Privacy Statement

We appreciate your interest in our institute. For the board of the German Institute for Defence and Strategic Studies (GIDS), the protection of data privacy is of particularly great importance. The website of the German Institute for Defence and Strategic Studies (GIDS) can generally be used without disclosing any personal data. If a data subject wishes to use special services of our institute via our website, the processing of personal data may be necessary. If the processing of personal data is necessary and if there is no legal basis for such processing, we will generally obtain the data subject’s consent.

The processing of personal data, such as. name, address, e-mail address or telephone number of a data subject, will always take place in line with the General Data Protection Regulation and in accordance with the country-specific data protection regulations applicable to the German Institute for Defence and Strategic Studies (GIDS). With this privacy statement, our institute would like to inform the public about the type, scope and purpose of the personal data that we collect, use and process. In addition, this privacy statement informs data subjects of their rights.

As the data controller, the German Institute for Defence and Strategic Studies (GIDS) has implemented numerous technical and organisational measures to ensure that personal data that is processed via this website is protected as completely as possible. Nevertheless, Internet-based data transmission can be subject to security gaps, so absolute protection cannot be guaranteed. For this reason, every data subject is free to transmit personal data to us via alternative means as well, for instance by telephone.

1 Definition of terms

The privacy statement of the German Institute for Defence and Strategic Studies (GIDS) is based on the terms that were used for the issuance of the General Data Protection Regulation. We would like our privacy statement to be easily readable and understandable for the public as well as for our clients and business partners. To ensure this, we would like to first explain the terms used.

In this privacy statement, we use the following terms:

  • a) Personal data

Personal data includes any information relating to an identified or identifiable natural person (hereinafter the ‘data subject’). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

  • b) Data subject

Data subject refers to any identified or identifiable natural person whose personal data is processed by the controller.

  • c) Processing

Processing means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

  • d) Restriction of processing

Restriction of processing means the marking of stored personal data with the aim of limiting its processing in the future.

  • e) Profiling

Profiling means any form of automated processing of personal data involving the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

  • f) Pseudonymisation

Pseudonymisation means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data is not attributed to an identified or identifiable natural person.

  • g) Controller

Controller means a natural or legal person, public authority, agency or any other body that, alone or jointly with others, determines the purposes and means of the processing of personal data. Where the purposes and means of such processing are determined by European Union or Member State law, the controller or the specific criteria for his or her nomination may be stipulated by European Union or Member State law.

  • h) Processor

Processor means a natural or legal person, public authority, agency or any other body that processes personal data on behalf of the controller.

  • i) Recipient

Recipient means a natural or legal person, public authority, agency or any other body, to whom or which the personal data is disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with European Union or Member State law shall not be regarded as recipients.

  • j) Third party

Third party means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorized to process personal data.

  • k) Consent

Consent of the data subject means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

2 Name and address of the controller

The data controller within the meaning of the EU General Data Protection Regulation, other relevant data protection legislation in member states of the European Union and other provisions of a data protection nature is.

German Institute for Defence and Strategic Studies (GIDS)

Manteuffelstraße 20

22587 Hamburg

Deutschland

Phone: +49 40 8667-0

E-mail: buero@gids-hamburg.de

Website: www.gids-hamburg.de

3 Cookies

The website of the German Institute for Defence and Strategic Studies (GIDS) uses cookies. Cookies are text files that are stored and saved on a computer system via an Internet browser.

Numerous websites and servers use cookies, many of which contain a so-called cookie ID. A cookie ID is a cookie’s unique identifier. It consists of a string of characters through which Internet pages and servers can be assigned to the specific Internet browser in which the cookie was stored. This enables the visited websites and servers to differentiate the data subject’s individual browser from other Internet browsers that contain other cookies. A specific Internet browser can be recognised and identified using the unique cookie ID.

Through the use of cookies, the German Institute for Defence and Strategic Studies (GIDS) can provide more user-friendly services to the users of this website, which would not be possible without the setting of cookies.

With cookies, the information and offers on our website can be optimised for the user. As already mentioned, cookies enable us to recognise the users of our website. This recognition aims at making it easier for users to utilise our website. For instance, the user of a website that uses cookies does not have to re-enter his or her access data each time he or she visits the website, because this is done by the website and the cookie stored in the user’s computer system. Another example is the cookie of a shopping cart in an online shop. Using a cookie, the online shop remembers the articles the customer has placed in the virtual shopping cart.

