Privacy policy

1. Person responsible for data processing (data controller)

The data controller within the meaning of the EU General Data Protection Regulation (GDPR) and other national data protection laws of the member states as well as other data protection regulations is:

Rector of RWTH Aachen University
Templergraben 55
52062 Aachen (physical address)
52056 Aachen (mailing address)
Germany
Phone: +49 241 80 1
Fax: +49 241 80 92312
Mail: rektorat@rwth-aachen.de
Website: www.rwth-aachen.de/rektorat

2. Contact details for the officially appointed data protection officers

Contact details for the Data Protection Office at RWTH Aachen University:

Data Protection Office of RWTH Aachen University
Templergraben 83
52062 Aachen (physical address)
52056 Aachen (mailing address)
Germany
Phone: +49 241 80 94114
Mail: dsb@rwth-aachen.de
Website: www.rwth-aachen.de/datenschutz

3. General information on data processing

3.1. Scope of personal data processing

The Institute for Automotive Engineering (ika) at RWTH Aachen University processes personal data of the users of this project website only to the extent necessary to provide a functional website and the associated content and services. The processing of personal data of users takes place regularly only with the consent of the user. An exception applies in cases where prior consent cannot be obtained for practical reasons and the processing of the data is permitted by law.

3.2. Legal basis for the processing of personal data

Article 6, paragraph 1, letter a of the GDPR serves as the legal basis for the Institute for Automotive Engineering (ika) at RWTH Aachen University to obtain the consent of the data subject for the processing of personal data.

Article 6, paragraph 1, letter b of the GDPR serves as the legal basis for the processing of personal data required for the fulfillment of a contract to which the data subject is a party. This also applies to processing operations that are necessary to carry out pre-contractual measures.

Insofar as the processing of personal data is required to fulfill a legal obligation to which the Institute for Automotive Engineering (ika) at RWTH Aachen University is subject, article 6, paragraph 1, letter c of the GDPR serves as the legal basis.

If the processing is necessary to safeguard a legitimate interest of the university or a third party and if the interests, fundamental rights and freedoms of the data subject do not override the former interest, article 6, paragraph 1, letter f of the GDPR serves as the legal basis for the processing

3.3. Data erasure and storage duration

The personal data of the data subject will be deleted or blocked as soon as the purpose of storage no longer applies. Storage beyond that time may occur if it is provided for by European or national legislators in EU ordinances, laws or other regulations to which the controller is subject. Blocking or deletion of the data also occurs when a storage period prescribed by the standards mentioned expires, unless there is a need for further storage of the data for the conclusion or performance of a contract.

4. Provision of the website and creation of log files

4.1.Description and scope of of data processing

Each time the project website is accessed, the system of the Institute for Automotive Engineering (ika) at RWTH Aachen University can automatically collect data and information from the computer system of the accessing device.

The following data is collected:

information about the accessing device: operating system, internet browser type including version information;
if applicable: the website from which this project website was accessed (referrer information);
date and time of access;
IP (Internet Protocol) address of the device used to access this project website;
file request

The data is stored in the log files of the system of the Institute for Automotive Engineering (ika) at RWTH Aachen University. This data is not stored together with other personal data of the user.

4.2. Legal basis for data processing

The legal basis for the temporary storage of data and log files is article 6, paragraph 1, letter f of the GDPR.

4.3. Purpose of data processing

The system needs to store the IP address temporarily to enable the website to be delivered to the user’s device. To do this, the user’s IP address must be stored for the duration of the session.

The storage in log files is done to ensure the functionality of the website. In addition, the data helps us to optimize the website and to ensure the security of our information technology systems. These purposes also include our legitimate interest in data processing in accordance with article 6, paragraph 1, letter f of the GDPR. An evaluation of the data for marketing purposes does not take place in this context.

4.4. Duration of storage

The data will be deleted as soon as it is no longer required for the purpose for which it was collected. In the case of data collection for the purpose of providing the website, this is the case when the respective session has ended. If the data is stored in log files, this is the case after seven days at the latest. Further storage is possible. In this case, the IP addresses of the users are deleted or alienated so that an assignment of the calling client is no longer possible.

