The Joachim Herz Foundation (hereinafter “JHS”) is pleased to welcome you to these websites. Personal data is collected on these websites only to the extent technically necessary. Below, we provide information about the collection of personal data when you use our website. Personal data includes any data that can be linked to you personally, such as your name, address, email addresses, and user behavior. We have implemented comprehensive technical and operational safeguards to protect your data from accidental or intentional manipulation, loss, destruction, or access by unauthorized persons. Our security procedures are regularly reviewed and adapted to technological advancements. 

This Privacy Policy applies to the JHS website at www.joachim-herz-stiftung.de. The other JHS websites have separate privacy policies.

1. Data Controller

The data controller pursuant to Article 4(7) of the EU General Data Protection Regulation (GDPR) is:

Joachim Herz Foundation
Langenhorner Chaussee 384
22419 Hamburg
T. +49 40 533295-0
info(at)joachim-herz-stiftung(dot)de

2. Contact Information for the Data Protection Officer

You can contact our Data Protection Officer at datenschutz(at)joachim-herz-stiftung(dot)de or at our mailing address with the note “Data Protection Officer.”

3. Your Rights

You have the following rights with respect to the personal data we hold about you:

3.1 General Rights

You have the right to access, rectification, erasure, restriction of processing, objection to processing, and data portability. To the extent that processing is based on your consent, you have the right to withdraw that consent with future effect.

3.2 Rights Regarding Data Processing Based on Legitimate Interests

Pursuant to Article 21(1) of the GDPR, you have the right, for reasons arising from your particular situation, to object at any time to the processing of personal data concerning you that is carried out on the basis of Article 6(1)(e) of the GDPR (data processing in the public interest) or Article 6(1)(f) of the GDPR (data processing to safeguard a legitimate interest); this also applies to profiling based on these provisions. If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing is necessary for the establishment, exercise, or defense of legal claims.

3.3 Rights Regarding Direct Marketing

If we process your personal data for the purpose of direct marketing, you have the right, pursuant to Art. 21(2) of the GDPR, to object at any time to the processing of your personal data for the purposes of such marketing; this also applies to profiling to the extent that it is related to such direct marketing.
If you object to processing for the purposes of direct marketing, we will no longer process your personal data for these purposes.

3.4 Right to Lodge a Complaint with a Supervisory Authority

You also have the right to lodge a complaint with a competent data protection supervisory authority regarding our processing of your personal data.

4. Collection of Personal Data When Visiting Our Website

When you use our website for informational purposes only—that is, if you do not register or otherwise actively provide us with information—we collect only the personal data that your browser automatically transmits to our server. This data is technically necessary to display the website to you, to ensure its stability and security, and to analyze any errors or security incidents. Processing is based on Article 6(1)(f) of the GDPR, as we have a legitimate interest in providing our website in a secure and functional manner.

Specifically, the following data is processed: IP address, date and time of the request, time zone difference from Greenwich Mean Time (GMT), content of the request (specific page), access status/HTTP status code, amount of data transferred in each case, website from which the request originates, browser, operating system and its user interface, language, and version of the browser software.

This data is stored for a period of 30 days and is then automatically deleted or anonymized, unless there are legal retention requirements or longer storage is necessary to investigate cases of misuse.

5. Contact via Email or Contact Form

When you contact us via email or through a contact form—for example, in connection with funding inquiries—we store the data you provide (your email address, and, if applicable, your name and phone number) in order to answer your questions. To the extent that we request information via our contact form that is not necessary for establishing contact, we have always marked such fields as optional. This information helps us clarify your inquiry and better address your request. The provision of this information is expressly voluntary and subject to your consent, in accordance with Article 6(1)(a) of the GDPR. If this information relates to communication channels (such as an email address or phone number), you also consent to us contacting you via that communication channel, if necessary, to address your inquiry. You may, of course, revoke this consent at any time with future effect. To do so, please contact: datenschutz(at)joachim-herz-stiftung(dot)de.

We will delete the data collected in this context once storage is no longer necessary, or restrict its processing if statutory retention obligations apply.

