Introduction

The GFZ Helmholtz Centre for Geosciences takes the protection of personal data very seriously. The GFZ is bound to protect the privacy of everyone who uses its website and to treat any personal data provided in the strictest confidence. This data is used solely for the purposes indicated in each case and is not forwarded to any third party.

The Enhanced Laboratory Metadata Optimizer (ELMO) is used to collect metadata for research data with the intent of publishing said research data. Therefore, it is necessary to collect, process and store certain personal data (i.e. the name of an author). All personal data is processed solely for publication purposes.

Name and address of controller

Controller for the purposes of the General Data Protection Regulation (GDPR), other data protection laws applicable in Member states of the European Union and other provisions related to data protection is:

GFZ Helmholtz Centre for Geosciences
Telegrafenberg
14473 Potsdam
Germany
Phone: +49 331 6264 0
Website: https://www.gfz.de

Name and Address of the Data Protection Officer

The Data Protection Officer of the controller is:
Eva Grübel-Hoffmann
E-Mail: datenschutz@gfz-potsdam.de
Any data subject may, at any time, contact our Data Protection Officer directly with all
questions and suggestions concerning data protection.

General Information on Data Processing

1. Scope of Personal Data Processing

In general, the GFZ only processes personal data collected from users insofar as this is necessary to provide a functional website with the relevant content and services. As a rule, personal data provided by users is only processed with the respective user's consent. Exceptions apply in cases where the user’s prior consent cannot be obtained on factual grounds and statutory regulations permit the processing of personal data.

2. Legal Basis for the Processing of Personal Data

The following legal bases apply to the processing of personal data:

• Art. 6(1)(a) GDPR: Consent of the data subject for the processing of their personal data.
• Art. 6(1)(b) GDPR: Processing necessary for the performance of a contract to which the data subject is a party, or for taking steps at the request of the data subject prior to entering into a contract.
• Art. 6(1)(c) GDPR: Processing necessary for compliance with a legal obligation to which the GFZ is subject.
• Art. 6(1)(f) GDPR: Processing necessary for the purposes of the legitimate interests pursued by the GFZ or a third party, provided these interests are not outweighed by the data subject’s interests and fundamental rights and freedoms.

3. Data Erasure and Storage Period

The data subject's personal data is erased or blocked as soon as the purpose for which it was stored ceases to apply. Personal data may also be stored if specified by European or national legislators in EU regulations, laws, or other provisions to which the data controller is subject. In such instances, personal data is blocked or erased when the retention period specified in the applicable legislation expires, unless it has to be retained for longer in order to conclude or execute a contract.

Scientific data submission via the website

1. Description and scope of data processing

ELMO is a web application to submit scientific datasets to be stored in the GFZ Data Services database for publishing them. If a data subject contacts the controller using the meta data submission application, the personal data transmitted by the data subject are automatically stored.
To successfully submit scientific datasets to GFZ Data Services, the data subject has to provide some additional personal data (e.g., name of authors and co-authors, name and email address of a contact person) to allow correct citation of those datasets in the scientific community. This information will be made available to the public after the submission process through dataset metadata (in XML or JSON format and via the GFZ Data Services website). This is a requirement of scientific publishing. Scientific data publications including the aforementioned personal data may be consumed by third parties (e.g., libraries, data portals) using the GFZ Data Services.

2. Legal basis for data processing

By submitting scientific data to the controller, the data subject agrees with publishing those datasets in the public interest, for scientific or historical research purposes or for statistical purposes according to Art. 6 (1) lit.e GDPR and Art. 89 GDPR.

3. Purpose of data processing

Personal data transmitted on a voluntary basis by a data subject to the data controller are stored for the purpose of processing or contacting the data subject.
The Purpose is publication of research data and to allow correct citation of those datasets in the scientific community. Scientific data publications including the aforementioned personal data may be consumed by third parties (e.g., libraries, data portals) using the GFZ Data Services.

4. Storage period, right to object and right to erasure

The metadata for the research datasets are stored permanently.

Provision of website and generation of log files

1. Description and scope of data processing

Every time our website is accessed, our system automatically collects data and information from the accessing computer system. The following information is stored in the web server’s log files:

• The date and time of the request.
• The client’s specific request, including the HTTP method, HTTP protocol version, and the path of the resource requested.
• The status code sent back to the client by the server.
• The size of the resources requested.
• The client program identifier.

This data is stored in our system’s log files. However, it is not stored together with other personal data collected from the user.

2. Purpose of data processing

This data is used to optimise website use, correct errors, and safeguard the security of our information technology systems. Data collected in this context is not evaluated for marketing purposes. The above-named purposes also constitute the GFZ’s legitimate interest in processing the data pursuant to Art. 6(1)(f) GDPR.

3. Storage period

The data is erased as soon as it is no longer required to fulfil the purpose for which it was collected. Log files are deleted within 7 days at the latest.

