Privacy Policy

This is the privacy policy governing the use of this portal and all subdomains associated with these domains. The user agrees to the privacy policy set forth herein.

All gender-specific terms used in the following text are to be understood as explicitly applying to all genders.

The processing of personal data in connection with the use of the aforementioned websites—such as a data subject’s name, address, email address, or phone number of a data subject, is always carried out in accordance with the EU General Data Protection Regulation (GDPR) and in compliance with the state-specific data protection regulations applicable to the City of Jena, in particular the Thuringian Data Protection Act.

This Privacy Policy informs the public about the nature, scope, and purpose of the personal data collected, used, and processed by the City of Jena in connection with the use of the aforementioned websites. Furthermore, this Privacy Policy informs data subjects of their rights.

Personal data is stored on specially secured servers in Germany. Access to this data is restricted to a small number of specifically authorized individuals who are responsible for the technical, administrative, or editorial management of the servers. The data is carefully protected against loss, destruction, falsification, manipulation, and unauthorized access or disclosure.

Definitions

This Privacy Policy is based on the terminology used by European legislators and regulators when enacting the GDPR. This Privacy Policy is intended to be easy to read and understand. To ensure this, the terms used are explained at the outset.
Among others, the following terms are used in this Privacy Policy:

a) Personal Data

Personal data refers to any information relating to an identified or identifiable natural person (hereinafter referred to as the “data subject”). A natural person is considered identifiable if they can be identified, directly or indirectly, in particular by association with an identifier such as a name, an identification number, location data, an online identifier, or one or more specific characteristics that reflect the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

b) Data subject

A data subject is any identified or identifiable natural person whose personal data is processed by the controller.

c) Processing

Processing means any operation or set of operations performed on personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, distribution, or any other form of making available; the matching or linking; the restriction; the erasure; or the destruction.

d) Restriction of processing

Restriction of processing refers to the marking of stored personal data with the aim of limiting its future processing.

e) Profiling

Profiling is any form of automated processing of personal data that consists of using such personal data to evaluate certain personal aspects relating to a natural person, in particular to analyze or predict aspects concerning work performance, economic situation, health, personal preferences, interests, reliability, behavior, location, or movements of that natural person.

f) Pseudonymization

Pseudonymization is the processing of personal data in such a way that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organizational measures that ensure the personal data is not attributed to an identified or identifiable natural person.

(g) Data Controller or Controller

The controller is the natural or legal person, public authority, agency, or other body that, alone or jointly with others, determines the purposes and means of the processing of personal data. If the purposes and means of such processing are determined by Union law or the law of the Member States, the controller or the specific criteria for its designation may be provided for by Union law or the law of the Member States.

(h) Data Processors

A data processor is a natural or legal person, public authority, agency, or other entity that processes personal data on behalf of the data controller.

(i) Recipient

A recipient is a natural or legal person, public authority, agency, or other body to whom personal data is disclosed, regardless of whether or not that entity is a third party. However, public authorities that may receive personal data in the course of a specific investigative mandate under Union law or the law of the Member States are not considered recipients.

j) Third party

A “third party” is a natural or legal person, public authority, agency, or other body other than the data subject, the controller, the processor, and the persons who, under the direct authority of the controller or the processor, are authorized to process the personal data.

k) Consent

Consent means any freely given, specific, informed, and unambiguous indication of the data subject’s wishes, expressed in the form of a statement or other unambiguous affirmative action, by which the data subject indicates that he or she consents to the processing of personal data relating to him or her.

