Privacy Policy - ventus

ZIF is pleased that you are interested in our website. The protection of your personal data is an important concern for the company. ZIF observes the legal regulations on data protection and data security.

In particular, ZIF is subject to the provisions of the General Data Protection Regulation (GDPR), the Federal Data Protection Act in the version applicable since May 25, 2018 (BDSG) and the Telemedia Act (TMG). According to this, ZIF is in particular entitled to collect and use personal data to the extent necessary to enable you to use our website at https://ventus-zif.org/ including all the services and functions contained therein.

Below you will find information about what personal data we collect when you use our website and the services and functions it contains and how we use them for what purposes.

1. Name and address of the data controller

The data controller as defined in the General Data Protection Regulation and other national data protection legislation of Member States as well as other data protection regulations is:

Zentrum für Internationale Friedenseinsätze (ZIF) gGmbH
Ludwigkirchplatz 3-4
10719 Berlin
Tel: +49 30 52 00 56 5 0
Fax: +49 30 52 00 56 590
Email: zif@zif-berlin.org
Internet: www.zif-berlin.org

2. Name and address of the data protection officer

The data protection officer of the data controller is:

Johannes Schwiegk
datenzeit GmbH
Friedrich-Engels-Allee 200
42285 Wuppertal
Tel.: +49 202 94 79 49 40
Email: datenschutz@datenzeit.de
Internet: www.datenzeit.de

1. The extent to which we process your personal data

ZIF only processes personal data of users to the extent that this is necessary to provide a functional website and the content and services. The processing of personal data of users takes place regularly only with the consent of the respective user. An exception applies in those cases where circumstances prevent us from obtaining your prior consent and the processing of your data is permitted by law.

2. Legal basis for processing personal data

Insofar as ZIF obtains the consent of the data subject for the processing of personal data, Article  6 para. 1 lit. a of the EU General Data Protection Regulation (GDPR) serves as the legal basis.

Article 6  para. 1 lit. b GDPR serves as the legal basis for the processing of personal data required to fulfill a contract to which the data subject is a party. This also applies to any processing that may be necessary in the process leading to the establishment of a contractual relationship.

Insofar as processing of personal data is necessary to fulfill a legal obligation to which the company is subject, Article 6  para. 1 lit. c GDPR serves as the legal basis.

In the event that the data subject’s vital interest or that of another natural person requires the processing of personal data, Article 6 para. 1 lit. d GDPR serves as the legal basis.

If processing is necessary to safeguard a legitimate interest of ZIF or a third party and if the interests, fundamental rights and fundamental freedoms of the data subject do not outweigh the first-mentioned interest, Article  6 para. 1 lit. f GDPR serves as the legal basis for processing.

3. Data deletion and storage duration

Your personal data will be deleted or blocked as soon as the purpose for its storage no longer applies. Storage can also take place if this has been provided for by the European or national legislator in EU regulations, laws or other regulations to which the data controller is subject. The data will also be blocked or deleted if a storage period prescribed by the standards mentioned expires, unless there is a need for further storage of the data for the conclusion or fulfillment of a contract.

1. Description and scope of data processing

Each time the ZIF website is accessed, the system automatically collects data and information from the computer system of the accessing computer.

The following data are collected:

• IP address
• Date and time of request
• Time zone difference from Greenwich Mean Time (GMT)
• Content of the request (specific page)
• Access status/HTTP status code
• The amount of data transmitted
• Website from which the request comes
• Browser
• Operating system and user interface
• Language and version of the browser software

These data cannot be assigned to specific persons. We do not make any attempt to match these data with data received from other sources.

The legal basis for the temporary storage of these data is Article 6 para. 1 lit. f GDPR.

2. Purpose of data processing

The temporary storage of the IP address by the system is necessary to enable delivery of the website to the user’s computer. For this purpose, the IP address of the user must be stored for the duration of the session. The storage also takes place to ensure the functionality of the website. The data are also used by ZIF to optimize the website and to ensure the security of internal information technology systems. An evaluation of the data for marketing purposes does not take place in this context.

