Privacy Statement for the HHU Mediathek
With this data protection notice, Heinrich Heine University Düsseldorf (hereinafter referred to as HHU) complies with its duty to provide information pursuant to Article 13 and Article 14 of the General Data Protection Regulation (DS-GVO) for the above-mentioned processing of personal data.
With regard to the terms used "personal data", "processing", "controller", "third party" etc., reference is made to the definitions in Article 4 DS-GVO.
The Center for Information and Media Technology (hereinafter referred to as ZIM) provides the above-mentioned technical platform for the provision of media (hereinafter referred to as HHU Mediathek) for the institutions of HHU. In the following, the user name that persons receive from ZIM as students, employees or other members of HHU is referred to as the user name.
1 Contact details
The controller of the processing is the University of Düsseldorf, a public corporation with legal capacity supported by the State of North Rhine-Westphalia. It is represented by the Rector Prof. Dr. Anja Steinbeck.
1.1 Contact details of the data controller
Heinrich Heine University Düsseldorf
University Street 1
40225 Düsseldorf
Phone: (+49) 0211 81 - 10000
https://www.hhu.de
1.2 Responsibility for the processing
Responsible for the processing of the data is the ZIM of HHU. Please refer to the Contact/Technical Support web page for contact details.
1.3 Contact details of the data protection officer
The data protection officer of Heinrich Heine University can be reached by mail at the above address of the data controller or as follows:
The data protection officer
E-mail: datenschutz@hhu.de
Phone: (+49) 0211 81 - 13060
https://www.hhu.de/datenschutz
2 Provision of the website and creation of log files
2.1 Purpose of data processing
The purpose of the temporary storage of the IP address by the HHU Mediathek is the delivery of the website to the computer of the accessing person. For this purpose, the respective IP address must remain stored for the duration of the session. The storage in log files is done to optimize the website and serves the security of our information technology systems.
Each time our website is called up, our system automatically collects data and information from the computer system of the calling computer. The following data is collected in this process:
(1) Information about the browser type and version used.
(2) The operating system
(3) The Internet service provider
(4) The IP address
(5) Date and time of access
(6) Websites from which the accessing system arrives at our website
2.3 Legal basis for data processing
The legal basis for the temporary storage of data and log files is Art. 6 para. 1 lit. e DS-GVO in conjunction with HSG NRW §3 and Art. 32 para. 1 lit. d DS-GVO.
2.4 Duration of storage
The data is deleted as soon as it is no longer required to achieve the purpose for which it was collected. This is the case after 11 days from storage due to security aspects and the traceability of technical errors.
3 Use of cookies
3.1 Purpose of data processing
The purpose of using technically necessary cookies is to enable the use of the HHU Mediathek for the users. Some functions of the HHU Mediathek cannot be offered without the use of cookies.
Technically necessary cookies are set for the following applications:
(1) Identification
(2) Time zone
(3) Cookie settings
The personal data collected through technically necessary cookies are not used to create personal profiles.
The HHU Mediathek uses a so-called session cookie (name of the cookie: framework). Session cookies are text files that are stored in the web browser or by the web browser on the computer system of the accessing person. If the user(s):accesses the HHU Mediathek, a cookie is stored on the accessing operating system. The cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the HHU Mediathek is called up again. Some elements of our website require that the calling web browser can be identified even after a page change.
In addition, the HHU Mediathek uses a cookie for the users time zone (name of the cookie: userTimezone) in order to be able to display time information correctly and implement time restrictions correctly, as well as a cookie to store consent to the storage of cookies itself (name of the cookie: cookieAccepted).
The preference cookies allow the website to remember information that changes the behavior or appearance of the website. Currently, no preference cookies are set.
When accessing the HHU Mediathek, accessing persons are informed about the use of cookies. In this context, a reference to this privacy policy is also made.
3.3 Legal basis for data processing
The legal basis for the processing of personal data using technically necessary cookies is Art. 6 para. 1 lit. e DS-GVO in conjunction with §3 HSG NRW.
3.4 Duration of storage
Cookies are stored on the computer system of the person accessing the website and are transmitted from this system to the HHU Mediathek. Users therefore have full control over the use of cookies. By changing the settings in your web browser, you can disable or restrict the transmission of cookies. Cookies that have already been stored can be deleted at any time. This can also be done automatically. If cookies are deactivated for the HHU Mediathek, the HHU Mediathek can no longer be used to its full extent. The duration of storage for the cookies is determined as follows:
(1) Session cookie: 7 days
(2) Cookie for time zone: 24 hours
(3) Cookie for cookie settings: until the end of the web browser session
4 Registration
4.1 Purpose of data processing
Registration with the HHU Mediathek serves the purpose of making media available to selected and restricted publics in order to protect, among other things, copyrights, personal rights, trademark rights and design rights. Furthermore, it serves the security of our information technology systems.
In the HHU Mediathek, we offer employees and students of HHU the opportunity to log in using their user name. The following data is automatically transmitted and stored in a user profile:
(1) First name, last name
(2) user name
(3) Roles (student, employee, administrator)
(4) E-mail address at HHU
For registered persons, the affiliation of media, groups and channels in the HHU Mediathek and their retrieval is also stored. In addition to the automated data transmission, the HHU Mediathek offers the possibility to enter individual personal data; the disclosure of this data by the authorized user(s) is expressly voluntary and is deactivated by default. The use of all offered services is permitted - if and so far technically possible and reasonable - without specification of any personal data. The following data is also stored at the time of registration:
(1) The IP address
(2) Date and time of the initial registration
(3) Date and time of the last access
During the initial registration process, the accessing person is informed about the processing of the data by a reference to this data protection declaration.
