Data protection declaration for use of the websites and online content of the ifa (Institut für Auslandsbeziehungen e. V.)

The protection of your data and privacy is of great importance to the ifa (Institut für Auslandsbeziehungen (institute for international cultural relations)). The ifa collects, uses and saves your personal data exclusively in the context of the provisions of the applicable data protection laws. In order to ensure that you are fully informed about the collection, processing and use of personal data on our websites, please read the following information.

1. Person responsible for the processing of personal data

Your data will be stored and processed in the name and on behalf of the ifa (Institut für Auslandsbeziehungen), Charlottenplatz 17, D-70173 Stuttgart.
Responsible and Secretary General: Ronald Grätz 
You can contact our data protection officer at the above-mentioned postal address or by e-mail at datenschutzbeauftragter(at)ifa.de.

2. Data collection for system-internal and statistical purposes

When you access the ifa website, your internet browser automatically transmits data to our web server for technical reasons. This includes, for example, the date and time of access, URL of the referring web page, retrieved file, amount of data sent, browser type and version, operating system, and your IP address. These data items are stored separately from other data that you enter when using of our website. There is no assignment of this data to any specific person. This data is logged to ensure system security, and it is anonymously evaluated for statistical purposes and subsequently deleted.

3. Collection and processing of personal data

In addition, personal data are collected and processed if you voluntarily make them available to us on our website. This is possible in the following ways:

  • When registering for our newsletter 
  • When contacting us via our contact forms
  • When ordering via the web shop (incl. creation of a customer account)
  • When registering for our press distribution list
  • When registering for events
  • When participating in our user survey

Which personal data is transmitted to us is determined by the respective input mask, which is used for contacting us. 

The personal data entered by you will be collected and stored for the following internal use and for your own purposes:

  • To the dispatch of our newsletters 
  • To process your request submitted in the contact form
  • For telephone queries (if necessary)
  • To process your order from the web shop
  • To the dispatch of our press releases
  • For the realization of our events (incl. reservations) 
  • For the internal anonymous evaluation of the data collected by the user survey

We may arrange for the transfer to one or more contractors, for example service providers or companies affiliated with us, who also use the personal data exclusively for internal use attributable to us.
Your data will not be used by us for automated decision making or profiling.

3.1 Notes on sending newsletters 

When registering for ifa newsletters, you must inform us of your name and e-mail address. We use this exclusively to send you the newsletters. The newsletters contain information on the ifa's events and projects. Your e-mail address remains with us until you unsubscribe from our newsletters. Unsubscribing is possible at any time by means of a notification to the address newsletter(at)ifa.de. By unsubscribing, you decline the use of your e-mail address. Your e-mail address will be deleted immediately.
The registration for our newsletter is logged from our site.
Subscription and consent are given via the double opt-in procedure. This means that after filling out the online form for subscribing to the newsletter you will receive a confirmation link by e-mail, which you can confirm by clicking on it. Please note that only confirmed registrations will receive our newsletter. Unconfirmed logons are deleted from the system after two weeks.

3.2 Notes on the payment process

We do not store any payment/account data from you, but simply forward it to the payment provider of your choice, who confirms payment to us after the payment process has been completed.

3.3 Legal basis for the processing of your data

The legality (legal basis) for the processing of your data results from your consent (according to Art. 6 para. 1 lit. a GDPR (General Data Protection Regulation)) or for the fulfilment of a contract or pre-contractual measures (according to Art. 6 para. 1 lit. b GDPR). In the case of the protection of legitimate interests of ifa, processing shall take place in accordance with Art. 6 para. 1 lit. b GDPR.

4. Transmission of data

The transmission of your data entered in the forms is encrypted in all cases.
Your personal data will be passed on to third parties if this is necessary for the purpose of transaction processing – in particular passing on contact data for the delivery of the newsletter to service providers or for billing purposes of your order (payment processing).
Your personal data will only be passed on to third parties beyond this with your consent, unless there is a legal obligation to do so or to protect the rights, property and security of ifa.
If external service providers come into contact with personal data, we demand legal, technical and organizational measures to comply with data protection regulations.

5. Cookies

Among other things, our website uses so-called 'cookies', which serve to make our internet presence more user-friendly, more effective and safer – e.g. when it comes to filling your bookmarks or managing your shopping basket. In addition, cookies enable us to measure the frequency of page visits and general navigation. Cookies are small text files that are stored on your computer system. We would like to point out that some of these cookies are transferred from our server to your computer system, which is usually referred to as 'session cookies'. 'Session cookies' are characterised by the fact that they are automatically deleted from your hard disk after the end of the browser session. Other cookies remain on your computer system and allow us to recognise your computer system on your next visit (so-called persistent cookies). You can, of course, reject cookies, if your browser allows this.

