Privacy Policy

Preamble

We look forward to you visiting our learning platform and your interest in the AI Campus and its activities. The AI Campus offers you the chance to take part in free online learning opportunities on the subject of Artificial Intelligence. As a registered user, you can access the course contents (videos, quizzes, learning material). What is more, the discussion forum and various learning groups are also available to you for exchange with the course participants. 

When you register for our learning opportunities, it is essential that we collect and save personal data. We take the protection of your personal data seriously and want you to feel secure and at ease as a user of our learning platform. We are committed to data secrecy in accordance with the EU General Data Protection Regulation (EU GDPR) and receive regular training in the areas of data protection and data security. In the following we would like to show you how we protect your data and what it means for you when you use our (online) offerings. 

You can access this Privacy Policy by clicking on "Privacy" at the bottom of every page on our website and print it out and/or save it using the functions in your browser. 

Basic Principles

We have summarised the most important points and principles of this Privacy Policy for you below: 

  • Responsible for processing your data on the AI Campus are the Stifterverband für die Deutsche Wissenschaft e.V., the German Research Center for Artificial Intelligence (DFKI GmbH), the Hasso Plattner Institute for Digital Engineering (HPI gGmbH), NEOCOSMO GmbH and the mmb Institut – Gesellschaft für Medien- und Kompetenzforschung mbH, all of which are referred to in the following as the "AI Campus".  
  • As a matter of principle, the AI Campus always pays attention to data economy when it comes to personal data: all you have to do to participate in our courses is to provide your name, a username and your email address and choose a password. All further information (such as your age, gender, professional situation, etc.) helps us to improve our offering, but remain voluntary for you. 
  • The AI Campus uses your personal data on the one hand to award records of achievement to you, and on the other, your name appears in the discussion forums if you take part in them. Please note: in the forums, other users will be able to see your real name if you do not set a different display name in your profile. Over your email address, you will receive information about the learning opportunities which you register for, and announcements about new learning opportunities and changes on the platform. 
  • The AI Campus evaluates pseudonymised data sets within the scope of research work which is designed to improve your learning success and our offerings. 
  • The AI Campus will be happy to support you in exercising your rights with regard to your personal data. The contact point for this is info@ki-campus.org

 In the following we explain the individual aspects of the Privacy Policy in more detail.  

A.      General Information 

Data Controller

The Stifterverband für die Deutsche Wissenschaft e.V., the German Research Center for Artificial Intelligence (DFKI GmbH), the Hasso Plattner Institute for Digital Engineering (HPI gGmbH), NEOCOSMO GmbH, and mmb Institut - Gesellschaft für Medien- und Kompetenzforschung mbH are jointly responsible as project managers for data processing pursuant to Art. 26 GDPR and are hereinafter referred to as the "AI Campus".  

Within the framework of an agreement to be concluded in accordance with Art. 26 GDPR, the parties responsible have appointed the  

Stifterverband für die Deutsche Wissenschaft e.V. 
Barkhovenallee 1 
D-45239 Essen 
Phone: + 49 201 8401-0 
Fax: + 49 201 8401-255 

as contact point for exercising information obligations and processing the rights of the data subjects. 

Data protection officer

The data protection officer for the contact point is:  

TÜV Informationstechnik GmbH 
Unternehmensgruppe TÜV NORD 
IT Security, Business Security & Privacy 
Langemarckstraße 20 
45141 Essen 
Germany 

Phone: +49 (0)201 8999-461 
Fax: +49 (0)201 8999-666 
E-Mail: privacyguard@tuvit.de

Regardless of the provisions of this Agreement, you can assert your data subject rights as a data subject (see "Rights of access/correction/deletion/restriction of processing/Portability") at and against each individual party responsible. The contact details for the other responsible parties are: 

Data protection officer 
German Research Center for Artificial Intelligence (DFKI GmbH) 
Trippstadter Straße 122  
D-67663 Kaiserslautern 
datenschutz@dfki.de

Data protection officer at the Hasso Plattner Institute for Digital Engineering (HPI gGmbH) 
Prof.-Dr.-Helmert-Str. 2-3 
D-14482 Potsdam
datenschutz@hpi.de

