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Privacy policy - Civic Coding – Innovationsnetz KI für das Gemeinwohl

Privacy policy

With this privacy policy, the Federal Ministry of Labour and Social Affairs (BMAS), as the controller responsible for data protection, fulfils the information obligations arising from Article 13, Article 14, Article 7 (3), third sentence, and Article 21 (4) of the General Data Protection Regulation (GDPR).

The subject of data protection is personal data. Personal data is any information relating to an identified or identifiable natural person (data subject). Consequently, all information that uniquely identifies a person or makes it possible to unambiguously indicate a person, such as name, address, telephone number or e-mail address, counts as personal data. Personal data also includes information necessarily generated from the use of the website, such as the beginning time, end time and extent of use and IP address.

The Federal Ministry of Labour and Social Affairs processes personal data to the extent necessary to perform the public tasks of the Federal Ministry of Labour and Social Affairs and to fulfil its statutory obligations. The processing of this personal data is carried out on the basis of the European General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG), in particular.

Below we explain what data is required and processed for what purpose and on what basis. The privacy policy also provides information on how to contact the responsible body and the data protection officer of the Federal Ministry of Labour and Social Affairs and what data subjects’ rights are with regard to the processing of personal data.

1. Controller and data protection officer

The controller for the processing of personal data is:

Federal Ministry of Labour and Social Affairs
Wilhelmstraße 49
10117 Berlin
Germany
Phone: Berlin offices: 030 18 527-0 / Bonn offices: 0228 99 527-0
E-mail:
DE-Mail:

Data subjects may also contact the Ministry’s data protection officer if they have specific questions regarding the protection of personal data:

Data Protection Officer of the Federal Ministry of Labour and Social Affairs
53107 Bonn
Phone: 0228 99 527-0
E-mail:

2. Information for data subjects according to Articles 13 and 14 GDPR

2.1 Data processing when visiting the website

2.1.1 Purpose

Every time you visit the Civic Coding website, data is collected and stored as required to make the website available. On the basis of Section 5 of the Act on the Federal Office for Information Security (BSI Act), the Federal Ministry of Labour and Social Affairs is obliged to store data to protect against attacks on the Federal Ministry of Labour and Social Affairs' internet infrastructure and federal communications technology. This data is analysed and, in the event of attacks on communications technology, used to initiate legal and criminal proceedings.

2.1.2 Nature and source of the data

The following data is collected and processed when you visit the Civic Coding website:

  • Internet browser type and version
  • Operating system used
  • The user’s IP address
  • IP address and name of the server
  • The date and time of the server request
  • HTTP protocol and status
  • Data volume transferred
  • File path

The Federal Ministry of Labour and Social Affairs collects the personal data directly from the data subjects and their electronic devices.

2.1.3 Legal basis

The legal basis for data processing when visiting the website is Article 6 (1) e of the EU’s General Data Protection Regulation (GDPR) in conjunction with Section 5 of the BSI Act on the storage of data.

2.1.4 Recipients (and third countries, if applicable)

The data is stored in log files beyond the time of the visit on a server at the web provider commissioned by the Federal Ministry of Labour and Social Affairs, Digitas GmbH. The server is located in Berlin, Germany.

Data logged during access to the Federal Ministry of Labour and Social Affairs website will only be transmitted to third parties if there is a legal obligation to do so, or if the transmission is necessary for legal or criminal prosecution in the event of an attack on federal communications technology. In other cases, no data is transmitted.

There is no intention to transmit the personal data to recipients in a third country or to an international organisation.

2.1.5 Storage duration

The data is erased as soon as the purpose of the data processing ceases to apply, unless the Federal Ministry of Labour and Social Affairs has legitimate interests under Article 17 (3) of the GDPR or retention obligations exist on IT security grounds (in which case the retention period is three months, under Section 5 (2) of the BSI Act).

2.1.6 Automated decision-making

There is no automated decision-making.

2.1.7 Obligation to provide the data and consequences of not providing the data

Without the above-mentioned technical connection data, use of the website is not possible in practice and for legal reasons.

