The controller 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 the:

University of Duisburg-Essen

Duisburg campus:	Essen campus:
Forsthausweg 2 D - 47057 Duisburg Tel.:  +49 203 379 0 Fax:  +49 203 379 3333	Universitätsstraße 2 D - 45141 Essen Tel.:  +49 201 183 0 Fax:  +49 201 183 3536

Website: https://www.uni-due.de/en/

UDE is represented by its Rector:

Prof. Dr. Barbara Albert
rektorin@uni-due.de
LG 501 (Duisburg),    Tel.: +49 203 379 4000
T01 S06 C04 (Essen), Tel.: +49 201 183 2000
Website: https://www.uni-due.de/en/university-board/rector.php

The data protection officer is:

Dr. Kai-Uwe Loser
(Data Protection Officer of the University of Duisburg-Essen)
Forsthausweg 2
D - 47057 Duisburg
Tel.: +49 234 32 28720
kai-uwe.loser@uni-due.de
Website: https://www.uni-due.de/verwaltung/datenschutz/

1. Scope of the processing of personal data

We generally process our users' personal data to the extent necessary to provide a functional website and our content and services. The processing of personal data of our users takes place regularly only with the consent of the user. An exception applies in cases where prior consent cannot be obtained for factual reasons and the processing of the data is permitted by law.

2. Legal basis for processing personal data

The processing of personal data is carried out for the purpose of performing the task assigned to us in the context of supporting teaching and research in accordance with Art. 6 para. 1 lit. e GDPR.

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

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

If the processing of personal data is necessary to fulfil a legal obligation to which our company is subject, Art. 6 para. 1 lit. c GDPR serves as the legal basis.

In case vital interests of the data subject or another natural person require the processing of personal data, Art. 6 para. 1 lit. d GDPR serves as the legal basis.

If the processing is necessary to protect a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the former interest, Art. 6 para. 1 lit. f GDPR serves as the legal basis for the processing.

3. Data erasure and retention period

The personal data of the data subject will be erased or blocked as soon as the purpose of retention no longer applies. Data may also be stored if this has been provided for by the European or national legislator in EU regulations, national laws or other provisions applying to the data controller. The data will also be blocked or erased if a storage period prescribed by the stated standards expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.

1. Description and scope of data processing

Each time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer.

The following data is collected:

• Information about the browser type and version used
• The user's operating system
• The user's IP address
• Resulting from this: Origin of the website access (organization, country, city)
• The user's Internet service provider
• Date and time of the request
• Length of stay
• Websites from which the user's system accesses our website

This information is saved in our system’s log files. However, when storing these data they will not be linked with any other personal data of the user.

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.

3. Purpose of data processing

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.

Data is stored in log files to ensure the functionality of the website. We also use the data to optimise the website, for example by compiling anonymised access statistics, for troubleshooting and to ensure the security of our information technology systems. The data is not analysed for marketing purposes in this context.

These purposes also constitute our legitimate interest in data processing in accordance with Art. 6 para. 1 lit. f GDPR.

4. Retention period

The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected. In the case of the collection of data for the provision of the website, this is the case when the respective session has ended.

If the data is stored in log files, this is the case after seven days at the latest. Storage beyond this period is possible. In this case, the IP addresses of the users are deleted or anonymised so that it is no longer possible to identify the accessing client.

5. Possibility of objection and elimination

The collection of data for the provision of the website and the storage of data in log files are strictly required for the operation of the websites. Consequently, the user has no possibility to object.

1. Description and scope of data processing

Our websites generally do not use cookies as long as they are provided through the university-wide content management system (IMPERIA). However, we create some websites (also with external hosters) using the WordPress CMS system. In order to be able to use these pages, WordPress uses so-called session cookies. Our library system also uses session cookies.

Session cookies are small units of information that a provider stores in the working memory of the visitor's computer. A randomly generated unique identification number, a so-called session ID, is stored in a session cookie. A cookie also contains information about its origin and the storage period. These cookies cannot store any other data. They are automatically deleted by your browser when you end the session and close the browser.

2. Legal basis for data processing

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

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 for the browser to be recognised even after a page change.

