Data protection information of the German Archaeological Institute
General information on the implementation of data protection requirements under the EU General Data Protection Regulation (GDPR) at the German Archaeological Institute
Status 30/05/2024
Foreword
The protection of personal data is important to us. We therefore limit data processing to what is necessary. In principle, we only process personal data in fulfilment of our legal mandate, for contract processing or on the basis of your consent.
In the following, we will inform you about which personal data we collect and what we do with this data. We describe your legally guaranteed rights in data protection matters and who you can contact in this regard.
Table of contents
Data protection information of the German Archaeological Institute
Foreword
I. Who are we?
II. Who are your contact persons?
III. what information do we collect and for what purpose do we use it?
a) Technical log data of the website
b) Cookies
c) General communication via contact form, e-mail or by post
d) Electronic circulars
e) Applications for job advertisements and employment contracts
f) Submission of manuscripts and publication contracts
g) Subscriptions, free and exchange copies of publications
h) Registration on iDAI.world websites
i) Membership administration
j) Library reading cards
k) Communication and electronic circulars in the Kulturgutretter project
l) Video conferencing systems
IV. Links to websites of other providers and social media
V. Other information
VI What data protection rights do you have?
I. Who are we?
The German Archaeological Institute (DAI) is a research institution within the portfolio of the Federal Foreign Office of the Federal Republic of Germany. It conducts research in the field of archaeology and its neighbouring sciences in Germany and especially abroad. The research results are presented in numerous publications. The Institute also maintains specialised libraries, photo libraries and archives which are available to the international scientific community. It maintains intensive relations with specialised scholars all over the world and promotes young academics. The DAI organises conferences for scientific exchange and informs the public about its work.
II. Who are your contacts?
Responsible office:
German Archaeological Institute
Represented by the President
Prof. Dr Dr h.c. Friederike Fless
Podbielskiallee 69-71
D-14195 Berlin
Phone: +49 (0)30 187711-0
Fax: +49 (0)30 187711-190
E-mail: info@dainst.de
Internet address: www.dainst.org
You can reach our data protection officer at
German Archaeological Institute
Data Protection Officer
Podbielskiallee 69-71
D-14195 Berlin
Phone: +49 (0)30 187711-0
Fax: +49 (0)30 187711-190
E-mail: datenschutz@dainst.de
III What information do we collect and for what purpose do we use it?
a) Technical log data of the website
Description and scope of data processing
When our website is accessed, technical connection data is temporarily recorded in a log file; this includes IP address, date and time, name of the retrieved file, amount of data transferred, notification of whether the retrieval was successful, type and version of your Internet browser, operating system used and the page from which you were redirected to our website (referrer URL).
Legal basis for data processing
The DAI website is part of our public relations work as part of the tasks assigned to us by law (see above). Personal data is processed in this context on the basis of Art. 6 (1) (e) GDPR in conjunction with Section 3 BDSG.
Purpose of the data processing
The log data collected is used to ensure operation and troubleshooting from a technical perspective. A direct reference of the DAI from the IP address to your person is not possible and is excluded. The IP address is only analysed in the event of attacks on our website or other illegal activities in connection with our website. A conclusion from the IP address to your person is only possible via your Internet provider in the context of a police or public prosecutor's investigation.
Duration of data storage
The log data is deleted after 30 days.
Possibility to object to and delete data
The transmission of the data is absolutely necessary for the operation of the website. There is therefore no possibility of objection.
b) Cookies
Description and scope of data processing
The website of the German Archaeological Institute uses cookies very sparingly. This means that you can generally view this website without cookies. The cookies used on this website do not store any personal data and have two different functions (see below)
Legal basis for data processing
The DAI website is part of our public relations work as part of the tasks assigned to us by law (see above). Personal data is processed in this context on the basis of Art. 6 (1) (e) GDPR in conjunction with Section 3 BDSG.
Purpose of the data processing
Some of the cookies used ensure that the website functions properly and is displayed, in particular to provide user account-specific functionalities.
The other cookies used on this website belong to the usage analysis software Matomo (formerly PIWIK). The German Archaeological Institute analyses the use of its website. This provides it with information to improve its website. We use the stored data exclusively for statistical purposes, e.g. how often certain content was accessed or which browser was used to view the website.
For this purpose, the usage information generated by the cookie is transmitted to our server and stored for usage analysis purposes. Your IP address is anonymised in advance during this process so that you as a user remain anonymous to us. Matomo does not transmit any data to third parties.
Duration of data storage
As soon as you close your browser, these so-called "session cookies" are deleted. Matomo cookies remain valid for two years if you do not delete them before then.