4.5. Right of objection and removal

The collection of data for the provision of the website and the storage of data in log files is essential for the operation of this project website. Consequently, there is no right of objection on the part of the user.

5. Use of session cookies

Regarding cookies for the use of web analysis tools, see Section 7.

5.1. Description and scope of data processing

The project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University uses (session) cookies. Cookies are text files that are stored in or by the internet browser on the user’s computer system. When users visit a website, a (session) cookie may be stored on the user’s operating system. This (session) cookie contains a characteristic string of characters that enables the unique identification of the internet browser when the website is accessed again.

We use (session) cookies to make this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University more user-friendly. Some elements of this project website require that the accessing internet browser can be identified even after a page change.

The following data is stored and transmitted in the (session) cookies:

language settings
login status

You are entitled to the rights of data subjects mentioned in Section 11 under the conditions described in more detail.

5.2. Legal basis for data processing

The legal basis for the processing of personal data using (session) cookies is article 6, paragraph 1, letter f of the GDPR. Consent to the storage of cookies is processed on the basis of article 6, paragraph 1, letter a of the GDPR.

5.3. Purpose of data processing

The purpose of using technically necessary cookies is to make it easier for users to use websites. Some of the functions of this project website cannot be offered without the use of cookies. For these, it is necessary that the internet browser is recognized even after a page change. The user data collected by technically necessary cookies are not used to create user profiles.

These purposes also constitute our legitimate interest in the processing of personal data in accordance with article 6, paragraph 1, letter f of the GDPR.

5.4. Duration of storage, right to object and opt out

Cookies are stored on the user’s computer and transmitted by it to this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University. Therefore, as a user, you have full control over the use of cookies. By changing the settings in your internet browser, you can disable or restrict the transmission of cookies. Cookies that have already been saved can be deleted at any time. This can also be done automatically. If cookies are disabled for this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University, it is possible that not all functions of the website can be used to their full extent.

6. Integration of OpenStreetMap map material

On some subpages of this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University, we integrate map material from OpenStreetMap (“OSM”). OSM is a free project that collects and structures freely usable geodata and stores it in a database for use by anyone under a free license. The integrated map material is not hosted on our servers, but provided by the OSM server via a frame. The processing of data is the sole responsibility of OSM and use is subject to the OSM data protection policy, which can be found at the following links: wiki.openstreetmap.org/wiki/DE:Datenschutz or wiki.openstreetmap.org/wiki/Privacy_Policy.

7. Embedding of YouTube video material

Some sub-pages of this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University use plugins from the Google-owned website YouTube. The operator of the pages is YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA.

When you visit one of our sub-pages equipped with a YouTube plug-in, a connection to the YouTube servers is established. This tells the YouTube server which of our web pages you have visited.

If you are logged into your YouTube account, you enable YouTube to assign your surfing behavior directly to your personal profile. You can prevent this by logging out of your YouTube account.

Further information about handling user data, can be found in the data protection declaration of YouTube under the following link: https://www.google.de/intl/de/policies/privacy.

8. Web analysis using Matomo

Description and scope of personal data processing: The Institute for Automotive Engineering (ika) at RWTH Aachen University uses the open-source software tool Matomo on this project website to analyze the surfing behavior of users. The software sets a cookie on the user’s device (for cookies, see section 5). When subpages of this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University are accessed, the following data is stored:

two bytes of the IP address of the user’s system;
accessed project website;
website from which this website was accessed (referrer information);
sub-pages that are accessed from this project website;
length of stay on this project website;
frequency of access to this project website.

The software runs exclusively on the servers of this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University. The personal data of users is only stored there. The data will not be passed on to third parties.

The software is set up so that IP addresses are not stored in full, but two bytes of the IP address are masked (for example: 192.168.xxx.xxx). This means that it is no longer possible to assign the abbreviated IP address to the accessing device.

The legal basis for the processing of users’ personal data is article 6, paragraph 1, letter f of the GDPR.