Data Protection Officer
NEOCOSMO GmbH
Science Park 2
66123 Saarbrücken
welcome@neocosmo.de

mmb Institut – Gesellschaft für Medien- und Kompetenzforschung mbH
Dr. Ulrich Schmid
Folkwangstraße 1
45128 Essen
info@mmb-institut.de

Collection and storage of personal data

The AI Campus merely stores your name, a user name and your email address, as well as additional data in your user profile that you provide voluntarily, e.g. your gender, date of birth, organisation, function or avatar image (your "personal data"). The data is stored for as long as you have an active user account on The AI Campus and, if applicable, for any additional period for which the AI Campus is legally obliged to store your personal data.

Why do I need to provide personal data?  

The AI Campus needs your personal data to make it possible for you to take part in the AI Campus learning opportunities you are interested in. Providing this personal data is in any case completely voluntary. Unfortunately, without providing at least your name, a username and your email address, we cannot guarantee your ability to access the learning opportunities.  

Moreover, your name and email address will appear on your personal record of achievement, i.e. on your "course completion transcript" or "certificate". Your date of birth will also appear here, provided that you saved it in your user profile. Your email address is also used for communication about your course and the announcement of new courses and changes to the AI Campus platform. 

Transfer of personal data to countries outside the European Economic Area 

The AI Campus transfers personal data to countries outside the European Economic Area in the following cases: 

  • If you subscribe to the AI Campus Newsletter, your name and email address will be disclosed to the service provider "MailChimp" (also see Section C). 
  • If you use the Support Form ("Help"), the data you provide there will be sent to our help desk software over an email account on Microsoft Azure (also see Section B). 
  • If you make an enquiry using the Contact Form, it will be forwarded to mailboxes that are also hosted on Microsoft Azure (also see Section B). 

Recipients of personal data  

In principle, your personal data is processed by the AI Campus for the purposes set out in more detail in Sections B and C below. In individual cases, we may need to disclose your data to specialised service providers in order to provide the service you have requested. A commissioned data processing contract strictly binds these providers to our instructions and they are not allowed to process the data for their own purposes. We name these data processing companies specifically in Section E. 

Rights of access/correction/deletion/restriction in processing/portability 

At any time you can request information about which personal data the AI Campus stores and processes about you. You can also ask for your personal data to be corrected or deleted at any time. The AI Campus platform also allows you to correct or delete your personal data yourself. Please note that the AI Campus can only delete your personal data if no legal obligation or overriding right exists according to which the AI Campus is obliged to retain this data. Please also note that the consequence of deleting all your personal data is that you will no longer be able to use the AI Campus platform. 

You can also ask the AI Campus to supply you with a copy of the personal data you have provided. If you wish to do so, please contact the data protection officers named above and indicate which information and data processing operation you wish to obtain information about. The AI Campus will work together with you to determine how best to address your concerns. 

You can also ask the AI Campus to restrict access to your personal data for further processing. This applies in the following cases: 

  1. If you indicate that the personal data that the AI Campus holds on you is incorrect (only if the AI Campus is obliged to verify the accuracy of the relevant personal data),  
  2. if the AI Campus has no legal basis for processing your personal data and you ask the AI Campus to restrict the processing of your personal data,  
  3. if the AI Campus no longer needs your personal data, but you establish that the AI Campus retains it to allow you to exercise your rights or defend against legal claims by third parties, or  
  4. if you object to the AI Campus processing your personal data (based on its legitimate interest set out in Section B), for the time it takes to clarify whether the AI Campus has an overriding right or legal obligation to process your personal data. 

Please address enquiries of this nature to the data protection officers named above. 

Right to lodge a complaint with a supervisory authority 

If you take the position that the AI Campus is not processing your personal data in accordance with the requirements formulated here or the laws that the EU GDPR grants you, you can lodge a complaint at any time with the data protection authority in the EEA member state where you reside or with the Federal Data Protection Commissioner in Germany. 

