Data protection at a glance
When you register to use our advisory services or subscribe to our newsletter, you give your consent to the German Scholars Organization e.V. (GSO) to store and process your personal data.
The German Scholars Organization (GSO) e.V. is a Berlin-based non-profit organization. By registering, the user does not enter into any obligation. Fees for advisory services are only charged when explicitly stated.
This data protection statement provides you with information about the processing of your personal data and your data protection rights when using our website.
How we collect data on our website
One way we collect your data is when you provide send it to us. This may, for instance, be data you enter in a contact form.
In addition, our IT systems automatically collect data when you visit the website. This is mainly technical data (e.g. internet browser, operating system or time the page was accessed). This data is collected automatically when you visit our website.
Who is responsible for collecting data on this website? Data on this website is processed by the Germany-based website operator Domain Factory GmbH.
For which purposes do we use your data?
Part of the data is collected to ensure the smooth operation of our website. Other data may be used to analyze your user behavior. We use the data you enter in a contact form in order to contact you. Both data that is captured manually and files that you upload (for example your CV) will only be viewed by authorized GSO staff and, if applicable, members of selection and evaluation committees.
Information that is collected when you register for our advisory services, events or programs, such as your first name, last name, academic degree, sector, or zip code, is necessary to provide you with pertinent information in the context of each of these formats.
If you register for our newsletter, we use your email address to send the newsletter. You can unsubscribe at any time (directly in the newsletter or by sending a message to gro.t1601157152enosg1601157152@ofni1601157152). We distribute our newsletter via CleverReach, an email marketing software based in Germany (see also the section “Newsletter”).
We need the data we collect from applications for the Leadership Academy, such as first name, last name, position, field of study, employer, nationality, place of residence, career goal, and CV, to design the selection process, ensure an appropriate mix of participants and review the application criteria. We forward the application documents to a selection committee in order to facilitate the selection process. Leadership Academy participants’ first and last names are shared with service providers in Germany and the US to facilitate services such as hotel accommodation or event admissions. Speakers at the event will be given the participants’ names, positions, and CVs in order to be able to offer advisory services within the scope of the program. The data will also be shared with the Klaus Tschira-Stiftung gGmbH in the form of reports in order to comply with our reporting and accountability obligations towards the grant-making body.
We collect the following personal data from application forms for the Dr. Wilhelmy GSO Travel Expenses Program and the GSO/Carl Zeiss Foundation Repatriation Program: name, employer, applying institution, contact details and current CV. We need this information to verify whether applicants meet the program criteria. We collect bank account information for the applying institution to transfer grant funds.
For the GSO/Carl Zeiss Foundation, application documents are shared with reviewers in order to make a selection according to the program guidelines. In addition, the data is shared with the Dr. Wilhelmy Foundation and/or the Carl Zeiss Foundation in the form of reports in order to comply with our reporting and accountability obligations towards the grant-making bodies.
For the Klaus Tschira Boost Fund for researchers in the natural sciences, mathematics, and computer science, we collect the following personal data: name, employer, position, applying institution, contact details and application documents (project outline, CV, letter of motivation, letter of support). We need this information to verify whether applicants meet the program criteria. We collect bank account information for the applying institutions to transfer grant funds. Application documents are shared with reviewers in order to make a selection according to program guidelines. The data will also be shared with the Klaus Tschira-Stiftung gGmbH in the form of reports in order to comply with our reporting and accountability obligations towards the grant-making body.
For career-building workshops and networking meetings, we collect name, email address, position, employer and career goal in order to be able to offer advisory services and contents in accordance with the program. Information about the position, employer and career goal will be shared with the workshop consultants so they can provide appropriate advisory services. Names will be shared with the workshop venues, which are usually German embassies and consulates in the US, to ensure the participants’ admission to the premises.
If you use of our advisory services, we collect the following personal data: first name, last name, email address, degree, employer and zip code. We need this information in order to offer you personalized advice. Fees for advisory services are only charged when explicitly stated.
Alumni platform AlumNode
The GSO hosts meet-ups around the globe in cooperation with the German Academic International Network (GAIN), c/o DAAD New York Office, 871 United Nations Plaza, New York, NY 10017. Both organizations will receive the organizers’ names and email addresses upon request. This information will not be shared. The email address will be displayed as an alias (e.g. moc.n1601157152iag-o1601157152sg@yn1601157152hcsit1601157152mmats1601157152) on the websites of both organizations.