Option to object to and delete data
You have the option of rejecting the storage and use of Matomo cookies. In this case, a deactivation cookie (opt-out) is stored in your browser, which means that Matomo does not collect any session data.
Note: If you generally delete your cookies, the opt-out cookie will also be deleted and may have to be reactivated by you.
You can also generally control the use of cookies by changing the settings in your Internet browser. Most browsers are set to accept all cookies without asking the user. However, the storage of cookies can also be rejected as a whole or individually in the browser.
c) General communication via contact form, email or by post
Description and scope of data processing
You can contact us electronically or by post at any time using the published addresses. We will be happy to answer your enquiries about our research work, events or career opportunities.
Legal basis for data processing
General electronic or postal communication with you is part of our public relations work as part of the tasks assigned to us by law (see above). Any processing of personal data in this context is based on Art. 6 (1) (e) GDPR in conjunction with Section 3 BDSG.
Purpose of the data processing
If you send us a message, we will use your data exclusively for the purpose of processing your enquiry.
Duration of data storage
The storage of enquiries in letter or electronic form is carried out in accordance with the Registry Directive, which supplements the Joint Rules of Procedure of the Federal Ministries (GGO) and regulates the periods for the storage of documents. As a rule, a retention period of up to six years applies.
Possibility to object to and delete data
You can object to the processing of your data in connection with communication at any time; your personal data will be deleted immediately. In this case, the conversation cannot be continued.
d) Electronic circulars
Description and scope of data processing
As part of our activities, we promote the exchange of research results between colleagues, organise scientific conferences and present our work to the public. For this purpose, we regularly send invitations to lectures, events or activity reports to colleagues, persons of public interest, sponsors, the press or interested persons.
Legal basis for data processing
We send information about our offers and activities as part of the tasks assigned to us by law (see above). Personal data is processed in this context on the basis of Art. 6 (1) (e) GDPR in conjunction with Section 3 BDSG. If you have requested to be included in one of our mailing lists yourself, the processing of your data is based on Art. 6 para. 1 letter a) GDPR
Data sources
We analyse publicly accessible data sources (e.g. the Internet) in order to reach specialist audiences, persons of public interest or sponsors. In addition, you can be entered in our address lists.
Purpose of data processing
We use your contact details exclusively for sending out invitations, information or DAI reports, for example. We do not pass on your data to third parties.
Duration of data storage
We will retain your contact details until they are no longer required to fulfil the purpose for which they were collected or until you object to their use.
Possibility to object to and delete data
You have the right to object to the use of your data at any time or to cancel your subscription. There is a corresponding link in every e-mail for this purpose. Your data will then be deleted immediately. You can also have your contact details changed at any time. Subscription to the newsletter is subject to your consent to data processing, otherwise we will not be able to send you the newsletter.
e) Applications for job advertisements and employment contracts
Description and scope of data processing
When you apply to us, we process the information that we receive from you as part of the application process, e.g. through letters of application, CVs, references, correspondence, telephone or verbal information. In addition to your contact details, information about your education, qualifications, work experience and skills is of particular relevance to us. We will only assess you according to your suitability for the position in question, so you do not need to send us a photo.
Your data will initially be accessible to our HR department, but also to the specialist department of the position for which you have applied, the General Staff Council, the Equal Opportunities Officer and, if necessary, the institute management and the salary office.
As a rule, we do not require any particularly sensitive categories of personal data within the meaning of Art. 9 GDPR for the application process. This may, for example, concern information about a severe disability that you provide to us voluntarily. We ask you not to provide us with any such information from the outset. If such information is exceptionally relevant to the application process, we will process it together with your other applicant data.
Legal basis for data processing
The processing of personal data in connection with employment contracts is based on Art. 6 para. 1 letter b) GDPR in conjunction with Art. 88 GDPR and §26 BDSG as well as on Art. 6 para. 1 letter c) GDPR. c) GDPR.
Purpose of the data processing
Your data will initially be processed exclusively for the purpose of carrying out the application process. If your application is successful, it will become part of your personnel file and will be used to implement and terminate the employment relationship.
If you provide voluntary information, for example about a severe disability, the processing serves to exercise rights or fulfil legal obligations arising from labour law, social security law and social protection.
Duration of data storage
If we are currently unable to offer you employment, we will continue to process your data for up to twelve months after sending the rejection letter in order to defend ourselves against any legal claims, in particular due to alleged discrimination in the application process. Personnel files are disposed of or deleted in accordance with the applicable regulations (e.g. Federal Civil Service Act, Federal Archives Act).
