Privacy Policy

This Privacy Policy applies to the processing of personal data in connection with this website, including the services offered there. For more information about the processing of your personal data, you can contact us using the contact information provided below.

Data Controller and Data Protection Officer

The entity responsible for the processing of personal data in connection with the use of this website is:

City of Erlangen
Rathausplatz 1
91052 Erlangen
Tel +(49) 09131 / 86 - 0
Fax +(49) 09131 / 86 - 2692
Email: stadt@stadt.erlangen.de

The entity responsible for this website is

Press and Public Relations
Rathausplatz 1
91052 Erlangen
Phone +(49) 09131 / 86 - 2566
Email: presse@stadt.erlangen.de

Web Development
Werner-von-Siemensstraße 61
91051 Erlangen
Phone +(49) 09131 / 86 - 1274
Email: webtechnik@stadt.erlangen.de

Contact Data Protection

Official Data Protection Officer for the City of Erlangen
Rathausplatz 1
91052 Erlangen
Phone +(49) 09131 / 86 - 2321, - 2273, or - 3325
Fax +(49) 09131 / 86 - 2134
Email: datenschutz@stadt.erlangen.de

Purposes and Legal Bases for the Processing of Personal Data

The purpose of the processing is to fulfill the public duties assigned to us by law.

Unless otherwise specified, the legal basis for the processing of your data is Article 4(1) of the Bavarian Data Protection Act (BayDSG) in conjunction with Article 6(1)(e) of the General Data Protection Regulation (GDPR). Accordingly, we are permitted to process the data necessary to fulfill a task incumbent upon us. To the extent that you have consented to processing, the data processing is based on Article 6(1)(a) of the GDPR.

Recipients of Personal Data

To the extent that your data is processed electronically, the technical operation of our data processing systems is carried out by

teamzone GmbH
Thalermühle 1
91054 Erlangen
Telefon: 09131 / 943007-0

Gegebenenfalls werden ihre Daten an die zuständigen Aufsichts- und Rechnungsprüfungsbehörden zur Wahrnehmung der jeweiligen Kontrollrechte übermittelt.

To prevent threats to information technology security, log data may be forwarded to the State Office for Information Technology Security pursuant to Article 44 of the Bavarian Digitalization Act (BayDiG) (for more details, see “Logging”).

Duration of storage of personal data

We store your data for as long as necessary to fulfill the purpose, to meet documentation requirements, or in accordance with statutory retention periods.

Rights of the Data Subject

To the extent that we process your personal data, you, as the data subject, have the following rights:

• You may request information regarding whether we process your personal data. If this is the case, you have the right to access this data as well as to receive further information related to the processing (Art. 15 GDPR). Please note that this right of access may be restricted or excluded in certain cases (see, in particular, Art. 10 BayDSG). If personal data about you is no longer accurate or is incomplete, you may request that this data be corrected and, if necessary, supplemented (Art. 16 GDPR).
• If the legal requirements are met, you may request the erasure of your personal data (Art. 17 GDPR) or the restriction of the processing of such data (Art. 18 GDPR). However, the right to erasure under Article 17(1) and (2) of the GDPR does not apply, among other cases, if the processing of personal data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority (Article 17(3)(b) of the GDPR).
• If you have consented to the processing and the processing is based on this consent, you may withdraw your consent at any time with future effect. The lawfulness of the data processing carried out on the basis of your consent up until its withdrawal remains unaffected by this withdrawal.
• For reasons arising from your particular situation, you may also object at any time to our processing of your personal data (Art. 21 GDPR). Provided the legal requirements are met, we will no longer process your personal data thereafter.

Further restrictions, modifications, and, where applicable, exclusions regarding the aforementioned rights may arise from the GDPR or national laws.

Our Data Protection Officer can also provide you with more detailed information regarding these rights.

