You can use various services on our website. The collection of personal data for these services is only carried out to the extent that is technically necessary and as far as required for the provision of the services within the meaning of the statutes of our supporting association.
a) KoWi newsletter
We use the cloud solution CleverReach to send our newsletter. With CleverReach GmbH & Co. KG, a company based in Germany, we have concluded a data processing agreement (DPA).
When you register for our free newsletter, personal data is stored in the cloud, on a server within the EU. This includes the following data:
- email address
- title and form of address (optional)
- organisation / organisation type
We use the double opt-in/ opt-out procedure in order to register or unsubscribe to our newsletter. This means that, once you register/ unsubscribe, we will send an email to the address you provided in which we will ask you to confirm that you wish to receive/ not to receive the newsletter. If you do not confirm your registration, your data will automatically be deleted after a specified time. We will not pass on your data to third parties. Any other use of your data for other purposes is excluded.
Purpose: Information on current research and funding policy developments
Legal basis: Art. 6 (1) (a) GDPR (consent)
Storage period: After you unsubscribe, your email address will be deactivated and permanently deleted after one month.
Revocation: You can cancel your registration at any time via the unsubscribe link at the end of each newsletter. After verification of your e-mail address, all data will then be deleted immediately and completely.
b) Establishing contact (e.g. consultation service as well as trainings/ seminars)
When you contact us, we will process the personal data that you give us by e-mail or telephone. We may process the following personal data in the course of contacting you:
- First name
- Last name
- Organisation/ organisation type
- Subject of the request/ the training/ the seminar
- Contact details (email address or telephone number)
- Request date
- Application documents sent by you
You can also contact us via an online tool for booking consultation appointments on the KoWi website, created and operated by KoWi. If you wish, the consultation can also be held via a video conferencing system of your choice. Trainings and seminars can also be provided by KoWi via a video conferencing tool. With your consent, we also use Zoom. Zoom is a service of Zoom Video Communications, Inc., USA. When using Zoom, the following data is processed:
- Meeting metadata (topic, description (optional), attendee IP addresses, device/hardware information, start, end and duration of the meeting)
- Audio and video data - if you enable microphone and/or camera
- Optional: first name, last name (profile picture)
Purpose: Processing your requests, advice and support in the context of your application. Implementation of the respective training/ seminar.
Legal basis: The provision of consultation and support services in the application process is a KoWi mandate derived from the statutes of the Association for the Promotion of European and International Cooperation in Science e.V. (Art. 6 (1) lit. f GDPR (legitimate interest in fulfilling the purpose of the association)). Another legal basis is the individually (verbally) concluded consulting contract (Art. 6 (1) lit. b GDPR). Furthermore, in certain cases, data processing may also be based on a consent given to KoWi (Art. 6 (1) lit. a GDPR). In principle, consent is required for the use of Zoom.
Storage period: Your personal data will be deleted or blocked by us as soon as the purpose of storage and processing no longer applies, provided that there is no legal obligation to store them for longer or in case of a legitimate interest of KoWi, or consent to longer storage has been given. Concerning application documents, the purpose of storage usually ceases to apply with completion of the support and review process, i.e. with the start of the funding.
When using Zoom: If you are logged in with a Zoom account, reports on online meetings (meeting metadata, telephone data, Q&A, survey function) may also be stored by Zoom for a longer period of time.
Objection: You can object to the processing of your personal data in the context of establishing contact at any time with effect for the future. In this case, however, we may not be able to process your request further. All personal data stored in the course of establishing contact with us will be deleted or blocked in this case, unless legal retention periods prevent this.
Data processing outside the European Union: Zoom is a service offered by a provider from the USA. It is not yet possible to configure Zoom so that all the above data are processed exclusively in data centres within the EU / EEA. The meeting metadata listed above will continue to be processed in data centres in the USA. The transfer of this data to the USA takes place on the basis of a data processing contract which we have concluded with Zoom and which complies with the requirements of Art. 28 GDPR.
An adequate level of data protection is guaranteed, on the one hand, by the conclusion of the EU standard contractual clauses (SCC). As additional safeguards, we have also configured our Zoom to only use data centres in the EU, EEA or secure third countries such as Canada or Japan for the conduct of online meetings. In addition, online consultations are always protected by end-to-end encryption.
Further information on data processing when using Zoom can be found at here and here. Please note that this is an external website operated by Zoom Video Communications, Inc. under its own responsibility and that personal data is processed when you visit it.
c) Job portal & MSCA Matchmaker
On our website we offer the option to publish job advertisements. In addition, you can use the MSCA Matchmaker to find partners/fellows for participation in the MSCA programme. KoWi provides the platform on its website and processes the relevant personal data for this purpose.
The following data will be collected by the institution and/or the point of contact issuing the call for applications:
- first name, last name and email address of the contact person
- if applicable, first and last name of the EU relations officer
- institution and department
- information on the position/project idea
- for MSCA Matchmaker: relevant call for proposals
Purpose: information about job vacancies/project opportunities in our field of activity
Legal basis: Art. 6 (1) (f) GDPR (legitimate interest).
Storage period: until the end of the period in question, unless you give us a different date
Objection: You can object to the processing of your personal data at any time with effect for the future. In this case, the publication of the advertisement and your personal data will be deleted or blocked promptly.
d) Lists of EU liaison officers
With our lists of EU liaison officers we aim to put EU liaison officers in Germany in touch with each other. Therefore we will process your personal data if you send it to us for publication as contact point of a higher education institution or a departmental research institution in the field of EU research funding.
We will process the following personal data for the EU liaison officer lists:
- First name, last name
- Business address
- Business e-mail address & phone number, fax if applicable
- Institution, department
Inclusion in an list of EU liaison officers will also give you the opportunity, subject to your consent, to regularly receive background information on EU research funding (KoWi background information). For this purpose, we will store your data in a database.
Purpose: Information on networking opportunities in the field of EU research funding as well as research and funding policy developments (KoWi background information)
Legal basis: Art. 6 (1) (a) GDPR (consent)
Storage period: Until you withdraw your consent
Objection: You can revoke your consent to the publication of your personal data in the list of EU relations officers at any time with effect for the future. In this case, we will also delete your personal data in our database.