Disclosure of data to third parties
The processing of employee data may require the transfer of data to other authorities (e.g. financial or social security authorities), which we are obliged to do due to legal requirements.
Furthermore, specialised companies carry out, for example, payroll accounting on our behalf. These contract data processors are strictly bound by our instructions and may not process the data for their own purposes.
Possibility to object to and delete data
The processing of personal data in connection with an employment relationship is generally lawful and absolutely necessary.
You are not obliged to provide us with personal data. However, we can only assess your suitability for the position in question if we receive information about your education, work experience and skills in particular, and we cannot include you in the application process without your contact details.
Recommendations for the security of your data
We are aware that applications contain sensitive personal data. We therefore ask you not to send applications to our general postal or e-mail address, but always to our e-mail address specifically set up for applications.
f) Submission of manuscripts and publication contracts
Description and scope of data processing
The publication of the results of ancient studies research is one of the core tasks of the German Archaeological Institute. As part of our publication activities, the editorial offices accept manuscripts for monographs or journal articles and process your data for the review process and, if necessary, to manage the entire publication process. For this purpose, we collect contact information from you and, depending on the progress of the contract, information on delivery addresses and printing cost subsidies as well as - optionally - voluntary information on your professional career, for example, in order to optimise marketing.
Legal basis for data processing
The processing of personal data in connection with publication contracts is carried out for the initiation of a contract or contract processing on the basis of Art. 6 para. 1 letter b) and for the fulfilment of our public task in accordance with Art. 6 para. 1 letter e) GDPR in conjunction with § 3 BDSG.
Any voluntary information will be collected and processed on the basis of your consent in accordance with Article 6(1)(a) GDPR.
Purpose of the data processing
We use your data to initiate or fulfil the publication of your submitted work and its marketing as part of a publication contract.
Duration of data storage
The retention of publication contracts is governed by the Registration Guidelines for Written Material in Federal Ministries, which supplement the Joint Rules of Procedure of the Federal Ministries (GGO) and regulate the periods for the retention of written material.
In addition, we archive documents relating to publication agreements as proof of copyright and the rights granted in accordance with Section 7 UrhG, currently for at least 70 years after the death of the author.
Forwarding of data to third parties
If necessary, we will forward your data to external parties as part of the publication process; these include publishers, freelancers, printers and dispatch service providers. These contract data processors are strictly bound by our instructions and may not use the data for their own purposes.
Possibility to object to and delete data
The processing of personal data to fulfil a contractual relationship is generally lawful and absolutely necessary. If you do not consent to the processing of your personal data in this context, we will unfortunately not be able to publish your manuscripts.
You can revoke your consent to the further processing of your optional data at any time for the future.
g) Subscriptions, free and exchange copies of publications
Description and scope of data processing
We use contact data to organise the delivery of free copies to the desired recipients and reviewers on the instructions or suggestions of the authors and to supply our library partners with the agreed printed works in the exchange procedure. The DAI processes subscriber and continuation lists of the publishers commissioned by us in order to ensure continuity and optimisation of marketing.
Legal basis for data processing
The processing of personal data for the delivery of voucher, free and exchange copies is carried out for the purpose of contract processing on the basis of Art. 6 para. 1 letter b) and for the fulfilment of our public task in accordance with Art. 6 para. 1 letter e) GDPR in conjunction with § 3 BDSG.
Purpose of the data processing
Your contact data will be used exclusively to process the contractually agreed publication or provision of publications.
Duration of data storage
We will retain your contact details until they are no longer required to fulfil the purpose or until you object to their use.
Forwarding of data to third parties
We forward your address data to our publishers and dispatch service providers in order to dispatch free copies, specimen copies and exchange copies. These contract data processors are strictly bound by our instructions and may not process the data for their own purposes.
Possibility to object to and delete data
The processing of personal data in connection with the fulfilment of the contract is generally lawful and absolutely necessary. You can object to the use of your data at any time, but we will then no longer be able to provide you with publications.
h) Registration on iDAI.world websites
Description and scope of data processing
iDAI.world describes the symbiosis of websites that provide the digital research environment of the DAI. This (free) content is generally freely available for personal academic and private use; however, in the case of individual offers for learning platforms (iDAI.tutorials) or with copyright-protected content, you must register in order to obtain authorisation for use or to demonstrably acknowledge the terms of use.
In all cases, the (optional) user account allows you to customise the functionalities (e.g. saving search results, comment function) and to be informed by email about information relevant to the offer or registration, such as changes to the scope of the offer or technical circumstances. The data collected includes name and e-mail address.
