Disclaimer

1 Person Responsible for Data Processing (Data Controller)

The person responsible within the meaning of the General Data Protection Regulation 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)
Phone: +49 241 80 1
Fax: +49 241 80 92312
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Website: www.rwth-aachen.de/rectorate

 

2 Data Protection Officer

Contact data of the officially appointed Data Protection Officer:

RWTH Data Protection Officer
Templergraben 55
52062 Aachen (physical address)
52056 Aachen (mailing address)
ermany
Phone: +49 241 80 93665
Fax: +49 241 80 92678
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Website:

www.rwth-aachen.de/dataprotection

3 Data Processing – General Information

3.1. Scope of the processing of personal data

RWTH Aachen processes personal data of visitors of the site only insofar as this is necessary to provide a functional website as well as our contents and services. The collection and processing of the personal data of our users take place only with the user's consent. An exception applies in those 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

Insofar as RWTH obtains the consent of the data subject for the processing of personal data, Art. 6 para. 1 lit. a of the EU General Data Protection Regulation (GDPR) serves as a legal basis.

In 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 serves as a legal basis. This also applies to processing operations required to carry out pre-contractual activities.

Insofar as the processing of personal data is required to fulfil a legal obligation to which RWTH Aachen University is subject, Art. 6 para. 1 lit. c GDPR serves as the legal basis.

If 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 outweigh the first-mentioned interest, Art. 6 para. 1 lit. f GDPR serves as the legal basis for processing.

3.3 Deletion of Data and Duration of Storage

The personal data of the data subject will be deleted or blocked as soon as the purpose of storage ceases to exist. Furthermore, data may be stored if this is required by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or deleted if a storage period prescribed by the aforementioned regulations expires, unless there is a need for further storage of the data for the conclusion or fulfillment of a contract.

4 Provision of the website and generation of log files

4.1. Description and scope of data processing

Each time our website is accessed, the RWTH Aachen system may collect automated data and information from the computer system of the user's computer.

In this process, the following data may be collected:

  • Information about the accessing device: operating system, browser and version information;
  • If applicable: the website from which our website was redirected (referrer information);
  • Date and time of access;
  • IP (Internet Protocol) address of the device used to access our website;
  • file request.

The data is stored in the log files of the University's system. 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 Art. 6 para. 1 lit. f GDPR.

4.3. Purpose of data processing

Temporary storage of the IP address through the system is necessary to deliver the website to the user’s computer. To this end, the user’s IP address must be stored for the duration of the session.

The data is used for the purpose of optimizing the website and ensuring the safety of information technology systems. The data is not evaluated for marketing purposes in this context.

4.4. Duration of Storage

The data will be deleted as soon as it is no longer necessary for carrying out the purpose of its collection. Typically, data is deleted seven days after its storage at the latest. It is possible that the data is stored for a longer period. In this case, the user's IP address is deleted or anonymized, so that the client accessing the website can no longer be identified.

4.5. Possibility of Objection and Remedy

The collection of data for the purpose of providing the website and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility of objection on the part of the user.

5 Use of cookies

See Section 7 for information on cookies used by web analytics tools.

5.1. Description and scope of data processing

Our website uses session cookies. Cookies are text files that are stored in the Internet browser or by the Internet browser on the user's computer system. When a user visits a website, a session cookie can be stored on the user's operating system. This session cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the website is called up again. We use session cookies to make our website more user-friendly. Some elements of our website require that the calling browser can be identified even after a page change.

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

  • Language settings
  • log-in status

5.2. Legal basis for data processing

The legal basis for the processing of personal data using session cookies is Art. 6 para. 1 lit. f DSGVO.

5.3. Purpose of data processing

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

Our legitimate interest in the processing of personal data in accordance with Art. 6 Para. 1 lit. f DSGVO also lies in these purposes.

Translated with www.DeepL.com/Translator

5.4. Duration of Storage, possibility of Objection and Remedy

Cookies are stored on the user's computer and transmitted to our site by the user. Therefore, you as a user have full control over the use of cookies. You can deactivate or limit 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 deactivated for our website, it is possible that all functions of the website can no longer be used to their full extent.

6 Integration of OpenStreetMap map material

On some pages we include 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 via our servers, but is provided by the OSM server via a frame. The processing of data is the sole responsibility of OSM and its use is subject to OSM's privacy policy, which can be found at: https://wiki.openstreetmap.org/wiki/DE:Datenschutz or https://wiki.openstreetmap.org/wiki/Privacy_Policy.