Contact Data Protection

Data Protection Officer of the City of Erlangen
Rathausplatz 1
91052 Erlangen
Tel +(49) 09131 / 86 - 2321, - 2273, or - 3325
Fax +(49) 09131 / 86 - 2134
Email: datenschutz@stadt.erlangen.de

Right to File a Complaint with the Supervisory Authority

You also have the right to file a complaint with the Bavarian State Data Protection Commissioner. You can reach the Commissioner using the following contact information:

Bayerischen Landesbeauftragten für den Datenschutz
Postfach 22 12 19
80502 München
Adresse: Wagmüllerstraße 18, 80538 München
Tel +(49) 089 / 212672 0
Fax +(49)  089 / 212672 50
E-Mail: poststelle@datenschutz-bayern.de
Internet: www.datenschutz-bayern.de

Special Notes Regarding the Website

Technical Implementation

Our web server is operated by the data center of Hetzner Online GmbH. The personal data you provide while visiting our website is therefore processed on our behalf by

Rechenzentrum Hetzner Online GmbH
Industriestr. 25
91710 Gunzenhausen
E-Mail: info@hetzner.com

Logging

When you visit this or other websites, you transmit data to our web server via your web browser. The following data is recorded during an active connection for communication between your web browser and our web server:

• Date and time of the request
• Name of the requested file
• Page from which the file was requested
• Access status (file transferred, file not found, etc.)
• Web browser and operating system used
• Full IP address of the requesting computer
• Amount of data transferred.

We store this data for technical security reasons, in particular to defend against attempted attacks on our web server. After no more than seven days, the data is anonymized by truncating the IP address to the domain level, so that it is no longer possible to trace it back to individual users. To defend against threats to information technology security, this data is forwarded to the State Office for Information Technology Security and processed there in accordance with Art. 12 et seq. of the Bavarian E-Government Act and Art. 44 of the Bavarian Data Protection Act (BayDiG-E).

Secure Data Transmission

When you access this website, we provide an HTTPS-encrypted connection, ensuring that your data is protected from unauthorized access by third parties during transmission. We recommend that you keep your web browser up to date to take advantage of this feature.

Active Components

The City of Erlangen’s website uses active components such as JavaScript. You can disable this functionality by adjusting the settings in your web browser.

Cookies

We use cookies to ensure the proper technical and functional operation of this website. Cookies are small text files that are stored on the device you are using.

The legal basis for storing information and processing personal data via cookies is Section 25 of the TDDDG.

The use of functional cookies is optional. If these cookies are blocked, certain features may not be fully available. Technically necessary cookies are essential for the website to function and cannot be disabled.

These website modules use the following cookies and data processing:

• RYVE (technically necessary) stores the language you select in the browser’s local storage.
• Event Calendar (technically necessary) sends your IP address to vk.nuernberg.de.
• Save Cookie Consent - Klaro! (technically necessary) sets cookies with your consent settings for a maximum of 30 days.
• Accessibility – Contrast Mode (technically necessary). Your contrast mode settings are stored in the browser’s local storage.
• Accessibility - Scale Font Size (technically required). Your font size settings are stored in the browser’s local storage.
• Accessibility – ReadSpeaker (optional) does not set cookies, but data is transmitted (see below).
• Matomo (optional) does not set cookies, but data is transmitted (see below).

Event Calendar

We have integrated the event calendar from meine-veranstaltungen.net into our site. Data is sent to vk.nuernberg.de to ensure the event calendar functions properly.

You can find more information here.

Cookie Consent with Klaro! Consent Manager

Our website uses the cookie consent technology from Klaro! Consent Manager to obtain your consent to the storage of certain cookies on your device and to document this in compliance with data protection regulations. The project initiator of this technology is KIProtect GmbH, Bismarckstr. 10-12, 10625 Berlin (hereinafter “klaro”).

klaro stores a cookie in your browser to be able to associate the consents you have granted—or their revocation—with you. The data collected in this way is stored until you request that we delete it, delete the klaro cookie yourself, or the purpose for storing the data no longer applies. Mandatory legal retention requirements remain unaffected.

ReadSpeaker Text-to-Speech Function

We aim to provide as many users as possible with broad access to our website that is tailored to their individual needs. In the interest of accessibility, a text-to-speech function is therefore offered on the website.

When using this text-to-speech feature, the technical data required for this purpose (such as browser settings) is transmitted to the company:

ReadSpeaker GmbH
Am Sommerfeld 7
86825 Bad Wörishofen
E-Mail: deutschland@readspeaker.com

Matomo

Provided that you give us your consent in this regard (Section 25 TDDDG), we analyze user behavior to design our website to best meet your needs and those of other users. For this purpose, we use the web analytics tool Matomo Analytics. This tool sets cookies—small text files—which are stored on the device you are using for a maximum of two years. The data collected by the cookies, such as the length of time spent on the website or search terms entered, is processed by us based on your consent. This data allows us to draw conclusions about technical parameters (e.g., the operating system you use or the screen resolution of the device you’re using) as well as about the use of our website. Your IP address is anonymized before it is stored and further processed.