Name and Address of the Data Controller and the Data Protection Officer

The controller within the meaning of the General Data Protection Regulation, other data protection laws in force in the Member States of the European Union, and other provisions relating to data protection is:

Christian Schmidt
Internet Projects Coordinator

Press and Public Relations Office
Am Anger 15
07743 Jena

Phone: 03641 49-2012
Fax 03641 49-2020
chefredakteur@jena.de

Data Protection Officer of the Data Controller:

Melanie Pesch

Am Anger 15
07743 Jena, or
P.O. Box 10 03 38, 07703 Jena

Phone: 03641 49-2113
Fax: 03641 49-2114
datenschutz@jena.de

Collection of General Data and Information

The City of Jena’s website collects a range of general data and information each time a data subject or an automated system accesses the website. This general data and information is stored in the server’s log files. The following may be collected:

(1) browser types and versions used,
(2) the operating system used by the accessing system,
(3) the website from which an accessing system reaches the city’s website (known as the referrer),
(4) the subpages on the city’s website accessed via an accessing system,
(5) the date and time of access to the website,
(6) an Internet Protocol address (IP address),
(7) the Internet service provider of the accessing system, and
(8) other similar data and information that serve to mitigate risks in the event of attacks on the city’s information technology systems.

When using this general data and information, the City of Jena does not draw any conclusions about the data subject. The data stored in the log files is not combined with other personal data of the user.
The legal basis for the temporary storage of the data and log files is Article 6(1)(f) of the GDPR.
This information is required to

(1) to accurately deliver the content of the city’s website,
(2) to optimize the content of the city’s website as well as advertising for it,
(3) to ensure the continued functionality of the city’s information technology systems and the website’s technology, and
(4) to provide law enforcement agencies with the information necessary for criminal prosecution in the event of a cyberattack.

The City of Jena therefore evaluates this anonymously collected data and information for statistical purposes and, furthermore, with the aim of enhancing data protection and data security in the City of Jena, ultimately to ensure an optimal level of protection for the personal data processed by the City of Jena. The data is not analyzed for marketing purposes in this context.

The data is deleted as soon as it is no longer necessary to achieve the purpose for which it was collected. In the case of data collected to provide the website, this occurs when the respective session ends. Further storage is possible. In this case, users’ IP addresses are deleted or anonymized so that the client from which the request originated can no longer be identified.

The collection of data for the purpose of providing the website and the storage of that data in log files are absolutely necessary for the operation of the website. Consequently, users have no option to object.

Cookies

The City of Jena’s website uses cookies. Cookies are text files that are placed and stored on a computer system via a web browser.
Numerous websites and servers use cookies. Many cookies contain what is known as a cookie ID. A cookie ID is a unique identifier for the cookie. It consists of a string of characters that allows websites and servers to associate the cookie with the specific web browser in which it was stored.

This allows the websites and servers visited to distinguish the data subject’s individual browser from other web browsers that contain different cookies. A specific web browser can be recognized and identified by its unique cookie ID.
By using cookies, the City of Jena can provide users of this website with more user-friendly services that would not be possible without setting cookies.

Cookies allow the information and content on a website to be optimized for the user. For example, a user of a website that uses cookies does not have to re-enter their login credentials every time they visit the site, because this information is retrieved by the website and the cookie stored on the user’s computer.

The data subject may prevent the city’s website from setting cookies at any time by adjusting the settings of the web browser being used, thereby permanently objecting to the setting of cookies. Furthermore, cookies that have already been set can be deleted at any time via a web browser or other software programs. This is possible in all common web browsers. If the data subject disables cookies in their web browser, some features of the website may not be fully accessible.
The legal basis for processing personal data using cookies is Article 6(1)(f) of the GDPR.

Contact options via the website

In accordance with legal requirements, the City of Jena’s website contains information that enables quick electronic contact and direct communication, including a general electronic mail (email) address. If a data subject contacts the data controller via email or through a contact form, the personal data transmitted by the data subject is automatically stored.

Personal data provided voluntarily by a data subject to the data controller is stored for the purpose of processing the request or contacting the data subject. This personal data is not disclosed to third parties.

Routine Deletion and Blocking of Personal Data

The data controller processes and stores the data subject’s personal data only for the period necessary to achieve the purpose of storage, or to the extent provided for by the European legislator (in directives and regulations) or another legislator in laws or regulations to which the data controller is subject.