Purpose of data processing: The processing of users’ personal data enables us to analyse users’ surfing behavior. By evaluating the data obtained, we are able to compile information on the use of the individual components of this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University. This helps us to continuously improve this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University and its user-friendliness. These purposes also include the legitimate interest in the processing of the data in accordance with article 6, paragraph 1, letter f of the GDPR.

The anonymization of the IP address sufficiently takes into account the interest of users in the protection of their personal data.

Duration of storage: The data will be deleted as soon as it is no longer needed for our recording purposes. In our case, this is after three months.

Objection and removal options: Cookies are stored on the user’s device and transmitted by the user to this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University. Therefore, you as the user also have full control over the use of cookies. You can disable or restrict the transmission of cookies by changing the settings in your internet browser. Cookies that have already been saved can be deleted at any time. This can also be done automatically. If cookies are disabled for this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University, it is possible that not all of the website’s functions can be used to their full extent.

If you do not agree with the storage and analysis of this data from your visit, you can object to the storage and use at any time by clicking on the following link. In this case, an opt-out cookie will be stored in your browser, which means that Matomo will not collect any session data. Please note that if you delete all of your cookies, the opt-out cookie will also be deleted and may have to be reactivated by you.

You have the option to prevent the actions you take here from being analyzed and linked. This will protect your privacy, but it will also prevent the owner of this project website from learning from your actions and improving the usability for you and other users.

CHECKBOX Your visit to this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University is currently being tracked by Matomo web analytics. Uncheck this box to opt out.

For more information on the privacy settings of the Matomo software, please visit the following link: https://matomo.org/docs/privacy/.

9. Newsletter

Description and scope of data processing: On this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University, you can subscribe to the following free newsletter:

Newsletter for updates on the research project: [LINK]

When registering for the newsletter, you only have to provide your e-mail address. In addition, the date and time of registration are collected during registration. If you subscribe to a newsletter for an event when registering for it, your first name, last name and language, as well as optionally your title and form of address, will also be stored.

By subscribing to our newsletter, you agree to its analysis through the individual measurement, storage and evaluation of opening rates and click rates in recipient profiles for the purpose of designing future newsletters according to the interests of our readers. This consent can be withdrawn with effect for the future.

During the registration process, your consent for the processing of the data is obtained and reference is made to this data protection declaration. In connection with the data processing for sending newsletters, the data is not passed on to third parties. The data is used exclusively for sending the newsletter.

The legal basis for the processing of the data after registration for the newsletter by the user is the consent of the user in accordance with article 6, paragraph 1, letter a of the GDPR.

Purpose of data processing: The user’s email address is collected for the purpose of sending the newsletter.

Duration of storage: The data is deleted as soon as it is no longer required for the purpose for which it was collected. The user’s email address is therefore stored for as long as the newsletter subscription is active.

Objection and removal options: The data subject can unsubscribe from the newsletter at any time. There is a link for this purpose in every newsletter. This also allows you to revoke your consent to the storage of personal data collected during the registration process.

10. Forms

Description and scope of data processing: On this project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University, there are some forms that you can use to send data to us. In this section, you will first find general information that applies to all forms. The sub-items then provide detailed information about the data collected, the legal basis, the purpose of the data processing and the duration of storage.

Furthermore, forms can be used for various registration and contact purposes, each of which requests data from the user that is tailored to the occasion.

For the processing of the data, the consent of the user is obtained when the form is sent and reference is made to this data protection declaration.

Alternatively, contact via the provided e-mail address (info@autotechagil.de) is possible. In this case, the personal data of the user transmitted by e-mail will be stored.

There is no disclosure of the data to third parties in this context. The data is used solely for the processing of the conversation.

For all forms, the system collects the date and time the form is sent, as well as the language in which this project website is displayed. The IP address is generally not stored with our forms.

Of course, you are generally entitled (under the conditions described in more detail) to the rights of data subjects mentioned in Section 11. If there is a possibility of objection or removal, please contact us by e-mail (info@autotechagil.de) and describe as accurately as possible when you submitted which form with which data (ideally by forwarding the confirmation e-mail). We will then arrange for the corresponding form data to be deleted.

