Event Management Service Indico
Information in accordance with the information obligation under Art. 13 GDPR
This supplementary declaration contains information on how and to what extent and for what purpose personal data is processed in the context of the use of the Indico service (https://events.academiccloud.de) at Clausthal University of Technology. 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.
Further contact persons
The technical provision of the Indico event management service is carried out by the Gesellschaft für wissenschaftliche Datenverarbeitung mbH Göttingen (GWDG), Burckhardtweg 4, 37077 Göttingen. The contact at Clausthal University of Technology is the Clausthal University of Technology Computer Center. Technical inquiries can be directed to support@rz.tu-clausthal.de.
Legal basis for the processing of personal data
The legal basis depends on the respective purpose of use.
The basis for the processing of personal data is basically § 17 para. 1 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.
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.
Indico
Indico is an open source software for the management of events, conferences and workshops developed by a team of developers at CERN. It offers functions such as the submission of contributions, the management of registrations or program planning. This software is operated in the GWDG's IT infrastructure and is offered to universities in Lower Saxony for use as part of the AcademicCloud project. The open-source software provides a login screen that is used to manage users. The content data entered by the user is transmitted to the external provider. Clausthal University of Technology has concluded contracts with the provider for order processing in accordance with Art. 28 GDPR. Employees of Clausthal University of Technology can also view the content data entered by the user in the role of event organizer.
Purpose of the data processing
Indico is available to members of Clausthal University of Technology as an event management tool, e.g. for conferences after registration in the web instance. Personal data is used for the purpose of administrative user management.
In addition, content data entered by the user (e.g. conference participants) is processed; this can be the registration for participation in an event or uploaded contributions.
Type and scope of data processed:
The website (https://events.academiccloud.de) is an internal, access-restricted area to which TU members (employees) are granted access after a registration process in order to plan events or to register as participants.
The following data is retrieved from your home organization (identity provider):
- required:
- eduPersonPrincipalName
- sn
- givenName
- optional:
- eduPersonTargetedID
- eduPersonUniqueId
- eduPersonScopedAffiliation
Connection data is generated when the service is used. The temporary storage of log file data by the system is necessary for the registration 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.
Interaction between different users can take place within the indico platform. For example, e-mails can be sent to participants and materials relating to the contributions made by the lecturers can be exchanged.
Duration of data storage
The use of Indico is possible for TU members for an unlimited period of time, but the Computing Center reserves the right to discontinue the service. In the event that the service is discontinued, the Computing Center will inform TU members 3 months before the expiry date.
Users have the option of deleting their own data and uploaded files at any time. At the end of the event, the data will be deleted from Indico after 3 months. If a payment transaction is carried out as part of a chargeable event, the relevant retention periods under financial law must be observed.
The user account can be deleted upon request via support@rz.tu-clausthal.de.
Data recipients
Data recipients are identified as event organizers.
The connection to Indico is made using SSL encryption (https). Data encrypted via SSL cannot be read by third parties.
Transmission to third countries
There is no explicit transfer of data to third countries.
Rights of data subjects
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
Right of access pursuant to Art. 15 GDPR
You can request confirmation from the controller as to whether personal data concerning you is being processed by Clausthal University of Technology.
Right to rectification pursuant to Art. 16 GDPR
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.
Right to restriction of processing pursuant to Art. 18 GDPR
Under certain conditions, 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.
Right to data portability pursuant to Art. 20 GDPR
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.
TU Clausthal has no access to the chat histories. Users can only view and save chat histories independently.
Automated decision in individual cases including profiling in accordance with Art. 22 GDPR
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. LibreChat is not used for profiling in accordance with Art. 22 GDPR.
Right to lodge a complaint with a supervisory authority
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.