Under no circumstances will the GSO be held responsible in any form for the loss of your data or the destruction of your uploaded files. Please always ensure that you retain backup copies of any documents you upload to GSO registration pages.
What are your rights regarding your data?
You have the right to receive information about the origin, recipients and purpose of your stored personal data at any time free of charge. You also have the right to demand the correction, blocking or erasure of this data. To do this, as well as for any further questions regarding data protection, you may contact us at any time at the address provided in the imprint. Furthermore, you have the right to lodge a complaint with the responsible supervisory authority.
Analytical and third-party tools
Please remember that third-party sites linked to this website may have their own cookies which are installed on your device to collect personal data. We have no influence over this. In such cases you may wish to obtain more information directly from the owners of the third-party websites linked to this site.
If websites and services by other site owners are linked to this website, they have been and will continue to be designed and supplied by third parties. We have no influence on the design, content or function of third-party services, and we expressly distance ourselves from any content provided by linked third-party sites.
General and mandatory information
Data protection is of a particularly high priority for the management of the German Scholars Organization e.V.. The data protection declaration of the German Scholars Organization e.V. is based on the terms used by the European legislator for the adoption of the General Data Protection Regulation (GDPR). Our data protection declaration should be legible and understandable for the general public, as well as our customers and business partners.
The use of the Internet pages of the German Scholars Organization e.V. is possible without any indication of personal data; however, if a data subject wants to use special enterprise services via our website, processing of personal data could become necessary.
Personal data means any information relating to an identified or identifiable natural person (“data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
We would like to point out that any data transmission over the internet (e.g. communication by email) may be subject to security gaps. It is impossible to guarantee the complete protection of data against access by third parties.
Name and Address of the 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:
German Scholars Organization e.V.
Chairman of the Board
Prof. Dr. Eicke Weber
10117 Berlin, Germany
Tel: +49 (0)30 20 62 87 67
Controller or controller responsible for the processing is the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
Principles for processing your data
We only process your personal data after you have given your express consent (art. 6 para. 1 lit. a GDPR)
An exception is made in cases where prior consent cannot be obtained for factual reasons and processing of the data is legally permitted (art. 6 para. 1 lit. b-f GDPR).
Objection to data processing on the legal basis of “legitimate interest” under GDPR Article 6 (1) point f:
If there are reasons arising from your specific situation, you are entitled to object to our processing of your data at any time, provided that such an objection has its legal basis in a “legitimate interest”. If you make use of your right to object, we shall discontinue the processing of your data, unless we can – within the parameters of the law – demonstrate compelling legitimate grounds for further processing, outweighing your own rights.
Period for which the personal data will be stored
The criteria used to determine the period of storage of personal data is the respective statutory retention period. After expiration of that period, the corresponding data is routinely deleted, as long as it is no longer necessary for the fulfillment of the contract or the initiation of a contract.
The data controller shall process and store the personal data of the data subject only for the period necessary to achieve the purpose of storage, or as far as this is granted by the European legislator or other legislators in laws or regulations to which the controller is subject to.
If the storage purpose is not applicable, or if a storage period prescribed by the European legislator or another competent legislator expires, the personal data are routinely blocked or erased in accordance with legal requirements.
This site uses SSL encryption for security purposes and to protect the transmission of confidential content, such as orders or inquiries that you send to us as the site operator. You can tell if a connection is encrypted by the fact that the browser’s address line changes from “http://” to “https://” and by the lock symbol.
If SSL encryption is activated, the data you send us cannot be read by third parties.
Collection of general data and information
The data subject may, at any time, prevent the setting of cookies through our website by means of a corresponding setting of the Internet browser used, and may thus permanently deny the setting of cookies. Furthermore, already set cookies may be deleted at any time via an Internet browser or other software programs. This is possible in all popular Internet browsers. If the data subject deactivates the setting of cookies in the Internet browser used, not all functions of our website may be entirely usable.
The legitimate interests pursued by the controller or by a third party
The collected customer data will be deleted after completion of the order or after termination of the business relationship. Legal retention periods remain unaffected.