2.2 Web analytics on the website

2.2.1 Purpose

Usage information is analysed for statistical purposes as part of public relations work, for the purpose of improving the website and for the provision of information as required for the tasks to be performed by the Federal Ministry of Labour and Social Affairs.

2.2.2 Nature and source of the data

The web analytics service etracker sets cookies on the visitor’s device. If individual pages of this website are accessed, the following data is stored:

  • Two bytes of the IP address of the user’s device (the last six characters are anonymised),
  • The web page accessed,
  • The website from which the user has reached the web page accessed (referrer),
  • Recognition of returning visitors and visitor history,
  • The subpages that are accessed from the accessed web page,
  • The time spent on the web page and
  • The frequency with which the web page is accessed.

The Federal Ministry of Labour and Social Affairs collects this personal data when a user visits the website. However, the IP address is anonymised immediately during this process, so that the users remain anonymous to the Ministry.

The software is set up in such a way that the IP addresses are not stored in full. Instead, two bytes of the IP address are masked (e.g. 192.168.xxx.xxx). This ensures that the truncated IP address can no longer be associated with the device used to access the site.

CookieProviderType
__cmpconsent*consentmanagerFunctional
__cmpcpc*consentmanagerFunctional
__cmpcvc*consentmanagerFunctional
__cmpcc*consentmanagerFunctional
_et_coidetracker GmbHAnalytics
isSdEnabledetracker GmbHAnalytics
et_oipetracker GmbHAnalytics
fe_typo_userTYPO3 GmbHFunctional

 

2.2.3 Legal Basis

This anonymisation of the personal data takes place on the basis of Article 6 (1) (c) in conjunction with Article 5 (1) (c) of the GDPR (principle of data minimisation).

The brief recording of the IP address prior to anonymisation takes place on the basis of Article 6 (1) (a) and Article 7 of the GDPR and otherwise in accordance with Section 25 (1) of the Telecommunications Telemedia Data Protection Act (TTDSG). Users can choose whether to allow the recording of this data in advance by selecting the appropriate option in the cookie dialogue displayed at the start of their visit. If users wish to subsequently change their selection, they can do so by clicking on the link below. This will reopen the cookie dialogue, allowing changes to be made to the settings.

Go to the cookie dialogue

2.2.4 Recipients (and third countries, if applicable)

The software runs exclusively on the servers of the service provider etracker on behalf of the Federal Ministry of Labour and Social Affairs. The usage information is only stored there. The data will not be passed on to third parties.

2.2.5 Storage duration

Digitas GmbH analyses the usage information on behalf of the Federal Ministry of Labour and Social Affairs. The IP address is immediately anonymised during this process, so that the user remains anonymous to the Federal Ministry of Labour and Social Affairs.

2.2.6 Automated decision-making

There is no automated decision-making.

2.2.7 Obligation to provide the data and consequences of not providing the data

If users have not consented to the storage and analysis of this data relating to their visit, an opt-out cookie is set in their browser, which ensures that etracker does not collect any session data.

Users can decide here whether to give consent for a unique web analytics cookie to be set in their browser to enable the website’s operator to collect and analyse various types of statistical data.

If you do not wish to give consent for this, please click the following link to set the etracker opt-out cookie in your browser.

Go to the cookie dialogue

Please note: Clearing cookies will also delete the opt-out cookie and it may then need to be activated again by the user.

2.3 Data processing in the context of making contact

2.3.1 Purpose

“Civic Coding – Innovation Network for AI for the Common Good” is a joint initiative of the Federal Ministry of Labour and Social Affairs (BMAS), the Federal Ministry for the Environment, Nature Conservation, Nuclear Safety and Consumer Protection (BMUV) and the Federal Ministry for Family Affairs, Senior Citizens, Women and Youth (BMFSFJ). It seeks to advance and support the development and use of AI-based applications for the common good. A key part of this is connecting a wide range of stakeholders and promoting dialogue between them. Processing personal data allows us to process contact requests and, where applicable, deal with the issue addressed within the scope of this project.

