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Privacy Policy

Privacy Policy for SWP's Website

This privacy policy applies not only to the SWP website at www.swp-berlin.org, but also to the SWP-operated websites of the "Urban Space" project at http://projekt.swp-berlin.org/urbaneraeume/ and of the CATS Network at https://www.cats-network.eu.

1. In a Nutshell:

In general, our website may be used anonymously. Providing personal data is purely voluntary and you will always be informed if and for what purpose we want to store your data. Personal data is data that enable us to identify you personally and/or to contact you, such as your name, address or e-mail address.

2. In Detail:

2.1 Who We Are and How You Can Reach Us

The controller of the processing of personal data on this website is:

Stiftung Wissenschaft und Politik (SWP),
German Institute for International and Security Affairs,
Ludwigkirchplatz 3-4,
10719 Berlin,
Telephonw: +49 30 88007-0,
e-mail: info@swp-berlin.org.

You may contact our data protection officer at the following address:

Datenschutzbeauftragte der Stiftung Wissenschaft und Politik (SWP),
Ludwigkirchplatz 3-4,
10719 Berlin,
e-mail: datenschutz@swp-berlin.org.

2.2 What Data We Do (Not) Process, For What Purpose, For How Long And On What Legal Basis

In general: If we intend to store data about you, we will always point this out to you and they will not be used for any purpose other than those expressly stated in this privacy policy.

2.3 Anonymous Use of Our Website

You may use our website anonymously. When you visit our website, your web browser tells our web server your IP address so that communication is possible. Your IP address may be used to identify you. However, we do not store your IP address permanently. You remain anonymous to us when visiting our website.

2.4 Logging and Evaluation in Case of Attacks

Error messages – usually caused by attack attempts – are recorded and evaluated for reasons of security. Only the following data that may allow identification are used with respect to the recording of error messages:

  • Your IP address,
  • date and time,
  • exact name (URL) of the requested data file(s),
  • HTTP status code,
  • volume of data transferred,
  • referrer (website from which the file was requested),
  • browser identification string that is sent from your browser (User Agent String).

Such data shall be deleted after seven days if they are no longer useful (possibly for evidence).

The legal basis for data processing is Art. 6 para. 1 subpara. 1 letter f GDPR. The legitimate interests in processing on the basis of Art. 6 para. 1 para. 1 letter f GDPR are ensuring of the functionality and security of our website as well as defence against attacks and other abuses.

2.5 Data Processing Upon Contact

If you call us or send us a message and if you want us to reply to you, for our answer, we need your e-mail address, your postal address or a telephone number. You may also use a pseudonym instead of your name. We will use this data as well as data and time of your contact exclusively to handle your request. Your data will not be passed on to third parties but only internally to the department responsible for your particular request. We will delete your data as soon as it is no longer needed for this purpose, i.e. usually three months after the last contact with you. If you have any further questions, please contact us again within three months. The legal basis for the data processing is Art. 6 para. 1 subpara. 1 letters b and f GDPR. The legitimate interest in processing on the basis of Art. 6 para. 1 subpara. 1 letter f GDPR is to fulfil your request.

Exceptions: We are required to retain business and commercial letters and other tax-relevant documents in order to fulfil our commercial and tax law archiving obligations; we will delete them by 31 March of the seventh calendar year following their creation, and in the case of booking receipts of the eleventh calendar year following their creation. Our accounting department has access to these data. The legal basis for tax law retention is Art. 6 Para. 1 Para. 1 Letter c GDPR in connection with sections 147 AO, 257 HGB.

If your request is for a special purpose (e.g. newsletter subscription), only the explanations in the respective section for that special purpose apply to data processing in this context, about which we will inform you separately if necessary.

2.6 Matomo (Piwik) Opt-Out

By activating this third party content, you will enable the respective provider to collect your usage data. For more information on the use of third-party content, please see our Privacy Policy.
View Privacy Policy

Matomo (Piwik) opt-out for the general website of SWP

By activating this third party content, you will enable the respective provider to collect your usage data. For more information on the use of third-party content, please see our Privacy Policy.
View Privacy Policy

Matomo (Piwik) opt-out for the "Urban Spaces" website

2.7 Data processing in connection with third-party content providers such as YouTube and Twitter

Third-party content is incorporated into the SWP website as well as into the websites of CATS network and of the "Urban Space" project. Providers of third-party content are:

  • the video platform YouTube,
  • the short news service Twitter,
  • the music and audio platform SoundCloud (see also privacy policy by SoundCloud),
  • the provider of interactive timelines TimelineJS, Knight Lab.


Normally, your web browser would automatically exchange information with these providers, e.g. your IP address. To prevent this, we use solutions that require you to activate third-party offerings first. Previously, you will not transfer any data to the third party and you will remain unknown to the third party. However, when you enable third-party offerings, information is transferred directly from your web browser to the provider. We no longer have any influence on the processing of your data by third-party providers - just as if you follow another link to another website.

On our project subdomain at https://projekt.swp-berlin.org/urbaneraeume/, contents of the following third party providers are integrated:

  • The video platform Vimeo,
  • the video platform YouTube,
  • the short message service Twitter,
  • the service for interactive maps Carto.com and
  • the provider of interactive timelines TimelineJS, Knight Lab.


Please note that the privacy protection law may be less stringent in the country where the third party is located than in our country. You can find out more about the data protection regulations of the third party providers here:

When you activate the third party content, your web browser establishes a direct connection to the respective third-party provider, so that the third party provider – technically unavoidable– learns your IP address and other data about your browser, which it automatically sends along.

2.8 Voluntary provision of your data

You are not obliged to provide us with personal data. If you do not provide us with certain information that we need to handle your request, we may not be able to do so. In the context of special procedures, it may be necessary for you to provide us with certain information because otherwise we will not be able to process your registration. However, we will always point this out to you in the specific situation.