The data subject can prevent the storage of cookies by our website at any time by choosing an appropriate setting of the Internet browser that he or she uses, thereby permanently objecting to the use of cookies. Moreover, cookies that have already been stored can be deleted at any time via an Internet browser or other software programs. This is possible in all common browsers. If the data subject deactivates the storage of cookies in the Internet browser that he or she uses, not all the functions of our website may be fully usable.

4 Collection of general data and information

The website of the German Institute for Defence and Strategic Studies (GIDS) collects a range of general data and information every time the website is accessed by a data subject or automated system. This general data and information is stored in the log files of the server. The following information may be collected: (1) browser types and versions used, (2) the operating system used by the accessing system, (3), the website from which an accessing system reaches our website (so-called referrer), (4) the sub-websites that are accessed on our website via an accessing system, (5) date and time of accessing the website, (6) an Internet protocol address (IP address), (7) the Internet service provider of the accessing system and (8) other similar data and information that may be used for security purposes in the event of an attack on our IT systems.

When using this general data and information, the German Institute for Defence and Strategic Studies (GIDS) does not draw any conclusions about the data subject. This information is required (1) to correctly display the content of our website, (2) to optimize the content of our website as well as the advertising for it, (3) to ensure the permanent functionality of our IT systems and the technology of our website and (4) to provide law enforcement agencies with the information required for criminal prosecution in the event of a cyberattack. This anonymously collected data and information is therefore evaluated by the German Institute for Defence and Strategic Studies (GIDS) for statistical purposes and with the objective to increase data protection and data security in our company, in order to ultimately ensure an optimum level of protection for the personal data that we process. The anonymous data of the server log files is stored separately from all the personal data provided by a data subject.

5 Routine erasure and blocking of personal data

The controller processes and stores the data subject’s personal data only for the time required to achieve the purpose of the storage or as stipulated by European guidelines or regulations or other laws and regulations, to which the data controller is subjected.

If the purpose of storage ceases to apply or if the storage period stipulated by European guidelines or regulations or other relevant laws and regulations elapses, the personal data is blocked or erased routinely and in accordance with statutory provisions.

6 Rights of the data subject

  • a) Right to obtain confirmation

The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her is being processed. If a data subject wishes to exercise this right to confirmation, this person can contact an employee of the controller at any time.

  • b) Right of access

Any data subject whose personal data is being processed has the right granted by European guidelines and regulations to receive cost-free information about his or her stored data from the controller at any time and to receive a copy of this information. Furthermore, the European guidelines and regulations grant the data subject access to the following information:

    • The purposes of the processing
    • The categories of personal data concerned
    • The recipients or categories of recipients to whom the personal data has been or will be disclosed, in particular recipients in third countries or international organisations
    • Where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period
    • The existence of the right to request rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing
    • The right to lodge a complaint with a supervisory authority
    • Where the personal data is not collected from the data subject: any available information as to its source
    • The existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) of the General Data Protection Regulation and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.

Where personal data is transferred to a third country or to an international organisation, the data subject shall have the right to be informed of the appropriate safeguards relating to the transfer.

If a data subject wishes to exercise this right of access, this person can contact an employee of the controller at any time.

  • c) Right to rectification

The data subject shall have the right granted by the European legislator to obtain the rectification of inaccurate personal data concerning him or her without undue delay. Taking into account the purposes of the processing, the data subject shall also have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

If a data subject wishes to exercise this right to rectification, this person can contact an employee of the controller at any time.

  • d) Right to erasure (‘right to be forgotten’)

The data subject shall have the right granted by the European legislator to obtain from the controller the erasure of personal data concerning him or her without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies and where processing is not necessary:

    • The personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed.
    • The data subject withdraws consent on which the processing is based according to point (a) of Article 6(1), or point (a) of Article 9(2), and where there is no other legal ground for the processing.
    • The data subject objects to the processing pursuant to Article 21(1) of the General Data Protection Regulation and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2) of the General Data Protection Regulation.
    • The personal data has been processed unlawfully.
    • The personal data has to be erased for compliance with a legal obligation in European Union or Member State law to which the controller is subject.
    • The personal data has been collected in relation to the provision of information society services referred to in Article 8(1) of the General Data Protection Regulation.