The user data collected by technically necessary cookies is not used to create user profiles.

4. Retention period

The session cookies we use are necessary for the function of our website and are deleted when you end the session.

1. Description and scope of data processing

By using our online catalogue for personal research in the library's holdings, the following personal data is generated, which is processed and stored in the system:

• Search queries: Search terms entered and search fields used
• Search history
• Watch list with titles memorised from the hit list of search results, if used
• The preferred subject discipline, if selected

2. Legal basis for data processing

The legal basis for the processing of the data is the consent of the user in accordance with Art. 6 para. 1 lit. a GDPR. If the processing serves the fulfilment of our tasks in supporting research and teaching, Art. 6 para. 1 lit. e GDPR is the legal basis.

3. Purpose of data processing

The purpose of the processing is to carry out the search queries requested by the user and to simplify the use of the catalogue.

4. Retention period

The search history, the preferred discipline and the watch list are deleted when you end the session and close the browser.

5. Possibility of objection and eliminationvvvv

Permanent storage beyond the session only takes place if you have logged in with your personal user ID. In this case, the data is stored in your user profile and can be deleted by you personally at any time.

1. Description and scope of data processing

After personal registration, users can borrow media with their user ID, extend the return period of borrowed media and reserve media currently on loan to other users.
The following personal data is processed for this purpose:

• Personal data: Surname, first name, date of birth, gender, user status (employee, student, external, etc.), duration of employment if applicable
• Contact data: Address, e-mail address and telephone number if applicable
• Login data: University library user number and password (encrypted), university ID if applicable
• Loan data (borrowed media, loan period ends, renewals, returns, reservations, orders with their history)
• Date of origin and amount of fees, reimbursements and expenses
• Blocking notices, exclusion from use

2. Legal basis for data processing

The legal basis for the collection and processing of data is the consent of the user in accordance with Art. 6 para. 1 lit. a GDPR, in particular the acceptance of the ZIM and Library User Regulations, § 4 (Storage of personal data).

If the processing serves the fulfilment of our tasks in supporting research and teaching, Art. 6 para. 1 lit. e GDPR applies as the legal basis. If the processing is necessary to protect our legitimate interests, Art. 6 para. 1 lit. f GDPR is the legal basis. If the processing serves to fulfil a legal obligation, Art. 6 para. 1 lit. f GDPR is the legal basis.

3. Purpose of data processing

The purpose of data processing is to organise the lending service and to contact the user, for example in the event of queries, provisioning, claims, exceeding loan periods or breaches of the user regulations. Furthermore, processing is necessary to enforce fees and claims in the event of loss or damage to media or if return deadlines are exceeded. Loan data is used in anonymised form to compile internal statistics for inventory management, in particular for acquisitions, withdrawals and conversions.

4. Retention period

Data relating to payments (fees, claims and the user transactions on which they are based) must be retained for 10 years due to other legal provisions. Unaffected personal data on loans, reservations, interlibrary loans and orders initiated by the user are anonymised after 180 days to such an extent that there is no longer any personal reference. User and contact data will be completely deleted or anonymised upon termination of the user relationship in accordance with § 3 of the ZIM and Library User Regulations.

1. Description and scope of data processing

Contact and registration forms are available on our website, which can be used to contact us electronically or to register for training courses. If a user makes use of these options, the data entered in the input masks will be transmitted to us and stored.
These data are:

• Name
• E-mail address
• Subject / message
• Study subject
• Semester / status
• Date

The following data is also stored at the time the message is sent:

• Date and time of the message

Your consent is obtained for the processing of the data as part of the sending process and reference is made to this privacy policy.

For some events, we use registration forms from the service provider eveeno® to offer you a convenient registration and cancellation process, including waiting lists and certificates of participation. eveeno® works in compliance with the European General Data Protection Regulation (GDPR) - https://eveeno.com/de/privacy

Alternatively, it is possible to contact us via the e-mail address provided. In this case, the user's personal data transmitted with the e-mail will be stored.

The data will be used exclusively for processing the conversation and handling your individual request. The data will not be passed on to third parties.

