TUChat

This supplementary declaration contains information on how, to what extent and for what purpose personal data is processed when using the instant messenger TUChat 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 TUChat is carried out by 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.

TU Chat is the configured version of the RocketChat communication service for TU members. It is an open source software. The data remains on the TU Clausthal servers. The chat is organized in channels on which user groups can exchange information in real time.

Purpose of data processing

The instant messenger allows communication in real time. Users can exchange messages, links, documents or images. Personal data is processed for the purpose of administrative user management, for establishing contact and interaction between users and for providing personalized services, for carrying out studies as students or activities as employees at Clausthal University of Technology.

Users can create channels as private rooms (only for a fixed group of participants defined by the creator). This serves to facilitate the rapid exchange of knowledge between all participants, as, in contrast to telephone or e-mail, for example, all information is transmitted directly to all chat participants in a channel. It is also possible to exchange direct messages between individuals.

Live chat is also integrated into the chat service. On certain websites, e.g. the computer center or the university library, visitors can make unannounced support requests via this separate channel. This results in direct messages between a corresponding employee and the anonymous enquirer.

Public channels (for all registered TU members) can be entered and exited independently and fulfill the purpose of a public forum.

To differentiate between individual users, they are listed by name. Self-created channels can be named individually.

Type and scope of data processed:

The website https://chat.rz.tu-clausthal.de/ is an internal, access-restricted area, to which TU members (students and employees) are granted access after a registration process.

The system only includes those users who have logged in to the system at least once independently. The login is done with the RZ account. The RZ abbreviation and the corresponding RZ password are processed for this purpose. Users can set up e-mail notifications of incoming chat messages; the TU e-mail address is stored in the profile for this purpose.

Connection data is generated when the service is used. The temporary storage of log file 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 TUChat, users are displayed to other users with their RZ abbreviation and a name. In the profile settings, the first name and surname can be changed independently and replaced by an alias, and a profile picture can also be set. Users can also specify whether they are displayed as online (actively connected).

In addition, content that is communicated by users themselves is processed.

Duration of data storage

The use of TUChat is possible for TU members for an unlimited period of time, but the Computing Center reserves the right to discontinue the TUChat service. In the event that the service is discontinued, the Computer Center will inform TU members 6 months before the expiry date.

Communication content is automatically deleted channel by channel after one year. Users can adjust the retention periods of private channels they have created themselves. Individual messages and other self-created content can be deleted independently.

The user account can be deleted upon request via service@rz.tu-clausthal.de.

Data recipient

Users can find potential communication partners using a search function.

Each user can call up a list of the participants in a channel and thus view the recipients of their messages. It cannot be ruled out that other users of a channel may disseminate the content unnoticed. The chat system is operated and administered on TU Clausthal servers. Data is not passed on to third parties.

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

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 to information 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 in accordance with 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.

Automated decision-making 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.

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.