If the purpose of storage no longer applies or if a retention period prescribed by European directives and regulations or by another competent legislative body expires, the personal data will be routinely blocked or deleted in accordance with legal requirements.

Rights of the Data Subject

a) Right to Confirmation

Every data subject has the right, granted by European legislation, to request confirmation from the data controller as to whether personal data concerning them is being processed. If a data subject wishes to exercise this right to confirmation, they may contact the City of Jena at any time.

b) Right of Access

Every data subject affected by the processing of personal data has the right, granted by European legislation, to obtain from the data controller, at any time and free of charge, information about the personal data stored regarding him or her, as well as a copy of that information. Furthermore, the European legislative and regulatory authorities have granted the data subject the right to receive the following information:

the purposes of processing,
the categories of personal data that are processed,
the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organizations,
if possible, the planned period for which the personal data will be stored, or, if this is not possible, the criteria used to determine that period,
the existence of a right to have personal data concerning them rectified or erased, or to have the processing restricted by the controller, or a right to object to such processing,
the existence of a right to file a complaint with a supervisory authority,
if the personal data is not collected from the data subject: All available information regarding the origin of the data,
the existence of automated decision-making, including profiling, pursuant to Article 22(1) and (4) of the GDPR; and—at least in such cases—meaningful information about the logic involved, as well as the scope and intended consequences of such processing for the data subject.

Furthermore, the data subject has the right to be informed whether personal data has been transferred to a third country or to an international organization. If this is the case, the data subject also has the right to receive information about the appropriate safeguards in connection with the transfer.
If a data subject wishes to exercise this right to information, they may contact the City of Jena at any time.

c) Right to Correction

Every data subject affected by the processing of personal data has the right, granted by European legislation, to request the immediate rectification of inaccurate personal data concerning them. Furthermore, the data subject has the right, taking into account the purposes of the processing, to request the completion of incomplete personal data—including by means of a supplementary statement.
If a data subject wishes to exercise this right to rectification, they may contact the City of Jena at any time.

d) Right to erasure (right to be forgotten)

Any data subject affected by the processing of personal data has the right, granted by European legislation, to request that the controller delete the personal data concerning them without delay, provided that one of the following grounds applies and the processing is not necessary:

The personal data was collected or otherwise processed for purposes for which it is no longer necessary.
The data subject withdraws his or her consent on which the processing was based pursuant to Article 6(1)(a) of the GDPR or Article 9(2)(a) of the GDPR, and there is no other legal basis for the processing.
The data subject objects to the processing pursuant to Article 21(1) of the GDPR, and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2) of the GDPR.
The personal data was processed unlawfully.
The erasure of personal data is necessary to comply with a legal obligation under Union law or the law of the Member States to which the controller is subject.
The personal data was collected in connection with the information society services offered, in accordance with Article 8(1) of the GDPR.

If any of the reasons listed above apply and a data subject wishes to request the deletion of personal data stored by the City of Jena, they may contact the City at any time.

If the City of Jena has made the personal data public and the City, as the controller, is obligated under Article 17(1) of the GDPR to erase the personal data, then the City shall, taking into account available technology and the costs of implementation, take appropriate measures, including technical measures, to inform other data controllers who process the published personal data that the data subject has requested that these other data controllers delete all links to such personal data or copies or replicas of such personal data, provided that the processing is not necessary. The necessary steps will be taken on a case-by-case basis.

e) Right to restriction of processing

Any data subject whose personal data is being processed has the right, granted by European legislation, to request that the controller restrict the processing if any of the following conditions are met:

The data subject disputes the accuracy of the personal data for a period that allows the controller to verify the accuracy of the personal data.
The processing is unlawful; the data subject objects to the erasure of the personal data and instead requests that the use of the personal data be restricted.
The controller no longer needs the personal data for the purposes of processing, but the data subject needs it to assert, exercise, or defend legal claims.
The data subject has objected to the processing pursuant to Article 21(1) of the GDPR, and it has not yet been determined whether the controller’s legitimate grounds outweigh those of the data subject.