Consent of minors 

This website and the mobile apps associated with it also offer content for users under the age of 16. If you are under 16, you will need the consent of your parents to register. Please send this in writing and signed to either info@ki-campus.org or the 

Stifterverband für die Deutsche Wissenschaft e.V. 
AI Campus 
Barkhovenallee 1 
D-45239 Essen 

B. Data processing by legal permission 

Each of the following cases describes a legitimate interest that the AI Campus has in using and processing your personal data. If you do not agree to this, you can object to the AI Campus processing your personal data. 

Hosting the website and creating log files 

Each time our website is accessed, our system automatically collects data and information from the computer making access.  

The following data can be collected here:  

  • Information about your browser (type and version) 
  • Information about your operating system (type and version) 
  • Your Internet service provider 
  • Name of the webpage queried 
  • IP address of the computer you are using for access 
  • Date and time of access 
  • Websites from where you accessed our website (referrer URL) 
  • Websites you called up over our website 
  • HTTP error code and error message (in the event of incorrect queries) 

The data is stored in the log files on our system. This data is used exclusively for finding and rectifying errors (e.g. in the platform software or the server configuration). Log files are kept for a maximum of 4 weeks. This data is not stored together with other personal data. 

Evaluation of pseudonymised data sets  

The AI Campus is allowed to pseudonymise personal data provided under this Privacy Policy and create pseudonymised data sets from it. These data sets can be used to improve the AI Campus offering. 

Web Analysis 

In order to continuously improve our offering, we use the open source web analysis software application Matomo (formerly known as “Piwik“). 

Matomo allows us, for example, to receive reports in real time about visitor numbers, search engines used and keywords used in searches that led users to our offering. This helps us to constantly optimise our offering based on the needs of our users and adapt it accordingly. 

In contrast to web analysis tools from external providers, using Matomo offers the advantage that the analysis is carried out by the data controller themselves (see section A) and not by external service providers, i.e. no data (in particular your IP address) is transferred to third parties. 

Matomo uses cookies that are stored on your computer that facilitate the analysis of how you use our website (also see Section D). The lifespan of these cookies is one week. The information generated by the cookie about your use of this website is stored on our server. We would also like to point out that Matomo is used on this website with the "Anonymise_IP" function embedded. This ensures that we record your IP address anonymously (known as IP masking). Your IP address is only saved in abbreviated form, which guarantees anonymisation and allows no conclusions to be drawn about your identity. 

You can object to Matomo being used for tracking at any time by using the "Do Not Track" setting in your browser or in your user profile. 

Please go to: https://matomo.org/what-is-matomo/ if you would like more information about Matomo. 

Contact form and email contact 

Our website contains a contact form that you can use to contact us electronically. If you take advantage of this option, the data you enter in the input mask is transferred to us and stored. This data comprises:  

  • Name, first name  
  • Email address  
  • Date and time of contact  

Alternatively, contact can be established over the email address provided. In this case, the personal data you transfer by email is stored. The data is used exclusively for processing the conversation. Unless legal retention periods apply, the data is deleted no later than 3 months after the last communication transaction. 

Registering for events (in person and online) 

On our website, we offer those who are interested the opportunity to register to participate in the AI Campus events (e.g. workshops, network meetings, symposia, meetings, conferences) by providing personal data. The data is entered into an input mask and transferred to us and stored. We collect the following data as part of the registration process:  

  • Date and time of registration  
  • Title (optional)  
  • First name  
  • Name  
  • University/institution  
  • Subject area  
  • Email address  
  • Personal reason for participating  
  • Wish to be informed about the work of the AI Campus by email (can be cancelled at any time)  

We only use your data for processing your enquiry, handling registrations and complaints, and managing events. At no time is your data ever disclosed to third parties. 

In the case of events, you have the opportunity to provide us with information about your special needs (e.g. food intolerances, allergies) if required. In this case, we ask for your express consent to process data and process the data for the exclusive purpose of organising the event. Under certain circumstances, we may need to disclose this information to third parties who provide the respective service, e.g. caterers, hotels and similar. We will also seek your consent for this. Consent and provision of the information is voluntary. However, if you do not give your consent or provide information about your needs, we will not be able to consider them. We will delete your data no later than three months after the end of the event. 

If you have given your consent, we also use the participants' data at events for networking purposes and to document the event for the participants, for example by displaying or handing out lists of participants. If you have consented to further information about the work undertaken by the AI Campus, we will save your data for the purpose of delivering this information until you object. 