If you revoke consent you previously provided, cookies for Matomo web analytics will not be set for 30 days. After that, you will be asked for your consent again.

The cookies contain only anonymized data; because the IP address is stored in an anonymized form, it cannot be linked to any specific individual.

You can revoke your consent at any time via the cookie bar.

Edit Cookie Settings

Map Applications

Our website uses embedded and linked map applications to clearly convey location-based information. To improve functionality and user-friendliness, these map applications use anonymized data that does not allow for any identification of individuals. No additional cookies are set for this purpose, except for the technically necessary ones already mentioned above.

Erlangen Chatbot

An AI chatbot is integrated into the erlangen.de website to answer questions related to the city of Erlangen. The chatbot answers questions in natural language, regardless of location or time, using artificial intelligence. This is achieved through text analysis and machine learning.

The questions (information) entered are automatically processed to provide information about services, locations, or topics on erlangen.de in a chat format.

No personal data is required to use the chatbot. For technical security reasons, particularly to defend against attempted attacks on our web server, the IP address of the requesting computer is stored (see above, Logging). However, there is no linking or merging of IP addresses with chat messages, so in principle, no personal data is collected through the use of the chatbot.

To improve functionality (for example, the timeliness and accuracy of the information provided) and user-friendliness, anonymized data (such as query frequencies, chat histories, etc.) is analyzed, and the information in the source files is reviewed. However, this process does not allow for any identification of individuals.

All data entered is forwarded to our service provider, the Microsoft Azure OpenAI cloud computing platform, for processing.

Please do not enter any personal data about yourself or others, or any confidential information, into the chatbot’s chat history.

If, contrary to the instructions on the landing page, you have entered personal data into the chatbot, you can request its deletion on a case-by-case basis by contacting us directly at webtechnik@stadt.erlangen.de. Additionally, a specific description of the data is required for processing so that it can be identified in the data storage system for subsequent deletion. Since the chatbot automatically processes user input and does not request any personal data, only the user can know whether and what personal data was collected, and must provide this information when contacting us so that it can be used to identify the data in question.

Maintenance and support for the Erlangen chatbot are provided by
ACP IT Consulting GmbH
Charlottenburger Allee 67
52068 Aachen
Email: aachen@acp.de

Collection of Additional Data

If you enter personal or business data on our website (e.g., in online forms), this data will be used exclusively to send you the requested information or for the purposes specified in the form. Your data is encrypted during transmission using SSL software and is protected from access by third parties. The data will not be disclosed to third parties. Use of the services offered on the website is voluntary.

The data you enter is stored on municipal servers; however, in some cases, it may be processed by our technical service provider, XIMA MEDIA GmbH (primarily for support purposes):
XIMA MEDIA GmbH
Sudhausweg 9
01099 Dresden
Email: kontakt@xima.de

When using BayernID, data is also transmitted to the Bavarian State Ministry for Digital Affairs.
Link to the BayernID Privacy Policy.

Social Media and Social Plugins

As an additional service, our website offers so-called social buttons that enable interaction with social media platforms. The City of Erlangen uses social networks to provide additional services and to facilitate a dialogue for the exchange of opinions and experiences.

We do not use social plugins, such as the Facebook “Like” button. The social buttons on the website function as external links, so no information is transmitted to a social media provider unless you click on a button (two-click process). Only when you access the links does your browser, under certain circumstances, establish a direct connection to the servers of the respective services. This results in information about your visit to the website being indirectly transmitted (via a referrer) to the social media provider. Clicking the button redirects you to the website of the respective provider. In doing so, the URL of the current page is passed as a parameter. As a user, you can decide for yourself whether to consent to the activation of these features and the transfer of data. You may revoke this consent at any time and prevent further data transfer to the providers by clicking the appropriate option on the provider’s homepage.