2.3.2 Nature and source of the data

The personal data provided by users of the following contact methods will be stored. This usually includes users’ last name, first name and contact details (e.g. personal or business e-mail address, Twitter account, etc.):

When contact is made by calling 0800 / 808 11 20, 030 / 700 181 959 or 030 / 18555 1387 no personal data is processed if the request is fully resolved. If further contact is necessary to resolve the request, the person’s last name, first name and contact details will be stored. In these cases, the relevant regulations apply.

2.3.3 Legal basis

The data is processed on the basis of Article 6 (1) e of the GDPR in conjunction with Section 3 of the Federal Data Protection Act (BDSG).

2.3.4 Recipients(and third countries, if applicable)

Requests users submit to the e-mail address will be processed by the staff of ifok GmbH, the service provider commissioned by the Federal Ministry of Labour and Social Affairs (BMAS), the Federal Ministry for the Environment, Nature Conservation, Nuclear Safety and Consumer Protection (BMUV) and the Federal Ministry for Family Affairs, Senior Citizens, Women and Youth (BMFSFJ). If necessary, they will forward these enquiries to the staff of the Federal Ministry of Labour and Social Affairs and/or the staff of the Federal Ministry for Family Affairs, Senior Citizens, Women and Youth and/or the staff of the Federal Ministry for the Environment, Nature Conservation, Nuclear Safety and Consumer Protection.

Requests users submit via the contact methods listed below are processed by the staff of the Federal Ministry of Labour and Social Affairs. This applies to contact via:

Requests users submit via one of the contact methods listed below are processed by the staff of Zukunft – Umwelt – Gesellschaft (ZUG) gGmbH, the service provider commissioned by the Federal Ministry for the Environment, Nature Conservation, Nuclear Safety and Consumer Protection (BMUV). If the request cannot be dealt with by the employees of the service provider, it will be forwarded to the BMUV. This applies to contact via:

Requests users submit via the contact methods listed below are processed by the staff of the Federal Ministry of Labour and Social Affairs. This applies to contact via:

Requests users submit via the hotline 0800 / 808 11 20 are processed by the employees of the service providers commissioned by the Federal Ministry of Labour and Social Affairs, ressourcenmangel GmbH and 365 Sherpas GmbH. If the request cannot be dealt with by the employees of the service providers, it will be forwarded to the Federal Ministry of Labour and Social Affairs.

Requests users submit to the e-mail address or will be processed by the staff of Telemark Rostock Kommunikations- und Marketinggesellschaft mbH, the service provider commissioned by the Federal Ministry of Labour and Social Affairs. If your request cannot be processed by the employees of Telemark Rostock, it will be forwarded to the Federal Ministry of Labour and Social Affairs.

Requests users submit to the e-mail address  will be processed by the staff of Digitas GmbH, the service provider commissioned by the Federal Ministry of Labour and Social Affairs.

2.3.5 Storage duration

The storage of data for the contact methods listed below is based on the time limits for the storage of written material as laid down in the registry directive, which supplements the Joint Rules of Procedure of the Federal Ministries (GGO). This applies to contact via:

If contact is made via and , Telemark Rostock Kommunikations- und Marketinggesellschaft mbH, the service provider commissioned by the Federal Ministry of Labour and Social Affairs to process the requests, stores the users' data exclusively for the purpose of processing the request and in accordance with the legal and contractual requirements. Insofar as the data is forwarded to the Federal Ministry of Labour and Social Affairs, storage of the data is based on the time limits for the storage of written material as laid down in the registry directive, which supplements the Joint Rules of Procedure of the Federal Ministries (GGO).

If contact is made via , Digitas GmbH, the service provider commissioned by Federal Ministry of Labour and Social Affairs, will store the data exclusively for the purpose of processing the request and in accordance with the legal and contractual requirements. Insofar as the data is forwarded to the Federal Ministry of Labour and Social Affairs, storage of the data is based on the time limits for the storage of written material as laid down in the registry directive, which supplements the Joint Rules of Procedure of the Federal Ministries (GGO).

2.3.6 Automated decision-making

There is no automated decision-making.

2.3.7 Obligation to provide the data and consequences of not providing the data

It is not possible to participate in the substance of this project without processing of the personal data specified above.