2.9 Recipients of your data

Your personal data will remain with us, except in special exceptional cases, in which we will expressly inform you to whom your data will be sent. Our administrators have the possibility to access data processed by the IT Department. We list further recipients of your data in the notes for the respective data processing.

In certain areas, such as web hosting and email hosting, we use specialised service providers. These providers are strictly bound by our instructions through an agreement on commissioned data pro-cessing and may not process the data for their own purposes. Processing takes place only in Germa-ny.

2.10 Automated decision making and profiling

Your data will not be used for automated decision making or profiling.

2.11 Your rights

You have the right to receive free information about your data; the right to have such data cor-rected or deleted or to have their processing restricted; the right to object to the processing of your data; and the right to data transferability under the respective statutory preconditions with regard to the personal data concerning you. In particular, you have the right to object to the processing of your data for advertising purposes at any time without incurring costs other than the transmission costs, according to the rates of your provider (e.g. the costs of an email = usually none). If the data pro-cessing is based on consent, you have the right to withdraw your consent at any time without affect-ing the lawfulness of the processing being carried out on the basis of consent until the withdrawal or of the processing on another legal basis. If you want to exercise these rights, you can simply write to datenschutz@swp-berlin.org or click on the unsubscribe link in any email newsletter to unsubscribe. If we call you, you can also tell us directly.

You also have the right to complain to a data protection supervisory authority about our processing of your personal data, for example to the supervisory authority responsible for the SWP:

Berliner Beauftragte für Datenschutz und Informationsfreiheit
Friedrichstraße 219
10969 Berlin
Germany
Tel: + 49 30 138890
Fax: +49 30 2155050
Email: mailbox@datenschutz-berlin.de

If you have any questions or requests regarding data protection, you can contact our Data Protection Officer at any time: datenschutz@swp-berlin.org.

2.12 Your right to object to data processing

The processing of your personal data is based on Art. 6 para. 1 subparas. 1 (e) and (f) GDPR. You have the right to object to processing in accordance with Art. 21 GDPR. If your objection is made for reasons arising from your particular situation, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms of or for the establishment, exercise or defence against legal claims.

SWP Privacy Policy for the Newsletter

As of: 05/2018

Thank you for your interest in the work of the SWP and its research results!

We attach great importance to the protection of your data and your privacy. To ensure that you are fully informed about our collection, processing and use of personal data, please read the following information.

1. Responsible for the Processing of Personal Data

Responsible for the processing of your personal data in terms of data protection law is:

Stiftung Wissenschaft und Politik (SWP)
German Institute for International and Security Affairs
Ludwigkirchplatz 3-4
10719 Berlin
Phone: +49 30 88007-0
E-Mail: info(at)swp-berlin.org
Chairman of the Executive Board: Prof. Dr. Volker Perthes

If you have any questions about data protection at SWP, you can contact our data protection officer at any time:

2. Data Protection Officer

You can contact our data protection officer as follows:

Datenschutzbeauftragte of
Stiftung Wissenschaft und Politik – German Institute for International and Security Affairs (SWP)
Ludwigkirchplatz 3-4
10719 Berlin
E-Mail: privacy(at)swp-berlin.org

3. Further Information on the Processing of Your Data

If you subscribe to our newsletter, we need your e-mail address, otherwise we cannot send you the newsletter. The specification of further data is optional. Your data will not be passed on to third parties. We use them only for sending our newsletter. You will first receive an e-mail with a link that you must click to confirm that you wish to receive the newsletter ("double opt-in"). In this way we prevent unauthorized persons from subscribing to the newsletter in your name. For the purpose of sending you the newsletter, we will store your data until your consent is revoked or until the newsletter is finally discontinued. If you do not confirm your newsletter subscription, we will automatically delete your data after 24 hours. Please confirm your registration ("Double-Opt-In") within 24 hours, otherwise you have to register again. Our Communications Department has access to your data and, if required, also our Legal Department. Our administrators and contractors have the technically necessary possibility to access data processed by means of IT. These persons are strictly bound by our instructions and are not allowed to process the data for their own purposes.

The legal basis for processing for the purpose of sending the newsletter is Art. 6, para. 1, subpara. 1, letter a GDPR.

Your data will not be used by us for automated decision making or profiling. Your data will be processed by us or on our behalf exclusively in Germany.

4. Voluntary Provisioning of Your Data

The provision of your personal data is not mandatory and is not required for the conclusion of a contract. You are not obliged to provide personal data. However, if you do not provide your email address, you will not be able to receive our newsletter.

5. Your rights

According to the Basic Data Protection Ordinance, you have:

  • the right to receive free information about your data
  • the right to have such data corrected or deleted or to have their processing restricted,
  • the right to object to the processing of your data,
  • a right to data transferability

If the processing is based on consent, you have the right to revoke your consent at any time without prejudice to the legality of the processing carried out on the basis of the consent until revocation or the processing on another legal basis.

As far as a processing of your personal data is based on Art. 6, para. 1, subpara. 1, lit. e or f GDPR, you have the right to object to the processing according to Art. 21 GDPR. If your objection is made for reasons arising from your particular situation, we will no longer process your personal data unless we can prove compelling grounds for processing that outweigh your interests and rights or the processing serves to assert, exercise or defend legal claims.

You also have the right to complain to a data protection supervisory authority about our processing of your personal data, for example to the supervisory authority responsible for us:

Berlin Commissioner for Data Protection and Freedom of Information,
Friedrichstrasse 219,
10969 Berlin,
Phone 030/138890,
Fax 030/2155050,
E-Mail mailbox(at)datenschutz-berlin.de.