Where one of the abovementioned grounds applies and if a data subject requests the erasure of personal data stored at the German Institute for Defence and Strategic Studies (GIDS), this person can contact an employee of the controller at any time. The employee of the German Institute for Defence and Strategic Studies (GIDS) shall ensure that the personal data is erased without undue delay.

Where the German Institute for Defence and Strategic Studies (GIDS) made the personal data public and our institute as the data controller is obliged pursuant to Article 17(1) of the General Data Protection Regulation to erase the personal data, the German Institute for Defence and Strategic Studies (GIDS), taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform other controllers who are processing the personal data that the data subject has requested the erasure by such controllers of any links to, or copies or replications of, this personal data, wherever processing is not necessary. The employee of the German Institute for Defence and Strategic Studies (GIDS) shall initiate all necessary steps in individual cases.

  • e) Right to restriction of processing

The data subject shall have the right granted by the European legislator to obtain from the controller restriction of processing where one of the following applies:

    • The accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data.
    • The processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of its use instead.
    • The controller no longer needs the personal data for the purposes of the processing, but it is required by the data subject for the establishment, exercise or defence of legal claims.
    • The data subject has objected to processing pursuant to Article 21(1) of the General Data Protection Regulation, pending verification as to whether the legitimate grounds of the controller override those of the data subject.

If one of the abovementioned reasons applies and if a data subject requests the restriction of processing personal data stored at the German Institute for Defence and Strategic Studies (GIDS), this person can contact an employee of the controller at any time. The employee of the German Institute for Defence and Strategic Studies (GIDS) shall ensure that the processing of the personal data is restricted.

  • f) Right to data portability

The data subject shall have the right granted by the European legislator to receive the personal data concerning him or her, which he or she has provided to a controller, in a structured, commonly used and machine-readable format. In addition, the data subject shall have the right to transmit this data to another controller without hindrance from the controller to which the personal data has been provided, where the processing is based on consent pursuant to point (a) of Article 6(1) or point (a) of Article 9(2) of the General Data Protection Regulation or on a contract pursuant to point (b) of Article 6(1) of the General Data Protection Regulation; and where the processing is carried out by automated means, unless the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Moreover, in exercising his or her right to data portability pursuant to Article 20(1) of the General Data Protection Regulation, the data subject shall have the right to have the personal data transmitted directly from one controller to another, where technically feasible and as long as this does not adversely affect the rights and freedoms of others.

To exercise the right to data portability, the data subject can contact an employee of the German Institute for Defence and Strategic Studies (GIDS) at any time.

  • g) Right to object

The data subject shall have the right granted by the European legislator to object at any time, on grounds relating to his or her particular situation, to processing of personal data concerning him or her which is based on point (e) or (f) of Article 6(1) of the General Data Protection Regulation. This also includes profiling based on those provisions.

In the event that an objection is lodged, the German Institute for Defence and Strategic Studies (GIDS) shall no longer process the personal data unless we can provide compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject, or the processing is necessary for the establishment, exercise or defence of legal claims.

If the German Institute for Defence and Strategic Studies (GIDS) processes personal data for direct marketing purposes, the data subject shall have the right to object at any time to processing of personal data concerning him or her for such marketing. This includes profiling to the extent that it is related to such direct marketing. Where the data subject objects to data processing for direct marketing purposes by the German Institute for Defence and Strategic Studies (GIDS), we shall no longer process the personal data for such purposes.

Moreover, where the German Institute for Defence and Strategic Studies (GIDS) processes personal data for scientific or historical research purposes or statistical purposes pursuant to Article 89(1) of the General Data Protection Regulation, the data subject, on grounds relating to his or her particular situation, shall have the right to object to processing of personal data concerning him or her, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

To exercise the right to object, the data subject can directly contact any employee of the German Institute for Defence and Strategic Studies (GIDS). The data subject may also, in the context of the use of information society services, and notwithstanding Directive 2002/58/EC, exercise his or her right to object by automated means using technical specifications.