Authors who submit articles for publication to the German Archaeological Institute on "iDAI.publications" can, if they wish, provide information that can facilitate the necessary scientific peer review process, for example address, fax or telephone number or presentation of their academic CV; however, this information is optional.
Legal basis for data processing
The processing of personal data of user accounts in iDAI.welt serves to provide the service on the basis of Art. 6 para. 1 letter b) and to fulfil our public task in accordance with Art. 6 para. 1 letter e) GDPR in conjunction with § 3 BDSG.
Purpose of the data processing
Your registration data will be used exclusively for the provision of the research platform and the communication with you that is necessary or desired in this context. In the case of the learning platforms, the data is used to support your qualification progress and to optimise the offering.
Duration of data storage
We will retain your contact data until you delete your user account.
Option to object to and delete data
The processing of personal data in connection with the fulfilment of the contract is generally lawful and absolutely necessary. You can object to the use of your data at any time by deleting your user account.
You can revoke your consent to the further processing of your optional details at any time for the future by deleting these details from your profile.
i) Member administration
Description and scope of data processing
Commissions and the Central Directorate annually elect scientists from the network of national and international cooperation as honorary members, full members or corresponding members of the DAI. In this context, your contact and biographical data are processed. Your name, place of residence and date of election as a member of the DAI are published.
Legal basis for data processing
The processing of member data is carried out in fulfilment of our public task in accordance with Art. 6 para. 1 letter e) GDPR in conjunction with § 3 BDSG.
Purpose of the data processing
We use your data to communicate and promote scientific exchange with you.
Duration of data storage
The retention of member data is governed by the Registry Guideline for Written Material in Federal Ministries, which supplements the Joint Rules of Procedure of the Federal Ministries (GGO) and regulates the time limits for the retention of written material. Information on the members of the DAI is included in the archive on the history of the institute.
Possibility to object to and delete data
The processing of your personal data as a member of the DAI is generally lawful and necessary for correspondence with you. You can revoke your consent to the further processing of your optional data at any time for the future.
j) Library reading cards
Description and scope of data processing
Our specialised libraries are also available to external researchers to a limited extent. Upon request, appropriately qualified persons receive a reader's card with which they can prove their authorisation to visit the libraries. We collect the following information from you: Name, address, telephone number, e-mail address, reader card number, expiry date. If your photo is printed on the library card for individual libraries, it will not be stored in our systems.
Legal basis for data processing
The processing of member data is carried out in fulfilment of our public task in accordance with Art. 6 para. 1 letter e) GDPR in conjunction with § 3 BDSG.
Purpose of the data processing
The personalised reader cards serve as proof of authorisation to use the library at the entrance control. [Contact details?]
Duration of data storage
Your data will be automatically deleted three months after the expiry of the validity of the reader card, unless you have the validity extended.
Possibility to object to and delete data
The processing of your personal data in connection with your authorisation to use the DAI's special libraries is generally lawful and necessary. You can request the deletion of your data at any time; the validity of the reader card will then expire.
k) Communication and electronic circulars in the Kulturgutretter project
Description and scope of data processing
The German Archaeological Institute (DAI) is the consortium leader in the Cultural Heritage Response Unit (CHRU) project in order to contribute to the emergency care of museums, monuments, collections or archives in a crisis situation as part of international disaster relief. We use your contact details to send you regular e-mails with up-to-date information about the project or invitations to information events.
Legal basis for data processing
The processing of personal data for sending information and invitation emails is based on your consent in accordance with Art. 6 para. 1 letter a) GDPR.
Purpose of the data processing
Your contact details will be used exclusively for sending information and invitation emails in connection with the KulturGutRetter project.
Duration of data storage
We will retain your contact data until you object to its use or the described purpose no longer applies.
Disclosure of data to third parties
We do not pass on your contact details to third parties.
Option to object to and delete data
You can revoke your consent at any time for the future and request the deletion of your contact data by following the link provided in every e-mail or by using one of our other communication channels.
l) Video conferencing systems
Description and scope of data processing
The German Archaeological Institute (DAI) uses both an in-house video conferencing system (BigBlueButton) and offers from third-party providers (Zoom, DFNKonf) for virtual conferences or broadcasts of lecture events. These are only used for the direct transmission (live stream) of content. Video conferences will only be recorded with your consent and after prior notification.
Depending on the event format, you are free to participate with your name, contact details, (video) image, audio contributions, shared documents, messages or other information that you provide. In addition, technical data such as IP addresses, device/hardware information and network activity are processed for quality assurance purposes.