If you have any questions or requests regarding data protection, you can also contact our data protection officer at any time: datenschutz(at)swp-berlin.org.

Privacy Policy for SWP Social Media Presentations

Thank you for your interest in the work of the SWP and its research results.

We attach great importance to the protection of your data and privacy. To ensure that you are fully informed about the collection, processing and use of personal data, please read the following information.

This privacy policy applies not only to the SWP website at www.swp-berlin.org, but also to the SWP-operated website of the CATS Network at https://www.cats-network.eu.

1. Person responsible for the processing of personal data

The person responsible for processing your personal data in accordance with data protection law is

German Institute for International and Security Affairs (SWP)
Ludwigkirchplatz 3–4
10719 Berlin
Germany
Phone: +49 30 88007 – 0
email: info(at)swp-berlin.org
Executive Chairman of the Board: Dr. Stefan Mair

If you have any questions about data protection at SWP, you can contact our data protection officer at any time:

2. Data protection officer

You can contact our data protection officer as follows:

Data protection officer of
German Institute for International and Security Affairs (SWP)
Ludwigkirchplatz 3–4
10719 Berlin
Germany
email: datenschutz(at)swp-berlin.org

3. More information about the processing of your data

Basically, you use the social media sites and their functions voluntarily. You can also access most of the information we offer there via the SWP website www.swp-berlin.org.

We do not process the information you voluntarily provide (e.g. in comments, posts, reactions) for other or our own purposes. However, we reserve the right to block or delete content if we believe this is necessary, or to share content that is recognizably provided for this purpose and for which the portal operator's usage options provide.

3.1 Facebook

We maintain a Facebook profile for public relations and to present our activities to appropriate target groups. Hereby we process your data with …

Facebook Ireland Ltd.
4 Grand Canal Square
Grand Canal Harbour
Dublin 2 Ireland

… in joint responsibility.

Facebook collects personal information when you visit the SWP Profile, including how you use Facebook products (e.g., the types of content you view or interact with, or the actions you take), and information about the devices you use (e.g., IP addresses, operating system, browser type, language preferences, cookie data). What information Facebook actually collects depends on whether and how you use Facebook products (e.g. as a user/non-member).

For more information about Facebook's privacy policy, cookie policy and contact information, please visit:


Facebook provides a joint responsibility agreement to comply with the requirements of Article 26 DSGVO. The essential rights and obligations of this agreement can be found under:

https://www.facebook.com/legal/terms/page_controller_addendum

For details of data processing by Facebook, we refer to their privacy policy. During the period of joint responsibility, you can contact each responsible person or our data protection officer at any time and in any form if you have questions regarding the processing of your data. We recommend that you contact Facebook directly if you have questions regarding data processing by Facebook.

Facebook reserves the sole freedom of decision regarding the data collected together with our fan page. We do not know in what way Facebook will use your data for its own purposes, to what extent user profiles and the collected data can be linked, how long your data will be stored and to which third parties the data will be passed on.

We cannot rule out the possibility that Facebook may also process personal data outside the European Union or transfer it to such states. Due to the lifting of the EU-US Privacy Shield, Facebook must otherwise ensure that an adequate level of security comparable to the DSGVO exists when transferring data to the USA.

If you visit our profile while logged into Facebook, Facebook can track that you have visited our profile, how you have used it, and possibly which other websites you visit. Facebook is thus able to link such information to your profile, create a comprehensive usage profile of your presumed interests, and display ads tailored to you. If you want to avoid this, you should log off from Facebook, delete the stored cookies and restart your browser.

Part of the data is made available to us via Facebook Insights as user statistics. We receive the user statistics in anonymized form. We use the user statistics to improve our offers and evaluate our content.

3.2 Twitter

We use Twitter for public relations and presentation of our activities. In order to use Twitter, we rely on the technical platform and services of

Twitter, Inc.
1355 Market Street, Suite 900
San Francisco, CA 94103 USA.

Twitter Inc. collects personal data when using the service. The personal data is on the one hand voluntarily submitted information such as name, e-mail address, etc., but on the other hand also information that is collected with the help of Cookies, such as IP address, GPS data, device information, etc.

We have no influence on the type and scope of the data processed by Twitter, the type of processing and use or the transfer of this data to third parties. For more information, please refer to the Twitter Privacy Policy and Cookie Policy at


Twitter uses the personal data for its own purposes, in particular for profile building, advertising and further analysis. By using Twitter buttons or widgets integrated into websites and the use of cookies, Twitter may be able to record your visits to these websites and assign them to your Twitter profile. You can restrict the processing of your data via your Twitter account and your cookie settings.

When using Twitter and visiting the website, your personal data will be transferred to the USA and possibly to other countries outside the EU. Please note that the EU-US Privacy Shield has been annulled by the ECJ and therefore does not confirm an adequate level of data protection comparable to the DSGVO for the USA.

4. Legal basis of the processing and duration of the storage

The legal basis for data processing in our social media appearances is Art. 6 para. 1 UAbs. 1 letter f DSGVO.

If you are asked by the respective platforms to give your consent to data processing, the consent you may have given is the legal basis for processing in accordance with Art. 6 para. 1 UAbs. 1 letter a DSGVO.

5. Your rights

According to the General Data Protection Regulation (DSGVO) you have

  • the right to information free of charge,
  • the right to rectification or erasure or to limitation of processing,
  • the right to object to the processing,
  • a right to data transferability.

If the data processing is based on consent, you have the right to revoke your consent at any time without affecting the lawfulness of the processing carried out on the basis of the consent until revocation or the processing on another legal basis.