6. PlayEconomy

Users interested in the simulation game offered by the PlayEconomy project can register online as course/game leaders and thereby gain access to a password-protected area containing various information, license applications, and teaching materials (e.g., software, presentations, worksheets, manuals, etc.) available for download. If you (course/game leader) decide to register with the PlayEconomy project, your personal data (first name, last name, mailing address, name of institution/school), which you use to log in to the protected area of PlayEconomy via the corresponding form, will be stored on our servers to verify the necessary registration requirements, to provide you with access to the protected area and the materials available to you individually, and to ensure communication between you and the JHS. For communication purposes, the personal data will also be made available to the regional coordinators, provided they handle communication on behalf of the JHS.
The personal data listed here is visible to all registered users. This is intended to facilitate a personal, and above all regional, exchange of experiences regarding the use of the simulation games among registered users. The legal basis for data processing is your consent, Article 6(1)(a) of the GDPR.

The user may request the deletion of their registration at any time. In this case, the JHS will delete all personal data without delay. In addition, in connection with accessing the PlayEconomy server via our login area, other personal data that allows for the identification of the user (e.g., IP address, date, time of access, etc.) is temporarily stored on the servers we use for data security purposes. The data mentioned here is not analyzed, except for statistical purposes and in anonymized form.

Please also note the Terms of Use for the protected area of PlayEconomy.

7. Newsletter

With your consent pursuant to Article 6(1)(a) of the GDPR, you can subscribe to our newsletter, through which we inform you about our current offers. We use the so-called double opt-in procedure for subscribing to our newsletter. This means that after you sign up, we will send an email to the email address you provided, asking you to confirm that you wish to receive the newsletter. If you do not confirm your registration within 24 hours, your information will be blocked and automatically deleted after one month.

In addition, we store your IP addresses and the times of your registration and confirmation. The purpose of this procedure is to verify your registration and, if necessary, to investigate any potential misuse of your personal data. The only mandatory information required to receive the newsletter is your email address. After your confirmation, we store your email address for the purpose of sending you the newsletter. The legal basis is Article 6(1)(a) of the GDPR. We store your email address until you unsubscribe from the newsletter. You may revoke your consent to receive the newsletter at any time and unsubscribe from it. You can revoke your consent by clicking the link provided in every newsletter email, by sending an email to Kommunikation(at)joachim-herz-stiftung(dot)de, or by sending a message to the contact information listed in the legal notice.

8. Registration

You have the option to register with us and create an account. For registration, we collect and store the following data from you:

• Title
• Middle name
• Last name
• Email address
• Password

Once you have registered, you will receive personal, password-protected access and will be able to view and manage the data you have provided. Registration is voluntary but may be required to use our services. When you use our portal, we store your data until you permanently delete your account. The legal basis is Article 6(1)(a) of the GDPR.

9. Events

We offer you the opportunity to register for events via corresponding forms at various locations on our website. In addition, we may process your personal data, for example, in the form of participant lists for in-person events. For this purpose, we generally collect your name and contact information, as well as any additional personal data required for the administration of the respective event (see the corresponding registration forms). The legal basis for the associated processing of your personal data is Article 6(1)(b) of the GDPR, as well as Article 6(1)(a) of the GDPR, to the extent that you provide us with information beyond the data marked as required fields. We will delete the data collected in this context once storage is no longer necessary; we will restrict processing if statutory retention obligations apply; or we will delete it if you withdraw your consent.

In addition, we use the LimeSurvey service (LimeSurvey GmbH, Papenreye 63, 22453 Hamburg) for surveys and registrations in connection with our events. We have entered into a data processing agreement with our service provider in accordance with Article 28 of the GDPR to ensure the security and lawfulness of the processing. In this context, we process only the data from you that is necessary for registration or the survey. The legal basis is your explicit consent pursuant to Article 6(1)(a) of the GDPR, which you may revoke at any time with future effect. Your data will be deleted once the purpose has been fulfilled.

10. Applications for Open Positions

You may apply for a position with us electronically, specifically via email. We will, of course, use your information exclusively to process your application and will not share it with third parties. Please note that emails sent without encryption are not transmitted with access protection. If you have applied for a specific position that has already been filled, or if we consider you equally or even more suitable for another position, we would like to forward your application within the company. Please let us know if you do not consent to such forwarding.

