Notes on processing your data in accordance with Art. 13 of the European Data Protection Regulation (GDPR).
References to legal regulations refer to the European Data Protection Regulation (GDPR) as well as the Hessian Data Protection and Freedom of Information Act (HDSIG) - which can be accessed with the abbreviation "HDSIG" at the Hessen Law Citizen Service.
A. General Information
1. Scope of application
This data protection notice applies to the Internet offering of the central office for provenance research Hesse and to the personal data collected via this website. For websites of other providers which are referred to via links, for example, the data protection information and declarations published on those websites apply.
Personal data is any information relating to an identified or identifiable natural person, as defined in Article 4 of the GDPR. An identifiable natural person is one who can be identified, directly or indirectly, in particular by using an assignment to an identifier such as a name, an identification number, location data, an online identifier or one or more personal characteristics that are an expression of the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
2. Processing of personal data
Responsible for processing of personal data on this website is the Hessian Ministry of Science and Art, Rheinstraße 23-25, 65185 Wiesbaden (Tel.0611 / 32-0; firstname.lastname@example.org).
3. Data protection officer
The official data protection officer of the Hessian Ministry of Science and Art can be contacted via the Hessian Ministry of Science and Art, Rheinstraße 23-25, 65185 Wiesbaden (Tel.0611 / 32-0; email@example.com).
The website is maintained by the Hessische Zentrale für Datenverarbeitung (Opens in a new window) as a technical service provider on our behalf and according to our specifications.
5. Purpose and legal basis of data processing
The central office for provenance research Hesse processes your data for the performance of your tasks. The legal basis for data processing is, unless more specific legal bases are relevant, Art.6 para.1 sentence 1 letter e DS-GVO in conjunction with §3 para.1 HDSIG.
Insofar as you are expressly asked in individual cases whether you agree to the processing of your personal data, data processing is carried out on the basis of Art.6 Para.1 Sentence1 Letter a DS-GVO. You can cancel your consent at any time. This, however, only works for the future. Any processing which took place until the revocation therefore remains lawful.
6. Recipients of your personal data
As a matter of principle the only recipients of your personal data are the employees of the central office for provenance research Hesse who are who are entrusted with processing the respective case.
Your personal data will only be distributed within the framework of the provisions of the applicable law or your consent, thereby ensuring that your data is not disclosed to unauthorised persons.
In order to respond to your enquiries it may also be necessary, depending on the circumstances, to pass on data relating to you to other bodies within the state administration, federal or local authorities. If you do not agree with this, please inform us immediately.
Under certain circumstances, your personal data may also be subject to commissioned data processing by technical service providers such as the HZD.
Within the framework of this commissioned data processing your data is processed strictly for the intended purpose, i.e. it is subject to the same guarantees as the data processing by the state chancellery.
7. Duration of personal data storage
The duration for which your personal data is saved results from the decree on file management in the offices of the State of Hesse dated 14 December 2012, unless special regulations apply. The retention period regularly begins at the end of the calendar year in which the file or case was closed. The regular retention period is generally 5 years.
B. Your rights
Insofar as we process your personal data you are entitled to the following rights, which result in particular from Articles 15 to 18, 21 DS-GVO and §§52 and 53 HDSIG, as a data subject:
1. Right to information
You can request information about your personal data processed by us in accordance with Art.15 DS-GVO or §52 HDSIG. In your request for information, you should clarify your request in order to make it easier for us to compile the required data. Please note that your right to information is restricted by the provisions of §24 para.2, §26 para.2 and §33 HDSIG as well as §52 para.2 to 5 HDSIG.
2. Right of rectification
If the information concerning you is not (or no longer) correct, you can request a correction in accordance with Art.16 DS-GVO or §53 HDSIG. If your data is incomplete, you can request that it be completed.
3. Right to deletion
You can demand the deletion of your personal data under the conditions of Art.17 DS-GVO and §§34 and 53 HDSIG. Your right to deletion depends, amongst other things, on whether the data relating to you is still required by us to fulfil our statutory duties.
4. Right to restrict processing
You have the right to demand restrictions to the processing of data relating to you within the framework of the provisions of Art.18 DS-GVO and §53 HDSIG.