If the processing of your personal data is based on Art. 6 para. 1 subpara. 1 letter e or f DSGVO, you have the right to object to the processing in accordance with Art. 21 DSGVO. If your objection is based on reasons arising from your particular situation, we will no longer process your personal data, unless we can prove compelling reasons for processing worthy of protection that outweigh your interests, rights and interests, or the processing serves to assert, exercise or defend legal claims.

You also have the right to complain to a data protection supervisory authority about the processing of your personal data by us, for example to the supervisory authority responsible for us:

Berliner Beauftragte für Datenschutz und Informationsfreiheit, 
Friedrichstraße 219, 
10969 Berlin, 
Germany
Phone +49-30/138890, 
Fax +49-30/2155050, 
email: mailbox(at)datenschutz-berlin.de.

If you have any questions or requests regarding data protection, you can of course also simply contact our data protection officer at any time: datenschutz(at)swp-berlin.org.

The SWP's privacy policy for addresses

[Art. 13 GDPR Information to be provided where personal data are collected from the data subject]

[Art. 14 GDPR Information to be provided where personal data have not been obtained from the data subject]

Last updated: 01/2020

Thank you for your interest in the SWP's work and research.

We attach great importance to the protection of your data and your privacy. To ensure that you are fully informed about the collection, processing and use of personal data, please read the following information.

1. Person responsible for the processing of personal data

Your data will be processed in the name and on behalf of:
Stiftung Wissenschaft und Politik (SWP)
German Institute for International and Security Affairs
Ludwigkirchplatz 3–4
10719 Berlin
Tel: +49 30 88007 – 0
e-mail: info@swp-berlin.org

Chairman of the Executive Board: Prof. Dr. Volker Perthes

If you have any questions about data protection at the SWP, you can contact our data protection officer at any time:

2. Data protection officer

You can contact our data protection officer as follows:
Datenschutzbeauftragte der
Stiftung Wissenschaft und Politik (SWP)

German Institute for International and Security Affairs
Ludwigkirchplatz 3–4
10719 Berlin
Germany
e-mail: datenschutz@swp-berlin.org

3. Further information on the processing of your data

We store the following categories of data in our address database:

  • Name, title without ranks, address data (usually business addresses incl. employer), tel./FAX, email; position/-departmental affiliation
  • Usage data / delivery data: publications, information products and invitations received (including passing on to cooperation partners for the purpose of the invitation); distribution keywords
  • Data concerning predecessor – successor
  • Wishes and preferences, where applicable (e.g. shipping method; topics)

4. Purpose of the processing

We collect and process your personal data for the following purpose:

  • Disseminating the SWP's research and information products, such as press and online media reviews (Pressespiegel and WebMonitor), and enabling academic exchange (including invitations to events and the provision of appropriate  address data to cooperation partners for events organized by the SWP and third parties where the invitations are issued by the partner)
  • Providing contact data and other information on individuals for the entire research and consulting process
  • Preventing unwanted delivery or dissemination in case of objection
  • Proving consent and documenting transfers.


Your data will not be used for automated decision making or profiling.

5. Legal basis for processing and duration of data storage

a) Consent

If we have received your data with your consent, the legal basis for the processing of your data is your consent pursuant to Art. 6 para. 1 subpara. 1 a) GDPR.

Your data will be stored for as long as your consent is valid.

After this, the data are deleted, unless further data processing is necessary for the SWP's work and a legal basis exists. One such exception is in particular: we store your consent until 31 March of the fourth calendar year after the deletion of your data exclusively for the purpose of being able to prove your consent. The legal basis for this is Art. 6 para. 1 subpara. 1 c) in conjunction with Art. 5 para. 2 GDPR, Art. 7 para. 1 GDPR and Art. 24 para. 1 GDPR as well as Art. 6 para. 1 subpara. 1 f) GDPR. The legitimate interest in processing on the basis of Art. 6 para. 1 subpara. 1 f) GDPR is proving your consent, i.e. as defence against legal claims.

You have the right to withdraw your consent at any time, without prejudice to the lawfulness of the processing carried out on the basis of the consent up to the point of withdrawal or processing carried out on another legal basis.

b) Balancing of interests

If we have received your data not directly from you, but on the recommendation of third parties or via publicly accessible sources, or from you, but without your express consent, the legal basis for processing your data is Art. 6 para. 1 subpara. 1 f) GDPR. The legitimate interest for processing your data for active use by the SWP and, if necessary, by the partners of cooperation events is fulfilling the statutory purpose of the SWP, namely conducting and, where appropriate, publishing of academic studies on international relations as well as foreign and security policy with the aim of providing policy advice on the basis of independent academic research, when passing on to partners of cooperation events, also their interest in fulfilling their tasks.

Therefore, our researchers need information about political and social actors, and our distribution management needs to process the data to ensure that our publications reach and supply suitable addressees for specific target groups. In case SWP organises an event in cooperation with an external partner, SWP shares with this external partner relevant data on political and social actors who may be invited to the event. We conclude agreements with our cooperation partners that oblige them to use these data only for this purpose, and to delete them afterwards unless you agree with the cooperation partner that they may further process your data.

Your data will be processed by us for as long as they are needed to fulfil these purposes. The data will then be deleted. The SWP constantly updates stored data and checks each time whether they are still necessary for its work. With the end of your political or social activity, the necessity for processing usually no longer exists, and the data are deleted. However, actors do not usually start another activity that is also relevant to the SWP immediately after the end of the previous activity, but only after a certain delay, or at least the SWP usually only becomes aware of this after a delay. Therefore, it will be decided on a case-by-case basis whether an individual’s data are deleted immediately after the end of their previous activity or whether the data record is provisionally deactivated. Inactive data records will be deleted after one year at the latest if they have not been reactivated due to new information. Each data set shall be re¬viewed after three years at the latest to assess the need for continued storage.