2.4 Data processing for the newsletter (Civic Coding Update)

2.4.1 Purpose

If you subscribe to Civic Coding's newsletter, your personal data will be used to send you the newsletter and to carry out statistical analyses of system performance. We do not use the data for any other purposes of our own.

To complete the registration process, we require a valid e-mail address. We use the "double opt-in" process to verify that a registration was actually made by the owner of the e-mail address. For this purpose, we log the newsletter request, the transmission of a confirmation e-mail, and the receipt of the requested response. No other data is collected. The data will only be used to send the newsletter and will not be shared with third parties.

2.4.2 Nature and source of the data:

The personal data provided by the user when registering for the newsletter is stored. That data consists only of the e-mail address of the user.

2.4.3 Legal basis

The processing of the data is on the basis of your consent in accordance with Article 6 (1) (a) of the GDPR.

2.4.4 Recipients (third countries, if applicable)

Newsletter subscriptions are managed by our service provider ifok GmbH. We use CleverReach as the service provider to send the newsletter. Your data will therefore be transmitted to CleverReach GmbH & Co. KG. CleverReach is prohibited from selling your data or using it for purposes other than sending the newsletter. Your data will not be passed on to third parties.

2.4.5 Storage period

Upon registration, your data is stored on our server and a confirmation e-mail containing a link for final registration is sent to the e-mail address provided. If you do not confirm your registration via the link in that e-mail, your data will be deleted after seven days

Your data will only be stored for the duration of your use of our newsletter service if you confirm the link in the e-mail.

If you no longer wish to receive the newsletter, simply send an e-mail to info@civic-coding.de or click on the unsubscribe link found at the end of every newsletter e-mail. The data you have provided will then be deleted automatically.

2.4.6 Automated decision-making

There is no automated decision-making.

2.4.7 The obligation to provide data and the consequences of not providing data

To receive the newsletter, we need to process the personal data indicated. Without processing this data, it is not possible to subscribe. The registration system utilises a double opt-in process. An additional confirmation e-mail is sent, containing a link for final registration. This ensures that you explicitly wish to receive the newsletter.

2.5 Data processing in the restricted community area

2.5.1 Purpose

On our website, the Federal Ministry of Labour and Social Affairs offers users the opportunity to register by entering personal data to log in to the restricted area. In the members’ area, additional information, content and features are available.

The data is collected for the purpose of enabling registration for the non-public area, as well as

  • to enable contact between registered users,
  • the basic functionality of the platform: matching,
  • the establishment of contact by the Federal Ministry of Labour and Social Affairs and by the service providers commissioned by the BMAS, BMUV and BMFSFJ,
  • the submission of draft ideas and project proposals and their processing, and
  • for statistical purposes.

The e-mail address serves as a method of contact as a user name and therefore cannot be changed. The e-mail address is set as the primary contact option during registration. The contact option can be changed in the profile area. At least one contact option must always be specified in order to enable the basic purpose of the restricted area − the contacting and connecting of registered users.

For certain activities – such as registration or the creation and publication of a project idea – information e-mails are sent to users for platform administration.

2.5.2 Additional information about the chat function in the restricted community area

The chat function enables registered users to communicate with one another by means of a one-to-one chat. Users must be registered in order to access the chat function. Two users can chat with each other on the basis of a connection. A connection request must first be sent from the profile, and accepted by the other user. If the request is declined, a connection is not established between the two individuals, and the desired chat partner will not be shown in the network list in the chat.

A new chat can be launched from the network list. After selecting the desired chat partner, a new chat window opens. The chat will not actually be launched until the first message is written and sent. The chat partner will then receive a chat request, which can be accepted or declined. No further messages can be written until the request has been accepted or declined. If the request is declined, the chat is not launched. A new chat request can be sent after refreshing. If a chat request is accepted, the chat is officially active and both chat partners can write text messages.

If the connection is ended from the profile, the chat remains visible in the chat list, but is no longer useable. In this case, another connection request can be sent from the chat window, and then accepted or declined.

Chat messages can be deleted. Initially, the messages are only deleted for the chat partner who chose to delete them. The chat messages remain visible to the other person. Messages are only deleted completely for all chat participants if both participants have deleted the chat.