Your personal data will be deleted immediately upon completion of the application process, or after a maximum of 6 months, unless you have expressly given us your consent to store your data for a longer period or a contract has been concluded. The legal basis is Art. 6(1)(a), (b), and (f) of the GDPR and § 26 of the BDSG.

11. Processing of Personal Data in Connection with Funding Programs

As part of the application process for our funding programs, we process applicants’ personal data (e.g., name, contact information, details regarding educational or academic background, letters of motivation, letters of recommendation, declarations of consent, and, where applicable, information on special life circumstances such as caregiving responsibilities or disabilities) in order to conduct the selection process, make a funding decision, and—in the event of funding—implement the respective program.

The processing is based on:

• Art. 6(1), sentence 1, lit. b GDPR (implementation of pre-contractual measures or the initiation and implementation of a funding relationship),
• Art. 6(1), sentence 1, lit. a GDPR, to the extent that the processing is based on voluntarily provided information or separate consent (e.g., for disclosure to third parties or the publication of portrait photos) is required,
• where applicable, Art. 6(1), sentence 1, subparagraph f of the GDPR (legitimate interest, e.g., to ensure a fair selection process or to prevent multiple applications)
• Article 9(2)(a) of the GDPR, to the extent that special categories of personal data (e.g., health data) are processed.

In addition, we also process personal data of individuals who write letters of recommendation or provide consent forms as part of the application process (e.g., teachers, instructors, school administrators). This processing is based on Art. 6(1), sentence 1, subparagraph f of the GDPR. Our legitimate interest lies in the proper conduct and documentation of the selection process, as well as in communication with training and educational institutions.

Personal data is disclosed only to employees responsible for the program, to jury members or selection committees, and—where necessary—to the Foundation’s cooperation partners (e.g., exchange organizations, partner universities, or specialized institutions in Germany and abroad).

Photographs and video recordings may be taken during events and used for the Foundation’s documentation and public relations purposes (e.g., website, annual report, brochures). Processing generally takes place on the basis of a legitimate interest pursuant to Art. 6(1), sentence 1, letter f of the GDPR, provided that no legitimate interests of the data subject conflict with this. Portrait photographs will only be used with separate consent. You have the right at any time to object to such use with future effect for reasons arising from your particular situation (Article 21 of the GDPR).

Even beyond the active funding period, we would like to stay in touch with our former scholarship recipients to promote professional exchange, maintain our network, and inform you about relevant events, publications, or continuing education opportunities offered by the Foundation.

To this end, we process certain contact data (e.g., name, email address) even after the funding relationship has ended. The legal basis for this is Article 6(1)(f) of the GDPR. Our legitimate interest lies in maintaining long-term networks and fostering exchange between the Foundation and former grant recipients. You may object to this processing at any time with effect for the future (Article 21 of the GDPR).

Your data will generally be stored only for as long as is necessary to conduct the selection process and, if applicable, the grant program. In the event of rejection, applicants’ data will generally be deleted no later than six months after the conclusion of the selection process, provided that no legal retention obligations or legitimate interests preclude this.

12. Processing in Connection with Nominations for the Joachim Herz Prize

As part of the nomination process for the Joachim Herz Prize, we process personal data of both the nominator and the nominee. Nominators provide their first and last names, academic degree, email address, position, the name of their institution, their address (street, house number, ZIP code, city), and, optionally, a second email address in the nomination portal. After submitting the nomination, they receive a link via email to forward to the nominee.

The nominee can confirm the nomination in the application portal by providing their own first and last names, academic degree, institution (university or research institution, institute, department), and the type of nomination (as an individual or on behalf of one or more research groups). 

It is also possible to apply directly for the Joachim Herz Prize, in which case the personal data listed above will also be collected.

The data is processed for the purpose of conducting the nomination and application process. The data of the nominators is processed on the basis of Art. 6(1)(f) GDPR (legitimate interest), as proper handling of the process is not possible without this information. The processing of nominees’ data is based on Article 6(1)(a) of the GDPR (consent), as they themselves decide whether to accept the nomination and submit their complete application data.