If a person is stored as a predecessor or successor of another individual, this infor¬mation will be deleted either if the other individual’s data are deleted or if it is determined during verification of the other individual’s data that the information on the predecessor or successor is no longer required.

If you raise a legitimate objection to the processing of your data, we will either block your data record so that we no longer send you any information, or include in a block list those of your data that we need in order to clearly identify you and delete the remaining data. This applies in any case if you object merely to receiving our information. With¬out such a blacklist, we might add you to one of our mailing lists in the future if we received your data again. However, we will contact you if your statement is not clear to us. If you tell us that you do not wish to receive any further information from us, we will respect this wish in any case, regardless of whether you are legally entitled to it. The legal basis for processing your data in the blacklist is Art. 6 para. 1 subpara. 1 f) GDPR. The legitimate interest in pro-cessing your data is to comply optimally with your objection and to avoid un¬solicited submissions of our publications. Your data will be stored in the blocking list until you request deletion, i.e. also object to their storage in the blocking list, or until there is no risk of you being added to the mailing list again against your will. This will regularly be the case when you finally cease any political or social activity that is relevant to the work of the SWP. Such a check shall take place at least every five years for data on the blacklist.

Where your data are passed on to a cooperation partner for the purpose of inviting you to a cooperation event, we store this transfer for documentation purposes for as long as we store your data. The legal basis for this is Art. 6 (1) (1) (c) in conjunction with (c). Art. 15 para. 1 letter c GDPR and Art. 24 para. 1 GDPR as well as Art. 6 para. 1 subpara. 1 letter f GDPR. The legitimate interest in processing on the basis of Art. 6 para. 1 para. 1 letter f GDPR is being able to fulfil your requests for information according to Art. 15 GDPR.

6. Recipient of your data, data exports

Our distribution management and our administrators have access to your data. Where required, our researchers have access to certain extracts from our database that are necessary for their specific work, including where necessary the legal department.

At certain events organised by the SWP in cooperation with a partner, the cooperation partner also issues invitations to the event on behalf of the SWP. In these cases, the SWP transfer to the cooperation partner contact data of selected individuals who should, from its perspective, be invited to the event. We conclude agreements with our cooperation partners that oblige them to use the data received from us only for these purposes and to delete them afterwards, unless you agree with the cooperation partner that the latter may further process your data. Cooperation partners include in particular academic institutions, universities, public institutions, authorities (e.g. the German Foreign Ministry) and foundations, non-governmental organisations and international organisations.

If we send you printed products, we use an order processor who uses your data exclusively for the dispatch of the printed products. The latter is strictly bound by our instructions and may not process or pass on the data for his or her own purposes.

Your data will be processed by us or on our behalf exclusively in Germany.

The only exception is the platform we use for the information product Pressespiegel: Factiva Limited, The News Building, 1 London Bridge Street, SE1 9GF, London („Factiva“). To be able to send you Pressespiegel, we transfer your personal data to Factiva and thus grant Factiva permission to register you. The legal basis for transferring these data is fulfilling our contractual or pre-contractual duties generated by your order of Pressespiegel, Art. 6 para. 1 subpara. 1 letter b GDPR.

Processing as part of the data transfer to Factiva is carried out by us jointly with Factiva, in accordance with Art. 26 GDPR. We have agreed with Factiva a privacy policy regarding rights and duties under this joint responsibility.

Once you are registered on the Factiva platform, you will have access to Factiva’s (Dow Jones’s) privacy policy and cookie policy, which can also be found at:

https://www.dowjones.com/privacy-policy/
https://www.dowjones.com/cookies-policy/

In the agreement on joint responsibility, Factiva has committed to processing personal data only in accordance with the respective data protection legislation and the purposes and guidelines of the privacy and cookie policies, and to fulfil the contract.

We further agreed that Factiva will be available for you to contact regarding the processing of your personal data and that Factiva will answer your questions.

On request, we will be happy to provide you with further essential contents of our agreement. The division of competencies that we have agreed between us does not mean that to exercise your rights, you must contact the person designated as being responsible. You may put all your questions regarding your jointly processed data to any of the designated responsible persons or to our data protection officer at any time and in any form.

Our cooperation partners at events may also come from other countries, so that your data may be transferred to countries outside the EU and the EEA, where the level of data protection may be lower. Adequacy decisions of the European Commission on data protection standards are currently available for Andorra, Argentina, Canada (restricted), Switzerland, Faroe Islands, Guernsey, Israel (restricted), Isle of Man, Jersey, New Zealand and Uruguay as well as the USA within the framework of the "Privacy Shield", provided the recipient is certified accordingly. In all other cases, we conclude standard contractual clauses with the recipient in accordance with the European Commission decision of 27 December 2004. You can look up the text in the Official Journal of the European Union, 29 December 2001, p. L 385/74, and on the Internet at

https://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2004:385:0074:0084:EN:PDF

Upon request, we will send you a copy of the standard contractual clauses.

7. Voluntary provision of your data

The provision of your personal data is not mandatory and is not required for the conclusion of a contract. You are not obliged to provide personal data. However, if you do not provide your e-mail address or mailing address, you may not receive our information by e-mail or post.

8. Your rights

Under the General Data Protection Regulation you have

  • the right to information free of charge,
  • the right to rectify or delete or limit data processing,
  • the right to object to processing,
  • a right to data transferability.


Where data processing is based on consent, you have the right to withdraw your consent at any time, without prejudice to the lawfulness of the processing carried out on the basis of the consent up to the point of withdrawal or the processing carried out on another legal basis.

If our processing of your personal data for our database is based on Art. 6 para. 1 subpara. 1 letter e or f GDPR, i.e. if you have not given consent, you have the right to object to the processing in accordance with Art. 21 GDPR. If you object for reasons arising from your particular circumstances, we will no longer process your personal data, unless we can prove compelling reasons for processing that qualify for protection and supersede your interests and rights, or unless the processing serves to assert, exercise or defend legal claims.