Our legitimate interest in data processing in accordance with Article 6 par. 1 lit. f GDPR also is included in these purposes.

3. Duration of storage

The data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected. In the case the data were collected in order to provide the website, they will be deleted once your session on our site ends. In addition, the data will be deleted after seven days at the latest. Storage beyond this is possible. In this case, the IP addresses of the users are deleted or alienated so that it is no longer possible to assign the client accessing.

4. Possibility of objection and removal

Collection of data required to make the website available and storage of the data in log files is essential for the operation of the website. Consequently, there is no possibility of objection on the part of the user.

a) Description and scope of data processing

In addition to the aforementioned data, cookies are stored on the user’s computer when the ZIF website is used. Cookies are small text files that are stored on the user’s hard drive: in the browser used by him/her and through which certain information flows to ZIF. Cookies cannot run programs or transmit viruses to the user’s computer. They serve to make the internet offer more user-friendly and effective overall. This website uses the following types of cookies, the scope and functionality of which are explained below:

ventus Cookie & Cookie groups

Essential

Essential cookies enable basic functions and are required for the website to function properly.

Cookie              Manufacturer         Validity           Description
sysckcs             Heroes GmbH      Session                Session
LBSESSIONID  Heroes GmbH      Session                Session
JSESSIONID     Heroes GmbH      Session                Session

The session cookies shown above are transient cookies that are automatically deleted when the user closes the browser. These store a so-called session ID, with which various requests from the browser can be assigned to the joint session. This allows the computer to be recognized when the user returns to the website. The session cookies are deleted as soon as the user logs out or closes the browser.

Persistent cookies, on the other hand, are automatically deleted after a specified period of time, which can vary depending on the cookie. You can configure these persistent cookies according to your own preferences via the cookie banner, which is displayed the first time you visit the website as well as when you visit the website after automatically or manually deleting the cookies, and which also refers to this privacy policy. The user can, for example, refuse to accept third-party cookies. ZIF points out that in such cases the user may not be able to use all the functions of this website. You can also set your preferences later using the “Cookie Policy” button, which can be found in the footer of the https://ventus-zif.org/ page.

Optional

A cookie is currently used for marketing purposes. The cookie is not essential for using ventus. Users can decide for themselves whether to accept or reject the cookie.

Cookie           Manufacturer        Validity      Description
Firstcontact    Heroes GmbH    1 Year           Origin - First Contact System
 

b) Legal basis for the data processing

The legal basis for the processing of personal data using cookies is Article 6 para. 1 clause 1 lit. a,c and f GDPR.

c) Purpose of the data processing

The purpose of using technically necessary cookies is to simplify the use of websites for users. Some functions of the ZIF website cannot be offered without the use of cookies. In addition, ZIF must use cookies in order to be able to comply with the legal obligations and accountability obligations under the GDPR. For these it is necessary that the browser is recognized even after a page change. The user data collected by technically necessary cookies are not used to create user profiles. The analysis cookies are used to improve the quality of our website and its content. They are only set with the consent of the user (Article 6 para. 1 clause 1 lit.a GDPR). By means of the analysis cookies, ZIF learns how the website is used and can therefore constantly optimize the offer. For these purposes, our legitimate interest also lies in the processing of personal data pursuant to Article 6 para. 1 clause.1 lit. f GDPR.

d) Duration of storage, possibility of objection and removal

Cookies are stored on the user’s computer and transmitted from there to the ZIF website. Therefore, users also have full control over the use of cookies. In addition, the user also has the above-mentioned configuration options via the cookie banner displayed when accessing our website and via the button located in this privacy policy, with which the user can deactivate or restrict the transfer of cookies. Cookies which have already been saved may be deleted at any time. This can also be done automatically.

1. Description and scope of data processing

ZIF uses the “ventus” system from heroes GmbH, Welfenstr., 22, 81541 Munich for member management and the recruiting necessary for this within the ZIF Expert Pool.

Here, ZIF can map the required complex organizational structures and individual processes as required. Among other things, ZIF maintains a training management system that makes it possible to publish ZIF training courses and those of partner organizations, to send out invitations to training courses and to see who has successfully completed which advanced training courses.