2. Legal basis for data processing

The legal basis for the processing of the data is Art. 6 para. 1 lit. a GDPR and Art. 6 para. 1 lit. e GDPR if the user has given consent.

The legal basis for the processing of data transmitted in the course of sending an email is Art. 6 para. 1 lit. f GDPR. If the e-mail contact is aimed at the conclusion of a contract, the additional legal basis for the processing is Art. 6 para. 1 lit. b GDPR.

3. Purpose of data processing

The processing of the personal data from the input mask serves us solely to process the contact. If you contact us by e-mail, this also constitutes the necessary legitimate interest in processing the data.

The other personal data processed during the sending process is used to prevent misuse of the contact form and to ensure the security of our information technology systems.

4. Retention period

The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected. For the personal data from the input screen of the contact form and those sent by e-mail, this is the case when the respective conversation with the user has ended. The conversation is ended when it can be inferred from the circumstances that the matter in question has been conclusively clarified.

The additional personal data collected during the sending process will be deleted after a period of seven days at the latest.

5. Possibility of objection and elimination

The user has the right to withdraw consent to the processing of their personal data at any time. If the user contacts us by e-mail, they can object to the storage of their personal data at any time. In such a case, the conversation cannot be continued.

In such a case all personal data stored in the course of the communication will be deleted.

1. Scope of processing personal data

We use the open source software tool AWStats (http://www.awstats.org/) on our website to analyse the surfing behaviour of our users. Among other things, the software reads the so-called HTTP user agent string. If individual pages of our website are accessed, the following data is stored:

• Information about the browser type and version used
• The user's operating system
• The user's IP address
• Resulting from this: Origin of the website access (organisation, country, city)
• The user's Internet service provider
• Date and time of access
• Length of access
• Websites from which the user's system accesses our website

The software runs exclusively on the servers of our website. Users' personal data is only stored there. The data is not passed on to third parties.

2. Legal basis for the processing of personal data

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

3. Purpose of data processing

The processing of users' personal data enables us to analyse the surfing behaviour of our users. By analysing the data obtained, we are able to compile information about the use of the individual components of our website. This helps us to constantly improve our website and its user-friendliness. These purposes also constitute our legitimate interest in processing the data in accordance with Art. 6 para. 1 lit. f GDPR. By anonymising the IP address, the interest of users in the protection of their personal data is adequately taken into account.

4. Retention period

The data is anonymised as soon as it is no longer required for our recording purposes. In our case, this is the case after 7 days.

1. Description and scope of data processing

The library catalogue and other online services of the library integrate third-party services.
These include

• book covers and tables of contents provided by the NRW University Library Centre (hbz) or Amazon,
• information on the holdings, tables of contents and availability of journals provided by the ‘BrowZine’ service, the German National Library, the Zeitschriftendatenbank (ZDB) or the electronic journal library (EZB),
• online journals provided by publishers and portals in full text (e-journals), e-books and specialised databases.

The integration usually takes place by linking to these external offers or by embedding them in our websites and services. In such cases, the following data is transmitted to third parties for technical reasons:

• Information about the browser type and version used
• The user's operating system
• The user's IP address
• As a result: origin of the website access (organisation, country, city), the user's Internet service provider
•  Date and time of access

2. Legal basis for data processing

The legal basis for the collection and processing of data is the consent of the user in accordance with Art. 6 para. 1 lit. a GDPR, in particular the acceptance of the ZIM and UB user regulations, § 4 (storage of personal data).

If the processing serves the fulfilment of our tasks in supporting research and teaching, Art. 6 para. 1 lit. e GDPR applies as the legal basis.

3. Purpose of data processing

The purpose of the processing is to provide information about the library's holdings and to provide access to online resources.

4. Order processing

If the use of the above-mentioned services involves order processing, there are contractual agreements with the processor to comply with data protection regulations.

5. Social media activities

On our website, we refer to our social media channels with the following providers:

• LinkedIn
• Instagram
• Bluesky
• YouTube
• WordPress.com

Accessing these channels requires that the providers of this content recognise the IP address of the user, as no content can be sent to the browser of the respective user without the IP address. The IP address is therefore required to display this content. We have no influence on whether and how third-party providers store and use IP addresses.

