Data privacy notice

regarding use of the ifa Library online catalog published by ifa (Institut für Auslandsbeziehungen e.V.)

Your data privacy is very important to ifa (Institut für Auslandsbeziehungen). ifa collects, uses and stores your personal data exclusively in compliance with current regulations and data privacy laws. Please read the following information to make sure that you are fully informed as to how personal data is collected, processed and used on our websites.

1. Contact information of controller (party responsible for processing personal data)

Your data will be processed in the name and on behalf of

Institut für Auslandsbeziehungen (ifa)
Charlottenplatz 17
70173 Stuttgart
Controller and Secretary General: Ronald Grätz

You can contact our Data Protection Officer at the address above or via e-mail at datenschutzbeauftragter(at)

2. Data collection for system-internal and statistical purposes

When you access any of ifa’s website, your Internet browser automatically transmits data to our web server. This data includes:

  • Designation of the retrieved file
  • Date and time of access
  • Data volume transferred
  • Browser response indicating that the website currently displayed was visited
  • Your IP address

This data is also saved in log files. Any data that is saved or stored does not make or contain reference to your identity as a person.

Temporary storage of your IP address is required for you to be able to access our website on your computer. To guarantee access, the system needs to store your IP address for the duration of the session. This data is saved in log files to ensure website functionality. We also use this data to optimise our website and guarantee the security of our website’s information technology systems. We do not use your data for marketing purposes nor do we transfer your data to third parties in this context.

3. Collection and processing of personal data

Personal data is only collected and processed when you access or use the account feature. You can use your account to view the due dates of any media you have borrowed. Your account also contains a list of any media you have reserved and lets you delete any media reservations that you no longer need. You can also use your account to view notifications from the library team.

We use the following data to open and maintain your account:

  • First/last name and title
  • E-mail address
  • Date of birth (initial password)
  • ID expiration date
  • Any borrowed media, orders, deliveries, order requests, reservations
  • User password

We use your e-mail address to provide you with any usage-related notifications (e.g. availability of a book you have ordered or upcoming due dates).

We have the right to transfer your data to one or more processors, who will exclusively use your personal data for internal use in providing us with services.

4. Legal basis for data processing

The legal basis according to which your data is processed stems from your consent (according to Art. 6 para. 1 (a) GDPR (General Data Protection Regulation)) or exists for the purpose of executing a contract or pre-contractual measures (according to Art. 6 para. 1 (b) GDPR).

We will store your data as long as your consent remains valid or until the purpose of such data storage has been fulfilled. This data will then be deleted unless subject to other legal obligations requiring continued storage of such data.

We will not use your data for automated decision-making or profiling.

5. Data transmission

Any data you provide when using our forms is always transferred in encrypted form.

We shall only pass on your personal data to third parties after first obtaining your consent unless we are under legal obligation to do so or in order to protect the rights, property and security of ifa.

In cases where external service providers come into contact with personal data, we enforce legal, technical and organisational measures to guarantee compliance with data protection regulations.

6. Cookies

Our website uses cookies, which serve to make our online presence more user-friendly, effective and safe, e.g., enabling adjustment of the size of any text used on our website as needed.

Cookies are small text files that are stored on your computer system. Please note that some of these cookies are transferred from our server to your computer system as ‘session cookies’. Session cookies are automatically deleted from your hard disk after the end of the browser session. You can always block the use of cookies to the extent permitted by your browser.

7. Links to other websites

Our website contains links to other websites.

We have no influence on the compliance of operators of other websites with data protection regulations.
We are responsible for our own content according to general law. Our content is not to be mistaken with linked content of other providers. We assume no responsibility for third-party content, which is provided via links for use, and do not adopt their content as our own.
Liability for illegal, inaccurate or incomplete content and, in particular, for damages resulting from the use or non-use of such information is the sole responsibility of the provider of the site to which links are provided.

8. Your rights to your personal data

According to the General Data Protection Regulation, you have the right to obtain information about your stored personal data free of charge and, if necessary, the right to correct, restrict or delete such data at any time. To the extent we are required to comply with legal storage obligations, we shall block your data from further processing so that your data can no longer be used for the purposes mentioned above.

You also have the right to request that we send you any of your personal data stored by us in an electronic format. You may withdraw your consent that your data be stored or processed at any time. Should you choose to exercise this right, we will immediately delete your data that we have stored and block processing of any data that cannot be deleted due to legal requirements.

Please send us your request using the contact details below.

If you feel that ifa is not processing your data in compliance with current data protection laws, you have the right to appeal to a data protection supervisory authority of your choice.

9. Data security

Your personal data is transmitted online in encrypted form. We use SSL (Secure Sockets Layer) encryption technology. Please note that online data transmission (e.g. even when communicating via e-mail) may exhibit security gaps. It is not possible to guarantee total protection against access by third parties.

The only way to access your account is to enter your personal password. Keep your access information confidential at all times and close your browser after you are done communicating with us or using your account, particularly if you are sharing a computer with others.

10. Further information and contact

Please contact our Data Protection Officer should you have any further questions about data privacy. If your questions concern collection, processing or use of your personal data, if you would like more information or to request that we correct, restrict or delete your data or if you would like to revoke your consent, please contact our Data Protection Officer or use the contact information below:

Institut für Auslandsbeziehungen
ifa Library
Charlottenplatz 17
D-70173 Stuttgart
Phone: +49 (0)711/2225-147
Email: bibliothek(at)


Data Protection Officer