If a profile is deleted, the chat is no longer useable for the other person. However, sent messages remain viewable. The chat is only deleted entirely if both chat partners have deleted their profiles.

It is possible to block someone via the chat function. This is linked to blocking via the profile. It is not possible to start a new chat with or to chat with a person who has been blocked. The admin can see the blocking in the admin module. An existing chat with someone who has been blocked remains visible in the chat list, but can no longer be used. If you have blocked someone, you can unblock them from the chat window. However, a new connection has to be established, as the previous connection was ended by the blocking. In this case, a connection request can also be sent, and accepted or declined, via the chat window.

It is possible to report someone from the chat feature. This is linked to the reporting function via the profile. You can continue chatting with the person you have reported. It is also possible to report a specific chat message from the chat function. Reports must include a reason and a description. The admin can view a reported message and the preceding five messages in the admin module.

In the chat list and the network list, it is possible to search for chats and contacts using a search field. The following information is recorded in connection with chat messages:

  • The text of the message
  • Time / date
  • Name of the message sender
  • of the message sender
  • Position
  • Link to profile details

Notifications about new chat messages are shown in the header. No preview is available. Messages must be viewed via the chat itself.

The chat feature can also be used on mobile via your browser. It was developed using the external tool “Mattermost”.

Media files currently cannot be sent via the chat. (As at: 12 September 2023)

It is not possible to chat with the admin channel “Civic Coding”.

(As at: 12 September 2023)

When using the chat feature, all participants must comply with the terms of use and the discussion rules set out in the netiquette policy.

2.5.3 Extended information on the application for project counselling in the closed community area

If you apply for project counselling from the Civic Coding Initiative via the application form in the community area, we store your e-mail address and, if you choose, your title, last name and first name on a server. The data is processed on the basis of your consent in accordance with Article 6 (1) (a) of the GDPR. The service providers Digitas GmbH, ifok GmbH, zukunft zwei gmbh and Nextcoder Softwareentwicklungs GmbH, have been commissioned by the Federal Ministry of Labour and Social Affairs, the Federal Ministry for the Environment, Nature Conservation, Nuclear Safety and Consumer Protection and the Federal Ministry for Family Affairs, Senior Citizens, Women and Youth, and manage the personal data for the purpose of providing the counselling service. We use this data exclusively for the implementation of the project counselling. We do not share your data with third parties and do not use it for any other purposes of our own.

The registration system ensures that you have explicitly requested this.

2.5.4 Extended information on the application for Accelerator in the closed community area

If you apply for the  "Accelerator - Wirkung erzeugen mit KI“  from the Civic Coding Initiative via the application form in the community area, we store your e-mail address and, if you choose, your title, last name and first name on a server. The data is processed on the basis of your consent in accordance with Article 6 (1) (a) of the GDPR. The service providers Digitas GmbH, ifok GmbH,  facts and fiction GmbH. have been commissioned by the Federal Ministry of Labour and Social Affairs, the Federal Ministry for the Environment, Nature Conservation, Nuclear Safety and Consumer Protection and the Federal Ministry for Family Affairs, Senior Citizens, Women and Youth, and manage the personal data for the purpose of implementing the Accelerator. We use this data exclusively for the implementation of the Accelerator. We do not share your data with third parties and do not use it for any other purposes of our own.

The registration system ensures that you have explicitly requested this.

2.5.5 Nature and source of the data

The following data is collected during the registration process:

  • Type of institution represented or indication “private individual”
  • Name of the institution (not applicable to private individuals)
  • First name
  • Last name
  • Valid e-mail address and
  • Password

In addition, you can voluntarily choose to provide information about your form of address, title, position and URL. Information on how you became aware of the platform, or about your interests and expertise, is also voluntary. In all cases, the data is provided by the users themselves.

2.5.6 Legal basis

Names, contact details and postal addresses are processed on the basis of Article 6 (1) e of the GDPR in conjunction with Section 3 of the Federal Data Protection Act (BDSG). Other personal data is provided on the basis of consent pursuant to Article 6 (1) a in conjunction with Article 7 of the GDPR.

