Privacy Policy

This privacy policy clarifies the nature, scope and purpose of the processing of personal data (hereinafter referred to as “data”) in the course of the provision of our services, as well as our online offerings and related websites, features and content, and external online presence, such as websites. Our social media profile (collectively referred to as the “online offering”). With regards to the terminology used, e.g. “processing” or “responsible”, we refer to the definitions in Article 4 of the General Data Protection Regulation (GDPR).

Responsible

UBF – Association for University Bible Friendship Heidelberg e.V.
Blumenstr. 53, 69115 Heidelberg
Telephone: +49 (0) 6221 164786
E-Mail: systemadmin@ubf-esbc.org
Representative: Reiner Schwienold
Link to the imprint: https://ubf-esbc.org/2019/impressum
Data Protection Officer: systemadmin@ubf-esbc.org

Types of processed data

  • Inventory data (e.g., person master data, name or address).

Contact information (e.g., e-mail, phone numbers).
Content data (e.g., text input, photographs, videos).
Usage data (e.g., visited web pages, interest in content, access times).
Meta / Communication Data (e.g., Device Information, IP Addresses). Categories of Affected Persons Visitors and Users of the Online Offering (In the following, we collectively refer to those affected as “Users”).
Purpose of the processing – To make available the online offer, its functions and contents.
Answering contact requests and communicating with users.
Safety measures.
Audience measurement / Marketing

Contact information (e.g., e-mail, phone numbers).
Content data (e.g., text input, photographs, videos).
Usage data (e.g., visited web pages, interest in content, access times).
Meta / Communication Data (e.g., device information, IP addresses).
Categories of affected persons visitors and users of the online offering (in the following, we collectively refer to those affected as “users”).
Purpose of the processing – To make the online offer, its functions and contents available.
Answering contact requests and communicating with users.
Safety measures.
Audience measurement / marketing

“Personal information” means any information relating to an identified or identifiable natural person (hereinafter the “data subject”); a natural person is considered as identifiable which can be identified directly or indirectly, in particular by means of assignment to an identifier such as a name, to an identification number, to location data, to an online identifier (e.g., cookie) or to one or more special features that express the physical, physiological, genetic, mental, economic, cultural or social identity of this natural person.

“Processing” means any process performed with or without the aid of automated procedures or any such process associated with personal data. The term goes far and includes virtually every handling of data.

“Pseudonymisation” means the processing of personal data in such a way that the personal data can no longer be assigned to a specific data subject without additional information being provided given that such additional information is kept separate and subject to technical and organizational measures to ensure that the personal data not assigned to an identified or identifiable natural person.

“Profiling” means any kind of automated processing of personal data which involves the use of such personal data to evaluate certain personal aspects relating to a natural person, in particular aspects referring to job performance, economic situation, health etc., to analyze or predict preferences, interests, reliability, behavior, whereabouts or relocation of that natural person.

“Responsible person” means the natural or legal person, public authority, body or body that decides, alone or together with others, the purposes and means of processing personal data.

“Processor” means a natural or legal person, public authority, body or body that processes personal data on behalf of the controller.

Relevant legal bases:
According to Art. 13 GDPR, we inform you about the legal basis of our data processing. For users within the scope of the General Data Protection Regulation (GDPR), that is in the EU and the EEC, unless the legal basis in the data protection declaration is mentioned:
The legal basis for obtaining consent is Article 6 (1) lit. a and Art. 7 GDPR;
The legal basis for the processing for the fulfillment of our services and the execution of contractual measures as well as the answer to inquiries is Art. 6 para. 1 lit. b GDPR;
The legal basis for processing to fulfill our legal obligations is Art. 6 para. 1 lit. c GDPR. In the event that vital interests of the data subject or another natural person require the processing of personal data, Art. 6 para. 1 lit. d GDPR as legal basis.