Recording images at events 

If expressly indicated, we also use participants' data at events to document the event by taking photographs and making films, which can also be used for advertising and public relations work for the AI Campus or for networking among participants and documenting the event for participants. In doing so, the AI Campus either ensures that there are at least sufficiently large areas available where photographs and films are taken or made of participants with their explicit or at least implied consent, and that the areas where photographs and films are taken or made without explicit or at least implied consent are clearly identifiable, or participants can declare their objection by means of a visually recognisable sign to be worn visibly, such as a name badge or a wristband in a certain colour.  

We assume that your interests, rights and freedoms do not conflict with this, since you have the opportunity to remove yourself from the areas where photographs or films are made without any major restriction. The related processing generally takes place with no limit in time. However, by December 31 of the year following the end of the event at the latest, a review will take place to verify whether the photo and film recordings are still needed and, if so, whether a time limit can be imposed on their processing. If the review shows that a time limit cannot initially be imposed on their processing, a new review will be carried out at the latest by December 31 of the tenth year following the respective last review. These recordings can be made available to everyone. 

Use of digital tools and recordings at digital events 

The AI Campus stages some of its events online using the "Zoom" and "MS Teams" video conferencing systems. A commissioned data processing contract exists with both providers in accordance with Art. 28 GDPR. You can find more information about how Zoom and Microsoft each process your data under https://zoom.us/privacy# and https://privacy.microsoft.com/en-GB/privacystatement respectively. 

The tools from Miro, Mentimeter or EasyRetro may also be used within the context of digital events to collect ideas and conduct surveys, etc. For more information on how Miro, Mentimeter and EasyRetro each process your data, see https://miro.com/legal/privacy-policy/, https://www.mentimeter.com/privacy and https://easyretro.io/privacy/ respectively.  

To access an event, you must first register for it. We collect the following data as a part of the registration process for the event: 

  • Date and time of registration  
  • Title (optional)  
  • First name  
  • Name  
  • University/institution  
  • Email address  
  • Personal reason for participating  
  • Wish to be informed about the work of the AI Campus by email (can be cancelled at any time)  

The collection of data serves the sole purpose of granting you access to the event. Furthermore, we may also publish lists of participants including their first names, names and addresses of the deploying organisation in order to promote the exchange between participants and the speakers.  

You expressly consent to the collection of this data as part of the registration process.  

The legal basis for data processing is formed by Art. 6 (1) (a) GDPR, since you consent to the aforementioned data processing when registering for the event. 

Data processing serves for staging our event. Insofar as the event is recorded and published, data processing serves to support the public relations work performed by the AI Campus.  

If we intend to record, edit and publish the event in the form of image and sound recordings, we will inform you of this in advance and obtain your consent within the context of the registration process. You can withdraw your consent at any time with effect for the future. We will then make sure that you can no longer be seen in the recording. If you do not want your video image to be seen, we recommend that you switch off your video camera. You can stop yourself being identified by name in the recording, e.g. in the chat or audio recording, by using a pseudonym and not your real name.  

Competition Entries 

On our website, we give entrants the chance to register by providing personal data. The data is entered into an input mask and transferred to us and stored. Competition entry documents are shared with jury members for evaluation. We collect the following data as part of the registration process:  

  • Date and time of registration  
  • Email address  
  • Institution  
  • Name of the contact person  
  • Title of the learning opportunity  
  • Subject area of the learning opportunity  
  • Subject group/s addressed for the learning opportunity  
  • Format of the learning opportunity  

Unless legal retention periods apply, the data from entrants who have been rejected is deleted no later than 3 months after the last communication transaction. 

C. Data processing by consent 

In the following, we list the individual purposes for which personal data processing takes place and their legal basis. 

