Data privacy statement
Last revised on 28 May 2018
This data privacy statement is intended to inform users of this website about how, to what extent and why their personal data is collected and used by the online platform Polenstudien.Interdisziplinär (referred to below as: Pol-Int) of European University Viadrina. The underlying legal basis is contained in the Brandenburg Data Protection Act, Federal Data Protection Act, General Data Protection Regulation (GDPR) and Telemedia Act.
The protection of your personal data has top priority for Pol-Int. It is important to us that your privacy should be protected at all times and that you should feel safe and at ease when visiting our website. For this reason, we comply with the statutory data protection regulations and observe the high safety standards required by the Brandenburg Data Protection Act, Federal Data Protection Act, General Data Protection Regulation (GDPR) and Telemedia Act and other data protection legislation. Wherever possible, we do not collect your personal data. However, when we do collect data from you, we herewith undertake to use such data responsibly.
Security is our number one concern
Pol-Int takes every necessary technical and organisational precaution to protect the personal data we collect from you against manipulation, loss, destruction, unauthorised access and unauthorised disclosure. We store your data in Germany on virtual servers of European University Viadrina in Center for Information, Communication and Multimedia (IKMZ) , Große Scharrnstraße 59, 15230 Frankfurt (Oder), Germany.
Only a few specifically authorised individuals are allowed access to your personal data. Our employees as well as those of European University Viadrina have given written undertakings to abide by the statutory data confidentiality rules.
We continuously improve our security measures in line with the state of the art.
Risks of unencrypted email communication
Please be aware whenever you send an email that we have no control over the confidentiality of the information as it makes its way through the internet. When you communicate with Pol-Int by email or using one of the forms from our website, your data transmission is unencrypted. Remember, therefore, never to send confidential information in the contact form. Send confidential information by surface mail only.
The following will inform you about the data we collect when you visit our website, how we use it and what we do to protect your privacy. We distinguish between the data generated when you simply use our services without active data entry on your part (section 1) and the data we additionally store because you send it to us of your own accord (section 2).
1. Anonymous data collection – what data do we store automatically without active data entry on your part?
a. Anonymous use of the website is possible
We adhere to the principle of data avoidance and collect only as little data as necessary from you. You can visit our website without telling us who you are, unless you actively send us personal data of your own accord.
Without active data entry on your part, we store neither the name of your internet service provider nor the website from which you have come, or the name of the file you have requested or your name.
b. Data storage for IT security
For the purposes of error analysis and IT security, i.e. in the interests of your security, whenever you visit our website we store exclusively the following data on the servers of European University Viadrina for a period of three months, after which that data is completely deleted:
- Time stamp with date and time
- Full IP address
- User agent with the name of your browser software, version number and your operating system)
This data is used for no purpose other than the ones we mention here and is not merged with any other data.
Our website uses so-called “cookies", the purpose of which is to make the website generally more user-friendly, efficient and secure – e.g. to speed up navigation on our platform. Cookies also enable us to store your settings, such as your language preference when you visit our website. Cookies are small text files that are stored on your system. Most of them are so-called “session cookies", which are automatically deleted from your hard drive when you finish your browser session. There are other cookies that remain on your system and allow us to recognise your system when you next visit our website (so-called permanent cookies). Of course, you can set your browser to refuse to accept cookies or to delete them at the end of a session. Otherwise we store these cookies for a period of 365 days.
To log in or register on our website, you must set your browser to accept cookies.
d. Data storage for statistical purposes
This website uses Matomo, which is an open-source application for statistical analysis of visits to our website. Matomo uses so-called “cookies", text files that are stored on your computer to allow us to analyse the way in which you use our website. The information generated by the cookie on how you use this website is stored on the provider's server in Germany. The IP address is anonymised immediately after the information is processed and before it is stored. Although you can set your browser software to stop cookies being installed on your system, please be aware that, if you do so, you may not be able to make full use of all the features on this website.
