Privacy policy

This privacy policy relates to the processing of personal data in the context of this website, including the services offered there. For more information on the processing of your personal data, you can contact us using the contact details below.

Controller and data protection officer

Responsible for the processing of personal data in the context of the use of this website is

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

Responsible for this website is

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

Digital Communication & Web Technology
Werner-von-Siemensstraße 61
91051 Erlangen
Tel +(49) 09131 / 86 - 1274
E-mail: webtechnik@stadt.erlangen.de

Contact data protection

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

Purposes and legal bases for the processing of personal data

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

Unless otherwise stated, the legal basis for the processing of your data results from Art. 4 para. 1 of the Bavarian Data Protection Act (BayDSG) in conjunction with Art. 6 para. 1 letter e of the General Data Protection Regulation (GDPR). Accordingly, we are permitted to process the data required to fulfill a task incumbent upon us. If you have consented to processing, the data processing is based on Art. 6 (1) (a) GDPR.

Recipients of personal data

If your data is processed electronically, the technical operation of our data processing systems for internal applications is carried out by

KommunalBIT AöR
Kaiserstraße 30
90763 Fürth
Tel +(49) 0911 / 21 777 - 0
Fax +(49) 0911 / 21 777 - 100
E-Mail: info@kommunalbit.de

In the case of external applications - for example the website of the City of Erlangen - the technical operation of our data processing systems is carried out by the

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

If necessary, your data will be transmitted to the responsible supervisory and auditing authorities to exercise the respective control rights.

Log data may be forwarded to the State Office for Information Security on the basis of Art. 44 of the Act on Digitization in the Free State of Bavaria (BayDiG) in order to prevent threats to information security (for more details, see "Logging").

Duration of the storage of personal data

We store your data as long as this is necessary for the fulfillment of the task, for documentation obligations or due to legal retention periods.

Rights of the data subject

If we process your personal data, you have the following rights as a data subject:

• You can request information as to whether we process your personal data. If this is the case, you have a right to information about this data and to further information related to the processing (Art. 15 GDPR). Please note that this right to information may be restricted or excluded in certain cases (see in particular Art. 10 BayDSG). In the event that personal data about you is (no longer) accurate or incomplete, you can request that this data be rectified and, if necessary, completed (Art. 16 GDPR).
• If the legal requirements are met, you can request the erasure of your personal data (Art. 17 GDPR) or the restriction of the processing of this data (Art. 18 GDPR). However, the right to erasure pursuant to Art. 17 (1) and (2) GDPR does not apply if, among other things, 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 (Art. 17 (3) (b) GDPR).
• If you have consented to the processing and the processing is based on this consent, you can revoke your consent at any time for the future. This does not affect the lawfulness of the data processing carried out on the basis of the consent until revocation.
• For reasons arising from your particular situation, you can also object to the processing of your personal data by us at any time (Art. 21 GDPR). If the legal requirements are met, we will then no longer process your personal data.

Further restrictions, modifications and, where applicable, exclusions of the aforementioned rights may result from the GDPR or national legislation.

More detailed information on these rights can also be obtained from our data protection officer.

Contact data protection

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

Right to lodge a complaint with the supervisory authority

You also have the right to lodge a complaint with the Bavarian State Commissioner for Data Protection. You can reach him under the following contact details:

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 on the website

Technical implementation

Our web server is operated by the computer center of Hetzner Online GmbH. The personal data transmitted by you when you visit 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 access this or other Internet pages, you transmit data to our web server via your Internet browser. The following data is recorded during an ongoing connection for communication between your Internet 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
• complete IP address of the requesting computer
• amount of data transferred.

We store this data for reasons of technical security, in particular to defend against attempted attacks on our web server. After seven days at the latest, the data is anonymized by shortening the IP address at domain level, so that it is no longer possible to establish a reference to individual users. To prevent threats to information technology security, this data is forwarded to the State Office for Information Technology Security and processed there on the basis of Art. 12 ff. of the Bavarian E-Government Act and Art. 44 BayDiG-E.

Secure data transmission

When you access this information service, we offer an HTTPS-encrypted connection so that your data is protected from being read by third parties during data transmission. We recommend that you keep your Internet browser up to date to use this option.

