Information on the processing of personal data in the context of GAPS 2025 "Neoliberal Global Capitalism: Challenges for Postcolonial Studies"

 

February 2025

With this data protection notice, Bielefeld University complies with its duty to provide information pursuant to Articles 13, 14 of the EU General Data Protection Regulation (EU GDPR) for the above-mentioned processing of personal data.
With regard to the other terms used, "personal data", "processing", "controller", "third party" etc., reference is made to the definitions in Article 4 of the EU Data Protection Regulation.

1. Contact details

The controller of the processing is Bielefeld University, a legal public body supported by the State of North Rhine-Westphalia. It is represented by the Rector, Prof. Dr. Angelika Epple.

1.1 Contact details of the person responsible
Bielefeld University
Universitätsstr. 25
D-33615 Bielefeld
Tel: 0049 521 / 106 - 00
Email: post@uni-bielefeld.de
Web: https://www.uni-bielefeld.de

1.2 Technical contact person
Gigi Adair and Ellen Grünkemeier
Email: gaps2025@uni-bielefeld.de
Web.: https://gaps2025.g-a-p-s.net/ 

1.3 Contact details of the data protection officer
You can reach the data protection officer by post at the address of the data controller
Tel.: 0049 521 106-5225
Email: datenschutzbeauftragte@uni-bielefeld.de

2. Personal data processed and purposes

Within the framework of the event, personal data will be collected from you and processed for the following purposes:

Registration & use of the functions of the conference management software as well as event organisation:

• Access data (user name, password)
• Personal master data: First name, last name, acad. degree and title, company/institution, department, information on credentials, information on memberships.
• Communication data: Postal address, email, telephone number if applicable
• Shopping basket data (more detailed information on programme participation: workshops, other activities, etc.), authorship of scientific papers incl. documents, information on follow-up activities.
• Contributions incl. documents, information on certificates (e.g. student record)
  If applicable, information on eating habits, allergies, special needs of participants (accessibility) - Free text fields that can be added by organisers

For the billing of a chargeable event

• Contract billing and payment data (payment transaction data)

For the creation of photo and video recordings for the purpose of:

• Publication in online and print media of Bielefeld University
• Publication in online and print media of GAPS

Provision of the website and creation of log files

Each time the Converia website is called up, the system automatically records data and information from the computer system of the calling computer. The following data is collected:

• Information about the type of browser and the version used.
• The user's operating system
• The user's Internet service provider
• The IP address of the user
• Date and time of access

The temporary storage of the IP address by the system is necessary to enable delivery of the website to the user's computer. For this purpose, the user's IP address must remain stored for the duration of the session. The storage in log files is done to ensure the functionality of the website. In addition, the data is used to optimise the website and to ensure the security of the information technology systems. An evaluation of the data for marketing purposes does not take place in this context.

Use of cookies

Converia only uses cookies that are absolutely necessary for the proper functioning of the website, e.g. without which services such as participant registration cannot be provided.

3. Legal basis of data processing

The legal basis for the processing of personal data for the purpose of organising the event is Art. 6 para. 1 lit. a. EU-DSGVO. In the case of information on eating habits, allergies and special needs, insofar as these are special categories of personal data within the meaning of Art. 9 EU-DSGVO and / or if conclusions can be drawn from these to special categories of personal data, the processing of your personal data is based on Art. 9 (2) lit. a EU-DSGVO.

The legal basis for the processing of personal data for the purpose of website presentation is Article 6 (1) (e) DSGVO.

The legal basis for processing personal data for the purpose of billing for a paid event is Art. 6 para. 1 lit. b. EU-DSGVO.

Insofar as the recordings show persons of contemporary history or show persons only as an accessory next to a landscape or other location or participants are depicted and the representation of the event is in the foreground, your consent is not required - taking into account your legitimate interests. The legal basis for the processing of your personal data is Art. 6 para. 1 p. 1 lit. e, para. 3 DS-GVO, § 3 para. 1 DSG NRW i. V. m. § 8 para. 6 HG NRW i.V.m. § 23 KUG (for the use of the recordings). In addition (especially in the case of individual photographs or if you are in the foreground of a photograph) we obtain your consent on the basis of Art. 6 para. 1 sentence 1 lit. a) DS-GVO for the production or on the basis of Art. 6 para. 1 sentence 1 lit. a) DS-GVO or § 22 KUG for the use of the photographs. Further personal data (e.g. naming) is processed on the basis of Art. 6 Para. 1 S. 1 lit. a) DS-GVO.

4. Data transfers

The processing of personal data by means of the conference management system of Converia GmBH is based on a contract in accordance with Art. 28 DSGVO.

•  

In individual cases, data may also be transferred to third parties on the basis of legal permission, for example to law enforcement agencies for the purpose of investigating criminal offences within the framework of the provisions of the Code of Criminal Procedure (StPO).

5. Deletion periods

Data processed for the purpose of organising the event will be deleted six months after the end of the event or - if the data is in the form of paper documents - destroyed.

In the event that data is collected for the purpose of providing the website, the data will be deleted immediately after the end of the respective session. In the case of storage of data in log files, this is the case after ten days at the latest. Storage beyond this period is possible. In this case, the IP addresses of the users are deleted or alienated so that an assignment of the calling client is no longer possible.

Contract billing and payment data are stored for 10 years after the end of the event on the basis of legal retention periods or the retention guidelines of Bielefeld University for financial and business matters and then deleted / destroyed.

We would like to draw your attention to the fact that if personal data is published on the internet, it can be accessed by anyone worldwide - also with the help of "search engines" (e.g. Google). In this way, personality profiles can be created by linking this data with other data available about you on the Internet. Likewise, the data can be used for other purposes. Archive functions of search engines (see e.g. www.archive.org) may still allow access to the data even if it has already been removed or changed from the above-mentioned internet offers of the university.

6. Your rights as a data subject

As a data subject, you can assert the rights granted to you by the EU GDPR at any time:

• the right to be informed whether and which of your data are being processed (Art. 15 EU-DSGVO),
• the right to request that the data concerning you be corrected or completed (Art. 16 EU-DSGVO),
• the right to have data concerning you deleted in accordance with Art. 17 EU-DSGVO,
• the right to demand restriction of the processing of the data in accordance with Art. 18 EU-DSGVO,
• If applicable, the right to revoke your consent at any time. The lawfulness of the processing carried out on the basis of the consent until revocation is not affected by this (Art. 7 (3) EU-DSGVO),
• If applicable, the right to object to future processing of data relating to you in accordance with Art. 21 EU-DSGVO.

In addition to the aforementioned rights, you have the right to lodge a complaint with the supervisory authority for data protection (Art. 77 EU-DSGVO), for example, the
State Commissioner for Data Protection and
Freedom of Information North Rhine-Westphalia
Kavalleriestrasse 2-4
40213 Düsseldorf

In the area of user authentication, we work together with the Verein zur Förderung eines Deutschen Forschungsnetzes e.V. (DFN) (Alexanderplatz 1, 10178 Berlin). If you have any questions about data processing by the DFN, please contact: dfn@dfn.de