The legal basis for the processing required to carry out a task in the public interest or in the exercise of official authority which has been delegated to the controller is Article 6 (1) lit. e GDPR.
The legal basis for processing in order to safeguard our legitimate interests is Article 6 (1) lit. f GDPR.
The processing of data for purposes other than those for which they were collected is governed by the provisions of Article 6 (4) GDPR.
The processing of special categories of data (according to Art. 9 (1) GDPR) is governed by the provisions of Art. 9 (2) GDPR.

Safety Measures:
We shall take appropriate technical and organizational measures as required by law, taking into account the state of the art, the implementation costs and the nature, scope, circumstances and purposes of the processing, as well as the different likelihood and severity of the risk to the rights and freedoms of individuals to ensure a level of protection appropriate to the risk.
Measures include, in particular, ensuring the confidentiality, integrity and availability of data by controlling physical access to the data, as well as their access, input, disclosure, availability and segregation. We have also set up procedures to ensure the awareness of data subject rights, data deletion and data vulnerability. Furthermore, we consider the protection of personal data already in the development, or selection of hardware, software and procedures, according to the principle of data protection through technology design and privacy-friendly default settings.

Collaboration with processors, joint controllers and third parties:
If, in the course of our processing, we disclose data to other persons and companies (contract processors, joint controllers or third parties), transmit them to them or otherwise grant them access to the data, this is done only on the basis of a legal license (e.g. if a transmission of data to third parties, such as to payment service providers, is required to fulfill the contract), users have consented to a legal obligation or on the basis of our legitimate interests (e.g. the use of agents, web hosts, etc.).
Insofar as we disclose data to other companies in our group, convey it or otherwise grant access to it, this is done in particular for administrative purposes as a legitimate interest and, moreover, on a basis that complies with the legal requirements.

Transfers to third countries:
As far as we process data in a third country (i.e. outside the European Union (EU), the European Economic Area (EEA) or the Swiss Confederation) or in the context of the use of third party services or disclosure, or transmission of data to other persons or company, this only occurs if it is to fulfill our (pre) contractual obligations, on the basis of your consent, on the basis of a legal obligation or on the basis of our legitimate interests. Subject to legal or contractual permissions, we process or leave the data in a third country only in the presence of legal requirements. That the processing is e.g. based on special guarantees, as officially recognized.
You accordingly have the legal requirements to request the completion of the data concerning you or the correction of the incorrect data concerning you.
In accordance with the statutory provisions, they have the right to demand that the relevant data should be deleted immediately, or alternatively to demand a restriction of the processing of the data in accordance with the statutory provisions.
You have the right to request that the data relating to you provided to us be obtained in accordance with legal requirements and to request their transmission to other persons responsible.
You also have the right, in accordance with the statutory provisions, to submit a complaint to the competent supervisory authority.

Right of withdrawal:
You have the right to revoke granted consent with effect for the future.
Right to objection:
You may object to the future processing of your data in accordance with the statutory requirements at any time. The objection may in particular be made against processing for direct marketing purposes.
Cookies and right of objection in the case of direct advertising:
“Cookies” refer to small files that are stored on users’ computers. Different information can be stored within the cookies. A cookie serves primarily to store the information about a user (or the device on which the cookie is stored) during or after his visit to an online offer. Temporary cookies, or “session cookies” or “transient cookies” are cookies that are deleted after a user leaves an online service and closes his browser. In such a cookie, e.g. the contents of a shopping cart are stored in an online shop or a login status. The term “permanent” or “persistent” refers to cookies that remain stored even after the browser has been closed. Thus, e.g. the login status will be saved if users visit it after several days. Likewise, in such a cookie the interests of the users can be stored, which are used for range measurement or marketing purposes. A “third-party cookie” refers to cookies that are offered by providers other than the person responsible for providing the online offer (otherwise, if only their cookies are called “first-party cookies”).
We can use temporary and permanent cookies and clarify this in the context of our privacy policy.
If users do not want cookies stored on their machine, they will be asked to disable the option in their browser’s system settings. Saved cookies can be deleted in the system settings of the browser. The exclusion of cookies can lead to functional restrictions of this online offer.
A general objection to the use of cookies used for online marketing purposes can be found in a variety of services, especially in the case of tracking, via the US website http://www.aboutads.info/choices/ or the EU site http://www.youronlinechoices.com/ be explained. Furthermore, the storage of cookies can be achieved by switching them off in the settings of the browser. Please note that not all features of this online offer may be used.