2.5.7 Recipients (and third countries, if applicable)

Personal data of users will only be transmitted by us to recipients outside the Federal Ministry of Labour and Social Affairs if this is necessary for project implementation (e.g. to external committee members, in particular, in the context of awarding prize money and project funding, and via the restricted members’ area to all other participants in this restricted area). The service provider Digitas GmbH commissioned by the Federal Ministry of Labour and Social Affairs is responsible for the technical operation and administration of the website. Project implementation is carried out by the agencies ressourcenmangel GmbH and 356 sherpas GmbH commissioned by the Federal Ministry of Labour and Social Affairs.

2.5.8 Storage duration

The personal data will be stored for as long as necessary for project implementation or documentation. Membership of the restricted area can be terminated at any time and consent to the storage of personal data, which was given to us at registration, can be withdrawn at any time. The same applies to the request for deletion of the profile and the associated stored data. All users need to do is send an informal message via e-mail to . The legality of the data processing already carried out remains unaffected by the withdrawal of consent. However, not consenting means that access to the restricted members’ area and thus to its functions will no longer be possible.

2.5.9 Automated decision-making

There is no automated decision-making.

2.5.10 Obligation to provide the data and consequences of not providing the data

It is not possible to participate in the exchange of ideas in the restricted area without providing contact details and, if applicable, personal project data.

3. Your rights

Data subjects have rights vis-à-vis the Federal Ministry of Labour and Social Affairs as the controller with regard to the personal data concerning them:

3.1 General rights of data subjects

  • Right of access (Article 15 GDPR)
    The right of access gives data subjects a comprehensive right of access to information about their personal data and some other important criteria, such as the purposes of the processing and the duration of the storage. The exceptions to this right provided for in Section 34 of the BDSG apply.
  • Right to rectification (Article 16 GDPR)
    The right of rectification enables data subjects to have inaccurate personal data concerning them corrected.
  • Right to erasure (Article 17 GDPR)
    The right to erasure enables the data subject to have data erased by the controller. This is only possible if, for example, the personal data is no longer necessary, has been processed unlawfully or if consent has been withdrawn in this respect. The exceptions to this right provided for in Article 17 of the GDPR and Section 35 of the BDSG apply.
  • Right to restriction of processing (Article 18 GDPR)
    The right to restriction of processing enables data subjects to stop further processing of personal data in certain circumstances.
  • Right to data portability (Article 20 GDPR)
    The right to data portability enables data subjects in certain circumstances to obtain the personal data concerning them from the controller in a commonly used, machine-readable format, in order to have it forwarded to another controller if needed. The exception to this right regulated in Article 20 (3), second sentence, of the GDPR applies.

3.2 Right to withdraw consent for data processing based on consent

If personal data is processed on the basis of consent (Article 6 (1) a, Article 7 or Article 9 (2) a of the GDPR), consent can be withdrawn at any time (Article 7 (3), first sentence).

The legality of the processing based on consent remains unaffected until notice of the withdrawal of consent is received.

In individual cases, processing of the data limited to certain purposes may be permissible and necessary even after consent is withdrawn (e.g. documentation purposes).

Notice of the withdrawal of consent can be sent to the above-mentioned contact addresses of the Federal Ministry of Labour and Social Affairs if no reference is made to a particular addressee.

3.3 Right to object under Article 21 GDPR

If the processing of personal data is based on Article 6 (1) e GDPR (performance of a task carried out in the public interest), data subjects have the right to object to the processing at any time for reasons arising from their particular situation (Article 21 (1) of the GDPR). The exceptions to this right provided for in Article 21 of the GDPR and Section 36 of the BDSG apply.

The objection can be made without any particular form, stating the name and, if applicable, other identification features (e.g. e-mail address, postal address) and should be sent to the above-mentioned address of the Federal Ministry of Labour and Social Affairs if no reference is made to a particular addressee.

3.4 Right to lodge a complaint

Data subjects may submit a complaint to the above-mentioned data protection officer or to the data protection supervisory authority responsible for the Federal Ministry of Labour and Social Affairs.

Federal Commissioner for Data Protection and Freedom of Information
Graurheindorfer Str. 153
53117 Bonn
Phone: 0228 997799-0
E-mail: .