Privacy Policy – Helmholtz-Fonds e.V.

A. Information on the controller

Responsible for the processing of personal data is the Helmholtz-Fonds e. V., with its registered office in Berlin, c/o Physikalisch-Technische Bundesanstalt Braunschweig and Berlin, Bundesallee 100, 38116 Braunschweig, Germany, Tel.: +49 (0)531 592-3099, email: Helmholtz-Fonds@ptb.de.

B. Information on specific processing activities

I. Visiting the website

1. Automatic logging

When you visit this website, the following data is automatically processed in a log file:

•   IP address
•   Date and time of access
•   Notification of whether the access/retrieval was successful
•   Page accessed / Name of the file accessed
•   Amount of data transferred

Legal basis is Article 6(1)(f) of the General Data Protection Regulation (GDPR) in order to maintain the functionality and stability of the IT systems and technology of the Helmholtz-Fonds e.V. website. The processing of the data is technically necessary to display our website to you and to ensure its security. The data is stored temporarily, for a maximum of 7 days, and is evaluated solely for statistical purposes and to improve our services.

In the event of concrete indications of criminal offences or cyber attacks, we reserve the right to transfer log data to the competent authorities or law enforcement agencies for the purpose of initiating legal or criminal proceedings. The Helmholtz-Fonds e.V. does not use the data for any other purpose or pass it on to third parties.

2. Session cookies

When you visit individual pages, so-called temporary session cookies are used and stored on your device to facilitate navigation. These cookies do not contain any personal data and expire at the end of the session. Cookies or the information stored therein are not combined with other (potentially personal) data or information.

Other technologies, such as Java applets or ActiveX controls, which enable the tracking of users’ browsing behaviour, are not used.

II. Contact via contact form or email

If you contact Helmholtz-Fonds e.V. via the contact form on this website or by email, the personal data you provide will be processed for the purpose of handling your enquiry and contacting you. The legal basis for the processing of your data depends on the nature of your enquiry.

Where consent is obtained, the legal basis is Article 6(1)(a) GDPR. You have the right to withdraw your consent at any time with effect for the future. However, this does not affect the lawfulness of the processing of your data up to the point of withdrawal. Your data will then be deleted.

If the processing of personal data is necessary for the performance of a contractual relationship or for the implementation of corresponding pre-contractual measures, the legal basis for the processing is Article 6(1)(b) GDPR. This also includes data processing in the context of membership of the association that is directly related to the association’s statutory objectives.

Your data will be deleted once your enquiry has been fully processed, unless statutory retention periods prevent this. The relevant retention and deletion periods also depend largely on the nature of your enquiry.

Data will only be disclosed to third parties, except in cases provided for by law and for the purposes of criminal prosecution or the prevention of danger, if you have consented to such disclosure, or if and to the extent that disclosure is necessary for the processing of the matter.

III. Membership

1. Membership application

If you apply for private membership via our website, the following personal data will be processed:

•   Salutation
•   Title (optional)
•   First name, surname
•   Date of birth
•   Address (street, house number, postcode, town, country)
•   Telephone number and email address
•   Fax number and URL (optional)
•   Amount of the chosen annual membership fee

If you apply for corporate membership via our website, the following personal data of the contact person named in the application will be collected:

•   Salutation
•   Title (optional)
•   First name, surname
•   Date of birth
•   Company and your corresponding affiliation with the company
•   Department and, where applicable, your role within that department 
•   Where applicable, professional contact details (telephone, email address, fax number)

Your personal data is processed for the purpose of fulfilling the association’s statutory objectives – in this case, for admission as a member. The legal basis for the processing is Article 6(1)(b) GDPR. This also includes data processing in the context of association membership that is directly related to the association’s objectives.

Membership of Helmholtz-Fonds e.V. is not possible without the provision of your personal data.

Your personal data collected in connection with your application for membership will be stored for the duration of your membership, taking into account statutory retention periods and/or contractual obligations.

2. Membership directory

Provided you have given your consent to this when applying for membership, your name and, where applicable, your address (private membership) or your details as the contact person for your company (corporate membership) will be published in our membership directory. The legal basis for this is Article 6(1)(a) GDPR. You have the right to withdraw your consent at any time with future effect. However, this does not affect the lawfulness of the processing of your data up to the point of withdrawal. Your data will then be deleted.