7 Web Analysis by Matomo (formerly PIWIK)

Scope of the processing of personal data: On our website we use the open source software tool Matomo (formerly PIWIK) to analyse the surfing behaviour of our users. The software places a cookie on the user's computer (for cookies, see above). If individual pages of our website are accessed, the following data is stored:

(1)  Two bytes of the IP address of the user's system

(2)  The website accessed

(3)  The website from which the user accessed the called website (referrer)

(4)  The subpages accessed from the web page

(5)  The time spent on the website

(6)  Frequency of a call of a site

The software runs exclusively on the servers of our website. A storage of the personal data of the users takes place only there. The data will not be passed on to third parties.

The software is set so that the IP addresses are not stored completely, but 2 bytes of the IP address are masked (e.g.: 192.168.xxx.xxx). In this way, it is no longer possible to assign the shortened IP address to the accessing computer.

The legal basis for the processing of users' personal data is Art. 6 para. 1 lit. f GDPR.

Purpose of data processing: The processing of users' personal data enables us to analyse the surfing behaviour of our users. By evaluating the data collected, we are able to compile information on the use of the individual components of our website. This helps us to constantly improve our website and its user-friendliness. In these purposes our legitimate interest also lies in the processing of data in accordance with Art. 6 Para. 1 lit. f GDPR. By anonymizing the IP address, the interest of users in the protection of their personal data is sufficiently taken into account.

Duration of storage: The data is deleted as soon as it is no longer needed for our recording purposes. In our case, this is the case after 3 months.

Objection and removal option: Cookies are stored on the user's computer and transmitted to our site by the user. Therefore, you as a user have full control over the use of cookies. You can deactivate 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 deactivated for our website, it is possible that all functions of the website can no longer be used to their full extent.

If you do not agree with the storage and evaluation of this data from your visit, you can object to its storage and use at any time by clicking on the following link. In this case, a so-called opt-out cookie is stored in your browser, which means that Matomo does not collect any session data. Please note that the complete deletion of your cookies means that the opt-out cookie will also be deleted and may have to be reactivated by you.

More information about the privacy settings of the Matomo software can be found under the following link: https://matomo.org/docs/privacy/.

8  Newsletter

You can subscribe to the following free newsletters on our website:

When registering for the newsletter you only have to enter your e-mail address. In addition, the date and time of registration will be collected.

No data will be passed on to third parties in connection with data processing for the dispatch of newsletters. The data will be used exclusively for the dispatch of the newsletter.

The legal basis for the processing of the data by the user after registration for the newsletter is Art. 6 para. 1 lit. a GDPR if the user has given his consent.

Purpose of data processing: The collection of the user's e-mail address serves to deliver the newsletter.

Duration of storage: The data is deleted as soon as it is no longer required for the purpose of its collection. The user's e-mail address is therefore stored as long as the newsletter subscription is active.

Objection and removal option: The subscription to the newsletter can be cancelled by the user in question at any time. For this purpose, there is a corresponding link in every newsletter. This also enables the revocation of the consent to the storage of personal data collected during the registration process.

9 Forms

There are some forms on the website 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 contain detailed information on the data collected, the legal basis, the purpose of the data processing and the duration of the storage.

For all forms, the system collects the date and time when the form was sent and the language in which the website is displayed. The IP address is not stored in our forms.

Of course, you are entitled to the rights mentioned in section 10 (under the conditions described in more detail). If there is a possibility of objection or removal, please contact This email address is being protected from spambots. You need JavaScript enabled to view it. by e-mail and describe as precisely as possible when you submitted which form with which data (ideally a forwarding of the confirmation e-mail). We will then arrange for the relevant form data to be deleted.

9.1  Speculative applications

Our website contains the following forms for speculative applications:

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

    • for the purpose of contacting the applicant first name, surname and e-mail address.
    • for the purpose of processing the application (which is only possible with a complete application) the following data is collected:
  a) student thesis b)  student workers
Language skills in German and English X X
Type of thesis X  
Thematic Interest X X
Research Area X X
Skills / Software knowledge   X
Further information optional optional
attached file (usually CV and academic transcript) optional optional
Current graduate optional optional
Semester count optional optional

The legal basis for the processing of the data is Art. 6 para. 1 lit. a GDPR if the user has given his consent. The legal basis for the processing of the data transmitted by means of the form is Art. 6 para. 1 lit. f GDPR.