Pol-Int uses log files that are stored for statistical purposes for a period of three months, after which the data is deleted.
e. “Drupal" content management system
When you visit this website as a registered user and enter data, the CMS software “Drupal" stores the following data on you:
- IP address
- Date of last login
- All data the user entered when registering
- Time an entry was deleted
- Time an entry was edited
- Time an error was caused in the system (e.g. 404)
- Time of logout
- Data entered when sending a message to another user
- Data entered when creating an entry (publication, project, etc.)
- Data entered when submitting an entry (review, conference report)
For example, the software records whether an error occurred when certain subpages were requested and who caused the error. This makes it possible to detect errors in the software or programming as well as any misuse. The other collected data is needed for chronologically ordering the entry of the content and for linking that content to the relevant individual.
2. What other personal data or usage data do we store on you?
The only other personal data we collect from you is the data you send us of your own accord, such as in a form or when you register or if you yourself send us such data in a comment or blog, etc.
Some of our services or portals require you to register with a user name and password.
To guarantee your security, your personal data is transmitted in encrypted form over the internet (during the registration process) using SSL. We take technical and organisational precautions to protect your data against loss, destruction, manipulation, unauthorised access and unauthorised disclosure.
The only way to gain access to your personal account is by entering your user name and password. You should never share your access information. Also, you should log out and close the browser window once you have finished your session with us, especially if you are sharing a computer or communication device with other people.
Our website offers the following features that store the following data for the specified purposes:
a. Compulsory user registration for access to the internal area of the Pol-Int website
Our website is generally available to all users without the need to register. The only exception is the category “Individuals", which can be accessed by registered users only. You need to register to enjoy full access to our website. For example, only registered users can create their own profile or upload and edit the following content: conference reports, reviews, publications, comments, conference announcements, job/training opportunities, institutions. To access these features, you must first register and then log in with your user name and password.
To register and create your account, you must enter the following data (required fields are marked with a red *): first name*, surname*, city*, country*, email address*, password*, preferred interface language*, languages*.
Where a field in a data form is marked with a *, this is a required field, which you must fill out if you wish to continue. All the data you enter can be seen by other users - except for your email address. Your email address is not publicly displayed but is only stored with us. We use your email address to send you the newsletter, assuming you have previously given your consent in your profile and have not since unsubscribed. You can unsubscribe at any time. Your email address is also used to send you messages from other users addressed to you. It is additionally used for LOGIN during the registration process.
You do not need to import a real photo. You can use one of the anonymous profile photos from our gallery. If possible, please use your real name as your user name, as this is the same as your profile name and it is also the only way in which we can link content to the relevant scientist.
b. User profile
Once registered, you can optionally add the following details to your profile: academic degree, personal quotation, website URL and other profiles in the network as well as technical details such as position, university, institution, subject(s), research interest(s), curriculum vitae and list of publications. The additional information you optionally enter is stored on the servers of European University Viadrina (see above) for the following purposes: Pol-Int is a portal for scientific exchange and communication. The purpose of the portal is the cross-border networking of scientists working on Polish studies. For this reason, we are especially keen that your profile should include your real name and place of work. Our aim is to create not an anonymous network, but a network with the profiles of real scientists who present their scientific projects in such a way that, for example, publications or conferences can be linked to them. The profiles created by the scientists themselves are intended to serve as contact ads for networking with other scientists and thus to establish an international network. If possible, therefore, please give your real name to identify yourself on the network. In doing so, you will be contributing to the quality of this network. Please indicate the languages you speak. This will tell other users the languages in which they can contact you.
Duration of storage: Users can delete their accounts at any time. However, please note the following before you enter any data: as the default, your data will not actually be deleted, but your profile will simply be deactivated, which means that it can no longer be accessed. Although any existing articles will be kept internally in the database, they will no longer be externally linked to the user. The user's name will be removed from all detail and list views, with the exception of: reviews and conference reports. If you wish to have your profile completely deleted, please send us an email at: email@example.com.
c. Form for institutions
At https://www.pol-int.org/en you can enter your institution subject to prior registration with the following data:
Required fields are: name of institution*, subjects*, city*, country*
Optional fields are: university, contact with phone number, fax number, email address, URL of organisation's website, description of institution, logo. After 48 hours, only the editorial staff at Pol-Int will be able to edit the institution. The purpose of this is to protect the institution's data.