With regard to application management, ventus enables ZIF to post advertisements via multi-posting on the website and in the member area, which is only visible to a limited extent. ZIF is able to administer applications for different assignments and securely share profiles with stakeholders as well as documents for assignments where there is no employment relationship (e.g.  short-term election observation assignments).

Furthermore, as part of the pool management, ZIF is able to send messages to the ZIF Expert Pool or people who belong to certain fields of competence and to provide people who belong to the ZIF Expert Pool with knowledge and experience or evidence of this (e.g. completed deployment preparation courses, existence of language skills and experience abroad) via the approval loop so that this group of people can be used immediately for deployments. In addition, messages can also be sent to people who are not members of the ZIF Expert Pool.

Finally, the system also ensures ongoing reporting on applicants, pool members and people who are currently working for ZIF, including the application process, completed training courses, etc. To do this, reminders can be created and appointment invitations can be sent directly from the system.

Applicants and members of the ZIF Expert Pool have the option of subscribing to a job and training alert and being notified of job vacancies by email. Advertisements from different organizations and training offers can be viewed. Furthermore, users can indicate current availability and absences and upload documents in order to apply for the different fields of competence of the ZIF Expert Pool, assignments and training. It is possible to update your own user profile and login data at any time and to delete them completely if necessary. In such a case, the user data are anonymized so that ZIF only has so-called metadata without direct personal reference for statistical evaluations (for example, proportion of women or men in applications, number of applications in a certain time period, etc.).

As part of the use of ventus, ZIF processes the data entered by the users in the respective fields or uploaded documents.

In the Zentrum für Internationale Friedenseinsätze (ZIF), only persons who need it for the proper fulfillment of the tasks according to the internal organizational structure have access to the data. The data are processed exclusively in data centers in the Federal Republic of Germany.

2. Legal basis for data processing

The legal basis for processing the personal data of users in ventus after registration is primarily Article 6 para. 1 lit. a) GDPR. Accordingly, the processing of the data is permitted on the basis of the consent given by the user.

If the data are required for legal prosecution, data processing can take place on the basis of the requirements of Article  6 GDPR, in particular to safeguard legitimate interests under Article  6 para. 1 lit. f) GDPR. The interest of ZIF then consists in the assertion or defense of claims.

3. Purpose of data processing

ZIF processes the data that the users have provided in connection with the registration and the inclusion in the ZIF Expert Pool in order to check their suitability for jobs, to enable them to participate in training courses and to offer them suitable job offers as well for the purpose of registering and creating a user profile.

4. Duration of storage

Data of users and members of the ZIF Expert Pool who have successfully applied at least once for a vacant position, a competency area of the ZIF Expert Pool and/or a training course will be stored until the originally given consent is revoked or both ZIF and the user or member cancel the access or the possibility of use.

All other persons are subject to automatic deletion after 18 months of inactivity, unless the user has exercised his/her right to delete his/her ventus profile independently.

Longer storage periods may arise in cases where the data are necessary to assert, exercise or defend legal claims before a court or authority. In such cases, the data will be stored for as long as is necessary to fulfill these purposes.

5. Possibility of objection and removal

The user can prevent the use of ventus and revoke his/her consent to data processing at any time by deleting the user profile or access.

It should be noted that a revocation by the user has no effect on the legality of data processing by ventus up to that point in time.

As with other services, the user can prevent ventus from setting cookies at any time by means of a corresponding setting in the Internet browser used and therefore permanently object to the setting of cookies. Furthermore, cookies that have already been set can be deleted via the settings of the Internet browser or other software programs.

It is also possible to object to the collection of cookies generated by ventus and related to the use of our website and the processing of these data and to prevent such by changing the settings in the footer of the page under Cookie Policy.

If the personal data of a user are processed, he/she is the data subject within the meaning of  the GDPR and has the following rights with regard to the data controller:

1. Right to information

The user can request confirmation from the data controller as to whether personal data concerning him/her are being processed by ZIF.

