Personal Data Notice
Notification regarding Personally Identifying Information (PII) according to the European General Data Protection Regulation (GDPR)
1. Name(s) and Contact Details of Responsible Person(s)/Institution(s)
1.1 Institutional Data Protection Officer
Dr. Kai-Uwe Loser
Ruhr University Bochum
Datenschutzbeauftragter – NB 1/68
Building NB, Raum 1/68
Fon: +49 (234) 322-8720
1.2 Responsibility for the Contents of the Data Collection:
Prof. Dr. Markus Koller
Ruhr University Bochum
Chair for the History of the Ottoman Empire and Modern Turkey
1.3 Technological Responsibility for this Website:
Dr. Oliver Dohndorf
Ruhr University Bochum
1.4 General Project Contact Person:
Dr. Vivian Strotmann
Ruhr University Bochum
2. How to Contribute Data
To contribute data to the HOE database, you can either send an e-mail to firstname.lastname@example.org so that a system administrator can enter the data, or sign in at one of the two options at the top of the page to enter data yourself. It will then be validated and complemented by a system administrator and subsequently made visible to visitors of the site.
If you are a member of Ruhr University Bochum (RUB), you can sign in using your university credentials. If you are an external visitor, you can sign in using your ORCID account (for information on ORCID see https://orcid.org/).
These details pertain to data related processes specific to this website. For further information on settings and processes for other project related websites - such as the project information page at http://www.ub.rub.de/oh/index.html - please refer to the general data protection statement of the hosting institution, the University Library of Ruhr University Bochum, at: http://www.ub.rub.de//datenschutzerklaerung.html.
3. Access to Contents of this Website and Related Personal Data
3.1 Access without registration / log-in:
No log-in/registration is required for browsing the data collection. In this case, no personal data will be stored. Note, however, that certain cookies are required for the site to function fully and that you may not be able to use all functionalities, if you set your browser to preventing the deposition of cookies. See also 4 below for information on cookies.
3.2 Access with registration/ log-in:
If you want to enter data into the system, you need to register/log in. You can sign into the HOE system using your Ruhr University Bochum credentials if you are a member of the university, or using your ORCID-ID, if you are not.
3.2.1 Modes of registration/log-in:
If you sign in with your RUB credentials your e-mail and your name, received by the Shibbotleth Identity Provider, will be stored on the local HOE server and is used for further user identifications. Your personal data will not be shared with any 3rd party. The HOE server is located at the Ruhr University Bochum and are subjected to the local security concepts.
If you sign in using your ORCID account your e-mail and your name, received by the ORCID Authorization Server, will be stored on the local HOE server and is used for further user identifications. Your personal data will not be shared with any 3rd party. The HOE server is located at the Ruhr University Bochum and are subjected to the local security concepts.
3.2.2 Visibility of Your User-ID:
In both cases, your user ID will be noted underneath the entries you create and will be visible there to system administrators, but to no one else. This is done to
• render the author of an entry identifiable, in case they wish to be publicly stated as such, which is optional, but can be arranged by a system administrator.
• allow authorized members of the project to see how many externally submitted entries there are. This is information that is useful for project reports to our funding institutions or articles about our project.
Beyond the total number of external users for purposes of reporting on or writing about the project, data regarding external users will not be analyzed, passed on to others or used for any other purposes.
HOE is using cookies for the following purposes:
• storing the information if you are searching in the main section or in the tools section
• storing the works you have bookmarked
5. Place and Duration of Storage
5.1 Place of Storage
The data pertaining to your person will be stored on servers of the University Library Bochum.
5.2 Duration of Storage
Your personal data is stored in the system unless you are requesting its deletion. You can do this by sending an e-mail to the project coordinator.
Note that your right to deletion of your personal data does not touch upon the entries which you submitted to our system. These will remain available. Please also note that – without storing and processing the personal data mentioned – it will not be possible for you to log into our system, meaning that revoking your consent will mean you will have to refrain from logging into the system.
6. Purpose of Processing Data and Legal Foundation
6.1 Purpose of Processing Data
The mentioned data is stored and processed in order to allow you to log into the HOE system so that you can make use of the option to enter data which you would like to submit for consideration regarding inclusion in the HOE project data collection.
6.2 Legal Grounds of Storage
The PII data is stored on grounds of article 6, paragraph 1, letter b of the GDPR.
7. Contacting Us by E-Mail
If you write to our project e-mail address, email@example.com, your e-mail messages (e-mail address and further information you provide, including attachments) will be processed to respond to your query and will be stored on a server of Ruhr University Bochum and archived there, as far as they pertain to legal or scientific matters required for the scholarly purposes and quality of the project. This is granted by GDPR Recital 65.
Messages that are not required for these purposes of documentation will be stored for 5 years as Ruhr University Bochum retains documents of this kind for 5 years (required to fulfill its task, duration of storage according to regulation of Ruhr University Bochum, legal grounds Art. 6, paragraph 1, letter e).
8. Information regarding Rights
Be herewith informed that – as stipulated by the European General Data Protection Regulation (GDPR) – you are entitled to
• receiving confirmation, whether data pertaining to your person is stored and processed by us
• receiving information regarding the data stored and processed pertaining to your person from a responsible person or party (e.g. purpose of storage and processing, which data is stored and processed, origin of said data, recipient of said data, duration of storage),
• access to said data
• rectification of said data,
• erasure of said data,
• restriction of processing of said data,
• data portability
• object to storage and processing of said data
• not to be subject to automated decision-making including profiling
You also have the right to appeal to a supervising body in case of complaint (Landesbeauftragte für den Datenschutz NRW, http://ldi.nrw.de).
Consent to store and process the mentioned data for the purposes described above can be revoked by individuals or institutional representatives authorized to do so at any time and without statement of cause. This does not affect the legality of storing and processing said data prior to revocation of consent. If you wish to revoke your consent, please write to firstname.lastname@example.org.