If any of the above conditions are met and a data subject wishes to request the restriction of personal data stored by the City of Jena, they may contact the City at any time. The restriction on processing will be implemented.

f) Right to Data Portability

Every data subject whose personal data is being processed has the right, granted by European legislation, to receive the personal data concerning them—which the data subject has provided to a controller—in a structured, commonly used, and machine-readable format.

The data subject also has the right to transmit this data to another controller without hindrance from the controller to whom the personal data was provided, provided that the processing is based on consent pursuant to Article 6(1)(a) of the GDPR or Article 9(2)(a) of the GDPR or on a contract pursuant to Article 6(1)(b) of the GDPR, and the processing is carried out by automated means, provided that the processing is not necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Furthermore, when exercising their right to data portability pursuant to Art. 20(1) of the GDPR, the data subject has the right to have the personal data transmitted directly from one controller to another, provided that this is technically feasible and does not infringe upon the rights and freedoms of others.

The right to data portability does not apply to the processing of personal data that is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.
To exercise the right to data portability, the data subject may contact the City of Jena at any time.

g) Right to Object

Any data subject affected by the processing of personal data has the right, granted by the European legislator, to object, on grounds relating to their particular situation, to object at any time to the processing of personal data concerning them that is carried out pursuant to Article 6(1)(e) or (f) of the GDPR. This also applies to profiling based on these provisions.

In the event of an objection, the City of Jena will no longer process the personal data unless it can demonstrate compelling legitimate grounds for the processing that override the interests, rights, and freedoms of the data subject, or the processing is necessary for the assertion, exercise, or defense of legal claims.

If the City of Jena processes personal data for the purpose of direct marketing, the data subject has the right to object at any time to the processing of personal data for such marketing purposes. This also applies to profiling, insofar as it is related to such direct marketing. If the data subject objects to the City of Jena’s processing of personal data for direct marketing purposes, the City of Jena will no longer process the personal data for those purposes.

In addition, the data subject has the right, on grounds relating to his or her particular situation, to object to the processing of personal data concerning him or her that is carried out by the City of Jena for scientific or historical research purposes or for statistical purposes in accordance with Article 89(1) of the GDPR, unless such processing is necessary for the performance of a task carried out in the public interest.

To exercise the right to object, the data subject may contact the City of Jena directly. The data subject is also free, in connection with the use of information society services, notwithstanding Directive 2002/58/EC, to exercise their right to object by means of automated procedures that utilize technical specifications.

(h) Automated decision-making in individual cases, including profiling

Any individual affected by the processing of personal data has the right, granted by European legislation, not to be subject to a decision based solely on automated processing —including profiling—that produces legal effects concerning the data subject or similarly significantly affects the data subject, provided that the decision

(1) is not necessary for the conclusion or performance of a contract between the data subject and the controller, or
(2) is permitted by Union or Member State law to which the controller is subject, and such law provides for appropriate measures to safeguard the rights and freedoms as well as the legitimate interests of the data subject; or
(3) is based on the explicit consent of the data subject.
If the decision
(1) is necessary for the conclusion or performance of a contract between the data subject and the controller, or
(2) is made with the data subject’s explicit consent, the City of Jena shall take appropriate measures to safeguard the rights and freedoms as well as the legitimate interests of the data subject, including, at a minimum, the right to have a person appointed by the controller intervene on their behalf, to state their own point of view, and to challenge the decision.

If the data subject wishes to exercise rights related to automated decisions, he or she may contact the City of Jena at any time.

i) Right to withdraw consent under data protection law

Every individual whose personal data is processed has the right, granted by European legislation, to withdraw consent to the processing of personal data at any time. Withdrawal of consent does not affect the lawfulness of processing carried out on the basis of that consent prior to the withdrawal. If the data subject wishes to exercise their right to withdraw consent, they may contact the City of Jena at any time.