Where the processing of personal data is based on Article 6(1) lit. f GDPR our legitimate interest is to carry out our business in favor of the well-being of all our employees and the shareholders.
On this website, the controller has integrated components of Twitter. Twitter is a multilingual, publicly-accessible microblogging service on which users may publish and spread so-called ‘tweets,’ e.g. short messages, which are limited to 280 characters. These short messages are available for everyone, including those who are not logged on to Twitter. The tweets are also displayed to so-called followers of the respective user. Followers are other Twitter users who follow a user’s tweets. Furthermore, Twitter allows you to address a wide audience via hashtags, links or retweets.
The operating company of Twitter is Twitter International Company, One Cumberland Place, Fenian Street Dublin 2, D02 AX07, Ireland.
With each call-up to one of the individual pages of this Internet site, which is operated by the controller and on which a Twitter component (Twitter button) was integrated, the Internet browser on the information technology system of the data subject is automatically prompted to download a display of the corresponding Twitter component of Twitter. Further information about the Twitter buttons is available under https://about.twitter.com/de/resources/buttons.
The applicable data protection provisions of Twitter may be accessed under https://twitter.com/privacy?lang=en.
The controller has integrated components of the LinkedIn Corporation on this website. LinkedIn is a web-based social network that enables users with existing business contacts to connect and to make new business contacts. Over 400 million registered people in more than 200 countries use LinkedIn. Thus, LinkedIn is currently the largest platform for business contacts and one of the most visited websites in the world.
With each call-up to one of the individual pages of this Internet site, which is operated by the controller and on which a LinkedIn component (LinkedIn plug-in) was integrated, the Internet browser on the information technology system of the data subject is automatically prompted to the download of a display of the corresponding LinkedIn component of LinkedIn. Further information about the LinkedIn plug-in may be accessed under https://developer.linkedin.com/plugins. During the course of this technical procedure, LinkedIn gains knowledge of what specific sub-page of our website was visited by the data subject.
If the data subject is logged in at the same time on LinkedIn, LinkedIn detects with every call-up to our website by the data subject—and for the entire duration of their stay on our Internet site—which specific sub-page of our Internet page was visited by the data subject. This information is collected through the LinkedIn component and associated with the respective LinkedIn account of the data subject. If the data subject clicks on one of the LinkedIn buttons integrated on our website, then LinkedIn assigns this information to the personal LinkedIn user account of the data subject and stores the personal data.
LinkedIn receives information via the LinkedIn component that the data subject has visited our website, provided that the data subject is logged in at LinkedIn at the time of the call-up to our website. This occurs regardless of whether the person clicks on the LinkedIn button or not. If such a transmission of information to LinkedIn is not desirable for the data subject, then he or she may prevent this by logging off from their LinkedIn account before a call-up to our website is made.
On this website, the controller has integrated the component of Google Analytics (with the anonymizer function). Google Analytics is a web analytics service. Web analytics is the collection, gathering, and analysis of data about the behavior of visitors to websites. A web analysis service collects, inter alia, data about the website from which a person has come (the so-called referrer), which sub-pages were visited, or how often and for what duration a sub-page was viewed. Web analytics are mainly used for the optimization of a website and in order to carry out a cost-benefit analysis of Internet advertising.
Processing operations could be based on Article 6(1) lit. f GDPR. This legal basis is used for processing operations which are not covered by any of the abovementioned legal grounds, if processing is necessary for the purposes of the legitimate interests pursued by our company or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data. Such processing operations are particularly permissible because they have been specifically mentioned by the European legislator. He considered that a legitimate interest could be assumed if the data subject is a client of the controller (Recital 47 Sentence 2 GDPR).
The operator of the Google Analytics component is Google Ireland Limited, Gordon House, Barrow Street, Dublin, D04 E5W5, Ireland.
Further information and the applicable data protection provisions of Google may be retrieved under https://www.google.com/intl/en/policies/privacy/ and under http://www.google.com/analytics/terms/us.html. Google Analytics is further explained under the following Link https://www.google.com/analytics/.
If you would like to receive the newsletter offered on our website, we will require your email address as well as information to verify that you are the owner of the email address provided and that you agree to receive the newsletter. We will not collect any other data unless you provide it voluntarily.