Duration of storage: The data in the database is automatically deleted after 182 days. In addition, the application is forwarded to the division management in accordance with the selected research area(s). The e-mail will be deleted there after the application has been processed.

Objection and removal option: After sending the form, you have the option at any time to revoke your consent to the processing of personal data. For the procedure see above.

9.2  Registration forms for events

Our website contains the following forms for event registrations:

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

  • for the purpose of handling the event and contacting the participant:
  paid events free events
  a) regular b) university member c) student d) non-student
Event X X X X
First and last name X X X X
Program of studies     optional  
Semester count     optional  
Comment     optional optional
Address X X optional optional
Email X X X X
Telephone optional optional optional optional
Fax optional optional optional optional
Registration type X X    
Inclusion in list of participants X X    
  • fgor the purpose of being printed on the name badge for the event:
  paid events free events
  a) regular b) university member c) student d) non-student
First and last name X X X X
Salutation optional optional optional optional
Academic title optional optional   optional
Company X     optional
Department optional     optional
Position optional optional   optional
University   X    
Institute   optional    
  • for the purpose of invoicing:
 

paid events

  a) regular b) university member
Address X X
possible differing invoice address optional optional
Reference no.. optional optional
VAT no. optional optional
Supplier no. optional optional
Certificate to proove university membership   X

The legal basis for the processing of the data is Art. 6 para. 1 lit. b) and f) GDPR and for the voluntary information Art. 6 para. 1 lit. a) GDPR.

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

Objection and removal option: With regard to the data voluntarily entered in the optional fields, you have the option of withdrawing your consent to the processing of your personal data at any time.

The data transmitted with the mandatory fields of the form are required for the organisation of the events and there is therefore at most a right of objection if you wish to cancel your participation in the event. In the case of paid events, the General Terms and Conditions must be observed. See above for the cancellation procedure.

9.3  Order forms

Our website contains the following order forms:

  1. for dissertations: https://www.ika.rwth-aachen.de/en/research/publications/dissertations/order.html
  2. for conference proceedings: https://www.ika.rwth-aachen.de/en/research/publications/conference-proceedings.html 
  3. for lecture notes: https://www.ika.rwth-aachen.de/en/education/students/lecture-notes/order.html

The following data will be collected (X = mandatory field) and transmitted fpr the purpose of contacting the client, completion of the order and rendering of invoice::

  a) dissertations b) conference proceedings c) lecture notes
First and last name X X X
Address X X X
Telephone optional optional optional
Fax optional optional optional
Company optional optional optional
VAT no. optional optional optional
Email X X X
Shopping cart (title+order quantity) X X X
Student identity card as proof of student status (discount)     optional

The legal basis for this is Art. 6 para. 1 lit. b) GDPR and for the voluntary information Art. 6 para. 1 lit. a) GDPR.

Duration of storage: The data in the database is automatically deleted after 365 days. In addition, the order is forwarded to This email address is being protected from spambots. You need JavaScript enabled to view it.. There the data is stored for the fulfilment of legal storage or retention periods.

Objection and removal option: With regard to the data voluntarily entered in the optional fields, you have the possibility at any time to revoke your consent to the processing of personal data. For the procedure see above.

The data transmitted with the mandatory fields of the form are required within the framework of contractual measures, therefore there is no right of objection for this.

9.4  Registration for Testers

Our website contains a registration form for subjects in road tests: https://www.ika.rwth-aachen.de/en/research/equipment/testing-facilities/registration-for-testers.html

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

  • to make contact:
Salutation optional
First name optional
Last name optional
Email X
Telephone optional
Place of residence optional
  • for the selection of suitable tests:
Driving licence – yes/no X
>Driving licence since optional
average yearly mileage optional
wearer of glasses - yes/no optional

The legal basis for the processing of the data is Art. 6 para. 1 lit. a GDPR if the user has given his consent. The legal basis for the processing of the data transmitted by means of the form is Art. 6 para. 1 lit. f GDPR.

Duration of storage: The data in the database is automatically deleted after 182 days. In addition, the registration is forwarded to This email address is being protected from spambots. You need JavaScript enabled to view it.. There, the data is stored in a test person database as long as this is necessary, i.e. as long as test persons are searched for for driving tests.

Objection and removal option: After submitting the form, you have the option at any time to revoke your consent to the processing of personal data. For the procedure see above.

