall rectify such data without undue delay.

Your right to rectification may be restricted insofar as it is likely that it makes the realization of the research or statistical purposes impossible or seriously interferes with them, and the restriction is required for complying with the research and statistical purposes.

7.3 Right to Restriction of Processing (Art. 18 EU GDPR)

Subject to the following requirements you may request restriction of the processing of the personal data concerning you:

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

If the processing of the personal data concerning you has been restricted, then such data – apart from their storage – may only be processed subject to your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another individual or legal entity or for reasons of an important public interest in the Union or a member state.

If the restriction of the processing was restricted pursuant to the above-mentioned requirements, you will be informed by the Controller before such restriction is removed.

Your right to restriction of the processing may be restricted insofar as it is likely that it renders the realization of the research or statistical purposes impossible or seriously interferes with them, and the restriction is required for complying with the research and statistical purposes.

7.4 Right to Erasure / “Right to be Forgotten” (Art. 17 EU GDPR)

7.4.1 Obligation to Erase

You shall have the right to request the Controller to erase the personal data concerning you without undue delay. The Controller shall be obliged to erase such data without undue delay where one of the following grounds applies:

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

7.4.2 Information to Third Parties

Where the Controller has made the personal data concerning you public and is obliged pursuant to Art. 17 (1) EU GDPR to erase them, the Controller, 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 data subject have requested the erasure by such  controllers of any links to, or copy or replication of, those personal data.

7.4.3 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;

1. for compliance with a legal obligation which requires processing by Union or Member State law to which the Controller 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 Controller;
2. for reasons of public interest in the area of public health in accordance with Art. 9 (2) (h) and (i) as well as Art. 9 (3) EU GDPR;
3. for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Art. 89 (1) EU GDPR insofar as the right referred to in lit. a) is likely to render impossible or seriously impair the achievement of the objectives of that processing;
4. for the establishment, exercise or defence of legal claims.

7.4.4 Right to be Informed

If you have asserted the right to rectification, erasure or restriction of the processing vis-à-vis the Controller, the latter shall be obliged to notify all recipients, to whom the personal data concerning you have been disclosed, of that rectification or erasure of the data or restriction of processing unless this proves to be impossible or is connected with unreasonable efforts.

You shall have the right vis-à-vis the Controller to be informed about these recipients.

7.4.5 Right to Data Portability (Art. 20 EU GDPR)

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

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

In exercising this right you shall have the right to have the personal data concerning you transmitted directly from one controller to another, where technically feasible. Freedoms and rights of other persons shall not be adversely affected hereby.

The right to data portability shall not apply to processing of personal data necessary for a task carried out in the public interest or in the exercise of public authority vested in the Controller.

7.4.6 Right to Object (Art. 21 EU GDPR)

You shall 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 Art. 6 (1) (e) or (f) EU GDPR; this shall also apply to a profiling based on this provision. The Controller shall no longer process the personal data concerning you unless the Controller demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims.

Where personal data concerning you are processed for direct marketing purposes, you shall have the right to object at any time to processing of personal data concerning you for such marketing purposes, which includes profiling to the extent that it is related to such direct marketing. Where you object to processing for direct marketing purposes, the personal data concerning you shall no longer be processed for such purposes.

In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, you may exercise your right to object by automated means using technical specifications.

Where personal data concerning you are processed for scientific or historical research or statistical purposes pursuant to Art. 89 (1) EU GDPR, you, on grounds relating to your particular situation, shall also have the right to object to processing of personal data concerning you. Your right to object may be restricted insofar as it is likely that it renders the realization of the research or statistical purposes impossible or seriously impairs them, and the limitation is required for complying with the research or statistical purposes.

7.4.7  Right to Withdraw the Data Privacy Declaration of Consent (Art. 7 (3) sentence 1 EU GDPR)

You shall have the right to withdraw and revoke your data privacy declaration of consent at any time with effect for the future. The withdrawal and revocation of consent shall not affect the lawfulness of processing based on consent before its withdrawal and revocation. You may withdraw and revoke your consent as follows: The relevant information is included in the appropriate consent form. As a rule, an informal notification by email is sufficient.

7.4.8 Automated Individual Decision-Making, including Profiling (Art. 22 EU GDPR)

You shall have the right not to be subject to a decision based solely on automated processing , including profiling, which produces legal effects concerning you or similarly significantly affects you. This shall not apply if the decision:

1. is necessary for entering into, or performance of a contract between you and the Controller;
2. is authorised by Union or Member State law to which the Controller is subject and which also lays down suitable measures to safeguard your rights and freedoms and legitimate interests; or
3. is based on your explicit consent.

However, these decisions must not be based on particular categories of personal data pursuant to Art. 9 (1) EU GDPR unless Art. 9 (2) (a) or (g) EU GDPR applies and reasonable measures have been taken to protect your rights and freedoms as well as your legitimate interests.

With regard to the cases referred to in points (1) and (3) the Controller shall implement reasonable measures to safeguard your rights and freedoms as well as legitimate interests, at least, the right to obtain human intervention on the part of the Controller, to express your point of view and to contest the decision.

7.4.9 Right to Lodge a Complaint with a Supervisory Authority (Art. 77 EU GDPR)

Without prejudice to any other administrative or judicial remedy, you shall 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 EU 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 EU GDPR.