You also have the right to complain to a data protection supervisory authority about our processing of your personal data, for example to the supervisory authority responsible for us:

Berliner Beauftragte für Datenschutz und Informationsfreiheit,
Friedrichstraße 219,
10969 Berlin,
Germany,
Phone +43 30 138890,
Fax +43 30 2155050,
e-mail mailbox@datenschutz-berlin.de.

If you have any questions or requests regarding data protection, you can contact our data protection officer at any time: datenschutz@swp-berlin.org.

Data protection declaration for events at the SWP

[pursuant to Art. 13 GDPR - Duty to inform when collecting personal data from the data subject]

[pursuant to Art. 14 GDPR - duty to inform if the personal data were not collected from the data subject].

As of: 07/2018

Thank you for your interest in the work of the SWP and its research results.

We attach great importance to the protection of your data and the protection of your privacy. To ensure that you are fully informed about the collection, processing and use of personal data, please read the following information.

This privacy policy applies not only to the SWP website at www.swp-berlin.org, but also to the SWP-operated website of the CATS Network at https://www.cats-network.eu.

1. Responsible for the processing of personal data

The person responsible for the processing of your personal data within the meaning of data protection law is

German Institute for International and Security Affairs (SWP)
German Institute for International and Security Affairs
Ludwigkirchplatz 3-4
10719 Berlin
Phone: +49 30 88007 – 0
e-mail: info(at)swp-berlin.org
Chairman of the Executive Board: Prof. Dr. Volker Perthes

If you have any questions about data protection at SWP, you can contact our data protection officer at any time:

2. Data protection officer

You can contact our data protection officer as follows:

Data Protection Officer of
German Institute for International and Security Affairs (SWP)
Ludwigkirchplatz 3-4
10719 Berlin
E-Mail: datenschutz(at)swp-berlin.org

3. Further information on the processing of your data

When you register for an event, we require certain data from you, depending on the type of event. The invitation or registration form indicates which information is required and which is voluntary. Your data will not be passed on to third parties. Any exceptions (e.g. at cooperation events) will be clearly communicated during registration.

We process your data for the following purposes:

  • for the organisation, execution and execution of the event. This includes, in certain cases, the preparation of panelists for whom it may be important to know who will be attending the event.
  • to network the participants of the event by issuing name tags and displaying lists of participants if necessary: on your name tag we only list your name; your name, your function and your institution will appear on the list of participants, unless you object to this,
  • to plan future events and research activities and, if suitable, to invite you to attend them,
  • to check whether you should be included in the general address database of the SWP because you are important for our research or as a recipient of our research results,
  • to prove that we may process your data, in particular send you information by e-mail,
  • to fulfil our statutory, fiscal and budgetary obligations and interests including controlling, the fight against fraud and corruption and the documentation of our activities; in particular if you are fed during the event or receive refunds, we must store your registration and, if applicable, invoice and payment data,
  • only if expressly pointed out, also for the documentation of the event by photo and film recordings, which can also be used for public relations work of the SWP.
  • Due to the security situation of the SWP, you must present a valid photo ID for admission to the events. It is used for comparison with the participant list. We do not collect any data from your identity card.


In the case of cooperation events, your data may also be transmitted to the cooperation partner and processed by him for the aforementioned purposes. Please note the supplementary information on the individual events.

Your data will not be used by us for automated decision making or for profiling within the meaning of Art. 22 GDPR.

4. Legal basis of processing and duration of storage

The legal basis for data processing for the organisation, implementation and handling of the event is Art. 6 para. 1 subpara. 1 letter b GDPR, except in the case of passing on the list of notified participants, for which the legal basis is Art. 6 para. 1 subpara. 1 letter f GDPR and the legitimate interest is the proper preparation of the panelist.

The legal basis for data processing for the purpose of networking the participants of the event is Art. 6 para. 1 subpara. 1 letter f GDPR. The interest of the SGP and the participants in specialized networking and the interest of the SGP in fulfilling its statutory tasks, namely the implementation and, if necessary, publication of scientific studies in the fields of international politics and foreign and security policy with the aim of policy advice on the basis of independent scientific research, for which the contacts to be established through networking are useful.

The legal basis of data processing for the purpose of planning future events and research activities and, if suitable, of inviting you to attend them, is Art. 6 para. 1 subpara. 1 letter f GDPR. The legitimate interest in this respect is the fulfilment of the statutory purpose of the SWP, namely the conduct and, if appropriate, publication of scientific studies in the fields of international relations and foreign and security policy with the aim of providing policy advice on the basis of independent scientific research. In the SWP, topics are pursued over years or even over decades and are taken up again and again, eventually also in another research group. For this it is necessary to be able to fall back on the concepts for events including their composition (distribution lists/ attendee lists). We assume that your interests do not conflict with this, as the SWP does not invite an undifferentiated public to its events, but a specifically selected specialist audience.

The legal basis for data processing for the purpose of checking whether you should be included in the general address list of the SWP is Art. 6 para. 1 subpara. 1 letter f GDPR. The legitimate interest in this respect is the fulfilment of the statutory purpose of the SWP, namely the conduct and, if appropriate, publication of scientific studies in the fields of international relations and foreign and security policy with the aim of providing policy advice on the basis of independent scientific research. To this end, our scientists need information about political and social actors and our distribution management needs to process the data in order to ensure that our publications reach and supply suitable addressees for specific target groups.

The legal basis of the data processing for the purpose of proof of permission is Art. 6 para. 1 subpara. 1 letter c in connection with. Art. 5 para. 2 GDPR and Art. 24 para. 1 GDPR as well as Art. 6 para. 1 subpara. 1 letter f GDPR. Justifiable interest is the defence against legal claims.