  • h) Automated individual decision-making, including profiling

The data subject shall have the right granted by the European legislator not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her, provided the decision (1) is not necessary for entering into, or performance of, a contract between the data subject and the data controller; or (2) is authorized by European Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests; or (3) is based on the data subject’s explicit consent.

If the decision (1) is necessary for entering into, or performance of, a contract between the data subject and the data controller; or (2) if it is based on the data subject’s explicit consent, the German Institute for Defence and Strategic Studies (GIDS) shall implement suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests, at least the right to obtain human intervention on the part of the controller, to express his or her point of view and to contest the decision.

If a data subject wishes to exercise rights relating to automated decisions, this person can contact an employee of the controller at any time.

  • i) Right to withdraw consent

The data subject shall have the right to withdraw his or her consent to the processing of personal data at any time.

If the data subject wishes to exercise the right to withdraw his or her consent, this person can contact an employee of the controller at any time.

7 Legal basis of the processing

Point (a) of Article 6(1) of the General Data Protection Regulation serves our institute as the legal basis for processing operations for which we obtain consent for a specific processing purpose. Where processing is necessary for the performance of a contract to which the data subject is party, as is the case for instance for processing operations that are necessary for the supply of goods or the performance of a service or consideration, the processing is based on point (b) of Article 6(1) of the General Data Protection Regulation. The same applies to such processing operations that are necessary prior to entering into a contract, for instance with regard to inquiries about our products or services. If processing becomes necessary for compliance with a legal obligation to which our institute is subject, e. g. to fulfil fiscal obligations, the processing is based on point (c) of Article 6(1) of the General Data Protection Regulation. In rare cases, the processing of personal data might be necessary in order to protect vital interests of the data subject or of another natural person. This would be the case, for example, if a visitor was injured on our premises and subsequently, his name, age, health insurance company data or other vital information had to be disclosed to a doctor, hospital or other third parties. Such processing would be based on point (d) of Article 6(1) of the General Data Protection Regulation.
Lastly, processing operations could be based on point (f) of Article 6(1) of the General Data Protection Regulation. This is the legal foundation for processing operations not covered by one of the aforementioned legal foundations, where the processing is necessary in order to realize a legitimate interest held by our institute or a third party, unless such an interest is outweighed by the interests, fundamental rights and freedoms of the data subject. We shall be permitted to carry out such processing operations because they were specifically referred to by the European legislator. The legislator took the view that there may be a legitimate interest if the data subject is a customer of the controller (recital 47, sentence 2 General Data Protection Regulation).

8 Legitimate interests in processing pursued by the controller or by a third party

Where the processing of personal data is based on point (f) of Article 6(1) of the General Data Protection Regulation, it is in our legitimate interest to conduct our business for the well-being of our employees and shareholders.

9 Period for which the personal data will be stored

The length of time for which personal data is stored depends on the relevant legal retention period. Following the expiry of the respective period, the corresponding data will be routinely erased where it is no longer required for the purposes of initiating or fulfilling a contract.

10 Legal or contractual regulations for the provision of personal data; necessity for the conclusion of contract; obligation of the data subject to provide the personal data; possible consequences in case of failure to provide the personal data

We inform you that the provision of personal data is, to some extent, required by law (e. g. tax laws) or may be the result of contractual arrangements (e. g. information on the contractual partner).
In some cases, it may be necessary for the conclusion of contract that a data subject provides us with personal data that will subsequently be processed by us. The data subject is, for instance, obliged to provide us with personal data if our company enters into an agreement with this person. Failure to provide the personal data would result in the non-conclusion of the contract with the data subject.
Prior to providing personal data, the data subject must contact one of our employees. Based on a case-by-case approach, our employee will inform the data subject about whether or not the provision of personal data is legally or contractually mandated or necessary for the conclusion of contract, whether he or she is obliged to provide the personal data, and the consequences in case of failure to provide the personal data.

11 Existence of automated decision-making

As a responsible institute, we forgo automated decision-making or profiling.

This privacy statement was drawn up by the privacy statement generator of the German Association for Data Protection (Deutsche Gesellschaft für Datenschutz GmbH, DGD), acting as the external data protection officer for Stuttgart, in cooperation with Christian Solmecke, a data privacy lawyer from Cologne.