Active components

Active components such as Javascript are used in the information provided by the City of Erlangen. You can deactivate this function by changing the settings in your Internet browser.

Cookies

We use cookies to ensure the correct technical and functional provision of this information service. Cookies are small text files that are stored on the device you are using.

The legal basis for the storage of information and the processing of personal data using cookies is § 25 TTDSG.

The use of functional cookies is voluntary. If these cookies are blocked, the provision of certain functions may not be fully possible. Technically required cookies are absolutely necessary for the function of the website and cannot be deselected.

These modules of the website use the following cookies and data processing:

• RYVE (technically required) stores language selected by you in the browser's local memory.
• Event calendar (technically required) sends your IP address to vk.nuernberg.de.
• Save cookie consent - Klaro! (technically required) sets cookies with your consent settings for a maximum of 30 days.
• Chatbot (technically required) transmits anonymized questions to Microsoft Azure OpenAI, stores your session data (timestamp only) in the local browser memory and sets technically required cookies for security purposes and to log in and identify a technical user in the application. There is no link between the cookies and the chat messages or a reference to the end user. All cookies are deleted at the end of the session.
• Accessibility - contrast mode (technically required). Your contrast mode settings are saved in the browser's local memory.
• Accessibility - Scale font size (technically required). Your font size settings are saved in the browser's local memory.
• Accessibility - ReadSpeaker (voluntary) does not set cookies, but data is transmitted (see below).
• Matomo (voluntary) does not set cookies, but data is transmitted (see below).

Calendar of events

We have integrated the event calendar of meine-veranstaltungen.net on our website. Data is sent to vk.nuernberg.de for the functionality of the event calendar.

You can find more information here.

Cookie consent with Klaro! Consent Manager

Our website uses the cookie consent technology of Klaro! Consent Manager cookie consent technology to obtain your consent to the storage of certain cookies on your end 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 referred to as "klaro").

klaro stores a cookie in your browser in order to be able to assign the consents given or their revocation to you. The data collected in this way is stored until you ask us to delete it, delete the klaro cookie yourself or the purpose for storing the data no longer applies. Mandatory statutory retention obligations remain unaffected.

ReadSpeaker read-aloud function

We want to provide as many users as possible with broad access to our website that is tailored to their individual needs. In the interests of accessibility, a read-aloud function is therefore offered on the website.

When this read-aloud function is used, the necessary technical data (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 (§ 25 TTDSG), we evaluate user behavior in order to design our website to meet your and other users' needs as closely as possible. We use the web analysis tool Matomo Analytics for this purpose. This sets cookies, i.e. small text files that are stored on the end device you are using with a maximum validity period of two years. The data collected by the cookies, such as the length of time spent on the website or search terms entered, are processed by us on the basis of your consent. This data enables us to draw conclusions about technical parameters (e.g. the operating system you are using or the screen resolution on the device you are using) and about the use of our website. Your IP address is anonymized before storage and further processing.

If you revoke your previously given consent, cookies for Matomo web analysis will not be set for 30 days. You will then be asked for your consent again.

The cookies only contain anonymized data; a personal reference cannot be established due to the anonymized storage of the IP address.

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

Edit cookie settings

Map applications

Our website uses integrated 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 any conclusions to be drawn about individuals. No other cookies are set, apart from those already mentioned above as technically necessary.

Erlangen chatbot

An AI chatbot is integrated on the erlangen.de website to answer questions relating to the city of Erlangen. The chatbot answers the questions asked in natural language based on artificial intelligence, regardless of location and time. This is done using text analysis and machine learning.

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

It is not necessary to request personal data in order to use the chatbot. For reasons of technical security, in particular to defend against attempted attacks on our web server, the IP address of the requesting computer is stored (see above, logging). However, the IP address and chat messages are not assigned or merged, meaning that no personal data is collected through the use of the chatbot.

To improve functionality (e.g. topicality and accuracy of the information provided) and user-friendliness, anonymized data (e.g. query frequencies, chat histories, etc.) is analyzed and the information in the source files is checked. However, this procedure does not allow any conclusions to be drawn about individuals.