The legal basis for tax retention is Article 6 (1) (1) (c) of the GDPR in conjunction with Article 6 (1) (c) of the GDPR. § 147 AO.

Legal basis for processing in order to fulfil our obligations and interests under statutory and budgetary law, including the controlling, the Fighting fraud and corruption and documenting our activities is Art. 6 para. 1 subpara. 1 letter f GDPR. Justified interests are the fulfilment of our statutory and budgetary obligations in order to continue our work properly and to continue to receive benefits, the economical and appropriate use of our resources, the fight against fraud and corruption and ensuring that our work meets our ethical requirements.

The legal basis for the production of photographs and films and the subsequent processing is Art. 6 para. 1 subpara. 1 letter f GDPR or, if you are expressly asked for your consent, Art. 6 para. 1 UAbs. 1 letter a DSGVO. Rightful interests are the documentation and publication of the work of the SWP and the statutory and meaningful use of funds, which in today's time often requires photography and filming, at suitable events also the documentation and public dissemination of the entire or essential content of the event.

The legal basis for processing for the purpose of identity checks is Art. 6 para. 1 subpara. 1 letter f GDPR. The legitimate interests of the SWP and the participants of the event are the protection of the event from disruptions and the safety of the participants.

We delete your data for business letters and other tax-relevant documents regularly by 31 March of the seventh calendar year following their creation, and for booking receipts by 31 March of the eleventh calendar year following their creation. We delete your data three months after the end of the event for the purpose of the event, the networking of the participants of the event and, if applicable, the security check; for the purpose of proof of permission by 31 March of the fourth calendar year following the last mailing of information. The check as to whether you should be included in the general database of the SWP will take place within three months after the event, after which your data will no longer be processed for this purpose. In order to plan future events and research activities and, if suitable, to invite you to attend, we will check for each individual event whether the data will remain important for this purpose in the future. If this is the case, invitation distribution lists and participant lists of events are generally stored for an unlimited period of time. However, after 30 years at the latest and every ten years at the latest thereafter, the need for continued storage shall be reviewed; if further storage is not required, the data shall be deleted. Identity checks are not saved, but only checked on entry using a personal document.

For the purpose of fulfilling our statutory and budgetary obligations and interests, including controlling, the fight against fraud and corruption and the documentation of our activities, we will process your data regularly no later than 31 March of the eleventh calendar year after its creation.

For the purpose of the documentation of the event by photo and film recordings and for the public relations work of the SWP an unlimited processing takes place in principle. However, by 31 December of the following year of the end of the event at the latest, it will be checked whether the photographs and films are still required and, if so, whether processing can be limited in time. If the examination reveals that due to the importance of the event, processing cannot initially be limited, a new examination shall be carried out by 31 December of the year following the last examination at the latest.

5. Recipient of your data

Our distribution management, our conference management, the persons entrusted with the organization, execution and handling of the event have access to your data, technically necessary also our IT administrators. For the purpose of planning future events and research activities and, if suitable, to invite you to attend, the employees entrusted with this task have access to invitation distribution lists and participant lists. For the purpose of networking, your name, function and institution are also accessible to other participants. Photographs and films, which are published or otherwise processed for documentation or public relations purposes may be accessible to anyone. In individual cases, we may use an order processor who uses your data exclusively for these activities on our behalf for certain activities. The latter is strictly bound by our instructions and may not process or pass on the data for his own purposes. The list of registered persons (with names and institution/position) can be passed on to the panelists. In the case of cooperation events, your data can also be passed on to the cooperation partner; please note the details of the respective event.

Your data will be processed by us or on our behalf exclusively in Germany. For cooperation events, please refer to the information in the individual case.

6. Voluntary disclosure of your data

The provision of your personal data is not mandatory. However, we cannot accept your registration without stating the data indicated as required in the registration form. If you do not provide us with proof of your identity at the entrance on request, you will not be able to enter the event.

7. Your rights

According to the Basic Data Protection Ordinance you have

  • the right to free information about your stored personal data,
  • the right to rectification or cancellation or to limitation of processing,
  • the right to object to the processing,
  • the right to data transferability.


If the processing is based on consent, you have the right to revoke your consent at any time without prejudice to the legality of the processing carried out on the basis of the consent until revocation or the processing on another legal basis.

As far as a processing of your personal data is based on art. 6 para. 1 para. 1 lit. e or f GDPR, you have the right to object to the processing according to art. 21 GDPR. If your objection is made for reasons arising from your particular situation, we will no longer process your personal data unless we can prove compelling reasons worthy of protection for the processing, which outweigh your interests, rights and the processing serves to assert, exercise or defend legal claims.

You also have the right to complain to a data protection supervisory authority about our processing of your personal data, for example to the supervisory authority responsible for us:

Berlin Commissioner for Data Protection and Freedom of Information,
Friedrichstraße 219,
10969 Berlin,
Phone 030/138890,
Fax 030/2155050,
e-Mail: mailbox(at)datenschutz-berlin.de.

If you have any questions or requests regarding data protection, you can of course simply contact our data protection officer at any time: datenschutz(at)swp-berlin.org.

SWP Privacy Policy for Applications

[pursuant to Art. 13 GDPR - Duty to inform when collecting personal data from the data subject]

Last update: 05/2018

Thank you for your application to SWP.

We attach great importance to the protection of your data and the protection of your privacy. To ensure that you are fully informed about the collection, processing and use of personal data in the context of our application procedures, please read the following information.

This privacy policy applies not only to the SWP website at www.swp-berlin.org, but also to the SWP-operated website of the CATS Network at https://www.cats-network.eu.