4.3 Legal basis for data processing
The legal basis for the processing of data is Art. 6 Para. 1 lit. e DS-GVO in conjunction with §3 HSG NRW if consent to the terms of use is given.
4.4 Duration of storage
The data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected. This is the case for the data collected during the registration process if a user profile is inactive for longer than one year. The data of users who are no longer employees or students will be deleted every six months. In addition, registered users can delete their user profile themselves at any time.
5 Access to media
5.1 Purpose of data processing
A registration at the HHU Mediathek and the assignment to media, groups and channels serves the purpose of providing media in selected and restricted publics in order to protect, among other things, copyrights, personal rights, trademark rights and design rights, and for the anonymous statistical evaluation of media usage.
Registered persons can access restricted media. A distinction is made between two access paths:
(1) Direct access via the HHU Mediathek.
(2) Non-authenticated access or access via the ILIAS learning platform.
In the case of direct access, logged-in persons can access media for which they are authorized. The accesses of the users to the media are counted and the time of access is saved. This enables the display of a history of media accesses for the logged-in person. The accesses of individual users to media can only be viewed by the users themselves and administrators. For other users, only the anonymized number of media accesses is displayed.
In case of a non-authenticated access to media and an access via the learning platform ILIAS, an assignment of the access to a person does not take place. However, the media access is counted.
5.3 Legal basis for data processing
The legal basis for the processing of data is Art. 6 Para. 1 lit. e DS-GVO in conjunction with §3 HSG NRW if consent to the terms of use is given.
5.4 Duration of storage
The data is deleted as soon as it is no longer required to achieve the purpose for which it was collected. The access history of the registered persons is also deleted or anonymized with the deletion of the user profile.
6 Provision of media
6.1 Purpose of data processing
The purpose of data processing is to assign media to a specific person in order to enable that person to be authorized to manage the media and to record responsibility for the media, and it serves to ensure the security of our information technology systems.
Registered persons who are employees of HHU may provide media in selected and restricted publics. There are two provisioning paths to distinguish:
(1) Direct provision via the HHU Mediathek.
(2) Provision via the ILIAS learning platform.
In the case of direct access, registered persons who are employees of HHU can upload media and make them available to selected and restricted publics. When the medium is saved, it is assigned to the user profile of the person who uploaded it. Changes to the medium (deletion and changes to meta information and access rights) are logged.
If media are provided via the ILIAS learning platform, the following data are automatically transmitted to us and stored with the media:
(1) user name
The transmitted user name is used to establish the assignment to a user profile and to assign the media to the individual user.
6.3 Legal basis for data processing
The legal basis for the processing of the data, if consent has been given, is Art. 6 Para. 1 lit. e DS-GVO in conjunction with §3 HSG NRW.
6.4 Duration of storage
The data is deleted as soon as it is no longer required to achieve the purpose for which it was collected. Assignment to the user profile is also deleted with the deletion of the user profile.
7 Processing of support requests
7.1 Purpose of data processing
When contact is made by e-mail, the necessary legitimate interest in processing the personal data lies in the contact itself.
In the HHU Mediathek, an e-mail contact is indicated, which can be used for electronic contact. In the context of contacting us, the personal data transmitted with the e-mail will be stored. In this context, the data will not be passed on to third parties. The data will only be used to carry out the conversation.
7.3 Legal basis for data processing
The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6 Para. 1 lit. e DS-GVO in conjunction with §3 HSG NRW.
7.4 Duration of storage
The data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected. For personal data sent by e-mail, this is the case when the respective conversation has ended. The conversation is ended when the circumstances indicate that the matter in question has been conclusively clarified. In order to be able to respond to queries, we keep the e-mails for three months after the conversation has ended.
8 Data protection rights
As a data subject, you can assert the rights granted to you by the EU Data Protection Regulation at any time:
- the right to information in accordance with Art. 15 DS-GVO, § 12 DSG NRW, as to whether and which of your data is being processed;
- the right to demand the correction or completion of the data concerning you in accordance with Art. 16 DS-GVO;
- the right to have the data concerning you deleted in accordance with Art. 17 DS-GVO, § 10 DSG NRW;
- the right to demand restriction of the processing of the data in accordance with Art. 18 DS-GVO;
- the right to data portability in accordance with Art. 20 DS-GVO;
- the right to object to future processing of data concerning you in accordance with Art. 21 DS-GVO, § 14 DSG NRW.
You also have the right to lodge a complaint with a supervisory authority pursuant to Art. 77 DS-GVO if you believe that the processing of personal data concerning you violates the DS-GVO. The supervisory authority responsible for HHU in NRW is the
North Rhine-Westphalia State Commissioner for Data Protection and Freedom of Information
Kavalleriestrasse 2-4
40213 Düsseldorf
Phone: (+49) 0211 38424 - 0
E-mail: poststelle@ldi.nrw.de
However, we would be grateful if you would contact our data protection officer -before taking your concern to a supervisory authority. We will try to do justice to your concern.
If you revoke your consent to data processing, you will no longer be able to use the HHU Mediathek.
9 Validity of this privacy policy
We reserve the right to amend this Privacy Notice to reflect any changes in relevant laws or regulations or to better meet your needs. This Privacy Notice is the most recent version published by the University on this page.
Last Update: October 09, 2024