If such processing is present, the user can request details from the data controller for the following information:

(1)       the purposes for which the personal data are processed;

(2)       the categories of personal data being processed;

(3)       the recipients or the categories of recipients to whom the personal data relating to the user(s) have been disclosed or are still being disclosed;

(4)       the planned duration of the storage of the personal data relating to the user(s) or, if specific information on this is not possible, criteria for determining the storage duration;

(5)       the existence of a right to correction or deletion of the personal data concerning the user(s), a right to restriction of processing by the data controller or a right to object to this processing;

(6)       the right to file an appeal with a supervisory authority;

(7)       any available information on the origin of the data if the personal data have not been collected from the data subject;

(8)       the existence of automated decision-making including profiling in accordance with Article 22 para. 1 and 4 GDPR and – at least in these cases – meaningful information about the logic involved and the scope and intended effects of such processing for the data subject.

The data subject has the right to request information as to whether the personal data concerning him/her are being transmitted to a third country or to an international organization. In this context, the data subject can request to be informed of the appropriate guarantees pursuant to  Article  46 GDPR in connection with the transmission.

2. Right to correction

The user has a right to correction and/or completion regarding the data controller if the processed personal data concerning him/her are incorrect or incomplete. The data controller must make the correction immediately.

3. Right to restrict processing

Under the following conditions, users can request the restriction of the processing of personal data concerning them:

(1)       if the user contests the accuracy of the personal data concerning him/her, for a period enabling the data controller to verify the accuracy of the personal data;

(2)       the processing is unlawful and the user refuses to delete the personal data and instead requests that the use of the personal data be restricted;

(3)       the data controller no longer needs the personal data for the purposes of processing, but the user needs them to assert, exercise or defend legal claims, or

(4)       if the user has objected to the processing pursuant to Article  21 para. 1 GDPR and it has not yet been determined whether the legitimate reasons of the data controller outweigh the reasons of the user.

If the processing of the personal data concerning the user has been restricted, these data – irrespective of their storage – may only be used with the consent of the user or to assert, exercise or defend legal claims or to protect the rights of another natural or legal person or for reasons of important public interest of the Union or a Member State.

If the limitation of processing has been restricted according to the above conditions, the user will be informed by the data controller before the restriction is lifted.

4. Right to deletion

a) Obligation to delete

Users can request the data controller to delete the personal data concerning them immediately, and the data controller is obliged to delete these data immediately if one of the following reasons applies:

(1)       The personal data concerning the user are no longer necessary for the purposes for which they were collected or otherwise processed.

(2)       The user revokes his/her consent on which the processing was based according to  Article  6 para. 1 lit. a or Article  9 para. 2 lit. a GDPR and there is no other legal basis for the processing.

(3)       The user objects to the processing in accordance with  Article  21 para. 1 GDPR and there are no overriding legitimate grounds for the processing, or the user objects to the processing in accordance with  Article  21 para. 2 GDPR.

(4)       The personal data concerning the user have been unlawfully processed.

(5)       The deletion of the personal data concerning the user is necessary to fulfill a legal obligation under Union law or the law of the Member States to which the data controller is subject.

(6)       The personal data concerning the user were collected in relation to information society services offered in accordance with Article  8 para. 1 GDPR.

b) Information to third parties

If the data controller has made the personal data concerning the user public and is obliged to delete them in accordance with  Article  17 para. 1 GDPR, it will take appropriate measures, including technical ones, taking into account the available technology and the implementation costs to inform those responsible for data processing who process the personal data that the data subject wants to delete all links to these personal data or copies or replications of them.

c) Exceptions

The right to deletion does not exist if processing is necessary:

(1)       to exercise your rights to freedom of expression and information;

(2)       to fulfill a legal obligation that requires processing under Union or Member State law to which the data controller is subject, or to perform a task that is in the public interest or in the exercise of official authority that has been delegated to the data controller;

(3)       for reasons of public interest in the field of public health according to Article 9 para. 2 lit. h and i, as well as Article 9 para. 3 GDPR;

(4)       for archiving purposes in the interest of public, scientific, or historical research purposes or for statistical purposes according to Article 89 para. 1 GDPR, to the extent that the right referred to in section a) is likely to seriously inhibit or make achieving the purposes of such processing impossible; or

(5)       to assert, exercise, or defend legal claims.

