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Privacy Policy

Thank you for visiting the International Mathematical Union (IMU) website. The IMU is an international non-governmental and non-profit scientific organization, with the purpose of promoting international cooperation in mathematics. The IMU's permanent office (IMU Secretariat) is based in Berlin, Germany, at the Weierstrass Institute (WIAS), where the web-server is also hosted.

Overview

We run our website in compliance with the EU General Data Protection Regulation (GDPR). When you visit our website or utilize the functions of a particular page, certain data - defined as personal data by the GDPR - is collected and processed.

Some data collection is automatic, such as the data that is logged when someone visits our webpages (see Sections III-IV). This data log is required to ensure the functionality of our website and is subsequently deleted within a set timeframe. Such data logs are never stored together with other personal data concerning the user.

Other data may be collected by consent for specific purposes, such as subscription to newsletters or webform submissions. The purpose for which the data is collected is clearly stated on the submission form. The data is only ever used for that specific purpose (see Section II). Prior to submission, users are also informed if data transmission to a third party is required (for example, to a partner organization involved in the assessment of a particular grant application) and asked to give their consent (see Section VI).

In summary, we only process personal data concerning our users where necessary in order to provide a functional website and to offer our content and services. We will not publish your data. We will not disclose your data to any third parties without authorization, unless such disclosure is required by law.

If at anytime you have any questions or concerns about how we handle your data or you want to exercise a right according to the GDPR (see Section VII), please contact privacy@mathunion.org.

The above is intended as a brief overview of how we collect and use personal data. In the following sections, we explain in more detail what data we collect when you visit our website and exactly how this data is used.

I. Responsible entity

The IMU's responsible entity regarding the EU General Data Protection Regulation (GDPR) is:

International Mathematical Union (IMU)
Secretariat
Hausvogteiplatz 11A
10117 Berlin, Germany

imu.info@mathunion.org
+49 30 2037 2430

represented by:
IMU Secretary General, Helge Holden
Head of the IMU Secretariat, Dietmar Hömberg

Questions or concerns about how we handle your data or requests to exercise a right according to the GDPR (see Section VII), should be sent to privacy@mathunion.org.

II. General information about data processing

a. Scope of personal data processing

As a general rule, we only process personal data concerning our users where necessary in order to provide a functional website and to provide our content and services. Personal data concerning our users will only be processed regularly if the user has given his or her consent. An exemption applies in such cases where it is impossible, for reasons of fact, to gain prior consent and the processing of data is permitted by law.

b. Legal basis for personal data processing

Where we obtain the consent of the data subject for processing procedures, Article 6(1)(a) of the GDPR serves as the legal basis.

When processing personal data that is necessary for the performance of a contract to which the data subject is party, Article 6(1)(b) GDPR serves as the legal basis. The same applies for processing procedures that are necessary in order to take steps prior to entering into a contract.

Where it is necessary to process personal data for compliance with a legal obligation that the IMU must meet, Article 6(1)(c) GDPR serves as the legal basis.

In the event that the vital interests of the data subject or of another natural person require the processing of personal data, Article 6(1)(d) GDPR serves as the legal basis.

If processing is necessary for the purposes of the legitimate interests pursued by the IMU or by a third party and if the aforementioned interests are not overridden by the interests or fundamental rights and freedoms of the data subject, then Article 6(1)(f) GDPR serves as the legal basis for processing.

c. Erasure of data and storage period

The personal data concerning the data subject will be erased or made unavailable as soon as the purpose of storage ceases to apply. Data may also be stored where provision has been made for this by European or national legislators in Union regulations, laws or other provisions to which the IMU is subject. Data will also be made unavailable or erased where a storage period prescribed by the aforementioned legislation expires, unless there is a need for the further retention of the data for the purpose of entering into or performing a contract.

III. Provision of the website and creation of log files

Every time our website is visited, our system automatically collects data and information from the computer system of the requesting computer in so-called log files.

The following data is collected in this connection and stored in our systems’ log files:

  •     Date and time of access
  •     User’s IP address
  •     Websites called up from the user’s system via our website
  •     Websites from which the user’s system reached our website
  •     Information about the browser type and version
  •     Information about the user’s operating system

This data will not be stored together with other personal data concerning the user.

Data is stored in log files in order to ensure the functionality of the website. In addition, the data serves the purpose of optimizing the website, of eliminating any possible malfunctions and of preserving the security of our information technology systems.

Data is deleted as soon as it is no longer necessary for the purpose for which it was collected. In the case of the provision of the website, this occurs at the end of the session.

Log file data is usually deleted after 30 days at the latest. If the IMU has to store log file data for a longer period due to technical requirements or security aspects, users’ IP addresses are deleted or modified to prevent their identification.

Such storage is essential and cannot be objected to by the user.

The legal basis for the storage of data and log files is Article 6(1)(f) GDPR.