Newsletter Subscription 

If you register to receive our newsletter, it is mandatory that we receive your email address so that we can deliver the newsletter to you. All further information is optional. Your data will only be used for sending our newsletter. First, you will receive an email containing a link that you need to click on to confirm that you really want to receive the newsletter (double opt-in). In this way, we prevent someone from ordering the newsletter on your behalf. We also store your registration for the newsletter and your confirmation in order to be able to prove that you have actually registered to receive it. Evaluations of how our newsletter is used are carried out anonymously. For the purpose of sending you the newsletter, we store your data until you withdraw your consent or until the newsletter is permanently discontinued. If you fail to confirm your registration to receive the newsletter, we will delete your data after 24 hours. Therefore, please confirm your registration ("double opt-in") within 24 hours, otherwise you will have to register again. Our staff who work in the areas of communication and system administration have access to your data. 

We use the MailChimp platform to send out our newsletter. If you register to receive our newsletter, you must consent to your data being processed and the newsletter being sent by MailChimp. Your data is transferred to the Rocket Science Group LLC as part of the newsletter dispatch procedure. MailChimp is prohibited from selling your data and using it for purposes other than sending out our newsletter. The MailChimp privacy policy can be found here: https://mailchimp.com/legal/. You can cancel your newsletter subscription at any time. 

Withdrawing your consent to processing your personal data 

You can withdraw your consent to the AI Campus processing your personal data any time under this Privacy Policy. As soon as you make use of this right, the AI Campus will stop processing your personal data, unless a legal obligation exists to do so. However, withdrawing your consent has no effect on data processing operations from the past up until the time you withdraw your consent. You can grant or withdraw your consent at any time in your account settings in the AI Campus portal. 

D. Information about cookies and JavaScript 

Cookies 

Our website uses cookies. Cookies are small files that are stored on the data storage device on your computer that store specific settings and data for exchange with our system over your browser. Cookies help us, for example, to realise basic functions on our platform, such as keeping you logged in across multiple interactions. A basic distinction is made between two different types of cookies here: what are known as session cookies which are deleted as soon as you close your browser, and temporary cookies, which are stored on your data carrier for a longer period of time. Storing these cookies helps us to design our website and offering for you accordingly and also makes it easier for you to use our website, for instance, by storing specific entries you make in such a way that you do not have to keep entering them repeatedly. 

The cookies we use are mainly what are known as session cookies, which allow you to be identified during your visit to our website. After the end of the session, session cookies expire automatically. 

In addition, we use temporary cookies to save user settings in your browser, for example, the language for subtitles or the volume in the video player. If you agree to us using your anonymised data for web analysis purposes (see Section B), we save temporary cookies within the framework of the web analysis tool "Matomo" that have a lifespan of one week. 

In principle, no personal data is stored in the cookies we use. This means that the cookies cannot be assigned to a specific person and therefore also not to you. Neither do we assign the data stored in the cookies to your personal data. 

If you wish to object to the storage of cookies, you can disable their storage in your browser, restrict them to certain websites or set your browser to notify you as soon as a cookie is sent. You can also delete cookies from your PC's hard drive at any time. Please note, however, that you will not be able to use our services if you reject the storage of session cookies. 

JavaScript 

In addition, we also use JavaScript to implement basic functionalities and increase the user-friendliness of our Internet offering. JavaScript does not save any personal data. If you disable JavaScript in your browser settings, you will only be able to use our offering to a very limited extent. 

Some of the JavaScript files for the AI Campus are delivered through the Microsoft Azure Edge Content Delivery Network. This gives the provider of the CDN, Microsoft Corporation, access to your IP address (also see Section E). 

E. External Resources 

Mattermost. For the purpose of operating a messenger platform, we use the open source software Mattermost, which we make available to the AI Campus community for informal exchange purposes. The data collected within the context of this messenger service is stored on a server by the service provider Idea Sketch.  

In order to use Mattermost, you have to create an account directly with mm.ki-campus.org. We collect the following data as a part of the registration process: 

  • Email address  
  • User name 
  • Password  

Idea Sketch has entered into a commissioned data processing contract with us in accordance with Art. 28 GDPR, which guarantees the security of your data.  

Links to external websites. Our website contains links to websites from other providers not affiliated with us. After clicking on a related link, we no longer have any influence over how any data transferred to the third party is processed when the link is clicked (such as your IP address or URL where the link is located), since the behaviour of third parties is naturally beyond our control. Therefore we can accept no responsibility for third parties processing such data. 

The social media buttons we use are pure links and not the "Like" and "Share" buttons usually associated with social media services. These buttons do not transfer customer data or IP addresses.  