10.1. Registration forms for events

Description and scope of data processing: This project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University contains the following forms for registering for an event:

Registration form for free events: Final event

The following data is collected (X = mandatory field) and transmitted:

for the purpose of event processing and establishing contact:

	Free events
Titel	optional
Academic title	optional
First name, last name	X
Company / university	X
Department / institute	optional
Position	optional
Address	optional
Mail	X
Phone	optional
Fax	optional
Remark	optional

for printing on the name tag for the event:

	Free events
Title	optional
Academic title	optional
First name, last name	X
Company / university	X

The legal basis for this is article 6, paragraph 1, letter f of the GDPR and, for the voluntary information, article 6, paragraph 1, letter a of the GDPR. The legal basis for the processing of data transmitted in the course of sending an e-mail is article 6, paragraph 1, letter e of the GDPR.

Duration of storage: The data in the database will be automatically deleted after 365 days. In addition, the registration is forwarded by e-mail to the persons responsible for the respective event. The data is stored there to fulfill legal storage or retention periods.

Right to object and removal: With regard to the data voluntarily provided in the optional fields, you have the option at any time to revoke your consent to the processing of personal data.

The data transmitted in the mandatory fields of the form is required for the organization of the events and therefore there is at most a right of objection if you wish to cancel your participation in the event. For chargeable events, the terms and conditions must be observed. For the revocation procedure, see above.

10.2. Contact form

Description and scope of data processing: This project website of the Institute for Automotive Engineering (ika) at RWTH Aachen University contains the following form, which can be used to contact us electronically:

Contact form for electronic contact

The following data is collected (X = mandatory field) and transmitted:

for the purpose of establishing contact:

	Contact form
First name, last name	X
Mail	X
Remark	X

The legal basis for this is article 6, paragraph 1, letter b and letter f of the GDPR and, for the voluntary information, article 6, paragraph 1, letter a of the GDPR. The legal basis for the processing of data transmitted in the course of sending an e-mail is article 6, paragraph 1, letter e of the GDPR.

Duration of storage: The data in the database are automatically deleted after 365 days. In addition, the contact via e-mail is forwarded to the persons responsible for the respective contact. The data is stored there to fulfill legal storage or retention periods.

Right to object and removal: With regard to the data voluntarily provided in the optional fields, you have the right to withdraw your consent to the processing of personal data at any time.

The data transmitted in the mandatory fields of the form is required to process the contact request and you therefore have the right to object at most if you wish to revoke your contact request. See above for the revocation procedure.

11. Rights of the data subject

If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights vis-à-vis the controller:

11.1. Right of access

You have the right to obtain from the controller confirmation as to whether or not personal data concerning you are being processed by the Institute for Automotive Engineering (ika) at RWTH Aachen University.

Where that is the case, you can request access to the following information from the controller:

the purposes of the processing;
the categories of personal data concerned;
the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed;
the planned duration of the storage of the personal data concerning you or, if specific information on this is not possible, criteria for determining the storage duration;
the existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing;
the right to lodge a complaint with a supervisory authority;
where the personal data are not collected from the data subject, any available information as to their source;
the existence of automated decision-making, including profiling, referred to in article 22, paragraph 1 and paragraph 4 of the 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 have the right to request information about whether your personal data is transferred to a third country or to an international organization. In this context, you can request to be informed of the appropriate safeguards pursuant to Article 46 of the GDPR relating to the transfer.

This right of access may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of research or statistical purposes and the restriction is necessary for the fulfilment of research or statistical purposes.

11.2. Right to rectification

You have a right to rectification and/or completion vis-à-vis the controller if the processed personal data concerning you is incorrect or incomplete. The controller must carry out the rectification without undue delay.

Your right to rectification may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of the research or statistical purposes and the restriction is necessary for the fulfillment of the research or statistical purposes.

11.3. Right to restriction of processing

You may request the restriction of the processing of your personal data under the following conditions

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;
the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead
the controller no longer needs the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defense of legal claims, or
if you have objected to processing pursuant to article 21, paragraph 1 of the GDPR pending the verification whether the legitimate grounds of the controller override your grounds.

Where the processing of personal data concerning you has been restricted, such data shall, with the exception of storage, only be processed with your consent or for the establishment, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State.