Legal basis for data processing
The data is processed in fulfilment of our public task in accordance with Art. 6 para. 1 letter e) GDPR in conjunction with § 3 BDSG.
Purpose of the data processing
Your registration will be used for event planning. All other forms of presentation mentioned above are used for active participation in the event format.
Duration of data storage
We will delete your contact details after the end of the event.
Disclosure of data to third parties
When using the video conferencing systems of third-party providers, your contact data for registration and transmission of the video link will be processed by these providers on the basis of their own data protection guidelines; in this context, please note the information provided by the providers. The content of the video conferences is transmitted in encrypted form. If you actively participate, e.g. by speaking during a discussion, you will be visible to all other participants.
Option to object to and delete data
You can object to the processing of your registration data by the DAI at any time for the future by sending an informal message.
m) Public events
Description and scope of data processing
The German Archaeological Institute (DAI) regularly organises public events (presence/digital/hybrid). At these public events, film and sound recordings as well as photos are made (including close-ups if necessary) and used for information and public relations work about the event. This includes online publication of the image and sound recordings on websites and social media channels of the German Archaeological Institute (including via livestream if necessary) as well as the use of the images in print and online media. These recordings will only be made with prior notice.
Legal basis for data processing
The data is processed in fulfilment of our public task in accordance with Art. 6 para. 1 letter e) GDPR in conjunction with § 3 BDSG.
Purpose of the data processing
According to its statutes, the German Archaeological Institute has the task of conducting, promoting and publishing research in the field of the various archaeological disciplines and their neighbouring sciences worldwide. Publication also takes place via public events and subsequent reporting in the Institute's own and third-party media products.
Duration of data storage
Recordings not used for public reporting will be deleted. Published recordings remain published until you object to their use or the described purpose no longer applies.
Disclosure of data to third parties
At public events of the German Archaeological Institute, representatives of public and private media may also be present to report on the event. In this context, they may make their own video and image recordings and publish these in their media products. Recordings may be passed on to media representatives for the purpose of reporting.
Possibility to object to and delete data
You can object to the use of the recordings in which you are recognisable at any time and for the future by sending us an informal message.
IV) Links to websites of other providers and social media
Our websites or registrations for video conferences contain links to websites of other providers and social media. We expressly draw your attention to the fact that they store their users' data in accordance with their own data usage guidelines and may use it for business purposes. Please refer to the respective data protection information of these providers to find out what rights and setting options you have to protect your privacy.
We embed YouTube videos (Google) on this website. We use the so-called two-click solution. This means that when you visit our site, no personal data is initially passed on. Only if you click on the consent button before starting a video will your personal data be transmitted to YouTube and stored there (for US providers in the USA).
You can find out more about the processing of data by YouTube at the following link
Google Privacy Policy (https://policies.google.com/privacy?hl=de&gl=de)
V) Other information
We do not pass on personal data to third parties.
We do not carry out profiling (creation of a personality profile) or automated decision-making.
VI) What data protection rights do you have?
You have various rights under the General Data Protection Regulation, which are set out in detail in Articles 12 to 22. In individual cases, your rights, in particular the right not to have your data processed, may be opposed by legal provisions or an overriding public interest. The exercise of these rights is free of charge for you. If necessary, please address your request to the contact persons listed above.
Among other things, you have
- Right to information
You can request information about your personal data processed by us. In your request for information, you should describe your request in detail to make it easier for us to compile the necessary data.
- Right to rectification
If the information concerning you is not (or is no longer) correct, you can request a correction. If your data is incomplete, you can request that it be completed.
- Right to erasure
You can request the erasure of your personal data if we no longer need it to fulfil our legal obligations.
- Right to restriction of processing
You have the right to temporarily prevent the further processing of your personal data, e.g. to enforce legal claims.
- Right to object
You have the right to object, on grounds relating to your particular situation, at any time to the processing of data concerning you
- Right to withdraw your consent
You have the right to withdraw your declaration of consent under data protection law at any time. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
- Right to lodge a complaint with the supervisory authority
If you are of the opinion that the processing of your personal data violates the GDPR, you can lodge a complaint with the competent data protection supervisory authority:
The Federal Commissioner for Data Protection and Freedom of Information
Graurheindorfer Str. 153
53117 Bonn
Telephone: 0228 99 7799-0
Fax: +49(0)228-997799-5550
E-mail: poststelle@bfdi.bund.de
Internet: www.bfdi.bund.de
Translated via DeepL. No guarantee is given for the accuracy of the translation.