Vimeo. Our website broadcasts content from the video portal Vimeo.com. Vimeo is operated by Vimeo LLC, 555 West 18th Street, New York, NY 10011, USA. When you visit one of our pages equipped with our video player, a connection is established to the Vimeo servers. Vimeo is then informed of which of our pages you have visited ("referrer URL"). Vimeo also finds out about your IP address.  

For more information about how they handle your data, please refer to the Vimeo privacy policy under: https://vimeo.com/privacy.  

Microsoft Azure Edge. For reasons of better usability, our website loads some of the "static resources on our website", i.e. files that rarely change and are often quite large, such as JavaScript (JS), Cascading Style Sheets (CSS) or images from a Content Delivery Network (CDN). Some course videos are also loaded from the CDN. CDN operators operate servers at many locations around the world and mirror our static resources on each of these servers. If your browser downloads one of these files, you will always be connected directly to the closest - and therefore fastest - CDN server. The CDN providers are then informed of which of our pages you have visited ("referrer URL"). They also find out about your IP address.  

The CDN for the AI Campus is Microsoft Azure Edge. The provider of Azure Edge is Microsoft Corporation, One Microsoft Way, Redmond, Washington 98052, USA. The contact address for the data protection officer responsible for the EEA is as follows: Microsoft Ireland Operations Limited, FAO: Data Protection Officer, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland. 

Social Media. 

LinkedIn. Our website links to our social media profile on LinkedIn. We do this by embedding a LinkedIn button on our website. LinkedIn is an Internet-based social network that allows users to link to existing business contacts and also make new business contacts.  

The company that operates LinkedIn is LinkedIn Corporation, 2029 Stierlin Court, Mountain View, CA 94043, USA. Outside of the US, LinkedIn Ireland, Privacy Policy Issues, Wilton Plaza, Wilton Place, Dublin 2, Ireland is responsible for privacy issues. 

If you are logged in to LinkedIn at the same time, clicking the LinkedIn button assigns this information to your personal LinkedIn user account and LinkedIn stores this personal data. If you do not wish to transfer this information to LinkedIn, you can prevent it by logging out of your LinkedIn account before accessing our website. 

The data privacy statements published by LinkedIn, which can be called up under https://www.linkedin.com/legal/privacy-policy?trk=homepage-basic_join-form-privacy-policy provide information on the collection, processing and use of personal data by LinkedIn. 

YouTube. Our website links to our social media profile on YouTube. We do this by embedding a YouTube button on our website. YouTube is an internet video portal that allows video publishers to post video clips free of charge while letting other users view, rate and comment on them for free.  

The company that operates YouTube is YouTube LLC, 901 Cherry Ave., San Bruno, CA 94066, USA. YouTube is a subsidiary of Google LLC. The service provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.  

If you are logged in to YouTube at the same time, clicking the YouTube button assigns this information to your personal YouTube user account and YouTube stores this personal data. If you do not wish to transfer this information to YouTube, you can prevent it by logging out of your YouTube account before accessing our website.  

The data privacy statements published by YouTube and Google, which can be called up under https://policies.google.com/privacy?hl=en provide information on the collection, processing and use of personal data by YouTube and Google. 

Twitter. Our website links to our social media profile on Twitter. We do this by embedding a Twitter button on our website. Twitter is a multilingual micro-blogging service that is available to the public where users can post and disseminate what are referred to as tweets, or short messages, which are limited to 140 characters.  

The company that operates Twitter is Twitter Inc., 1355 Market Street., Suite 900, San Francisco, CA 94103, USA. Twitter International Company, Data Protection Officer, One Cumberland Place, Fenian Street, Dublin 2, D02 AX07 IRELAND is responsible for data protection matters within the European Union, EFTA countries and the United Kingdom. 

If you are logged in to Twitter at the same time, clicking the Twitter button assigns this information to your personal Twitter user account and Twitter stores this personal data. If you do not wish to transfer this information to Twitter, you can prevent it by logging out of your Twitter account before accessing our website.  

The data privacy statements published by Twitter, which can be called up under https://twitter.com/en/privacy provide information on the collection, processing and use of personal data by Twitter.