Privacy Policy of Alumni-Club Worms e.V.
Privacy Policy
The Alumni-Club Worms e.V. (ACW) collects and processes data from visitors who contact the ACW electronically. The Chair is responsible for data protection. Due to its size, the association is not obliged to appoint a data protection officer.
Contact details for the data controller
Worms The right to lodge a complaint in accordance with Article 13 of the GDPR must be exercised with the supervisory authority responsible for the ACW. This is the State Commissioner for Data Protection and Freedom of Information in Rhineland-Palatinate (LfDI), PO Box 3040, 55020 Mainz |
In the following sections, we explain what data is collected during your visit to our websites and how it is used.
1. Data collection and processing when accessing the website from the internet
Your visit to the ACW website is logged. Essentially, the following data is collected:
- The IP address currently being used by your computer
- The name of your internet service provider
- Date and time of access
- The browser type and operating system of your computer
- The pages you have viewed
- Access status (file transferred, file not found, etc.)
- Identification data of the browser and operating system used
- The website from which the access originated
The processing of this data enables the use of our website (establishing a connection), serves the purposes of system security, the technical administration of the network infrastructure and the optimisation of our online services.
The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected. In the case of data collected for the purpose of providing the website, this occurs when the relevant session ends.
Where data is stored in log files, this occurs after seven days at the latest. Storage beyond this period is possible. In this case, users’ IP addresses are deleted or anonymised so that it is no longer possible to identify the client making the request.
IP addresses are only analysed in the event of attacks on the ACW’s network infrastructure.
2. Use of cookies
When you visit our website, data known as ‘cookies’ may be stored on your computer to make it easier for you to use our website. Most browsers accept cookies automatically. You have the option to disable this function within your web browser; however, for technical reasons, this may lead to restrictions on the usability of our pages.
So-called temporary cookies are used when you access individual pages. These session cookies do not contain any personal data and are automatically deleted at the end of the session when you close your web browser.
3. Collection and processing of personal data
Personal data is processed for the purposes of administering the membership relationship (e.g. invitations to meetings, collection of membership fees, organisation of events).
In addition, personal data relating to academic events – including reports on these events – is published on the association’s website and that of Worms University of Applied Sciences, on the association’s and the university’s social media channels, and is provided to the media.
The personal data provided to us is processed solely for the purpose of corresponding with you and only for the purpose for which you have provided the data to us. We will not pass on your data to third parties unless we are legally obliged to do so or you have given us your prior consent.
We will only store all personal data for as long as is necessary for the respective purpose or for as long as we are legally obliged to do so.
If you have provided us with personal data, you may request that it be deleted at any time. To do so, please contact the Data Protection Officer (see above).
4. Legal bases for processing
By providing the requested data and submitting it, you consent to its processing. You may withdraw this consent at any time with future effect. To do so, please contact the Data Protection Officer (see above).
The processing of personal data is carried out on the basis of the necessity to fulfil a contract in accordance with Article 6(1)(b) of the GDPR. The contractual relationships primarily concern membership of the association and participation in meetings of regional, specialist or working groups.
Where personal data is collected without the processing being necessary for the performance of the contract, the processing is carried out on the basis of consent in accordance with Article 6(1)(a) in conjunction with Article 7 of the GDPR. The publication of personal data on the internet or in local, regional or national print media is carried out to safeguard the association’s legitimate interests (see Article 6(1)(f) of the GDPR). The association’s legitimate interest lies in informing the public through reporting on the association’s activities. Within this framework, personal data, including images of participants, is published, for example, in the context of reporting on the association’s academic events.
5. Recipients of personal data
Members’ bank account details are forwarded to the bank holding the account for the purpose of collecting membership fees. Registrations from IBA graduates are forwarded to the relevant association, IBA-Alumni (VFA) e.V. Furthermore, personal data relating to participation in meetings organised by Worms University of Applied Sciences, its Faculties or degree programmes is forwarded to Worms University of Applied Sciences.
6. Duration of storage of personal data
Personal data is stored for the duration of membership. Upon termination of membership, the categories of data are retained for a further ten years in accordance with statutory retention periods and are then deleted. During the period between the termination of membership and deletion, the processing of this data is restricted.