Deletion of data
The data processed by us will be deleted or restricted in accordance with the legal requirements. Unless explicitly stated in this privacy statement, the data stored by us will be deleted as soon as they are no longer necessary for their intended purpose and the deletion does not conflict with any statutory storage requirements.
Unless the data is deleted because it is required for other and legitimate purposes, its processing will be restricted. This means data is blocked and not processed for other purposes. This applies, for example to data that must be kept for commercial or tax reasons.
Changes and updates to the privacy policy
We ask you to regularly check on the content of our privacy policy. We will adjust the privacy policy as soon as the changes we make to the data processing require it. We will notify you as soon as the changes require your participation (e.g. consent) or other individual notification.
Provision of our statutory and business services
We process the data of our members, supporters, prospects, customers or other persons in accordance with Art. 6 para. 1 lit. b. GDPR, if we offer them contractual services or in the context of an existing business relationship, e.g. members, or are themselves recipients of benefits and benefits. Furthermore, we process the data of affected persons in accordance with. Art. 6 para. 1 lit. f. GDPR based on our legitimate interests, e.g. when it comes to administrative tasks or public relations.
The data processed, the nature, scope and purpose and necessity of their processing are determined by the underlying contractual relationship. This includes in principle inventory and master data of the persons (e.g. name, address, etc.), as well as the contact data (e.g. e-mail address, telephone, etc.), the contract data (e.g. services used, communicated contents and information, names of contact persons) and if we offer paid services or products, payment details (e.g. bank details, payment history, etc.).
We delete data that is no longer required to serve our statutory and business purposes. This is determined according to the respective tasks and contractual relationships. In the case of business processing, we retain the data for as long as they may be relevant to the transaction, as well as with regard to any warranty or liability obligations. The necessity of keeping the data is checked every three years; in any other case the statutory retention requirements apply.

Registration function
Users can create a user account. As part of the registration, the required mandatory information is communicated to the users and based on Art. 6 para. 1 lit. b GDPR processed for purposes of providing the user account. The processed data include in particular the login information (name, password and an e-mail address). The data entered during registration will be used for the purpose of using the user account and its purpose.
Users may have access to information relevant to their user account, e.g. technical changes, and can be informed by e-mail. If users have terminated their user account, their data will be deleted with respect to the user account, subject to a statutory retention requirement. It is the responsibility of the users to secure their data upon termination prior to the end of the contract. We are entitled to irretrievably delete all user data stored during the contract period.
In the context of the use of our registration and registration functions as well as the use of the user account, we store the IP address and the time of the respective user action. The storage is based on our legitimate interests, as well as the user’s protection against misuse and other unauthorized use. A transfer of these data to third parties does not take place, unless it is necessary for the prosecution of our claims or there is a legal obligation in accordance with. Art. 6 para. 1 lit. c. GDPR. The IP addresses will be anonymized or deleted after 7 days at the latest.

Comments and contributions
When users leave comments or other contributions, their IP addresses may be stored for 7 days based on our legitimate interests within the meaning of Art. 6 para. 1 lit. f. GDPR. This is for our own safety, if someone leaves illegal content in comments and contributions (e.g. insults, prohibited political propaganda, etc.). In this case, we can be prosecuted for the comment or post and are therefore interested in the identity of the author.
Furthermore, we reserve the right, in accordance with our legitimate interests. Art. 6 para. 1 lit. f. DSGVO to process the information of users for the purpose of spam detection.
On the same legal basis, we reserve the right, in the case of surveys, to store the IP addresses of users for the duration of their use and to use cookies to avoid multiple votes.
The information provided in the comments and contributions to the person, any contact and website information as well as the content information will be stored by us until the opposition of the users permanently.