4. Right to object and right to erasure

The collection of data for website provision and the storage of data in log files are absolutely essential to the operation of the website. Therefore, the user is unable to assert any right to object in this context.

Rights of the data subject

1. Right of confirmation

Each data subject shall have the right granted by the European legislator to obtain from the controller the confirmation as to whether or not personal data concerning him or her are being processed. If a data subject wishes to avail himself of this right of confirmation, he or she may, at any time, contact any employee of the controller.

2. Right of access

Each data subject shall have the right granted by the European legislator to obtain from the controller free information about his or her personal data stored at any time and a copy of this information. Furthermore, the European directives and regulations grant the data subject access to the following information:

• the purposes of the processing;
• the categories of personal data concerned;
• the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations;
• where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
• the existence of the right to request from the controller rectification or erasure of personal data, or restriction of processing of personal data concerning the data subject, or to object to such processing;
• the existence of the right to lodge a complaint with a supervisory authority;
• where the personal data are not collected from the data subject, any available information as to their source;
• the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) of the GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and envisaged consequences of such processing for the data subject.

Furthermore, the data subject shall have a right to obtain information as to whether personal data are transferred to a third country or to an international organisation. Where this is the case, the data subject shall have the right to be informed of the appropriate safeguards relating to the transfer.
If a data subject wishes to avail himself of this right of access, he or she may, at any time, contact any employee of the controller.

3. Right to rectification

Each data subject shall have the right granted by the European legislator to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.
If a data subject wishes to exercise this right to rectification, he or she may, at any time, contact any employee of the controller.

4. Right to erasure (Right to be forgotten)

Each data subject shall have the right granted by the European legislator to obtain from the controller the erasure of personal data concerning him or her without undue delay, and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies, as long as the processing is not necessary:

• The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed.
• The data subject withdraws consent to which the processing is based according to point (a) of Article 6(1) of the GDPR, or point (a) of Article 9(2) of the GDPR, and where there is no other legal ground for the processing.
• The data subject objects to the processing pursuant to Article 21(1) of the GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2) of the GDPR.
• The personal data have been unlawfully processed.
• The personal data must be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.
• The personal data have been collected in relation to the offer of information society services referred to in Article 8(1) of the GDPR.

If one of the aforementioned reasons applies, and a data subject wishes to request the erasure of personal data stored by the GFZ-Potsdam, he or she may, at any time, contact any employee of the controller. An employee of GFZ-Potsdam shall promptly ensure that the erasure request is complied with immediately.
Where the controller has made personal data public and is obliged pursuant to Article 17(1) to erase the personal data, the controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform other controllers processing the personal data that the data subject has requested erasure by such controllers of any links to, or copy or replication of, those personal data, as far as processing is not required. An employees of the GFZ-Potsdam will arrange the necessary measures in individual cases.

5. Right of restriction of processing

Each data subject shall have the right granted by the European legislator to obtain from the controller restriction of processing where one of the following applies:

• The accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data.
• The processing is unlawful and the data subject opposes the erasure of the personal data and requests instead the restriction of their use instead.
• The controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims.
• The data subject has objected to processing pursuant to Article 21(1) of the GDPR pending the verification whether the legitimate grounds of the controller override those of the data subject.

If one of the aforementioned conditions is met, and a data subject wishes to request the restriction of the processing of personal data stored by the GFZ-Potsdam, he or she may at any time contact any employee of the controller. The employee of the GFZ-Potsdam will arrange the restriction of the processing.

6. Right to data portability

Each data subject shall have the right granted by the European legislator, to receive the personal data concerning him or her, which was provided to a controller, in a structured, commonly used and machine-readable format. He or she shall have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, as long as the processing is based on consent pursuant to point (a) of Article 6(1) of the GDPR or point (a) of Article 9(2) of the GDPR, or on a contract pursuant to point (b) of Article 6(1) of the GDPR, and the processing is carried out by automated means, as long as the processing is not necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
Furthermore, in exercising his or her right to data portability pursuant to Article 20(1) of the GDPR, the data subject shall have the right to have personal data transmitted directly from one controller to another, where technically feasible and when doing so does not adversely affect the rights and freedoms of others.
In order to assert the right to data portability, the data subject may at any time contact any employee of the GFZ-Potsdam.

7. Right to object

Each data subject shall have the right granted by the European legislator to object, on grounds relating to his or her particular situation, at any time, to processing of personal data concerning him or her, which is based on point (e) or (f) of Article 6(1) of the GDPR. This also applies to profiling based on these provisions.

The GFZ-Potsdam shall no longer process the personal data in the event of the objection, unless we can demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject, or for the establishment, exercise or defence of legal claims.