Privacy Policy Regarding the Use and Application of Matomo

The data controller has integrated the Matomo component into this website. Matomo is an open-source web analytics tool. Web analytics refers to the collection, gathering, and evaluation of data regarding the behavior of website visitors. Among other things, a web analytics tool collects data on which website a data subject came from (known as the “referrer”), which subpages of the website were accessed, and how often and for how long a subpage was viewed. Web analytics is primarily used to optimize a website and to conduct cost-benefit analyses of online advertising.

The software runs on the controller’s server; log files that are sensitive under data protection law are stored exclusively on this server.
The purpose of the Matomo component is to analyze visitor traffic on this website. The data controller uses the data and information collected, among other things, to evaluate the use of this website in order to compile online reports that show activity on the city’s websites.

This helps us continuously improve the website and its user-friendliness. These purposes also constitute the legitimate interest in processing the data pursuant to Article 6(1)(f) of the GDPR. By anonymizing the IP address, we adequately take into account users’ interest in the protection of their personal data.

Matomo places a cookie on the data subject’s information technology system. What cookies are has already been explained above. Placing the cookie enables the City of Jena to analyze the use of the city’s website. Each time a user visits one of the individual pages on this website, the Matomo component automatically prompts the web browser on the data subject’s computer to transmit data to our server for the purpose of online analysis. As part of this technical process, we receive personal data, such as the data subject’s IP address, which we use, among other things, to track the origin of visitors and clicks.

Cookies are used to store personal information, such as the time of access, the location from which access originated, and the frequency of visits to our website. Each time you visit our website, this personal data—including the IP address of the Internet connection used by the data subject—is transmitted to our server. We store this personal data. This personal data is not shared with third parties.

The software is configured so that IP addresses are not stored in full; instead, 2 bytes of the IP address are masked (e.g., 192.168.xxx.xxx). This prevents the truncated IP address from being linked to the visiting computer.
As described above, the data subject may prevent the municipal website from setting cookies at any time by adjusting the settings of the web browser being used, thereby permanently objecting to the setting of cookies. Adjusting the settings of the web browser in this way would also prevent Matomo from setting a cookie on the data subject’s computer system. In addition, a cookie already set by Matomo can be deleted at any time via a web browser or other software programs.

Furthermore, the data subject has the option to object to the collection of data generated by Matomo regarding the use of this website and to prevent such collection. To do so, the data subject must set an opt-out cookie. If the data subject’s computer system is deleted, formatted, or reinstalled at a later date, the data subject must set an opt-out cookie again.

However, setting the opt-out cookie may result in the data subject no longer being able to use the controller’s websites to their full extent.
Further information and Matomo’s applicable privacy policy can be found at https://matomo.org/privacy/(external link)(external link)(external link)

can be accessed.

Legal Basis for Processing

To the extent that consent is obtained from the data subject for the processing of personal data, Article 6(1)(a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis.
When processing personal data necessary for the performance of a contract to which the data subject is a party, Article 6(1)(b) of the GDPR serves as the legal basis. This also applies to processing operations necessary for the implementation of precontractual measures.

To the extent that the processing of personal data is necessary to comply with a legal obligation to which the City of Jena is subject, Article 6(1)(c) of the GDPR serves as the legal basis.
In cases where the vital interests of the data subject or another natural person require the processing of personal data, Article 6(1)(d) of the GDPR serves as the legal basis.

In cases where the processing of personal data is necessary to perform a task carried out by the City of Jena in the public interest, or where the processing is carried out in the exercise of official authority, Article 6(1)(e) of the GDPR serves as the legal basis for the processing.

If processing is necessary to safeguard a legitimate interest of the City of Jena or a third party, and the interests, fundamental rights, and fundamental freedoms of the data subject do not override the former interest, then Article 6(1)(f) of the GDPR serves as the legal basis for the processing.