7. Data security
The ACW implements technical and organisational security measures to protect personal data managed by us against accidental or deliberate manipulation, loss, destruction or access by unauthorised persons. Our security measures are continuously improved in line with technological developments.
8. Links to third-party websites
Where cross-references (links) are provided to content from other providers, their data collection and use may be governed by principles other than those set out above. Information regarding responsibility for the content provided on a website can be found in the respective legal notice of that website.
9. Links to ‘Facebook’ and ‘LinkedIn’
Our web pages contain links to the external social networks ‘Facebook’ and ‘LinkedIn’. These links are identified on our website by the relevant logo. As we do not use social plugins, no data is transferred to third parties when you visit our site. Data is only transferred once you have accessed the social media service’s website and registered with or logged in to that service. A separate privacy policy can be found under the ‘Facebook’ menu item. We accept no responsibility for whether the operators of the social media platforms comply with statutory data protection regulations.
10. Right of access and contact details
Should you no longer consent to the storage of your personal data, or should this data have become inaccurate, we will, upon receiving appropriate instructions, arrange for the deletion or blocking of your data or make the necessary corrections (insofar as this is possible under applicable law).
Upon request, you will receive, free of charge, information regarding all personal data we hold about you.
11. Newsletter
To subscribe to the newsletter, you can register via our form. We use the so-called double opt-in procedure. This involves first sending a confirmation email to the email address you have provided, asking you to confirm your subscription. Your registration will only become effective once you have clicked on the activation link contained in the confirmation email. We use the data you provide to us to contact you and send you the alumni newsletter, invitations to events, other information and any enquiries.
RGL: Article 6(1)(a) of the GDPR
The data will be deleted as soon as it is no longer required to fulfil the purpose for which it was collected. The user’s data will therefore be stored for as long as the newsletter subscription remains active.
You may withdraw your consent to the storage of your data and its use for sending the newsletter at any time with future effect, either via the unsubscribe link in the newsletter or by emailing: alumni@hs-worms.de.
We use RapidMail to send out our newsletter. Your data is therefore transferred to RapidMail GmbH. RapidMail GmbH is prohibited from using your data for any purpose other than sending the newsletter. rapidmail GmbH is not permitted to pass on or sell your data. rapidmail is a German, certified newsletter software provider, which has been carefully selected in accordance with the requirements of the GDPR and the BDSG.
12. Up-to-date status and validity of the privacy policy
As our websites are further developed or new technologies are implemented, it may become necessary to amend this privacy policy. ACW reserves the right to amend the privacy policy at any time with future effect. We recommend that you review the current privacy policy from time to time.
Please note: Separate privacy policies may apply to the websites of Worms University of Applied Sciences, its Faculties, institutes, student councils, etc. These are explained on the respective websites.
13. Rights of data subjects under the GDPR
Article 13 of the GDPR, Right to information
You have the right to be informed of the contact details of the data controller, the purpose of each type of data processing and its duration. Furthermore, you must be informed of your rights.
Article 15 of the GDPR, Right of access
You have the right to request information as to whether and to what extent your personal data is being processed (purpose of processing, recipients, retention period, etc.).
Article 16 of the GDPR, Right to Rectification
You have the right to request the rectification of your stored data if it is inaccurate or incomplete. This includes the right to have the data completed.
Article 17 of the GDPR, Right to erasure
You have the right to request the erasure of your personal data, provided that no overriding legal grounds prevent this.
Article 18 of the GDPR, Right to restriction of processing
You have the right to have the processing of your personal data restricted. This is possible, for example, if your data has been recorded incorrectly or if the data processing is unlawful. In the event of a restriction on processing, the data may only be processed in strictly limited circumstances.
Article 20 of the GDPR, Right to data portability
You have the right to request that the data relating to you be provided to you or to a controller of your choice in a commonly used electronic, machine-readable format, provided that you have supplied this data yourself.
Article 21 of the GDPR, Right to object
You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you with effect for the future.
Article 22 of the GDPR, Right not to be subject to automated decision-making
You 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.
Article 77 of the GDPR, Right to lodge a complaint
You have the right to lodge a complaint with the competent supervisory authority at any time regarding any alleged breaches of data protection regulations. The relevant address can be found at the beginning of this document.