When you request information from the Phycology Section (PS) or sign up as a member, the Section obtains information about you. This statement explains how we look after that information and what we do with it.
We have a legal duty under the General Data Protection Regulation (GDPR, DSGVO and Bundesdatenschutzgesetz BDSG) to prevent your information falling into the wrong hands. We must also ensure that the data we hold is accurate, adequate, relevant and not excessive.
The only information we hold comes directly from you. Whenever we collect information from you, we will make it clear which information is required in order to provide you with the information or service you need. You do not have to provide us with any additional information unless you choose to. We store your information securely on our computer system and we restrict access to selected members of the executive board and the person in charge for communication.
We would also like to contact you in future to tell you about activities of our society, and ways in which you might like to support the Phycology Section. You have the right to ask us not to contact you in this way. We will always aim to provide a clear method for you to opt out. You can also contact us directly at any time to tell us not to send you any future marketing material.
You have the right to a copy of all the information we hold about you. The only exception might be information which we may be obliged to withhold because they concern other people as well as you (we are not aware of such specific circumstances). To obtain a copy please write to the secretary of the PS. There is currently no charge for a copy of your data. We aim to reply as promptly as we can and, in any case, within the legal maximum of 40 days.
Your Personal Data
The Phycology Section takes your privacy very seriously. It collects information from you in two ways:
- directly from your input, when you join our society
- when you visit our website.
1. Data from your input when you become a member
Who we are
The Phycology Section (PS) within the Deutsche Botanische Gesellschaft (DBG) is the controller of data for the purpose of the GDPR. The purpose of the processing is to record your consent to be contacted by the PS. The DBG is a registered Society (“Eingetragener Verein”) with the registration number VR 2872 B (Vereinsregister Registergericht: Amtsgericht Berlin-Charlottenburg) and registered in Berlin, Germany.
Which data do we collect
If you become member, we need information such as your name, given name, address, date of birth, and the date of joining the society. Other data are provided on an optional basis, namely academic titles, professional affiliation and status (if lower membership fees are requested), and other contact data (telephone and e-mail). Also optionally, we ask you to provide bank details for direct debit of your membership fee once a year. Alternatively you receive a membership invoice.
When signing up as a member, we will be asking for your permission to send you the following information; phycology-related information from the PS including regular updates related to the activities of the society, e.g. about our biannual meeting and the newsletter. If you do not want to receive these e-mails any further, you can opt out easily.
Legal Basis for Processing your Data
The Data Protection Regulation Act permits societies such as the PS to collect, store and use your data within the highly restricted scope of the specified intention of the society.
What we will do with it
We will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you. Your data will only be used for administrative purposes within the PS and, as outlined above, to contact you or to provide information to you.
How long we will keep it
If you decide to leave the PS we will update our member list and the data stored about you will be deleted by the end of the calendar year. The society may have to keep personal information for a limited period of time for responding to lawful requests by public authorities and government agencies, including to meet national security or law enforcement requirements. For archival reasons, you may agree that we keep your name, given name, titles, year of birth and city together with the year of joining and leaving.
Under the General Data Protection Regulation you have a number of rights with regard to your personal data. You have the right to request from us access to and rectification or erasure of your personal data, the right to restrict processing, object to processing as well as in certain circumstances the right to data portability.
If you have provided consent for the processing of your data you have the right to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn.
How to withdraw consent
If you would like to withdraw your consent, you may do so at any time by unsubscribing by sending an e-mail to our secretary (contact detail on the internet page of the PS) or by using the contact e-mail form
2. Website visits
Data collection on our website
Who is responsible for the data collection on this website?
The data collected on this website are processed by the website operator. The operator's contact details can be found in the website's required legal notice.
How do we collect your data?
Some data are collected when you provide it to us. This could, for example, be data you enter on a contact form. Other data are collected automatically by our IT systems when you visit the website. These data are primarily technical data such as the browser and operating system you are using or when you accessed the page. These data are collected automatically as soon as you enter our website.
What do we use your data for?
Part of the data is collected to ensure the proper functioning of the website. Other data can be used to analyze how visitors use the site.
What rights do you have regarding your data?
You always have the right to request information about your stored data, its origin, its recipients, and the purpose of its collection at no charge. You also have the right to request that it be corrected, blocked, or deleted. You can contact us at any time using the address given in the legal notice if you have further questions about the issue of privacy and data protection. You may also, of course, file a complaint with the competent regulatory authorities.
General information and mandatory information
Please note that data transmitted via the internet (e.g. via email communication) may be subject to security breaches. Complete protection of your data from third-party access is not possible.
Notice concerning the party responsible for this website
The party responsible for processing data on this website is the Phycology Section of the DBG represented by the executive board. The responsible party is the natural or legal person who alone or jointly with others decides on the purposes and means of processing personal data (names, email addresses, etc.).
Revocation of your consent to the processing of your data
Many data processing operations are only possible with your express consent. You may revoke your consent at any time with future effect. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.
Right to data portability
You have the right to have data which we process based on your consent or in fulfillment of a contract automatically delivered to yourself or to a third party in a standard, machine-readable format. If you require the direct transfer of data to another responsible party, this will only be done to the extent technically feasible.
SSL or TLS encryption
This site uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us as the site operator. You can recognize an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon is displayed in your browser's address bar. If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.
Information, blocking, deletion
As permitted by law, you have the right to be provided at any time with information free of charge about any of your personal data that is stored as well as its origin, the recipient and the purpose for which it has been processed. You also have the right to have this data corrected, blocked or deleted. You can contact us at any time using the address given in our legal notice if you have further questions on the topic of personal data.
Opposition to promotional emails
We hereby expressly prohibit the use of contact data published in the context of website legal notice requirements with regard to sending promotional and informational materials not expressly requested. The website operator reserves the right to take specific legal action if unsolicited advertising material, such as email spam, is received.
Data collection on our website
Most of the cookies we use are so-called "session cookies." They are automatically deleted after your visit. Other cookies remain in your device's memory until you delete them. These cookies make it possible to recognize your browser when you next visit the site.
Server log files
The website provider automatically collects and stores information that your browser automatically transmits to us in "server log files". These are:
- Browser type and browser version
- Operating system used
- Referrer URL
- Host name of the accessing computer
- Time of the server request
- IP address
These data will not be combined with data from other sources.
The basis for data processing is Art. 6 (1) (f) DSGVO, which allows the processing of data to fulfill a contract or for measures preliminary to a contract.
Social media plug-ins with Shariff
We do use plug-ins of social media networks on this website and its pages (e.g. Facebook, Twitter, XING, LinkedIn, etc.).
As a rule, you will be able to recognise these plug-ins because of the respective social media logos that appear. To warrant the protection of data on this website, we use these plug-ins only in combination with the so-called “Shariff” solution. This application prevents the plug-ins that have been integrated into this website from transferring data to the respective provider as soon as you enter our website.
A direct connection to the provider's server shall not be established until you have activated the respective plug-in by clicking on the affiliated button (which indicates your consent). As soon as you activate the plug-in, the respective provider receives the information that you have visited this website with your IP address. If you are simultaneously logged into your respective social media account (e.g. Facebook), the respective provider will be able to allocate your visit to this website to your user account.
The activation of the plug-in constitutes a declaration of consent as defined in Art. 6 Sect. 1 lit. a GDPR. You have the option to revoke this consent at any time, which shall affect all future transactions.