6. Use of Facebook plug-ins

We have integrated so-called plug-ins in the social network facebook.com (hereinafter "Facebook") into our internet presence. Facebook is a company operated by Facebook Inc., 1601 S. California Ave, Palo Alto, CA 94304, USA.
Each time a page on our website that features such a plug-in is accessed, the plug-in causes the browser you are using to load and display the visual representation of the plug-in from the Facebook server. The Facebook server will be told which specific website you are currently visiting.
If you are registered with Facebook and are logged in to Facebook during your visit to our website, Facebook recognises (by the information sent by the plug-in) which particular page of our website you are visiting and transfers it to your personal user account on Facebook. If you click on one of the plug-ins, for example by clicking the 'Like' button or by submitting a comment, it will be sent to your personal user account on Facebook and stored there. In addition, the information that you have visited our Internet presence is transmitted to Facebook, regardless of whether you are using one of the plug-ins or not.
To prevent the transfer and storage of data about you and your surfing behaviour by Facebook, you must log out to Facebook before you visit our website. See Facebook's privacy policy for more information on how Facebook collects, uses, and protects your privacy.

7. Use of Matomo

Our website uses the web analytics service Matomo. Matomo uses so-called 'cookies', which are text files that are stored on your computer and which, in turn, allow us to analyse the use of the website. For this purpose, the usage information generated by the cookie (including your abbreviated IP address) is transmitted to our server and stored for purposes of analysis, which is used for our website optimisation. Your IP address will be anonymised immediately so that you remain anonymous to us as a user. The information generated by the cookie about your use of this website will not be passed on to third parties. You may prevent the use of cookies by setting your browser software accordingly, but you may not be able to fully utilise all of the features of this website.

8. Use of Twitter plug-ins

Functions of the Twitter service are integrated on our sites. These features are offered by Twitter Inc., Twitter, Inc. 1355 Market St, Suite 900, San Francisco, CA 94103, USA. By using Twitter and the "Re-Tweet" feature, the websites you visit are linked to your Twitter account and shared with other users. This data is also transmitted to Twitter.
We would like to point out that as a provider of the pages we are not aware of the content of the transmitted data as well as their use by Twitter. For more information, see Twitter's privacy policy at http://twitter.com/privacy.
You can change your privacy settings on Twitter in the account settings at http://twitter.com/account/settings.

9. Data processing by YouTube

On our website, the so-called 'embedding' of videos on YouTube is used. Our website merely allows you to connect to YouTube. YouTube is a service provided by Google Inc. Please refer to YouTube's privacy policy at http://www.youtube.com/t/privacy concerning the purpose and scope of Google's data collection and use, as well as your rights and opportunities to protect yourself as a YouTube customer.

10. 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 the general laws. Our content is to be distinguished from other 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, incorrect or incomplete content and, in particular, for damages resulting from the use or non-use of such provided information is the sole responsibility of the provider of the site to which links are provided.

11. Your rights to your personal data

According to the General Data Protection Regulation, you have the right to free information about your stored personal data and, if necessary, the right to correct, restrict or delete this data at any time. If we have to comply with legal storage obligations, we will restrict your data for further processing, so that they can no longer be used for the purposes mentioned above.
You also have the right to receive your personal data stored with us in electronic form You can object to the consent for the storage and processing of your stored data at any time. In this case we will immediately delete the data stored by you or restrict the processing of data that cannot be deleted due to legal requirements. Please contact us with your request using the contact details below.
If you believe that your data ifa will not be processed in accordance with the applicable data protection laws, you have a right of appeal to a supervisory authority for the data protection of your choice.

12. Data security

Your personal data is transmitted in encrypted form over the Internet. We use SSL encryption technology ('Secure Sockets Layer'). We draw your attention to the fact that data transmission over the Internet (e.g. even when communicating by e-mail) can have security gaps. A complete protection of data against access by third parties is not possible.
We secure our website and other systems by means of technical and organisational measures against the loss, destruction, access, modification or dissemination of your data by unauthorised persons. These safety measures are continuously improved according to technological development.
Access to your customer account is only possible after entering your personal password. You should always keep your access information confidential and close the browser window when you have finished communicating with us, especially if you share the computer with others.

13. Further information and contacts

If you have any further questions about privacy, please contact us. In case of questions concerning the collection, processing or use of your personal data, for information, or correction, blocking or deletion of data, and for the revocation of consent, please contact:

Institut für Auslandsbeziehungen
Renate Aruna
Charlottenplatz 17
D-70173 Stuttgart
+49.711.2225.135
aruna(at)ifa.de

Data protection officer
datenschutzbeauftragter(at)ifa.de