Data Privacy Statement for the FD-Policy-Generator

This data privacy statement applies to the web application TUB-DMP at https://fdpolicygen.tu-berlin.de.

The FD-Policy-Generator is operated by the University Library as part of the Service Center Research Data Management (SZF) on the TU Berlin network and web servers.

Purpose and basis of data processing

The purpose of the FD-Policy-Generator is the collaborative creation and editing of research data policies. Research data policies include the description of regulations for the storage, description, archiving and publication of research data. They also contain details of the researchers responsible for the research projects or research institutions. Research data policies serve the structured and sustainable handling of research data in a project, enable more efficient collaboration and create transparency both internally and externally.

For the operation of the FD-Policy-Generator and the associated services, the University Library requires some personal data for the creation of your account, the processing of which is based on the fulfillment of a contract (Article 6 Abs. 1 b) DSGVO). This is given with the agreement to the Terms of Use in the course of the login. We collect and store your personal data only to the extent necessary for the provision of the service.

Scope of data collection and storage

Which personal data is stored in the FD-Policy-Generator depends on the identity provider used.

Login with TU account

When you log in with your TU account, FD-Policy-Generator obtains

  • TUB account name (UID)
  • Given name
  • Family name
  • Email address

from the central LDAP server of the Zentraleinrichtung Campusmanagement (ZECM) and stores this data in the FD-Policy-Generator database.

You can change your name and email address yourself at any time. You can also contact us at any time at the contact address given in the site credits at any time to revoke your consent and request the deletion of your data in the FD-Policy-Generator.

Login with ORCID

When you log in with ORCID, all public data from your ORCID profile is transferred to the FD-Policy-Generator. Public data is all data whose availability in the ORCID profile is set to „Everyone“. Which information you want to make public can be defined granularly in your ORCID profile. As a lot of profile information is irrelevant for the operation of the tools and is not used by the software, it is deleted from your profile daily using a deletion routine.

You can remove the link between your FD-Policy-Generator account and your ORCID profile in the FD-Policy-Generator yourself and delete the transferred data in the FD-Policy-Generator. Alternatively, you can contact us at any time at the contact address to revoke your consent and request the deletion of your data in the FD-Policy-Generator.

Beyond the account data, personal data will only be stored in the FD-Policy-Generator if you enter them yourself in your research data policies (e.g. first and last names of the scientists involved). With the Terms of Use, you confirm that you are acting with the consent of the data subjects in these cases.

Place of storage and intended use of data

We collect, process and store your personal data exclusively internally (in the IT department of the TU Berlin) and for the stated purpose. Your personal data will not be passed on to third parties without your express consent. The transfer of data to state institutions and authorities requesting information is performed only within the scope of the statutory duty to provide information or if we are obliged to provide information by a court. We also take internal data protection very seriously: Our employees are obliged to maintain confidentiality and to comply with data protection regulations.

Storage period

Users who are no longer active at TU Berlin or in ORCID are identified and deactivated once a month via a deletion routine. After a period of one year, inactive users are completely deleted from the FD-Policy-Generator database. Access to the research data policies created for these persons is then no longer possible. If the ownership rights to these research data policies have not been transferred to another person before their departure, these research data policies are orphaned. They are kept in accordance with the "Principles for Ensuring Good Research Practice" for a minimum of 10 years and then deleted.

Evaluations

FD-Policy-Generator does not use any analysis software for the statistical evaluation of access by the user.

Exercising your rights as a data subject

You can obtain information about your data personal stored in the FD-Policy-Generator free of charge at any time without giving reasons. You also have the right to rectification, deletion, restriction of processing and portability of your data. To do so, please contact the address given in the legal notice.

If you recognize any indications that we are not handling your data in accordance with data protection regulations, you can contact the data protection team at Technische Universität Berlin or the supervisory authority at any time:

Berliner Beauftragte für Datenschutz und Informationsfreiheit
Alt–Moabit 59–61
10555 Berlin
Tel.: +49 30 13889-0
Fax: +49 30 2155050
E-Mail: mailbox(at)datenschutz-berlin.de