IV. Application for the Helmholtz Prize

When applying for the Helmholtz Prize for outstanding achievements in the field of precision measurement via the application website, the following personal data is processed:

•   Salutation
•   Title (optional)
•   Surname, first name
•   Address (street, house number, postcode, town, country)
•   Contact details (email and optional telephone number)
•   Details of the submitted work (title, abstract)
•   Category for which the work is being submitted
•   CV(s) of the applicants
•   Publications from the last three years
•   Proposed award winners (if applicable, for third-party nominations)

Personal data is processed for the purpose of applying for the Helmholtz Prize for the respective year. The legal basis for the processing is your consent in accordance with Article 6(1)(a) GDPR.  You have the right to withdraw your consent at any time with effect for the future. However, this does not affect the lawfulness of the processing of your data up to the point of withdrawal. Your data will then be deleted.

In the case of third-party nominations, the person submitting the application via the application website and thereby transmitting the applicant’s personal data to the Helmholtz-Fonds e.V. is responsible for ensuring that the applicant has been informed of the nomination and consents to the application and the associated processing of their personal data. The applicant’s consent must be confirmed before the application is submitted, and the applicant must be made aware of the information on data protection in accordance with this section IV by the person submitting the application. 

Participation in the call for applications for the Helmholtz Prize is not possible without the provision of personal data.

C. Your rights as a data subject

You have the following legal rights in particular with regard to the processing of your personal data:

Right of access: According to Article 15 GDPR, you have the right to obtain, free of charge, confirmation as to whether Helmholtz-Fonds e.V. processes personal data concerning you, access to this data by means of a copy of such personal data undergoing processing and in particular information concerning:

•   the purposes of the processing,
•   the categories of personal data that have been processed,
•   the recipients or categories of recipients to whom the personal data have been or will be disclosed,
•   the envisaged storage period or the criteria for determining the storage period,
•   the source of the data, if it was not collected from you by Helmholtz-Fonds e.V.

When responding to a request for information under Article 15 of the GDPR, we will also provide you with the other information specified in paragraphs 1 to 3 of Article 15 GDPR, which is not listed in detail here.

The exceptions set out in Section 34 of the Federal Data Protection Act (BDSG) remain unaffected by this.

Right to rectification: According to Article 16 GDPR, you have the right to obtain from Helmholtz-Fonds e.V. with undue delay the rectification of personal data concerning you or, if applicable, the right to have incomplete personal data completed.

Right to erasure: According to Article 17 GDPR, you have the right to obtain erasure of your personal data processed by Helmholtz-Fonds e.V. if the conditions of Article 17(1) are met. This right will - according to Article 17 (3) - not apply to processing necessary e.g. for exercising right of freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or for the establishment, exercise or defence of legal claims.

The exceptions set out in Section 35 of the Federal Data Protection Act (BDSG) remain unaffected by this.

Right to restriction of processing: In accordance with Article 18 GDPR, you have the right to request restriction of the processing of your personal data

•   whilst the accuracy of the data, which you dispute, is being verified by Helmholtz-Fonds e.V., and/or
•   if you object to the erasure of the data on the grounds of unlawful processing and instead request restriction, and/or
•   if you require your data to assert, exercise or defend legal claims, even though Helmholtz-Fonds e.V. no longer requires this data due to the fulfilment or cessation of the purpose of processing, or would otherwise have to delete it, and/or
•   as long as, following the lodging of an objection under Article 21(1) GDPR, it is not clear whether the legitimate grounds cited by Helmholtz-Fonds e.V. as the legal basis for processing outweigh the grounds arising from your particular situation, which you have made the basis of your objection.

Personal data whose processing has been restricted will continue to be stored by Helmholtz-Fonds e.V. and will otherwise 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 an important public interest of the Union or of a Member State.

Helmholtz-Fonds e.V. will inform you before any restriction on processing is lifted.

Right to data portability: In accordance with Article 20 GDPR, where we process your data on the basis of your consent or a contract, you have the right to receive the personal data concerning you that you have provided to Helmholtz-Fonds e.V. in a commonly used, structured and machine-readable format.

Right to withdraw consent: In accordance with Article 7(3) GDPR, where and to the extent that the processing of your data is based on your consent, you have the right to withdraw your consent at any time with effect for the future. The processing of your data up to the time of withdrawal is therefore not affected by this withdrawal. You may send your informal withdrawal to, amongst other places, the email address stated in the legal notice on this website.

Right to lodge a complaint with a supervisory authority: In accordance with Article 77 GDPR, you have – without prejudice to any other legal remedies – the right to lodge a complaint with a supervisory authority if you consider that the processing of your personal data infringes applicable law. This complaint may be lodged with a supervisory authority within the scope of the General Data Protection Regulation.

The competent supervisory authority is Der/Die Berliner Beauftragte für Datenschutz und Informationsfreiheit, Alt-Moabit 59-61, 10555 Berlin, 030/138 89-0, mailbox@datenschutz-berlin.de.