Data Privacy Statement

Privacy Policy Open Call Platform (OCP)

We take the protection of personal data, very seriously. This privacy policy sets out how we use and protect your personal data. We comply with the provisions of the General Data Protection Regulation (GDPR) and the new Federal Data Protection Act (BDSG-neu) as adapted in line with Regulation (EU) 2016/679 and we comply with the implementation of Directive (EU) 2016/680 (Data Protection Adaptation and Implementation Act EU - DSAnpUG-EU).

With this privacy policy we want to inform you on how we process your data in the context of the use of our Open Call Platform (OCP) and which claims and rights you are entitled to under the data protection regulations (information according to Art. 13, 14 and 21 GDPR).

Contact details of the data controller

Informatics 6 - Chair of Robotics, Artificial Intelligence and Real-time Systems
TUM Department of Informatics
Technical University of Munich
Boltzmannstr. 3, 85748 Garching b. München
Tel.: +49 (89) 289 - 18116
Email: otrs@otrs.www6.in.tum.de

Contact details of the data protection officer

Prof. Dr. Uwe Baumgarten
Informatik F13 - Chair of Operating Systems
TUM Department of Informatics
Boltzmannstr. 3/I, 85748 Garching b. München
Tel.: +49 (89) 289 - 18564
Email: beauftragter@datenschutz.tum.de

You may contact our data protection officer at any time in relation to any matter relating to data protection.

General information on data processing

We only collect and use personal data which are necessary to provide a functional service of the Open Call Platform (OCP) and related services.

Personal data is information that can be used to identify a natural person, i.e. information that can be traced back to a natural person. This typically includes name, email address and / or telephone number. In addition, however, purely technical data that can be traced back to a person must also be regarded as personal data, e.g. IP addresses.

Data processing means any operation or series of operations carried out with or without the aid of automated procedures in relation to personal data, such as the collection, collation, organisation, sorting, storage, adaptation or alteration, reading, retrieval, use, disclosure by transmission, dissemination or any other form of provision, comparison or linking, restriction, erasure or destruction.

What we process / Purpose of processing

Personal data is collected via OCP if you provide it to us on your own initiative and consent, e.g. by registering, filling out forms and / or sending emails. We process the data that you provide to us.

In Detail we process in particular the following personal data or categories of personal data provided by you:

• Email Address
• Password
• Full Name, Gender and Title
• Employer
• Full Mailing Address (Street Address, Postal Code, Town/City, Country)
• For Evaluators: Keywords and Curriculum-Vitae (see Terms and Conditions)

Further we process the following personal data or categories of personal data that we have generated ourselves:

• Connection data (e.g. IP address)
• Technical statistics (used browser, operating system, system language)

We do not process personal data provided by third parties.

We process your personal data for the purpose of using the OCP as described in the Terms and Conditions. Please note that you might get email notifications from the OCP (acknowledgements of receipt, information about being selected as an evaluator, etc.). Furthermore, we process your personal details to answer your request when you have contacted us.

Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 para. 1 lit. a GDPR shall apply as the legal basis for the processing of personal data.

For the processing of personal data necessary for the performance of a contract to which the data subject is a party, Art. 6 para. 1 lit. b GDPR is the legal basis. This also applies to processing operations that are necessary for carrying out pre-contractual measures.

If processing is necessary to safeguard a legitimate interest from us or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh said interest, Art. 6 para. 1 lit. f GDPR is the legal basis for processing. Our legitimate interest consists in the provision of the OCP’s functions. You may object to this data processing at any time if there are reasons which may arise in your particular situation and which may limit the data processing. In order to do so you can write an email to the data protection officer.

Data recipients

Generally, we do not transfer personal data to third parties, except if we mentioned this expressively in this Privacy Policy. Nevertheless, the OCP is hosted by our service provider „Leibniz-Rechenzentrum der Bayerischen Akademie der Wissenschaften“ (LRZ), Boltzmannstraße 1, 85748 Garching, Germany. Within this hosting services LRZ automatically processes the abovementioned personal data. This is done exclusively in accordance with our instructions and on our behalf according to a processing contract, Art. 28 GDPR.

The transfer of personal data to the abovementioned service provider is based on Art. 6 (1) lit. f GDPR. According to Art. 6 (1) lit. f GDPR the processing of personal data is lawful if the processing is necessary for the purpose of the legitimate interests pursued by us, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data. Our legitimate interest consist in the use of special service providers that realize hosting better than we do. You may object to this data processing at any time if there are reasons which exist in your particular situation and which speak against the data processing. In order to do so you may write an email to the data protection officer.

Storage period

We only process personal data for as long as it is necessary for the purposes for which the data were collected.

A user registration is permanent and not necessary linked to a certain call. Of course a user may request the deletion of his/her data at any time.

rr. In case of request for deleting a user account we delete your user account and your data immediately as long as your user account is not linked to an evaluation or a proposal. As the documents for a call must be kept for up to 5 years after the final payment for the entire project, in the case your data are linked to an evaluation or a proposal we will disable your account but keep the data until the end of the above mentioned period of up to 5 years after the final payment for the entire project.

Automated decision-making and profiling

We do not use your personal data in any kind of automated decision-making.

Cookies

In the following, we describe the processing procedures within the framework of using cookies in detail.

Cookies are small text files that are stored on your hard drive by a web server. Cookies contain information that can later be read by a web server in the domain that issued the cookie to you. Cookies cannot run programs or deliver viruses to your computer. There are two different types of cookies. Session cookies are deleted as soon as you end the session. Temporary and permanent cookies are stored on the data carrier for a longer period or indefinitely.

No personal data are stored in the cookies we use. The cookies we use are also not combined with personal data. In this respect, these cookies cannot be attributed to any particular person. When a cookie is activated, it only receives an identification number. Personal data such as name, IP address, etc. are not assigned to this identification number at any time. Using cookie technology, we only receive anonymous information, such as which pages of our platform have been visited, etc.

Most of the cookies we use are so-called session cookies, which are necessary to keep your visit consistent, i.e. to ensure that, for example, no renewed login is required and that your preferences or other information already entered are retained during the session. These session cookies are automatically deleted when the session ends.

Our platform uses cookie technology to collect data to simplify our platform. This tells us how the platform is used and enables us to constantly optimise our offering. The following data are processed:

• Search terms used
• Frequency of page views
• Use of platform functions

These data is used exclusively for anonymous evaluation of the use of the platform and statistical analysis and is never merged with the personal data stored by us. Using the information obtained through clickstream analysis, we want to improve our platform as attractive as possible.

Your Rights as an affected person

Every data subject has the right of access (Art. 15 GDPR), the right to rectification (Art. 16 GDPR), the right to erasure (Art. 17 GDPR), the right to restriction of processing (Art. 18 GDPR) and the right to data portability (Art. 20 GDPR).

As far as the personal data are processed for the purpose of our legitimate interest according to Art. 6 (1) lit. f GDPR, you have the right to object under Art. 21 GDPR.

In order to exercise your rights you may write an email to our data protection officer beauftragter@datenschutz.tum.de.

In addition, if you are deem that the processing of your personal data is unlawful, you have the right to lodge a complaint with the competent supervisory authority (Art. 77 GDPR). This right to complain is without any prejudice to any other administrative or judicial remedy.

Changes to this Policy

We may revise this Privacy Policy from time to time. The most current version of the policy will govern our use of your information and will be available at our platform.