We do not store any of your data. As soon as you click on the social media buttons, we assume your consent in accordance with Article 6(1)(a) of the GDPR. We have no influence over whether or how the providers use this information for analysis. For more information, see:

Facebook

Privacy Policy of Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland.
Link to Facebook’s Privacy Policy.

Instagram

Privacy Policy: Instagram Inc., 1601 Willow Road, Menlo Park, CA 94025, USA.
Link to Instagram’s Privacy Policy.

Twitter

Privacy Policy: Twitter International Company, Attn: Data Protection Officer, One Cumberland Place, Fenian Street, Dublin 2, D02 AX07, Ireland.
Link to Twitter’s Privacy Policy.

YouTube Videos

Videos from the external video platform YouTube are embedded on our website. By default, only deactivated videos from the YouTube channel are embedded, which do not establish an automated connection to YouTube’s servers. This means that the operator does not receive any user data when the web pages are accessed (Enhanced Privacy Mode).

You can decide for yourself whether to enable the YouTube videos. Only when you click to play the videos do you consent to the transmission of the necessary data (including the URL of the current page and the user’s IP address) to the operator.

If you are logged into your YouTube account, you allow YouTube to associate your browsing behavior directly with your personal profile. You can prevent this by logging out of your YouTube account.

Link to YouTube’s Privacy Policy.

Xing

PrivacyPolicy of Xing SE, Dammtorstraße 30, 20354 Hamburg, Germany:
Link to Xing’s privacy policy.

LinkedIn

Privacy Policy of LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland.
Link to LinkedIn’s Privacy Policy.

Newsletter

You have the option to subscribe to free newsletters on the city’s websites. If you subscribe to a newsletter, your information will be stored so that it can be used to process and respond to your request. Your data is encrypted during transmission using SSL software and is thus protected from access by third parties.

Starting in March 2019, we will use the services of CleverReach GmbH & Co. KG, Mühlenstraße 43, 26180 Rastede, to send newsletters. CleverReach is a service that enables the organization and analysis of newsletter distribution. The data you provide to subscribe to the newsletter (e.g., email address) is stored on CleverReach’s servers in Germany or Ireland. Under a data processing agreement, CleverReach processes your personal data on our behalf and in accordance with our instructions. By subscribing to the newsletter, you expressly consent to the processing of your personal data.

Data processing is based on your consent (Art. 6(1)(a) GDPR). You may revoke this consent at any time by unsubscribing from the newsletter. We provide a link for this purpose in every newsletter message.

Your data will be deleted as soon as you revoke your newsletter subscription or unsubscribe. Your registration data will therefore only be stored for as long as your newsletter subscription is active.

For more information on data analysis by CleverReach newsletters, please visit: https://www.cleverreach.com/de/funktionen/reporting-und-tracking/. If you do not want your data analyzed by CleverReach, you must unsubscribe from the newsletter. Link to CleverReach’s privacy policy.

Electronic Mail (Email)

Information that you send to us unencrypted via electronic mail (email) may potentially be read by third parties during transmission. We are generally unable to verify your identity and do not know who is behind an email address. Therefore, legally secure communication via standard email cannot be guaranteed. Like many email providers, we use filters to block unsolicited advertising (“spam filters”), which in rare cases may mistakenly classify normal emails as unsolicited advertising and delete them automatically. We automatically delete any emails containing malicious programs (“viruses”) without exception.

If you wish to send us messages requiring protection, we recommend that you encrypt and sign them to prevent unauthorized access and tampering during transmission, or send the message to us via conventional mail.

Link to detailed information about electronic communication with the City of Erlangen.

Please also let us know whether and how we can send you encrypted emails in response to your correspondence. If you are unable to receive encrypted emails, please provide your mailing address so that we can respond to your confidential messages.

Note on Video and Photo Recordings

The City of Erlangen’s website, its social media channels, and print media publish images, videos, and audio recordings taken at public and private events in which the City of Erlangen participated.

At events, the City regularly informs attendees that images, videos, and audio recordings will be made and published for press and public relations purposes.

Every participant has the right to object at any time to the creation of images, videos, and audio recordings that concern them personally or, as a legal representative, on behalf of the person in question (e.g., parents on behalf of children). The objection must generally be communicated on-site to the person responsible for the photo, video, or audio recordings, or via email shortly after the event.

Email: presse@stadt.erlangen.de