10 Rights of the data subject

If any of your personal data is being processed, you are considered a data subject according to the GDPR. Thus, you have the following rights vis-a-vis the person responsible:

10.1. Right to information

You can ask the responsible person to confirm whether your personal data is or will be processed by RWTH.

If your data is being processed, you can request the following information from the person responsible:

  1. the purposes for which the personal data is processed;
  2. the type/categories of personal data being processed;
  3. the recipients or categories of recipients to whom the personal data have been and/or will be disclosed
  4. the planned duration of storage of your personal data or, if specific information in this regard cannot be provided, criteria that determine the storage period;
  5. the existence of a right to rectification or deletion of personal data concerning you as a user, a right to limitation of processing by the controller, or a right to object to such processing;
  6. the existence of a right of appeal to a supervisory authority;
  7. any available information on the source of the data if the personal data is not collected from the data subject;
  8. the existence of automated decision-making including profiling in accordance with Art. 22 para. 1 and 4 GDPR and – at least in these cases – meaningful information on the logic involved and the scope and intended effects of such processing for the data subject.

You have the right to request information as to whether the personal data concerning you is transferred to a third country or to an international organization. In this context, you may request to be informed of the appropriate guarantees pursuant to Art. 46 GDPR in connection with the transmission.

This right to information may be restricted in so far as it is expected to make the realization of research and statistical purposes impossible or severely limits it, and this restriction is necessary for the fulfillment of the research or statistical purpose.

10.2. Right to demand correction

You have a right of rectification and/or completion vis-à-vis the person responsible if the personal data processed concerning you are incorrect or incomplete. The person responsible shall make the correction without delay.

This right to information may be restricted in so far as it is expected to make the realization of research and statistical purposes impossible or severely limits it, and this restriction is necessary for the fulfillment of the research or statistical purpose.

10.3. Right to limitation of processing

Under the following conditions, you may request that the processing of personal data concerning you shall be restricted:

  1. if you dispute the accuracy of the personal data relating to you for a period that enables the data controller to verify the accuracy of the personal data;
  2. the processing is unlawful and you refuse to delete the personal data and instead request that the use of the personal data be restricted;
  3. the data controller no longer needs the personal data for the purposes of the processing, but you do need them to assert, exercise or defend legal claims, or
  4. if you have filed an objection to the processing pursuant to Art. 21 para. 1 GDPR and it has not yet been determined whether the legitimate reasons of the person responsible outweigh your reasons.

If the processing of personal data relating to you has been restricted, such data may only be processed – aside from being stored – with your consent or for the purpose of asserting, exercising or defending rights or protecting the rights of another natural or legal person or on grounds of an important public interest of the Union or a Member State.

If the processing restriction has been restricted according to the above conditions, you will be informed by the person responsible before the restriction is lifted.

This right to information may be restricted in so far as it is expected to make the realization of research and statistical purposes impossible or severely limits it, and this restriction is necessary for the fulfillment of the research or statistical purpose.

10.4. Right to deletion

a) Duty to delete

You may request the data controller to delete the personal data relating to you without delay, and the controller is obliged to delete this data without delay if one of the following reasons applies:

  1. The personal data relating to you are no longer necessary for the purposes for which they were collected or otherwise processed.
  2. You revoke your consent, on which the processing was based pursuant to Art. 6 para. 1 lit. a or Art. 9 para. 2 lit. a GDPR, and there is no other legal basis for the processing.
  3. You file an objection against the processing pursuant to Art. 21 para. 1 GDPR, and there are no overriding legitimate reasons for the processing, or you file an objection against the processing pursuant to Art. 21 para. 2 GDPR.
  4. The personal data concerning you have been processed unlawfully.
  5. The deletion of personal data relating to you is necessary to fulfill a legal obligation under Union law or the law of the Member States to which the data controller is subject.
  6. The personal data relating to you have been collected in relation to information society services offered pursuant to Art. 8 para. 1 GDPR.

b) Information to third parties

If the data controller has made the personal data concerning you public and is obliged to delete it pursuant to Art. 17 para. 1 GDPR, he or she shall take appropriate measures, including technical ones, and taking into account the available technology and the implementation costs, to inform those who are responsible for processing the personal data that you as the data subject have requested the deletion of all links to this personal data or of copies or replications of this personal data.

c) Exceptions

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

  1. to exercise the right to freedom of expression and information;
  2. for the performance of a legal obligation required for processing under the law of the Union or of the Member States to which the controller is subject, or for the performance of a task in the public interest or in the exercise of official authority conferred on the controller;
  3. for reasons of public interest in the field of public health pursuant to Art. 9 para. 2 lit. h and i and Art. 9 para. 3 GDPR;
  4. for archiving purposes in the public interest, scientific or historical research purposes or for statistical purposes pursuant to Art. 89 para. 1 GDPR, insofar as the law referred to under a) is likely to make it impossible or seriously impair the attainment of the objectives of such processing, or
  5. to assert, exercise or defend legal claims.