We store this data to enable your institution to present itself on this website with the complete data. The inclusion of your institution on Pol-Int means that its location in the world will be identified by Google Maps.
d. Email forms or contact forms
(1) From our website, you can contact the team at Pol-Int as well as other users. This opens a contact form in which you can directly enter your message. The recipient and sender are already entered (because they were previously stored); the message you enter is also stored. The data you enter in this form is stored in the recipient's email inbox on our internal email servers and is used by us for the purpose of personal communication with you.
Please note that such messages are transmitted unencrypted. Therefore, you should not use the contact form to send any confidential information. Please send confidential information by surface mail only.
e. Communication tools
You must be registered before you can use the comment feature on our website (see section a).
Your comment will be posted without scrutiny, unless otherwise decided by the system. Please note that your comment will be published on the website under your user name. To have your comments or articles deleted, please contact the Pol-Int team. We reserve the right at all times to delete comments that breach the terms of service.
Once you have subscribed to the Pol-Int newsletter, our editorial team will regularly (approximately once a week) send an email newsletter to your email address with the latest news about Pol-Int.
To subscribe: To subscribe to this email newsletter, go to your profile and check the following checkbox under “Personal Information"
“Yes, I wish to subscribe to the email newsletter with the latest news about Pol-Int, to be sent to the email address stored in my profile. I am aware that I can unsubscribe at any time by unchecking the checkbox".
In doing so, you actively consent to receiving the email newsletter.
We store your email address as the recipient for this email newsletter until such time as you unsubscribe.
You can unsubscribe at any time from the email newsletter by going to your personal profile and unchecking the checkbox under “Personal Information"
By unchecking the checkbox to unsubscribe, you cancel your consent to your email address being used to send you the email newsletter.
a. External links
Where Pol-Int is hyperlinked to a third-party website, you can tell this from the URL and also from the fact that a new window will open. Unless otherwise indicated, no data will be transferred.
b. Social networks
Pol-Int does not use so-called social plugins. Instead, our website contains links merely to Facebook, Google + and Twitter. No user data is automatically sent to these services.
c. Third-party content on our website
The Pol-Int website sometimes contains third-party content, such as maps from Google Maps. This means in every case that the provider of such content (referred to below as “third-party provider") can see the user's IP address. This is because, without the IP address, the third-party provider would be unable to send the relevant content to the user's browser. Consequently, the IP address is required if such content is to be displayed. Although we endeavour to use content exclusively from third-party providers who use the IP address only to deliver the relevant content, it is beyond our control if a third-party provider stores the IP address, e.g. for statistical purposes. Where we know this to be the case, we inform the users accordingly.
The below links will tell you what data is collected by Google when you use the “Google Maps" service on our website: http://www.google.com/permissions/geoguidelines.html#maps-web
4. Your right to cancel your data protection consents
You may have explicitly granted us the below consents, and we have accepted your consent. You can cancel your consent at any time with future effect.
Subscription to the newsletter:
„Yes, I wish to subscribe to the email newsletter with the latest news about Pol-Int, to be sent to the email address stored in my profile. I am aware that I can unsubscribe at any time by unchecking the checkbox".
5. Information rights
Under the relevant privacy regulations, you have a right to free information about your stored data and, if you wish, a right to correct, block or delete that data.
6. Data Protection Officer
Should you have any further questions on the subject of data protection, please contact us. If you have questions about the collection, processing or use of your personal data or if you require information, correction, blocking or deletion of data or if you wish to cancel your consents, please contact the Data Protection Officer at European University Viadrina at: firstname.lastname@example.org
7. Downloading and printing
© This data privacy statement was drafted by Vilma Niclas, attorney at law & IT law journalist in Berlin (www.vilma-niclas.eu) in close cooperation with European University Viadrina and Pol-Int and has been specially tailored to the website www.pol-int.org. We strongly advise against using this data privacy statement for your own website without prior legal advice and adaptation to your company or organisation. You might otherwise be in breach of data protection legislation and also copyright law.