5. Right of objection
In accordance with Art. 21 of the Data Protection Regulation, you have the right to object to the processing of data relating to you at any time for reasons resulting from your particular situation. However, we cannot always comply with this, for example if a legal provision obliges us to process data within the meaning of Section 35 of the HDSIG as part of our official duties.
6. Right of complaint
If you believe that we have not complied with data protection regulations when processing your data, you can lodge a complaint with the responsible supervisory authority. This is the Hessian Commissioner for Data Protection and Freedom of Information, Gustav-Stresemann-Ring 1, 65189 Wiesbaden, Tel. + 49 611/ 1408-0.
General information on data protection can also be found on the Hessian Data Protection Commissioner's website: Opens in a new window.
C. Information on special areas of the website
1. Contact form
If you provide us with personal data as part of an enquiry via our contact form, we will use this data to fulfil our tasks exclusively for the purpose for which you provide us with this data, in particular for the purpose of answering your questions. The data will be saved at the Hessian Central Data Processing Office and will only be used for processing your request by the technically responsible persons.
During our handling of the case it may be necessary for us to ask you for further data and information. If you do not wish to provide us with the further information in such a case, this will not have any adverse consequences. However, it is possible that failure to provide the requested information will make it difficult or impossible to process your request. If you are obliged to provide information to the Hessian State Chancellery, we will notify you of this in separate information in which we draw your attention to any legally disadvantageous consequences of your failure to provide information.
In order to respond to your questions it may also be necessary, depending on the circumstances, to pass on data relating to you to other bodies within the state administration, federal or local authorities. Since the Hessian State Chancellery essentially has a coordinating function within the state government, it can be assumed that you would like your data to be forwarded to the respective ministry within the framework of the existing responsibilities - either so that the enquiry is processed directly there or in order to obtain a technical opinion. It may also be necessary to share your information with other agencies within the state government, federal or local government. If you do not agree with forwarding which does not only concern the responsible ministry, please be sure to let us know by activating the option field provided for this purpose in our online form accordingly.
If the Hessische Landesstelle für Technologiefortbildung is not responsible for your request, we will forward your entry to the responsible department and inform you of this, provided that this is in accordance with your enquiry.
After your request has been processed, the data will be deleted or, in the case of file-relevant processes, saved in accordance with the retention periods stipulated in the applicable decree on file management in the offices of the State of Hesse. This period is generally 5 years.
2. Ordering a newsletter
If you order a newsletter the data you provide, such as the email address and the title of the newsletter, will be saved at the Hessische Zentrale für Datenverarbeitung and only used for mailing the newsletter. You can terminate your order at any time and thus delete the stored data relating to your person.
3. Mailing a link to an item ("Send as email")
You can use an electronic form to send a link to an article on the website, supplemented by a personal message if necessary, to a third party to draw their attention to the article. Data provided by yourself, such as the email address of the user and the email address of the recipient and the title and link of the article, are saved at the Hessian Central Data Processing Office in order to be able to clarify unauthorised use or to prevent misuse and are automatically deleted seven days after the end of access.
4. Usage data
Each time an Internet file is requested, the following access data is saved at the Hessische Zentrale für Datenverarbeitung (HZD) for statistical evaluations by employees of the state administration or the HZD:
- the page from which the file was requested,
- the name of the requested file,
- the date and time of the request,
- the amount of data transferred,
- the access status (file transferred, file not found, etc.),
- the access type (GET, POST),
- the description of the browser or operating system used,
- the anonymised IP address of the requesting computer,
- the session ID
- functional cookies
For reasons of data security, i.e. for the purpose of clarifying unauthorised access or preventing misuse of the website, the complete IP address of the requesting computer is recorded, saved and automatically deleted seven days after the end of the access. Web requests are also routed through an external IT security service provider to prevent attacks (e.g. DDoS attacks). The full IP address is also saved here for seven days and then deleted.
Cookies or JAVA applets may be used on the state government's website. The use of these functionalities can be switched off by the respective user through the browser programme settings.
Third country transfer of your data does not take place. Automated decision-making or tracking also does not take place.
5. Ordering information material
If you order information material, the data you provide, such as the delivery address and the titles of the ordered materials, will be stored at the XXX and used only for sending the materials. If the materials ordered are not in stock there, your data will be forwarded to the state office where the materials are in stock. After the materials have been shipped, your data will be deleted.
Published: January 12, 2023.