If the GFZ-Potsdam processes personal data for direct marketing purposes, the data subject shall have the right to object at any time to processing of personal data concerning him or her for such marketing. This applies to profiling to the extent that it is related to such direct marketing. If the data subject objects to the GFZ-Potsdam to the processing for direct marketing purposes, the GFZ-Potsdam will no longer process the personal data for these purposes.

In addition, the data subject has the right, on grounds relating to his or her particular situation, to object to processing of personal data concerning him or her by the GFZ-Potsdam for scientific or historical research purposes, or for statistical purposes pursuant to Article 89(1) of the GDPR, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

In order to exercise the right to object, the data subject may contact any employee of the GFZ-Potsdam. In addition, the data subject is free in the context of the use of information society services, and notwithstanding Directive 2002/58/EC, to use his or her right to object by automated means using technical specifications.

8. Automated individual decision-making, including profiling

Each data subject shall have the right granted by the European legislator not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her, or similarly significantly affects him or her, as long as the decision (1) is not is necessary for entering into, or the performance of, a contract between the data subject and a data controller, or (2) is not authorised by Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard the data subject's rights and freedoms and legitimate interests, or (3) is not based on the data subject's explicit consent.

If the decision (1) is necessary for entering into, or the performance of, a contract between the data subject and a data controller, or (2) it is based on the data subject's explicit consent, the GFZ-Potsdam shall implement suitable measures to safeguard the data subject's rights and freedoms and legitimate interests, at least the right to obtain human intervention on the part of the controller, to express his or her point of view and contest the decision.

If the data subject wishes to exercise the rights concerning automated individual decision-making, he or she may, at any time, contact any employee of the GFZ-Potsdam.

Right to withdraw data protection consent

Each data subject shall have the right granted by the European legislator to withdraw his or her consent to processing of his or her personal data at any time.

If the data subject wishes to exercise the right to withdraw the consent, he or she may, at any time, contact any employee of the GFZ-Potsdam.p>

Right to lodge a complaint with a supervisory authority

Furthermore, every data subject has the right to lodge a complaint with a supervisory authority if the data subject is of the opinion that the processing of their personal data breaches the GDPR.

The responsible supervisory authority is the Brandenburg Commissioner for Data Protection and Access to Information
Mrs. Dagmar Hartge
Stahnsdorfer Damm 77
14532 Kleinmachnow
Phone: +49 332 0356 0
Fax: +49 332 0356 49
E-Mail: poststelle@lda.brandenburg.de

Data protection provisions about the application and use of Google Maps

1. Scope of Personal Data Processing

This website integrates Google Maps to display maps of coverage for scientific datasets.

2. Legal Basis for the Processing of Personal Data

The legal basis for using Google Maps is: Legitimate Interest (Art. 6(1)(f) GDPR): To enhance the usability of the website.

3. Purpose of Data Processing

The processing of personal data by Google Maps is carried out to provide an interactive map that visualizes the coverage of scientific datasets.

4. Storage Period, Right to Object, and Right to Erasure

Personal data collected through Google Maps may be stored on Google servers located in the United States. We do not store this data directly. Users have the following rights:

• Right to Object: You may object to the processing of your personal data where the legal basis is legitimate interest.
• Right to Erasure: You may request the deletion of your personal data collected via these services, subject to applicable laws.

To exercise these rights or learn more, please contact us or refer to Google’s privacy policy at: Google Privacy Policy.

Data protection provisions about the application and use of YouTube

1. Scope of Personal Data Processing

This website embeds videos from YouTube, a service operated by YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA, a subsidiary of Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.

When a user visits a page containing an embedded YouTube video, their browser may automatically connect to YouTube’s servers, transmitting data such as:

• The specific sub-page of our website that was accessed.
• The user's IP address and potentially other browser/device information.

If the user is logged into their YouTube account, YouTube may associate this data with their account. Even if the user does not interact with the video, YouTube may still collect data and set cookies on their device.

2. Legal Basis for the Processing of Personal Data

The legal basis for integrating YouTube videos is: Consent (Art. 6(1)(a) GDPR). Videos will only be loaded after users explicitly agree to YouTube's data processing (e.g., via a cookie consent banner).

3. Purpose of Data Processing

The integration of YouTube allows us to provide multimedia content, enhancing the usability and informational value of our website. Data collected by YouTube may also be used for analytics, targeted advertising, or other purposes as outlined in Google’s privacy policy.

4. Storage Period, Right to Object, and Right to Erasure

Personal data collected by YouTube is stored on Google servers, including those in the United States. We do not store or manage this data directly. Users can exercise the following rights:

• Right to Object: Users can object to YouTube’s data processing where legitimate interest applies.
• Right to Erasure: Users can request deletion of personal data processed by YouTube.

To prevent data collection, users can log out of their YouTube account and adjust their cookie preferences in their browser or device settings.

Further information on YouTube’s data processing and privacy provisions is available at: Google Privacy Policy.