The data collected is used exclusively for processing the nomination and application and is not disclosed to third parties, unless this is necessary for conducting the application process or required by law. The data is stored only for the period necessary for the nomination and application process. Once the process is complete and any statutory retention obligations have expired, the data will be deleted or anonymized.

Participation in the nomination process is voluntary. Nominees are free to decline the nomination. Consent given for data processing may be revoked at any time with future effect. 

13. Contests

If you participate in sweepstakes, we collect data necessary to conduct the sweepstakes. This typically includes an individual sweepstakes entry (e.g., a comment or an answer to a question), as well as your name and contact information. We may share your data with our contest partners, for example, to send you your prize. Data processing and data sharing may vary depending on the contest and are therefore specifically described in the respective terms and conditions. Participation in the sweepstakes and the associated data collection is, of course, voluntary. The legal basis for data processing is Art. 6(1)(b) of the GDPR. Your data will be deleted after the sweepstakes ends or after legal retention periods have been met.

14. Fellows on uMap

As part of our fellowship program, we use the uMap software (provided by Fossgis e.V., Bundesallee 23, 10717 Berlin). This application is designed to enable current and former Fellows to gain a global overview of where other Fellows are located or have been located. The uMap application is designed to be extremely data-friendly, utilizing the open-source solution from OpenStreetMap (https://openstreetmap.org). Only server log files (browser type, browser version, operating system used, referrer URL, hostname, and time of the server request) and the IP address are processed. Fellows are free to decide whether to participate in this service and place their pins on the map independently.

The legal basis for the processing is the legitimate interest pursuant to Art. 6(1)(f) of the GDPR. The purposes of the processing are to facilitate networking opportunities for the Fellows. The data will be deleted as soon as it is no longer necessary to achieve the purpose.

15. Use of Cookies

When you use our website, cookies are stored on your computer. Cookies are small text files that are stored on your hard drive and associated with the browser you are using, and through which certain information is transmitted to the entity that sets the cookie. Cookies cannot execute programs or transmit viruses to your computer. They serve to make the website more user-friendly and effective overall. We also use cookies to identify you on subsequent visits if you have an account with us. Otherwise, you would have to log in again for each visit.
This website uses the following types of cookies, the scope and functionality of which are explained below:

15.1 Transient Cookies

These cookies are automatically deleted when you close your browser. This includes, in particular, session cookies. These store a so-called session ID, which allows various requests from your browser to be assigned to the same session. This enables your computer to be recognized when you return to our website. Session cookies are deleted when you log out or close your browser.

15.2 Persistent Cookies

These cookies are automatically deleted after a specified period, which may vary depending on the cookie. You can delete the cookies at any time in your browser’s security settings.

15.3 Blocking Cookies

You can configure your browser settings according to your preferences and, for example, refuse to accept third-party cookies or all cookies. Please note that you may then be unable to use all features of this website.

15.4 Legal Bases and Retention Periods

The legal bases for the processing of personal data and their retention periods vary and are outlined in the following sections.

16. Website Analytics

For the purpose of analyzing and optimizing our websites, we use various services, which are described below. This allows us, for example, to analyze how many users visit our site, which information is most in demand, or how users find our website. Among other things, we collect data on which website a data subject came from (known as the “referrer”), which subpages of the website were accessed, and how often and for how long a subpage was viewed. This helps us design and improve our offerings to make them more user-friendly. The data collected in this process is not used to personally identify individual users. We collect anonymous or, at most, pseudonymous data. The legal basis for this is Article 6(1)(f) of the GDPR.

16.1 Matomo (formerly Piwik)

This website uses the web analytics service Matomo (formerly Piwik) to analyze the use of our website, assess the effectiveness of our campaigns, and make regular improvements. The statistics obtained enable us to improve our offerings and make them more interesting for you as a user. The legal basis for the use of Matomo is Article 6(1)(f) of the GDPR. Cookies are stored on your computer for this analysis. You can opt out of this analysis by deleting existing cookies and preventing the storage of cookies. Please note that if you prevent the storage of cookies, you may not be able to use this website to its full extent. You can prevent the storage of cookies by adjusting the settings in your browser.