Akismet Anti-Spam Check
Our online offer uses the service “Akismet”, which is provided by Automattic Inc., 60 29th Street # 343, San Francisco, CA 94110, USA. The use is based on our legitimate interests within the meaning of Art. 6 para. 1 lit. f) GDPR. With the help of this service, comments of real people are distinguished from spam comments. All comment information is sent to a server in the US, where it is analyzed and stored for four days for comparison. If a comment has been classified as spam, the data will be stored beyond that time. This information includes the name entered, the email address, the IP address, the comment content, the referrer, details of the browser used, the computer system and the time of the entry.
For more information about the collection and use of data by Akismet, see the Automattic Privacy Notice: https://automattic.com/privacy/.
Users are welcome to use pseudonyms, or to refrain from entering the name or email address. You can completely prevent the transfer of data by not using our commenting system. That would be a shame, but unfortunately we see no other alternatives that work equally effectively.

Contacting us
When contacting us (for example, by contact form, e-mail, telephone or via social media), the information provided by the user to process the contact request and its handling will be processed acc. Art. 6 para. 1 lit. b. (in the context of contractual / pre-contractual relationships), Art. 6 para. 1 lit. f. (other requests) GDPR. User information can be stored in a Customer Relationship Management System (“CRM System”) or similar request organization.
We delete the requests, if they are no longer required. We check the requirement every two years; the archiving obligations also apply.
Hosting and e-mail delivery
The hosting services we use are used to provide the following services: infrastructure and platform services, computing capacity, storage and database services, e-mail, security and technical maintenance services, which we use for the purpose of operating this online offer.
Here we or our hosting provider process inventory data, contact data, content data, contract data, usage data, meta and communication data of customers, interested parties and visitors to this online offer on the basis of our legitimate interests in an efficient and secure provision of this online offer acc. Art. 6 para. 1 lit.f GDPR in conjunction with art. 28 GDPR.
Collection of access data and logfiles
We or our hosting provider on the basis of our legitimate interests within the meaning of Art. 6 para. 1 lit. f. GDPR collect data on every access to the server on which this service is located (so-called server log files). The access data includes name of the retrieved web page, file, date and time of retrieval, amount of data transferred, message about successful retrieval, browser type and version, the user’s operating system, referrer URL (the previously visited page), IP address and the requesting provider.
Logfile information is stored for security purposes (for example, to investigate abusive or fraudulent activities) for a maximum of 7 days and is then deleted. Data whose further retention is required for evidential purposes is excluded from the deletion until final clarification of the respective incident.

Incorporation of Services and Third Party Content
On the basis of our legitimate interests (i.e. interest in the analysis, optimization and economic operation of our online offer within the meaning of Art. 6 para. 1 lit. fs. GDPR) we use content or service offers for our online offer from third-party providers to their content and services, such as Include videos or fonts (collectively referred to as “content”).
This always presupposes that the third-party providers of this content perceive the IP address of the users, since they could not send the content to their browser without the IP address. The IP address is therefore required for the presentation of this content. We endeavor to use only content whose respective providers use the IP address only for the delivery of the content. Third parties may also use so-called pixel tags (invisible graphics, also referred to as “web beacons”) for statistical or marketing purposes. The “pixel tags” can be used to evaluate information, such as visitor traffic, on the pages of this website. The pseudonymous information may also be stored in cookies on the user’s device and may include, but is not limited to, technical information about the browser and operating system, referring web pages, visit time, and other information about using our online offer.

Google Maps
We integrate maps of the Google Maps service of Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. The processed data may include, in particular, users’ IP addresses and location data but these are not collected without their consent (usually as part of the settings of their mobile devices). The data can be processed in the USA.
Privacy Policy: https://www.google.com/policies/privacy/, opt-out: https://adssettings.google.com/authenticated.