Legal or contractual requirements regarding the provision of personal data; necessity for the conclusion of the contract; the data subject’s obligation to provide personal data; possible consequences of failure to provide such data

The provision of personal data is sometimes required by law (e.g., tax regulations) or may also result from contractual provisions (e.g., information about the contracting party). In some cases, it may be necessary for a data subject to provide personal data in order to enter into a contract, which must subsequently be processed by the city.

For example, the data subject is required to provide personal data when the city enters into a contract with him or her. Failure to provide the personal data would mean that the contract with the data subject could not be concluded.

Before providing personal data, the data subject must contact the city. The data subject will then be informed on a case-by-case basis as to whether the provision of personal data is required by law or contract, or is necessary for the conclusion of a contract; whether there is an obligation to provide the personal data; and what the consequences would be if the personal data is not provided.

Existence of Automated Decision-Making

The city of Jena does not use automated decision-making or profiling.

Using YouTube

This website uses plugins from YouTube, a site operated by Google. The site is operated by YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA. When you visit a webpage that includes a YouTube plugin, a connection is established with YouTube’s servers. In the process, the YouTube server is informed of which webpage you have visited.

If you're logged in to your YouTube account, you allow YouTube to associate your browsing activity directly with your personal profile. You can prevent this by logging out of your YouTube account.

When embedding YouTube videos, the website uses the enhanced privacy mode offered by Google, which ensures that no cookies are stored before an embedded YouTube video is played.

For more information on how user data is handled, please see YouTube's Privacy Policy at: https://www.google.de/intl/de/policies/privacy(External link)(External link)(External link)

Scheduling an Appointment - School Entry Examination

On this website, you can book appointments for the pre-school health exam online. The following information is requested and stored:

Child's First Name*
Child's Last Name*
Child's Date of Birth*
Kindergarten Attended*
Street, No.*
ZIP Code, City*
Email Address of Legal Guardian*
Phone number of the legal guardian*
Note

Fields marked with * are required. The information you provide will be stored by the Health Department of the City of Jena for the purpose of scheduling the school entry examination and is necessary for conducting the examination.

We will store the data provided when scheduling an appointment until the school entry examinations are completed on May 31, 2022, at which time it will be deleted.

Users also have the option to delete the stored data themselves using the appointment link that was sent; please note that doing so will also delete the scheduled appointment.

The legal basis for the processing of personal data when scheduling an appointment for a pre-school medical examination is Article 6(1)(e) of the GDPR.

Use of Additional Services

This website uses the following services provided by Google Inc.:

Google Translate (Website Translator)

You can find more information and Google Inc.'s current privacy policy here (external link)(external link)(external link).

Our website uses social media plugins and widgets from Walls.io (external link)(external link)(external link).

When these plugins are accessed, IP addresses and cookie information are transmitted to Walls.io. Walls.io is operated by "Walls.io GmbH (external link) (external link) (external link) in Vienna, Austria.

Social Networks

The city of Jena takes the current discussion regarding data protection on social networks very seriously. It is not yet legally clear whether and to what extent all social networks provide their services in accordance with European data protection regulations.

It is therefore expressly noted that the services used by the City of Jena—Twitter, Facebook, Xing, Google+, Instagram, and YouTube—store their users’ data (e.g., personal information, IP address) in accordance with their data usage policies and use it for business purposes. The City of Jena has no influence over the collection of data or its subsequent use by these social networks.

Thus, there is no information regarding the scope, location, and duration of data storage; the extent to which the networks comply with existing deletion requirements; the types of analyses and linkages performed on the data; or the parties to whom the data is disclosed.

Right to File a Complaint with a Supervisory Authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State where you reside, where you work, or where the alleged infringement occurred, if you believe that the processing of your personal data violates the GDPR.

The supervisory authority to which the complaint was submitted shall inform the complainant of the status and outcome of the complaint, including the possibility of seeking judicial remedy under Article 78 of the GDPR.