Privacy Policy

Fraunhofer Institute for Applied Optics and Precision Engineering IOF

 

When using this website, your personal data will be processed by us as the data controller and stored for as long as is necessary for the fulfilment of the purposes specified and statutory requirements. Below, we will provide information about which data this involves, how it will be processed and to which rights you are entitled to in this regard.

Personal data, as defined by Article 4(1) General Data Protection Regulation (GDPR) includes any information relating to an identified or identifiable natural person.

 

1. Name and contact data of the data controller and of the corporate Data Protection Officer

This data protection information is applicable to data processing on the www.photonicsdays.de website by the controller:

Fraunhofer-Gesellschaft
zur Förderung der angewandten Forschung e.V.
Hansastraße 27 c
80686 Munich, Germany

 

for the Fraunhofer Institute for Applied Optics and Precision Engineering IOF
(hereinafter referred to as “Fraunhofer”)

 

E-Mail: datenschutz@iof.fraunhofer.de
Telephone: +49 3641 807 100
Fax: +49 3641 807 600

 

The Data Protection Officer at Fraunhofer-Gesellschaft may be reached at the above-mentioned address, attention of Data Protection Officer or at datenschutz@zv.fraunhofer.de.

In case you have any questions about data protection law or your rights as the data subject, you may directly contact our Data Protection Officer.

 

2. Processing personal data and purposes of processing

 

a) When visiting the website

You may access the website www.photonicsdays.de without having to disclose any details of your identity. What the browser on your terminal device does automatically is only to send information to the server of our website (e.g. browser type and version, date and time of access) so as to allow a connection with the website. This also includes the IP address of your requesting terminal device. It is temporarily stored in a so-called log file and automatically deleted after 4 days:

The IP address is processed for technical and administrative purposes regarding connection set-up and stability, to guarantee the security and functioning of our website and to be able to track any illegal attacks on the website, if required.

The legal basis for processing the IP address is the first sentence of point (f) of Article 6(1) GDPR. Our legitimate interest ensues from said security interest and the necessity of the unobstructed availability of our website.

We cannot draw any direct conclusions about your identity from processing the IP address and other information in the log file. Moreover, we use cookies and analytics services when you visit our website. For more information on this, please refer to clauses 4 and 5 of this Data Protection Information.

 

b) When registering for events

We offer a variety of events through our website on a regular basis, for which you may register online. When registering for an event, you need to enter the following mandatory data. These include:

  • First name and surname
  • Facility
  • Email address

Any other mandatory data are marked as such (e.g. with *). Besides, other data may often be entered voluntarily.

The mandatory data are processed in order to identify the interested persons as participants of the event, to perform the participation contract, and to provide the participants with information pertaining to the event before, during and after the event. The voluntary data allows us to plan and execute the event based on interest and age criteria.

Data processing takes place at the request of the interested participants and is necessary pursuant to the first sentence of point (b) of Article 6 (1) GDPR for the purposes mentioned for the performance of the participation contract and in order to take steps prior to entering into it.

We store the data we collect in the context of event registrations for 6 months unless you have consented to a longer storage period under Art. 6 (1) lit. a GDPR.

For the registration of our events through our web forms, we work in collaboration with the service provider Mailingwork GmbH, Birkenweg 7, 09569 Oederan (“Mailingwork”). The purpose of the collaboration is to professionally manage online registrations. For this purpose, the entered data is stored on the servers of Mailingwork in Germany.

We have concluded an order processing agreement with Mailingwork. By this agreement, Mailingwork assures that it will process the data on our account in accordance with the General Data Protection Regulation and guarantees the protection of rights of the data subjects.

 

c) When using the contact form for tenders

For queries regarding our tenders, we offer you the option of contacting us directly by means of a contact form provided on the website. The following data are necessary as mandatory data:

  • Name
  • Email address
  • Your query

We require your data to determine that the query has come from a company and to be able to answer and process it. Additionally you may provide your address, fax number and homepage and upload files, if required. The data is processed exclusively for processing your query and is not taken into account for any future award procedure.

The processing of data takes place upon your request and is within the framework of answering a contact request supported by our legitimate interest pursuant to the first sentence of point (f) of Article 6(1) GDPR.

The personal data collected by us when you use the contact form will be deleted after completion of your query.

 

d) Image, sounds and video recordings during Photonics Days Jena

Photos and videos may be taken to document an event in pictures. Since you may be identified in these images, either directly or indirectly, they represent personal data.

The images may be used for news reporting directly associated with the event as well as for internal reporting at Fraunhofer and the Max Planck School of Photonics.

Furthermore, the images may be published for the purpose of post-event reporting on Fraunhofer IOF media platforms (such as Facebook, Instagram, or our websites). This processing is required in particular to document and promote our event.

The legal basis for data processing is Art. 6 (1) lit. f GDPR. The purposes mentioned are legitimate interests within the meaning of the aforementioned provision.

If you do not wish to be recorded, please advise the person taking a recording of you.

 

3. Transfer of personal data to third parties

Except for the aforementioned cases (registration for events), we forward your personal data to third parties only if:

  • you have given your express consent pursuant to the first sentence of point (a) of Article 6(1) GDPR,
  • it is necessary for the performance of a contract with you pursuant to the first sentence of point (b) of Article 6(1) GDPR,
  • A statutory obligation exists for transferring pursuant to the first sentence of point (c) of Article 6(1) GDPR.