10.5 Right to information

If you have exercised your right to have the data controller correct, delete or limit the processing, he or she is obliged to inform all recipients to whom the personal data relating to you have been disclosed of this correction, deletion or restriction on processing, unless this proves impossible or would involve a disproportionate effort.

You have the right, vis-à-vis the data controller, to be informed of these recipients.

10.6 Right to data transferability

You have the right to obtain the personal data concerning you that you have provided to the data controller in a structured, common and machine-readable format. In addition, you have the right to pass this data on to another data controller without obstruction by the data controller to whom the personal data was made available, provided that

  1. processing is based on consent pursuant to Art. 6 para. 1 lit. a GDPR or Art. 9 para. 2 lit. a GDPR or on a contract pursuant to Art. 6 para. 1 lit. b GDPR and
  2. processing is carried out by means of automated methods.

In exercising this right, you also have the right to request that the personal data concerning you be transferred directly from one data controller to another data controller, insofar as this is technically feasible. The freedoms and rights of other persons must not be compromised by this.

The right to transferability shall not apply to the processing of personal data necessary for the performance of a task in the public interest or in the exercise of official authority conferred on the controller.

10.7 Right of appeal

You have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you under Article 6 para 1 lit e or lit. f GDPR.

The data controller no longer processes the personal data relating to you, unless he or she can prove compelling reasons worthy of protection for the processing which outweigh your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

If the personal data concerning you are processed for direct marketing purposes, you have the right to object at any time to the processing of the personal data relating to you for the purpose of such advertising.

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

You have the opportunity – notwithstanding Directive 2002/58/EC – to exercise your right of objection in connection with the use of Information Society services by means of automated processes using technical specifications.

In addition you have the right, on grounds relating to your particular situation, to object to processing of personal data relating to you, which are processed for scientific or historical research purposes or statistical purposes pursuant to Article 89 Art. 1.

This right to information may be restricted in so far as it is expected to make the realization of research and statistical purposes impossible or severely limit it, and this restriction is necessary for the fulfillment of the research or statistical purpose.

10.8 Right to revoke declaration of consent under data protection law

You have the right to revoke your declaration of consent under data protection law at any time. The revocation of your consent does not affect the legality of the processing carried out on the basis of your consent until you revoke it.

10.9 Automated decision in individual cases including profiling

You have the right not to be subject to any decision based solely on automated processing, including profiling, that has any legal effect on you or similarly significantly affects you. This does not apply if the decision

  1. is necessary for the conclusion or performance of a contract between you and the person responsible,
  2. is authorised by legislation of the Union or of the Member States to which the person responsible is subject and contains adequate measures to safeguard your rights and freedoms and your legitimate interests, or
  3. with your explicit consent.

However, these decisions may not be based on special categories of personal data pursuant to Art. 9 para. 1 GDPR, unless Art. 9 para. 2 lit. a or g GDPR applies and appropriate measures have been taken to protect the rights and freedoms as well as your legitimate interests.

With regard to the cases referred to in (1) and (3), the person responsible shall take appropriate measures to protect the rights and freedoms as well as your legitimate interests, including at least the right to obtain the intervention of a person on the part of the person responsible, to state his own position and to challenge the decision. 10.10 Right to appeal to a supervisory authority

10.10 Right to appeal to a supervisory authority

Without prejudice to any other administrative or judicial remedy, you shall have the right to complain to a supervisory authority, in particular in the Member State of your residence, place of work or place of presumed infringement, if you consider that the processing of your personal data is in breach of the GDPR.

The supervisory authority with which the complaint was lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy under Article 78 GDPR.

Address

Institute for Automotive Engineering (ika)
RWTH Aachen University

Steinbachstraße 7
52074 Aachen · Germany

This email address is being protected from spambots. You need JavaScript enabled to view it.
+49 241 80 25600
+49 241 80 22147

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