If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted. Your right to restriction of processing may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of the research or statistical purposes and the restriction is necessary for the fulfillment of the research or statistical purposes.

11.4. Right to erasure

a) Obligation to erase

You have the right to obtain from the controller the erasure of personal data concerning you without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies:

The personal data concerning you are no longer necessary in relation to the purposes for which they were collected or otherwise processed.
You withdraw consent on which the processing is based according to article 6, paragraph 1, letter a of the GDPR, or article 9, paragraph 2, letter a of the GDPR, and where there is no other legal ground for the processing
You object to the processing pursuant to article 21, paragraph 1 of the GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to article 21, paragraph 2 of the GDPR.
The personal data concerning you has been processed unlawfully.
The deletion of your personal data is necessary to fulfill a legal obligation under Union law or the law of the Member States to which the controller is subject.
The personal data concerning you have been collected in relation to the offer of information society services referred to in article 8, paragraph 1 of the GDPR.

b) Information to third parties

Where the controller has made the personal data concerning you public and is obliged pursuant to article 17, paragraph 1 of the GDPR to erase the personal data, 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 the data subject have requested the erasure by such controllers of any links to, or copy or replication of, those personal data.

c) Exceptions

The right to erasure does not exist insofar as the processing is necessary:

for exercising the right of freedom of expression and information;
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
for reasons of public interest in the area of public health in accordance with article 9, paragraph 2, letter h and letter i and article 9, paragraph 3 of the GDPR
for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with article 89, paragraph 1 of the GDPR in so far as the right referred to in section a) Obligation to erase is likely to render impossible or seriously impair the achievement of the objectives of that processing; or
for the establishment, exercise or defense of legal claims.

11.5. Right to information

If you have asserted the right to rectification, erasure or restriction of processing against the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort.

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

11.6. Right to data portability

You 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. You also have the right to transmit this data to another controller without hindrance from the controller to which the personal data has been provided, where

the processing is based on consent pursuant to article 6, paragraph 1, letter a of the GDPR or article 9, paragraph 2, letter a of the GDPR or on a contract pursuant to article 6, paragraph 1, letter b of the GDPR and
the processing is carried out by automated means.

In exercising this right, you also have the right to have the personal data concerning you transmitted directly from one controller to another, where technically feasible. The freedoms and rights of other persons must not be affected by this.

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

11.7. Right of objection

You 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 article 6, paragraph 1, letter e and letter f of the GDPR, including profiling based on those provisions.

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 for the establishment, exercise or defense of legal claims.

If your personal data is processed for direct marketing purposes, you have the right to object at any time to the processing of your personal data for such marketing, which includes profiling to the extent that it is related to such direct marketing.

If you object to processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes.

You have the possibility to exercise your right to object in relation to the use of information society services – notwithstanding Directive 2002/58/EC – by means of automated procedures using technical specifications.

You also have the right to object, on grounds relating to your particular situation, to processing of personal data concerning you which is carried out for scientific or historical research purposes or statistical purposes pursuant to article 89, paragraph 1 of the GDPR.

Your right to object may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of the research or statistical purposes and the restriction is necessary for the fulfillment of the research or statistical purposes.

11.8. Right to revoke the declaration of consent under data protection law

You have the right to withdraw your declaration of consent under data protection law at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

11.9. Automated decision-making in individual cases, including profiling

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. This does not apply if the decision

is necessary for the conclusion or performance of a contract between you and the controller
is authorized 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
with your express consent.

However, these decisions must not be based on special categories of personal data referred to in article 9, paragraph 1 of the GDPR, unless article 9, paragraph 2, letter a or letter g of the GDPR applies and suitable measures to safeguard your rights and freedoms and legitimate interests are in place.

With regard to the cases referred to in (1) and (3), the data controller shall implement suitable measures to safeguard your rights and freedoms and 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.

11.10. Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you 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 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 article 78 of the GDPR.

The supervisory authority responsible for RWTH Aachen University is the State Commissioner for Data Protection and Freedom of Information (NRW). [https://www.ldi.nrw.de/]