LinkedIn Privacy Policy
https://www.linkedin.com/legal/privacy-policy?trk=d_org_guest_company_overview_footer-privacy-policy

Instagram Privacy Policy
https://privacycenter.instagram.com/policy

Bluesky Privacy Policy
https://bsky.social/about/support/privacy-policy

YouTube Privacy Policy
https://policies.google.com/privacy?hl=en

WordPress.com Privacy Policy
https://automattic.com/privacy

6. Integration of GoogleMaps

Our website uses social plugins (‘plugins’) from the online social network Google, which is operated by Google Inc, 1600 Amphitheatre Parkway, Mountain View, California 94043, USA.

When you visit a page on our website that contains such a plugin, your browser establishes a direct connection with Google's servers. The content of the plugin is transmitted by Google directly to your browser, which integrates it into the website.

By integrating the plugin, Google+ receives the information that you have accessed the corresponding page of our website. If you are logged in to Google+, Google+ can assign the visit to your Google+ account. The purpose and scope of the data collection and the further processing and use of the data by Google+ as well as your rights in this regard and setting options to protect your privacy can be found in Google's data protection information at: https://policies.google.com/privacy.

7. Integration of YouTube videos

It may happen that YouTube videos are integrated into our website of the University of Duisburg-Essen. As a rule, this requires that the providers of this content recognise the IP address of the user, as no content can be sent to the browser of the respective user without the IP address. The IP address is therefore required to display this content. We have no influence on whether and how third-party providers store IP addresses.

You can find the data protection provisions for the use of YouTube at: https://policies.google.com/privacy.

If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights towards the controller:

1. Right of access to personal data

You can request confirmation from the controller as to whether personal data concerning you is being processed by us.

If such processing has taken place, you can request the following information from the controller:

(1) the purposes for which the personal data are processed;

(2) the categories of personal data that are processed;

(3) the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed;

(4) the planned duration of storage of the personal data concerning you or, if specific information on this is not possible, criteria for determining the storage period;

(5) the existence of a right to rectification or erasure of personal data concerning you, a right to restriction 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) all available information about the origin of the data if the personal data is not collected from the data subject;

(8) the existence of automated decision-making, including profiling, referred to in Art. 22 (1) and (4) GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences 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 organisation. In this context, you may request to be informed of the appropriate safeguards pursuant to Art. 46 GDPR in connection with the transfer.

Your right to rectification may be restricted insofar as it is likely to render impossible or seriously impair the achievement of research or statistical purposes, and the restriction is necessary for the fulfillment of those research or statistical purposes.

2. Right to rectification

You have the right to rectification and/or completion from the controller if the personal data concerning you that is being processed is inaccurate or incomplete. The controller must carry out the rectification without delay.

Your right to correction may be restricted to the extent that it is likely to render impossible or seriously impair the realisation of the research or statistical purposes and the restriction is necessary for the fulfilment of the research or statistical purposes.

3. Right to restriction of processing

Under the following conditions, you may request the restriction of the processing of your personal data:

(1) if you deny the accuracy of the personal data concerning you for a period of time that enables the controller to verify the accuracy of the personal data;

(2) the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead;

(3) the controller no longer needs the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defence of legal claims, or

(4) if you have objected to the processing pursuant to Art. 21 (1) GDPR and it is not yet certain whether the legitimate grounds of the controller outweigh your grounds.

If the processing of personal data concerning you has been restricted, this data - apart from its storage - may only be processed with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State.

If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.

Your right to restriction of processing may be limited to the extent that it is likely to render impossible or seriously impair the realisation of the research or statistical purposes and the restriction is necessary for the fulfilment of the research or statistical purposes.

4. Right of erasure

a) Obligation to erase

You have the right to obtain from the controller the erasure of personal data concerning you without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies:

(1) The personal data concerning 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 object to the processing pursuant to Art. 21 (1) GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Art. 21 (2) GDPR.

(4) The personal data concerning you has been processed unlawfully.

(5) The deletion of personal data concerning you is necessary to fulfil a legal obligation under Union law or the law of the Member States to which the controller is subject.