IV. Use of cookies

a. Description and scope of data processing

Our website uses cookies. Cookies are text files that are stored in the internet browser or by the internet browser on the user’s computer system. When a user requests a website, a cookie can be stored on the user’s operating system. This cookie contains a characteristic string that enables the browser to be uniquely identified when you next visit the website.

b. Essential cookies

We use cookies to make our website more user-friendly. Some elements of our website require that the requesting browser can also be identified after changing to a different website.

In the process, the cookies store and transmit the following data:

  •     Language settings
  •     Log-in information (session data)

These two cookies are deleted when you close the session. No user profiles are created by essential cookies. The legal basis for the use of such cookies can be found in Article 6(1)(f) GDPR.

c. Non-essential cookies

Our organization does not analyse a user’s surfing behavior. Therefore we do not use non-essential cookies.

V. Web analytics

Opt-out

When requesting our webpages, the user is notified of this type of data collection. You may of course object to data being collected by the central server. For this purpose, enable the “Do Not Track” setting in your browser. As long as this setting is enabled, our server will not store any data concerning you whatsoever. Note: the Do Not Track instruction usually only applies for the device and the browser in which you enabled the setting. If you use several devices/browsers, then you must enable the Do Not Track function separately for each one.

Duration of storage, possibility of objection and removal

Cookies are stored on the user’s computer and transmitted from there to our website. As the user, you therefore have full control over the use of cookies. By changing the settings in your internet browser, you can disable or restrict the transmission of cookies. Cookies that have already been stored can be deleted at any time. This can also take place automatically. If cookies are disabled for our website, you may not be able to use the full functionality of the website.

VI. Data transmission

a. Website

Your personal data will only be transmitted to state institutions and authorities when required by legislation or for the purpose of prosecution for attacks on our network infrastructure. Data will not be disclosed to third parties for any other purpose.

b. Newsletters

When you subscribe to one of our newsletters, you will be asked to provide your email. We use the email you provide on the subscription form to send you the newsletter and provide updates on our activities. Depending on which newsletter you wish to subscribe to, we may use an external service provider in order to collect, store and process your data for this purpose. You will be told at the time of subscribing if this is the case. In order to ensure the protection of your data, we work with service providers offering full GDPR compliance. An overview of newsletters is given below:

IMU News and ICMI Newsletter:

We currently work with the following external service provider(s) for the purpose of sending IMU News and the ICMI Newsletter:

Subscribers can unsubscribe from newsletters at anytime by clicking "Unsubscribe" in the footer of the newsletter. For further details see the relevant  webpage [IMU News | ICMI Newsletter].

CWM Newsletter:

We use a locally-hosted program (mailman) to collect, store and process your data for the purpose of sending the CWM Newsletter. Your data is not transmitted to any third parties. Subscribers can unsubscribe from the newsletter at anytime by visiting the CWM Newsletter webpage and submitting an unsubscribe request there.

c. Webforms

We use webforms to collect data from applicants and other interested parties for specific purposes. Each webform only collects as much data as necessary for the related purpose. The data from webforms is stored on our local servers and processed by us in order to deliver the outcome(s) of the specific purpose. At no time do we use the data for any purpose other than that for which it was collected.

Some program and grant processes actively involve external partners. In such cases, we may transmit your data to these third parties where doing so is necessary to deliver process outcomes. We will only ever transmit your data to the extent that is absolutely required by the process. You will be told at the time of completing and submitting a webform if your data will be shared with third parties.

d. Google Maps

The "How to find us" page uses the Google Maps map service via an API. It is operated by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.
To use Google Maps, it is necessary to save your IP address. This information is generally transmitted to a Google server in the USA and stored there. The provider of this site has no influence on this data transfer.
The use of Google Maps is in the interest of making our website appealing and to facilitate the location of places specified by us on the website. This constitutes a justified interest pursuant to Art. 6 (1) (f) DSGVO.
Further information about handling user data, can be found in the data protection declaration of Google at https://www.google.de/intl/de/policies/privacy/.

VII. Rights of the data subject

If personal data concerning you is processed, you are the data subject within the meaning of the GDPR and have the following rights vis-à-vis the controller – unless statutory exceptions apply in specific cases:

  •     Withdrawal of consent (Article 7(3) GDPR)
  •     Access (Article 15 GDPR)
  •     Rectification (Article 16 GDPR)
  •     Erasure (Article 17(1) GDPR)
  •     Restriction of processing (Article 18 GDPR)
  •     Data portability (Article 20 GDPR)
  •     Objection to processing (Article 21 GDPR)
  •     Lodging of a complaint with the supervisory authority (Article 77 GDPR)

The supervisory authority is: The Berlin Commissioner for Data Protection and Freedom of Information, Friedrichstr. 219, 10969 Berlin, Germany.