We will use this data for the sole purpose of sending the requested information and we will not share it with third parties. The newsletter is sent via CleverReach GmbH & Co. KG, //CRASH Building, Schafjueckenweg 2, 26180 Rastede, Germany.
Our processing of the data you enter in the newsletter registration form is based solely on your consent (art. 6 para. 1 lit. a GDPR). You may revoke your consent to the storage of your data and email address as well as its use for sending the newsletter at any time, e.g. via the “unsubscribe” link in the newsletter. The legality of any data processing that occurred prior to such revocation shall remain unaffected.
We will store the data you provided to us for your newsletter subscription until you unsubscribe from the newsletter. After you cancel your subscription, the data will be deleted. Any data stored by us for other purposes (e.g. email addresses for the member area) shall remain unaffected.
Subscription to our newsletters
The German Scholars Organization e.V. informs its customers and business partners regularly by means of a newsletter about offers. The enterprise’s newsletter may only be received by the data subject if (1) the data subject has a valid e-mail address and (2) the data subject registers for the newsletter shipping. A confirmation e-mail will be sent to the e-mail address registered by a data subject for the first time for newsletter shipping, for legal reasons, in the double opt-in procedure. This confirmation e-mail is used to prove whether the owner of the e-mail address as the data subject is authorized to receive the newsletter.
During the registration for the newsletter, we also store the IP address of the computer system assigned by the Internet service provider (ISP) and used by the data subject at the time of the registration, as well as the date and time of the registration. The collection of this data is necessary in order to understand the (possible) misuse of the e-mail address of a data subject at a later date, and it therefore serves the aim of the legal protection of the controller.
The personal data collected as part of a registration for the newsletter will only be used to send our newsletter. In addition, subscribers to the newsletter may be informed by e-mail, as long as this is necessary for the operation of the newsletter service or a registration in question, as this could be the case in the event of modifications to the newsletter offer, or in the event of a change in technical circumstances. There will be no transfer of personal data collected by the newsletter service to third parties. The subscription to our newsletter may be terminated by the data subject at any time. The consent to the storage of personal data, which the data subject has given for shipping the newsletter, may be revoked at any time. For the purpose of revocation of consent, a corresponding link is found in each newsletter. It is also possible to unsubscribe from the newsletter at any time directly on the website of the controller, or to communicate this to the controller in a different way.
Rights and remedies
When your personal data is processed, you are the data subject within the meaning of the GDPR and thus entitled to the following rights in relation to the data controller:
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 organizations;
- 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.
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.
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 German Scholars Organization e.V., he or she may at any time contact any employee of the controller. The employee of the German Scholars Organization e.V. will arrange the restriction of the processing.
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 German Scholars Organization e.V., he or she may, at any time, contact any employee of the controller. An employee of German Scholars Organization e.V. shall promptly ensure that the erasure request is complied with immediately.
Sharing information with third parties
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 German Scholars Organization e.V. will arrange the necessary measures in individual cases.
The right to erasure does not apply if processing is necessary
- to exercise the right to freedom of expression and information;
- to comply with a legal obligation which requires processing under the laws of the Union or the Member State to which the controller is subject; or to perform a task in the public interest or in exercise of official authority that was vested in the controller;
- for public health-related interests pursuant to article 9 paragraph 2, letters h and i and article 9 paragraph 3 GDPR;
- for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes pursuant to art. 89 para. 1 GDPR, insofar as the right referred to in section a) is likely to render impossible or seriously impair the achievement of the specific purposes of such processing, or
- to assert, exercise or defend legal claims;
- to ensure the right to information.
If you have asserted your right to rectify, erase, or restrict the processing vis-à-vis the controller, the latter must notify any recipients to whom personal data concerning you have been disclosed about such rectification, data erasure, or processing restriction, unless this is impossible or would require excessive effort.
You have the right to ask the controller to disclose such recipients to you.
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 German Scholars Organization e.V..
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 German Scholars Organization e.V. 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 German Scholars Organization e.V. 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 German Scholars Organization e.V. to the processing for direct marketing purposes, the German Scholars Organization e.V. 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 German Scholars Organization e.V. 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 German Scholars Organization e.V.. 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.
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 German Scholars Organization e.V..