(6) The personal data concerning you was collected in relation to information society services offered in accordance with Art. 8 para. 1 GDPR.

b) Information to third parties

If the controller has made the personal data concerning you public and is obliged to erase it pursuant to Art. 17 (1) GDPR, the controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform controllers which are processing the personal data that you as the data subject have requested the erasure by such controllers of any links to, or copy or replication of, those personal data.

c) Exceptions

The right to cancellation does not exist if the processing is necessary

(1) to exercise the right to freedom of expression and information;

(2) for compliance with a legal obligation which requires processing by Union or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;

(3) for reasons of public interest in the area of public health in accordance with 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 statistical purposes in accordance with Article 89(1) GDPR, insofar as the right referred to under point (a) is likely to render impossible or seriously impair the achievement of the objectives of that processing, or

(5) for the establishment, exercise or defence of legal claims.

5. Right to be informed

If you have asserted your right to rectification, erasure, or restriction of processing against the controller, the controller is obligated to inform all recipients to whom your personal data has been disclosed of this rectification, erasure, or restriction of processing, unless this proves impossible or involves a disproportionate effort.

You have the right to be informed by the controller about these recipients.

6. Right to data portability

You have the right to receive the personal data concerning you, which you have provided to the controller, in a structured, commonly used, and machine-readable format. You also have the right to transmit those data to another controller without hindrance from the controller to whom the personal data were provided, where

(1) the processing is based on consent pursuant to Article 6(1)(a) GDPR or Article 9(2)(a) GDPR, or on a contract pursuant to Article 6(1)(b) GDPR; and

(2) the processing is carried out by automated means.

In exercising this right, you also have the right to have the personal data concerning you transmitted directly from one controller to another, where technically feasible. The rights and freedoms of others must not be adversely affected by this.

The right to data portability does not apply to the processing of personal data that is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

7. Right to object

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Article 6(1)(e) or (f) GDPR; this also applies to profiling based on these provisions.

The controller will no longer process the personal data concerning you unless they can demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms, or the processing is necessary for the establishment, exercise, or defence of 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 personal data concerning you for such marketing; this also applies to profiling to the extent that it is related to such direct marketing.

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

You have the option, in connection with the use of information society services—regardless of Directive 2002/58/EC—to exercise your right to object by automated means using technical specifications.

You also have the right to object, on grounds relating to your particular situation, to the processing of personal data concerning you for scientific or historical research purposes or for statistical purposes pursuant to Article 89(1) GDPR.

Iour right to object may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of the research or statistical purposes, and the restriction is necessary for the fulfillment of those research or statistical purposes.

8. Right to withdraw consent given under data protection law

You have the right to withdraw your consent to data processing at any time. The withdrawal of consent does not affect the lawfulness of the processing carried out based on the consent before its withdrawal.

9. Automated individual decision-making, including profiling

You have the right not to be subject to a decision based solely on automated processing - including profiling - that produces legal effects concerning 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 controller,

(2) is authorized by Union or Member State law to which the controller is subject, and that law provides suitable measures to safeguard your rights and freedoms as well as your legitimate interests, or

(3) is based on your explicit consent.

However, such decisions must not be based on special categories of personal data pursuant to Article 9(1) GDPR, unless Article 9(2)(a) or (g) GDPR applies and appropriate measures have been taken to safeguard the rights and freedoms as well as your legitimate interests.

In the cases referred to in (1) and (3), the controller shall implement suitable measures to safeguard your rights and freedoms as well as your legitimate interests, which shall include at least the right to obtain human intervention by the controller, to express your point of view, and to contest the decision.

10. Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work, or the place of the alleged infringement, if you consider that the processing of personal data concerning you infringes the GDPR.

The supervisory authority with which the complaint has been lodged shall inform the complainant about the status and the outcome of the complaint, including the possibility of a judicial remedy pursuant to Article 78 GDPR.

The supervisory authority responsible for the Duisburg-Essen University is:

The State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia
Kavalleriestr. 2-4
D - 40213 Düsseldorf
https://www.ldi.nrw.de/index.php