5. Right to information

If a user has asserted the right to correction, deletion or restriction of processing against the data controller, it is obliged to notify all recipients to whom the personal data concerning the user have been disclosed of this correction or deletion of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort.

The user has the right to be informed about these recipients by the data controller.

6. Right to data portability

The user has the right to receive the personal data concerning him/her that he/she has provided to the data controller in a structured, common and machine-readable format. Moreover, users have the right to transmit these data to another data controller without hindrance from the data controller to whom the personal data were provided, provided that

(1)       the processing is based on a consent according to Article 6 para. 1 lit. a GDPR or Article 9 para. 2 lit. a GDPR or on a contract according to Article 6 para. 1 lit. b GDPR and

(2)       the processing is carried out using automated methods.

In exercising this right, users also have the right to have the personal data concerning them transmitted directly from one data controller to another data controller, insofar as this is technically feasible. This action must not affect the freedoms and rights of other persons.

The right to data portability does not apply to the processing of personal data that is necessary to perform a task that is in the public interest or in the exercise of official authority that has been assigned to the data controller.

7. Right to object

Users have the right, for reasons arising from their particular situation, to object at any time to the processing of personal data concerning them, which is based on Article  6 para. 1 lit. e or f GDPR; this also applies to profiling based on these provisions.

The data controller no longer processes the personal data concerning the user unless it can demonstrate compelling legitimate grounds for the processing which outweigh the interests, rights and freedoms of the user, or the processing serves the purpose of assertion, exercise or defense of legal claims.

If the personal data concerning the user are processed in order to operate direct advertising, he/she has the right to object at any time to the processing of the personal data concerning him/her for the purpose of such advertising; this also applies to profiling insofar as it is associated with such direct advertising.

If the user objects to the processing for direct marketing purposes, the personal data concerning him/her will no longer be processed for these purposes.

In connection with the use of information society services, users have the option – notwithstanding Directive 2002/58/EC – to exercise their right to object by means of automated procedures using technical specifications.

8. Right to revoke the declaration of consent under data protection law

Users have the right to revoke their declaration of consent under data protection law at any time. The revocation of the consent does not affect the legality of the processing carried out on the basis of the consent up to the point of revocation.

9. Automated decision in individual cases, including profiling

Users have the right not to be subject to a decision based solely on automated processing – including profiling –, which produces legal effects concerning them or similarly significantly affects them. This does not apply if the decision

(1)       is required for the conclusion or performance of a contract between the user and the data controller,

(2)       is permitted on the basis of legal provisions of the Union or the Member States to which the data controller is subject and these legal provisions contain appropriate measures to safeguard the rights and freedoms of the user and to safeguard the legitimate interests of the user or

(3)       is based on your express consent.

However, these decisions may not be based on special categories of personal data as defined in Article 9 para. 1 GDPR, unless Article 9 para. 2 lit. a or g GDPR applies and appropriate measures have been taken to protect the rights and freedoms and legitimate interests of the user.

With regard to the cases referred to in (1) and (3), the data controller will take reasonable measures to safeguard the rights and freedoms as well as the legitimate interests of the user, including at least the right to obtain the intervention of a person on the part of the controller, to express his/her point of view and to contest the decision.

10. The right to file a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, users have the right to lodge a complaint with a supervisory authority, in particular in the Member State of their place of residence, their place of work or the place of the alleged infringement, if users are of the opinion that the processing of the personal data concerning them violates the GDPR.

The supervisory authority with which the complaint has been filed will inform the complainant of the status and results of the complaint, including the possibility of a judicial remedy under Article 78 GDPR.

The further development of the Internet and our Internet offer can also affect the handling of personal data. ZIF therefore reserves the right to change this privacy policy in the future within the framework of the applicable data protection laws and, if necessary, to adapt it to changed data processing. The current version of the privacy policy can always be called up under the heading “Privacy policy ventus” or  “Privacy policy notice ventus”.

The German version of these privacy policy is authoritative. The English version is for informational purposes only.