1. Responsible for the Processing of Personal Data

The person responsible for the processing of your personal data within the meaning of data protection law is

German Institute for International and Security Affairs (SWP)
Ludwigkirchplatz 3-4
10719 Berlin
Phone: +49 30 88007 - 0
E-mail: info@swp-berlin.org
Chairman of the Executive Board: Prof. Dr. Volker Perthes

If you have any questions about data protection at SWP, you can contact our data protection officer at any time.

2. Data Protection Officer

You can contact our data protection officer as follows:

Data Protection Officer of
German Institute for International and Security Affairs (SWP)
Ludwigkirchplatz 3-4
10719 Berlin
E-Mail: datenschutz@swp-berlin.org

3. Further Information on the Processing of Your Data

When you apply to us, we process the information we receive from you as part of the application process, e.g. by letter of application, CV, references, correspondence, telephone or verbal information. In addition to your contact details, information about your education, your qualifications, your work experience and your skills are of particular relevance to us. We will judge you only by your suitability for the respective position, so that you do not have to send us a photo.

Your data will initially be processed exclusively for the purpose of the application procedure. If your application is successful, it will be used in your personnel file and for the execution and termination of the employment relationship and deleted in accordance with the regulations applicable to personnel files. If we are currently unable to offer you employment, we will continue to process your data for up to six months after the cancellation has been sent in order to defend ourselves against possible legal claims, in particular due to alleged discrimination in the application process. If you receive cost refunds or other tax-relevant transactions, the corresponding accounting documents will be kept until 31 March of the eleventh calendar year after payment at the latest, in the case of commercial and business letters and other tax-relevant documents of the seventh calendar year after their origin. Your data will initially be accessible to our human resources department, but also to the specialist department of the position to which you have applied, the works council, the equal opportunities officer, and, if required, the institute management and the accounting department. Our administrators and contractors have the technically necessary possibility to access data processed by means of IT. These are strictly bound by our instructions and may not process the data for their own purposes. In certain cases, we may be required to disclose your personal data to third parties, for example to our bank if you receive a refund or to the post office if we communicate with you by letter.

The legal basis for data processing in the application procedure and as part of the personnel file are § 26 Paragraph 1 Sentence 1 BDSG [Federal Data Protection Act] and Art. 6 Paragraph 1 Letter b GDPR and, if you have given your consent, for example by sending information not necessary for the application procedure, Art. 6 Paragraph 1 Paragraph 1 Letter a GDPR. The legal basis for data processing after a refusal is Art. 6 para. 1 subpara. 1 letter f GDPR. The legal basis for budgetary and tax law storage is Art. 6 para. 1 para. 1 lit. c GDPR i.V.m. § 147 AO. The legitimate interest in processing on the basis of Art. 6 para. 1 para. 1 letter f GDPR is the defense against legal claims.

As a rule, we do not require any special categories of personal data within the meaning of Art. 9 GDPR for the application process. We ask you not to send us any such information from the outset. If such information is exceptionally relevant to the application process, we will process it together with your other applicant data. This may include, for example, information about a severe disability which you may voluntarily provide us with and which we must then process in order to fulfil our special obligations with regard to severely disabled persons. In these cases, processing serves the exercise of rights or the fulfilment of legal obligations under labor law, social security law and social protection. The legal basis for data processing is then Art. 9 Para. 2 lit. b GDPR, §§ 26 Para. 3 BDSG [Federal Data Protection Act], 164 SGB [Criminal Code] IX. In exceptional cases it may be necessary to obtain information about your health or a disability or information from the Federal Central Register, i.e. about previous convictions, in order to assess your suitability for the intended activity. The legal basis for this is § 26 BDSG [Federal Data Protection Act].

Your data will neither be used by us for automated decision making or profiling nor passed on to third parties. Your data will be processed by us or on our behalf exclusively in Germany.

4. voluntarily provide your data

You are not obliged to provide us with personal data. However, we can only assess your suitability for the position in question if we receive information about your education, work experience and skills in particular, and we cannot include you in the application process without your contact details.

5. Your rights

According to the Basic Data Protection Ordinance you have

  • the right to information free of charge,
  • the right to rectification, deletion or limitation of processing,
  • the right to object to the processing,
  • a right to data transferability.

If the processing is based on consent, you have the right to revoke your consent at any time without prejudice to the legality of the processing carried out on the basis of the consent until revocation or the processing on another legal basis.

As far as a processing of your personal data is based on art. 6 para. 1 para. 1 lit. e or f GDPR, you have the right to object to the processing according to art. 21 GDPR. If your objection is made for reasons arising from your particular situation, we will no longer process your personal data unless we can prove compelling reasons worthy of protection for the processing, which outweigh your interests, rights and the processing serves to assert, exercise or defend legal claims. If your objection is directed against direct advertising, including profiling, insofar as it is connected with such direct advertising, we will no longer process your personal data for these purposes; however, we do not process applicant data for advertising purposes anyway.

Please contact us with your request using the above contact details.

You also have the right to complain to a data protection supervisory authority about our processing of your personal data, for example to the supervisory authority responsible for us:

Berlin Commissioner for Data Protection and Freedom of Information,
Friedrichstrasse 219,
10969 Berlin,
Phone 030/138890,
Fax 030/2155050,
E-mail mailbox@datenschutz-berlin.de.

If you have any questions or requests regarding data protection, please do not hesitate to contact us: Your contact is datenschutz@swp-berlin.org

6. Recommendations for the Security of Your Data

We are aware that applications contain sensitive personal data. We therefore ask you not to send applications to our general postal or e-mail address, but always to the contact person named in each case or to our e-mail address specially set up for applications. You can encrypt emails with our PGP key published on the website to prevent unauthorized access to your data. Please use our PGP public key here to send us an encrypted job application.