eLab - Electronic lab book

This supplementary declaration contains information on how, to what extent and for what purpose personal data is processed by Clausthal University of Technology when using the electronic lab notebook eLabFTW at https://elab.tu-clausthal.de/. The general data protection declaration that also applies to the websites of Clausthal University of Technology can be viewed at https://www.tu-clausthal.de/datenschutz/. There you will find information on connection data that is also transmitted by your end device as soon as you visit a web instance of Clausthal University of Technology.

Dr. Florian Strauß Leibnizstr. 2 38678 Clausthal-Zellerfeld Tel: (05323) 72-2276 elab@tu-clausthal.de

The legal basis depends on the respective purpose of use.

The basis for the processing of personal data of members of Clausthal University of Technology is basically § 17 para. 2 NHG. Insofar as personal data of employees of Clausthal University of Technology is processed, the legal basis is also Art. 88 GDPR in conjunction with Section 26 BDSG. § SECTION 26 BDSG.

Insofar as the processing of personal data is based on the voluntary consent of the data subject, Art. 6 para. 1 lit. a EU General Data Protection Regulation (GDPR) serves as the legal basis.

The electronic lab notebook is the digital evolution of a paper-based, analog lab notebook and is primarily used for the necessary documentation of experimental activities. The metadata of experiments carried out is logged and can be accessed by a defined group. Raw data is linked in the experiments, but not necessarily stored in the eLabFTW.

The electronic laboratory notebook at Clausthal University of Technology is an important tool for research data management in the field of experimental research, particularly in the natural sciences and engineering. It is basically used for planning, conducting and evaluating scientific experiments and documents the research process and results in equal measure. The primary purpose of data processing is to comply with good scientific practice by systematically recording specific research activities. Research projects can be created in order to develop and document them jointly in a working group. Individual research units can be created with dedicated lab notebook templates with the aim of maintaining uniformity of entries and ensuring that all metadata is recorded.

The websites https://elab.tu-clausthal.de/ are an internal, access-restricted area to which certain users are granted access after a registration process. It can be used by individuals, working groups or interdisciplinary teams. Experiments and database entries can be created, edited and shared.

Every employee and student at Clausthal University of Technology has the opportunity to obtain access to eLabFTW for work or student activities by submitting an informal e-mail request. The terms of use must be accepted. This gives him or her the application role "User" or, if a new team is created, "Admin". External users first need a guest account at the RZ, as the service is only accessible within the TU Clausthal network. It is possible to assign users to several teams or to change teams in consultation with the system administrators. For this purpose, informal contact is currently required.

The following categories of personal data are processed:

First name, surname, e-mail address, RZ ID, status (e.g. employee), institute affiliation if applicable, mention of research projects or affiliation to research groups or courses if applicable.

Users are responsible for the content they post. This applies to all university members with a TU account and to external project partners with guest access. In accordance with the terms of use, users are responsible for ensuring that legal regulations (e.g. data protection, copyright) and regulations based on the operating concept within the respective substructure of the electronic lab notebook are complied with. eLabFTW is an electronic lab notebook in blank page format, i.e. the system does not set any specifications for the format and structure of the structure when recording research projects. The administrators of the teams independently agree on further arrangements regarding the exact handling of the individual recording of experiments and research data with the team members.

The following categories of personal data are regularly processed:

First name, surname, e-mail address, RZ identifier, affiliation to research groups or courses, time and type of experiments carried out.

Only web-based users with a valid account have access to eLabFTW. Connection data is generated when the web instance is called up. The system automatically processes log file data (IP address, date, time and browser version at the time of access). The temporary storage of this data by the system is necessary for the login process in order to enable the delivery of requested documents to the user's computer. For this purpose, the user's IP address must remain stored for the duration of the session.

In principle, the responsible system administrators of the computer center and the university library have the possibility to access the contents of the users of other teams in eLabFTW. However, this only happens in support cases. Users are informed individually about the type of processing involved.

The use of eLabFTW is possible for an unlimited period of time, but the Clausthal University of Technology Computer Center reserves the right to discontinue the eLabFTW service. The computer center will inform users 6 months in advance if the service is discontinued. An exit scenario with data backup will be created at the same time. Users can terminate their work with eLabFTW at any time at their own request; in accordance with good scientific practice, experiment data will not be deleted automatically. Users can submit a justified request for data deletion at any time.

eLabFTW is an open source software with currently one instance. The underlying database driver is MySQL. The data remains on the servers of TU Clausthal. The system does not pass on data to third parties.

The recipients of the data are the members of the respective research groups at Clausthal University of Technology. The users of a project created in eLabFTW can independently view at any time which persons are assigned to the respective research project together with them and thus gain access to the stored data. These can also be external user groups, e.g. researchers from other scientific institutions or other partners.

The connection to eLabFTW is made using SSL encryption (https). Data encrypted via SSL cannot be read by third parties.

TU members are generally not obliged to use the electronic lab notebook; access is at the request of the person concerned.

The collection of data for the provision of the web pages of the electronic lab notebook and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, the user has no option to object. When using the platform, the mandatory information for the user account must be provided. Users of the lab notebook can delete their account independently.

If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights in particular vis-à-vis the controller:

You can request confirmation from the controller as to whether personal data concerning you is being processed by Clausthal University of Technology.

You have a right to rectification and/or completion vis-à-vis the controller if the processed personal data concerning you is incorrect or incomplete.

You may request the controller to delete the personal data concerning you immediately and the controller is obliged to delete this data immediately if the personal data concerning you is no longer necessary for the purposes for which it was collected or if 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.

Under certain circumstances, you may request the restriction of the processing of personal data concerning you, e.g. if you contest the accuracy of the personal data concerning you for a period enabling the controller to verify the accuracy of the personal data or if the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead.

If you have asserted the right to rectification, erasure or restriction of processing against the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort. You have the right vis-à-vis the controller to be informed about these recipients.

You have the right to receive the data that was processed on the basis of your consent.

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

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. Automated decision-making does not take place in the context of the use of eLabFTW.

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority if you consider that the processing of personal data relating to you infringes the GDPR.