Storage of personal data

All personal data recorded via this page is treated strictly in accordance with the guidelines of the EU GDPR. Article 13 GDPR applies to the information obligation when collecting personal data from the data.

The aim and purpose of collecting the data is to improve, structure and organize the collaboration between the researchers involved. The data is used to send messages to participants of the platform, to display groups of participants within the platform and for the use of the collaboration software to exchange files, calendars and project management content.

If personal data (e.g. name, address or e-mail address, name of the clinic) is collected on the site, when creating a user account, it is always done on a voluntary basis. The data will not be passed on to third parties.

Other processed data include:

• name and email, institution with location and assignment to groups
• if applicable, profile pictures/pictures of the users
• complete communication between the participants on the platform
• file storage, calendar and project management
• possible video server; videos are stored in the area of the platform, which is protected by login. Public accessible videos require the unanimous consent of all parties involved for this publication.

The collection of the data is based on the principle of the consent of the data subject (GDPR Article 6 paragraph 1 letter a). You have the right to revoke your consent at any time without affecting the legality of the processing carried out on the basis of the consent up to the time of revocation.

Every person concerned has the right to have their data corrected in accordance with Article 16 GDPR, to have their data deleted or pseudonymized in accordance with Article 17 GDPR and to object in accordance with Article 21 GDPR. Each person has the right to restrict the processing of the data in accordance to Article 18 GDPR.

Every user has the right to lodge a complaint, if the person concerned is of the opinion, that the processing of personal data violates the regulation. The supervisory authority responsible for this can be contacted at the following address:

The state commissioner for data protection in North Rhine-Westphalia

Kavalleriestraße 2-4
40213 Düsseldorf

If a user makes use of the right to delete or lock the data, the user will be anonymized in all conversations. Uploaded data will be deleted. If documents are affected, because they have been edited together with other users, the user is anonymized here with his/her comments. Author rights remain with the user.

All data is stored on a server in Germany. A storage or transfer of stored data to servers/participants/organizations/companies abroad or in Germany is excluded from our side.

No services from external service providers are used. Access by external parties for technical support is also excluded.

The user can request information about data, blocking or deletion or pseudonymisation of data by writing an email to the following email address: datenschutz@orchestra-cohort.eu. Emails sent to this email address can only be read by members of the core orchestra team.

Files that were created in collaboration with other participants on the platform or that have been shared with groups of participants within the online platform for a purpose (e.g. filing files in a group folder) are blocked or deletion excepted.

The responsible data protection officer is:

Dominik Zier
Email: datenschutz@uk-koeln.de

The following data is stored to provide the offer and to quantitatively measure the number of hits:

• IP address (anonymized/shortened)
• website visited
• time at the time of access
• amount of data sent in bytes
• source/reference from which the user came to the page
• used browser, browser language and supported plugins
• operating system in use
• screen resolution
• device type and brand

The data mentioned are processed by us for the following purposes

• ensuring a smooth connection to the website
• ensuring a user-friendly and personalized use of our website
• evaluation of system security and system stability

Users can contact the operators of the website at any time using the contact form on the website. It is necessary to provide the first and last name and a valid email address. Providing further data is voluntary. The data processing for the purpose of contact is in accordance with Article 6 Paragraph 1 page 1 Letter a GDPR based on the voluntarily given consent.

For every recording of video conferences or similar, the agreement of the individual participants is asked before the recording. All those involved must agree to a recording, otherwise, the recording will not take place. Recordings of conferences, training courses and presentations are stored on the website in the protected area (only with a valid login).

Cookies are used for the protected area on the website. Information is stored for the use of the components of the forum/ social network. Knowledge of the exact identity of the user through the usage of cookies is excluded. Cookies can be deleted in the browser settings.

For the website, the open source software Matomo is used to analyze and statistically evaluate the use of the website in accordance with Article 6 Paragraph 1 Letter f GDPR used. For this purpose, cookies transmit information about website usage to the server. Only pseudonymous usage profiles are created. The information will not be passed on to third parties. IP addresses are only recorded anonymously and abbreviated so that the assignment to the user/participant is not possible (IP masking). The current visit to the website is recorded by Matomo web analysis. By activating the “Do Not Track” function in your browser, you can prevent data collection by cookies. You can usually find this function under „Settings -> Data protection“.

If unlawful access to the data on our server is detected, this will be reported immediately to privacy@orchestra-cohort.eu. The registered users will be informed about the external access.

Accounts and the associated personal data are inactivated after more than 3 years of inactive use and deleted after more than 5 years. All data will be stored for 10 years after the end of the Orchestra project and will then be destroyed.