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Data privacy notice www.ifa.de

last update August 2018

Data privacy notice regarding use of websites and online content provided by ifa (Institut für Auslandsbeziehungen e.V.)

Your data privacy is very important to ifa (Institut für Auslandsbeziehungen (institute for international cultural relations)). 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 stored and processed in the name and on behalf of

ifa (Institut für Auslandsbeziehungen)
Charlottenplatz 17
D-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)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 information such as 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. This data is stored separately from other data that you enter when using our website. This data does not make or contain reference to a specific person. This data is recorded to ensure system security, anonymously analyzed for statistical purposes and then deleted.

3. Collection and processing personal data
We also collect and process the personal data that you provide on our website. Data may be provided as follows:
• When signing up for our newsletter
• When contacting us via our contact forms
• When placing an order via our online shop (including creating a customer account)
• When signing up for our press mailing list
• When signing up for events
• When participating in user surveys

Which personal data is transmitted to us depends on the data requested in the form you use to contact us.
We collect and store any personal data you provide for the following internal use:
• To send out our newsletters
• To process the request you submitted using our contact form
• For telephone/written queries (if necessary)
• To process your order from our online shop
• To send out of our press releases
• For activities related to our events (including reservations)
• For internal anonymized analysis of collected user survey data

We have the right to transfer your data to one or more contractors, for example service providers or companies affiliated with us, who will exclusively use your personal data for internal use in providing us with services.
We will not use your data for automated decision-making or profiling.

3.1 Information regarding newsletter mailings
You need to provide us with your title, name and e-mail address to sign up for ifa newsletters. We will use this information exclusively to send you newsletters. Our newsletters contain information on ifa’s events and projects. We will continue to store your e-mail address until you unsubscribe from our newsletters. You may unsubscribe at any time by sending a notice to “newsletter(at)ifa.de”. By unsubscribing, you withdraw your permission for us to use your e-mail address. We will then immediately delete your e-mail address. Our website will record the transaction.
Signing up for our newsletters and giving your consent are subject to a double opt-in procedure. That means that, after you have filled out the online form to sign up for our newsletter, we will send you a confirmation link via e-mail that you will need to click on to confirm registration. Please note that you will only receive our newsletter after you have confirmed your registration. We delete any unconfirmed sign-up attempts from our system after two weeks.

3.2 Information on the payment process
We do not store any payment/account data provided by you but only forward it to the payment provider of your choice, who confirms payment to us once the payment process has been completed.

3.3 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). In cases involving the legitimate interests of ifa, processing shall be conducted in accordance with Art. 6 para. 1 (a) GDPR.

3.4 Duration of data storage
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.

4. Data transmission
Any data you provide when using our forms is always transferred in encrypted form.
Your personal data is passed on to third parties to the extent necessary to process the transaction, particularly in passing on contact data relevant to our newsletter to service providers or for billing purposes (payment processing).
We shall only pass on your personal data to third parties for reasons outside of the above 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 organizational measures to guarantee compliance with data protection regulations.

5. Cookies
Our website uses cookies, which serve to make our online presence more user-friendly, effective and safer, e.g. to help you set bookmarks and manage your shopping cart. Cookies also enable us to measure the frequency of page visits and general navigation. 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. Other cookies remain on your computer system and allow us to recognize your computer system at your next visit (persistent cookies). You can always block the use of cookies to the extent permitted by your browser.

6. Use of Facebook plug-ins
We have integrated plug-ins from the social network facebook.com (hereinafter referred to as “Facebook”) on our website. Facebook is a company operated by Facebook Inc., 1601 S. California Ave, Palo Alto, CA 94304, USA.

Each time you access a page on our website that features a Facebook plug-in, the plug-in causes your browser to load and display an image of the plug-in from the Facebook server. The plug-in tells the Facebook server which website you are currently visiting.

If you are registered with Facebook and are logged in to Facebook during your visit to our website, Facebook recognizes which page of our website you are visiting (via the information sent by the plug-in) and links 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 submitting a comment, this action will be sent to your personal Facebook user account and stored there. The fact that you have visited our website is also transmitted to Facebook, regardless of whether or not you choose to click on or use one of the plug-ins.
To prevent Facebook from transferring and storing data about you and your surfing behavior, you must log out of Facebook before visiting our website. See Facebook’s data privacy policy for more information on how Facebook collects and uses data, your rights and Facebook’s privacy settings.

7. Use of Matomo
Our website uses the web analytics service Matomo. Matomo uses cookies which are text files that are stored on your computer, allowing us to analyze your use of our website. Usage information generated by the cookies (including your abbreviated IP address) is transmitted to our server and stored for purposes of analysis, which is then used to optimize our website. Your IP address is anonymized immediately during transfer, keeping your identity as a user anonymous. The information generated by cookies about your use of our website is not passed on to third parties. You may block the use of cookies by setting your browser software accordingly. Choosing to do so, however, may prevent you from being able to fully use all features of our website.

8. Use of Twitter plug-ins
We have integrated features provided by Twitter onto our website. These features are offered by 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.
Please note that, as a website provider, we have no knowledge of the content of the transmitted data nor how such data is used by Twitter. For more information, see Twitter’s privacy policy at http://twitter.com/privacy.
You can change your Twitter privacy settings under account settings at http://twitter.com/account/settings.

9. Data processing by YouTube
Our website contains embedded YouTube videos. All this means is that our website allows you to access YouTube. YouTube is a service provided by Google Inc. Please refer to YouTube’s privacy policy at http://www.youtube.com/t/privacy regarding the purpose and scope of Google’s data collection and use as well as your rights and privacy setting options 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 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.

11. 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 in electronic form any of your personal data stored by us. You can object to consenting 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.

12. 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.
We use technological and organizational measures to secure our website and other systems against the loss, destruction, access, modification and dissemination of your data by unauthorized persons. We keep these safety measures up-to-date in line with the latest technological standards.
You can only access your customer account by entering your personal password. You should always keep your access information confidential and close your browser window when you have finished communicating with us, especially if you share a computer with others.

13. Further information and contact
Please contact us 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:

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

Note: This is a translation of the legally accurate and binding German original. In case of discrepancy, the German original shall prevail.