Especially if you have registered for an event, it may be necessary within the scope of performance of the contract that your personal data needs to be transferred to an external organiser. In connection with an event registration, you will be informed about who the organiser is and whether it is an external organiser. This organiser will process personal data within the scope of the event and especially for the management of participants.

Sending personal data to a third country (outside the EU) or an international organisation is excluded.

 

4. Cookies

This website uses cookies. Cookies are small files that your browser automatically generates and stores on your device (laptop, tablet, smartphone, etc.) when you visit our site. Cookies do not harm your device nor do they contain viruses, Trojans or other malware.

Cookies store information associated with the specific device used. That does not mean that we can directly identify you.

The processing of personal data in the context of technically necessary cookies is based on our legitimate interest in providing our web services that you have expressly requested (Art. 6 (1) clause 1 lit. f GDPR, if applicable in conjunction with Art. 95 GDPR, Art. 5 (3) of Directive 2002/58/EC). For example, we use so-called session cookies to allow session controls or to store data entries in forms during the session.

Session cookies are deleted no later than when you close your browser.

5. Web analysis through Leadlab

On our website we use the Leadlab service by Wiredminds GmbH and its tracking pixel technology to analyse user behaviour and optimise our site based on it. The service particularly allows us to identify which companies have visited our site. In doing so we do not obtain any information that may identify you directly.

The use of Leadlab involves tracking pixels that allow statistical analysis of the use of this website based on your visits. Wiredminds uses a pseudonym to process the information in a usage profile for the purpose of analysis. The data are anonymized to the extent possible.

Without your specific permission, we neither use the data collected to identify you personally nor will we combine the data with personal data pertaining to the pseudonym associated with you.

If IP addresses are collected, they are immediately anonymised after collection by deleting the last number block.

For more information about data protection at Wiredminds, please visit their website: https://www.wiredminds.de/en/data-protection/

We process statistical data based on our legitimate interest pursuant to Article 6 (1) lit. f GDPR for the purpose of optimizing our online offering and our web presence. Wiredminds processes the data on our behalf based on a data processing agreement between us and Wiredminds. This agreement ensures that the data processing on our behalf is compliant with the General Data Protection Regulation and guarantees the protection of the data subjects’ rights.

6. Rights of the data subject

You have the right:

pursuant to Article 7(3) GDPR, to withdraw the consent given to us at any time. This means that in future we may no longer continue to process the data as based on this consent;

pursuant to Article 15 GDPR, to obtain information about your personal data processed by us. More particularly, you may obtain information about the purpose of processing, the category of the personal data, the categories of recipients, to whom your data has been or is disclosed to, the storage period planned, the existence of a right to request from the controller rectification , erasure, restriction of processing or objection, the existence of a right to lodge a complaint, the source of your data if it has not been collected by us, as well as about the existence of automated decision-making including profiling and, if applicable, significant information about its details;

pursuant to Article 16 GDPR, to obtain the rectification of inaccurate personal data without undue delay or the completion of your personal data stored with us;

pursuant to Article 17 GDPR, to obtain the erasure of your personal data stored with us unless processing is necessary to exercise the right to freedom of expression and information, for compliance with a legal obligation , for reasons of public interest, or to establish, exercise or defend legal claims;

pursuant to Article 18 GDPR, to obtain the restriction of the processing of your personal data if you contest the accuracy of the data, the processing is unlawful but you deny its erasure and we no longer need the data while you still require it for establishing, exercising or defending legal claims or if you have objected to processing pursuant to Article 21 GDPR;

pursuant to Article 20 GDPR, to receive your personal data that you have provided to us, in a structured, commonly used and machine-readable format or to obtain the transmission to another data controller and

pursuant to Article 77 GDPR, to lodge a complaint with a supervisory authority. For this, you may normally contact the supervisory authority of your habitual residence or workplace or our company headquarters.

 

7. Information on your right to object pursuant to Article 21 GDPR

You have the right to object, on grounds relating from your particular situation, at any time to processing of your personal data, which is based on point (e) of Article 6(1) GDPR (data processing for the performance of a task carried out in the public interest) and on point (f) of Article 6(1) GDPR (data processing for the purposes of the legitimate interests); this is also applicable to profiling pursuant to Article 4(4) GDPR based on this regulation.

If you file an objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or unless processing serves the establishment, exercise or defence of legal claims. If your objection is directed against the processing of data for the purpose of direct marketing, we will stop the processing immediately. In this case, citing a special situation is not necessary. This is also applicable to profiling, insofar as it is related to such direct marketing.

If you wish to make use of your right to object, please send an email to datenschutz@zv.fraunhofer.de.

 

8. Data security

All your personal data is transferred in an encoded manner using the widely used and secure TLS (Transport Layer Security) encryption standard. TLS is a secure and proven standard that is also used for online banking, for instance. You will recognise a secure TLS connection by the additional s after http (i.e., https://..) in the address bar of your browser or from the lock icon in the lower part of your browser, among other things.

Besides, we use suitable technical and organisational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction or against unauthorised access by third parties. Our security measures are continuously being improved as the technology advances.

 

9. Timeliness and Amendments to this Data Protection Information

This data protection information as amended in January 2022 is currently applicable.

The further development of our website and the products and services offered or changed due to statutory or regulatory requirements, respectively, may make it necessary to amend this data protection information. You may access and print out the latest data protection information at any time from our website.

 

10. Severability clause

Should individual provisions of this privacy policy be or become invalid or unenforceable in whole or in part, this shall not affect the validity of the remaining provisions. The same applies in the event of gaps.