Privacy Policy

The ICI Berlin (‘ICI’, ‘we’) operates the website ici-berlin.org (the ‘Site’), accessible at https://www.ici-berlin.org and subdomains such as https://app.ici-berlin.org. Through this privacy policy, we inform you on what personal data we collect when you visit our Site and how we process it. With this privacy policy, we also fulfil our duty to inform you pursuant to Art. 13 of the EU General Data Protection Regulation (GDPR).

The controller is the

ICI gemeinnütziges Institut für Cultural Inquiry Berlin GmbH
Christinenstraße 18-19, Haus 8
D-10119 Berlin
Tel: +49 (0)30 473 7291-10
Fax: +49 (0)30 473 7291-56

Email: info@ici-berlin.org

You can contact our Data Protection Officer under the address mentioned above or via email: privacy@ici-berlin.org

As long as you do not actively make personal data available to us, we do not store personal data based on your use of our Site except that our webserver registers all connections to the Site automatically and collects the following technical information connected to your visit:

• your IP address;
• the name of the files accessed;
• information about the transmission;
• date and time of the connection;
• the amount of data transmitted;
• the requesting provider;
• the referrer; and
• the web browser/user agent.

We process this data only to allow your device to establish a connection to our webserver over the Internet. This purpose also constitutes a legitimate interest on our part (Art. 6 par. 1 lit. [f] GDPR). After your use of the Site, the IP address is anonymized and the remaining data is stored in log files.

If you contact us via email, we collect your email address and the information included in the email. We use this data to answer your request, which also constitutes a legitimate interest on our part (Art. 6 par. 1 lit. [f] GDPR). The ICI Berlin retains the information you provide for as long as it is necessary, that is, until your concern has been addressed to your satisfaction. It will subsequently be deleted from our records in a routine operation performed on a quarterly basis, unless you instruct us (via email) to retain it for longer or delete it sooner.

On our Site, we provide you with an overview of our past and upcoming events. Some of our events require prior registration with us, including your name and email address. You have the option of providing us with additional information. We use this data to organize the event and your attendance. The processing is based on Art. 6 par. 1 lit. (b) GDPR. We store your data until after the event and subsequently delete it in a routine operation performed on a quarterly basis, unless you instruct us (via email) to retain it for longer or delete it sooner.

During the Covid-19 pandemic, we require registration for all events and ask for your full name, telephone number, and full address. We collect this data in accordance with infection control laws for the purpose of COVID-19 contact tracing. Your data will be accessible only to ICI staff unless there is an incidence that has to be reported to the authorities. It will be deleted after 4 weeks of the event.

On our registration forms, we also provide you with the possibility to instruct us to inform you on similar events. If you do so, we will store the data you provide in order to send you information on similar events in the future. The processing is based on Art. 6 par. 1 lit. (b) GDPR. We will delete your data when you instruct us by email that you no longer wish to receive information on similar events.

While hosting an event, we often take photographs and record the event on video. We try to avoid our visitors being identifiable in the photos or videos without their explicit consent. However, you might be identifiable in certain situations nonetheless. In such a case, your image or voice can be considered as personal data we process. We store the images of the event and a possible video recording in our archive and publish a selection on our Site, retaining them indefinitely as a part of our historical research record. The recording will be referenced in our library catalogue (the ‘OPAC’, which may be harvested by other catalogues and search tools). Moreover, we may show the images and short excerpts from the video recordings on our social media channels. If one or more cooperation partners are involved in the event, we may pass the material on to them as well. If you wish to obtain more information on how these third parties may process your data, please contact them directly. The abovementioned purposes constitute a legitimate interest on our part and the necessary processing of personal data is based on Art. 6 par. 1 lit. (f) GDPR. If you are identifiable on a picture or in a scene of the video and do not wish to be so for any reason, we kindly ask you to contact us. We will then check whether we can render you unrecognizable. For more information, please refer to the Chapter ‘Art. 21 GDPR – Right to object’ of this privacy policy.

The ICI Berlin offers a newsletter subscription service. The ICI Newsletter will keep you informed about our events and announcements, including fellowships. The newsletter subscription only requires your email address, which we only use for sending you the newsletter. The processing is based on your consent (Art. 6 par. 1 lit. [a] GDPR).

In order to subscribe to the newsletter you need to follow a so-called double opt-in procedure. This means that after your registration we will send you an email to the specified email address in which we ask you to confirm that you would like to receive the newsletter. In addition to your email address, we store the times and IP addresses of registration and confirmation. You will not be subscribed until you confirm your registration, and the data from unconfirmed registrations will be deleted in a routine operation performed on a quarterly basis. The purpose of this procedure is to avoid misuse of your personal data, to clarify, if necessary, the possible misuse of your personal data, and to be able to prove your subscription.

You can cancel your subscription at any time by clicking the unsubscribe link provided at the end of every newsletter or by writing to info@ici-berlin.org. If you use the unsubscribe link, you will be immediately removed from the newsletter distribution and your email address will be erased from our database through a routine operation performed on a quarterly basis. If you unsubscribe via email, unsubscription and deletion will be performed without undue delay, usually within two weeks.

The ICI Berlin uses an online application platform for its fellowship programme. Other applications operate via email only.

a) Applicants
In order to evaluate the applications, we process the information you provide us with — including your name, email, postal address, phone number, curriculum vitae, project description, work samples, references — and, when applicable, the letters of recommendations sent to us on your behalf. Please be aware that recommendation letters are confidential and that we are not allowed to disclose them to you. The processing of your data is based on Art. 6 par. 1 lit. (b) GDPR. The data will be processed by staff members and associate members, some of who reside outside the European Union. The data associated with unsuccessful applicants and all recommendation letters will be deleted in a routine operation within three years of the application deadline.

b) Recommenders
The information that you provide us with — your name and email, the applicant’s name and email, and your letter of recommendation — is processed in order to evaluate the applications according to our fellowship or other application guidelines. The processing of the data is based on our legitimate interest to evaluate the application (Art. 6 par. 1 lit. [f] GDPR). The letters are confidential: they are only processed by staff members and associate members, some of who reside outside the European Union, but are not made accessible to applicants or third parties. They will be deleted in a routine operation within three years of the application deadline.

When you use the recommender page on the application platform, you have the option of instructing us to keep you posted via email about future fellowship announcements and other academic openings at the ICI Berlin. If you do so, we will store your name and email in order to send you these announcements (about once every 1–2 years). The processing is based on Art. 6 par. 1 lit. (a) GDPR. You can cancel your subscription at any time by writing to info@ici-berlin.org. We will then delete your data without due delay.

3. Recipients and transfers to third countries

Internally, the relevant employees process your data. Externally, we use IT service providers in order to present our Site to you and to provide you with our newsletter service. If not stated otherwise in this privacy policy, we do not transfer personal data to third countries.

 

4. Rights of the data subject

If the respective requirements are met, the GDPR grants you certain rights as a data subject.

Art. 15 GDPR – Right of access

You shall have the right to obtain from us confirmation as to whether or not personal data concerning you are being processed, and, where that is the case, access to your personal data and certain information.

Art. 16 GDPR – Right to rectification

You shall have the right to obtain from us without undue delay the rectification of inaccurate personal data concerning you. Taking into account the purposes of the processing, you shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

Art. 17 GDPR – Right to erasure

You shall have the right to obtain from us the erasure of personal data concerning you without undue delay.

Art. 18 GDPR – Right to restriction of processing

You shall have the right to obtain from us the restriction of processing.

Art. 20 GDPR – Right to data portability

You shall have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and you shall have the right to transmit those data to another controller without hindrance from us. You shall also have the right to have the personal data transmitted directly from us to another controller, where technically feasible.

Art. 21 GDPR – Right to object

You shall have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, which is based on legitimate interests or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
In such cases, we shall no longer process the personal data unless we demonstrate compelling legitimate grounds for the processing, which override your interests, rights, and freedoms or where the processing is necessary for the establishment, exercise, or defence of legal claims.

Where personal data are processed for direct marketing purposes, you shall have the right to object at any time for such marketing, which includes profiling to the extent that it is related to such direct marketing.

Art. 77 GDPR – Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you shall have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you think that the processing of personal data relating to you infringes the GDPR.

Right to withdraw your consent

Where the processing is based on your informed consent, you shall have the right to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal. In order to withdraw your consent, you may send a message to  info@ici-berlin.org.

 

5. Obligation to provide us with personal data

You have no statutory or contractual obligation to provide us with any personal data. However, we may not be able to provide you with our services if you decide not to do so.

 

6. Existence of automated decision-making, including profiling

We do not use automated decision-making, including profiling, which produces legal effects concerning you or similarly significantly affects you.

 

7. Internet specific processing or use of personal data

 

Cookies and Google Analytics

The ICI Berlin website uses Google Analytics, provided by Google, LLC, which uses ‘cookies’ (text files saved to your webbrowser cache) to help us analyse how users use the Site. The information generated by the cookie includes your IP address, but we have set up Google Analytics so that your data should be made anonymous (by truncating the last octet of your IP) prior to storage. Only in exceptional cases, the full IP address will be transferred to a Google server in the United States, and then shortened so it is only partially used there. This information will be transmitted to and stored by Google on servers in the United States, so that we can evaluate how our website is used and how it may be improved. The IP address that your browser conveys within the scope of Google Analytics will not be associated with any other data held by Google. Our processing is based on Art. 6 par. 1 lit. (f) GDPR. The aforementioned purposes also constitute  the legitimate interests we pursue with them. The collected data is stored for 14 months. Further information on how Google processes personal data is available at: policies.google.com. You may refuse the use of all or specific cookies by selecting the appropriate settings on your browser.

 

Objecting to data collection

Alternatively, you can prevent the collection of your data by Google Analytics by clicking on the following link. An opt-out cookie will be set to prevent your data from being collected on future visits to this site.

Browser Plugin

Another alternative for opting out from being tracked by Google Analytics is to download and install the Google Analytics Opt-out Browser Addon for your current web browser:

http://tools.google.com/dlpage/gaoptout?hl=en.

Other uses

This Website uses other technical cookies for example for a cookie banner. It also uses technical cookies for a log in/log out functionality, which for the time being, however, is not available to public users.

Berlin, September 2020