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

Please do not enter any personal data about yourself or others or any confidential data in the chatbot's chat history.

If you have entered personal data in the chatbot contrary to the instructions on the entry page, you can request deletion for the individual case by contacting us personally at webtechnik@stadt.erlangen.de. In addition, a specific designation of the data is necessary for processing so that a determination can be made in the data memory for subsequent deletion. Since the chatbot processes user input automatically and does not request any personal data, only the user can know whether and which personal data has been collected and must provide this as a feature for the investigation when contacting us.

Collection of further data

If you enter personal or business data on our website (e.g. in online forms), this data is used exclusively for sending the requested information or for the purposes stated in the form. Your data is encrypted in transit using software (SSL) and is protected against access by third parties. The data will not be passed on to third parties. The use of the services offered there is on a voluntary basis.

The data entered is stored on municipal servers, but may in individual cases be processed by our technical service provider XIMA MEDIA GmbH (primarily for support purposes):
XIMA MEDIA GmbH
Sudhausweg 9
01099 Dresden
E-mail: kontakt@xima.de

When using BayernID, data is also transferred 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 you so-called social buttons that enable interaction with social services. The City of Erlangen uses social networks as an additional service and for the dialogical exchange of opinions and experiences.

We do not use social plugins such as the Facebook Like button. The social buttons function as external links on the website so that no information is transmitted to a social media provider without clicking on a button (2-click procedure). Your browser may only establish a direct connection with the servers of the aforementioned services when you click on the links. As a result, the information about your website visit is forwarded indirectly (referrer) to the social media provider. By clicking on the button, you will be redirected to the website of the respective provider. The URL of the current page is transferred as a parameter. As a user, you can decide for yourself whether you consent to the activation of these offers and the transfer of data. The user can revoke this consent at any time and prevent further data transmission to the provider by clicking on the corresponding button on the provider's homepage.

We do not store any of your data. As soon as you click on the social buttons, we assume that you have given your consent in accordance with Art. 6 para. 1 lit. a GDPR. We have no influence on whether or how the providers use this information for analysis. More on this under:

Facebook

Data protection Facebook Ireland Ltd, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2 Ireland.
Link to Facebook's privacy policy.

Instagram

Data protection Instagram Inc, 1601 Willow Road, Menlo Park, CA, 94025, USA.
Link to Instagram's privacy policy.

Twitter

Data protection 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 integrated on our website. By default, only deactivated videos from the YouTube channel are embedded, which do not establish an automated connection with the YouTube servers. This means that the operator does not receive any data from the user when the web pages are accessed (extended data protection mode).

You can decide for yourself whether the YouTube videos should be activated. Only when you click to enable playback of the videos do you give your consent for the necessary data (including the Internet address of the current page and the user's IP address) to be transmitted to the operator.

If you are logged into your YouTube account, you enable YouTube to assign your surfing behavior directly to your personal profile. You can prevent this by logging out of your YouTube account.

Link to YouTube's privacy policy.

Xing

Data protection Xing SE, Dammtorstraße 30, 20354 Hamburg, Germany:
Link to Xing's privacy policy.

LinkedIn

Data protection LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland.
Link to the LinkedIn privacy policy.

Newsletter

You have the option of subscribing to free newsletters on the municipal websites. If you take advantage of a newsletter offer, your details will be stored so that they can be used to process and respond to your request. Your data is encrypted in transit using software (SSL) and is therefore protected against third parties gaining knowledge of it.

Since March 2019, we have been using the service of CleverReach GmbH & Co KG, Mühlenstraße 43, 26180 Rastede, Germany, to send newsletters. CleverReach is a service with which the newsletter dispatch can be organized and analyzed. The data you enter for the purpose of receiving the newsletter (e.g. e-mail address) is stored on CleverReach's servers in Germany or Ireland. As part of an order processing agreement, CleverReach processes your personal data on our behalf and in accordance with our instructions. When registering for the newsletter, you expressly consent to the processing of your personal data.

The data processing takes place on the basis of your consent (Art. 6 para. 1 lit. a GDPR). You can 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 cancel your newsletter subscription or unsubscribe. Your registration data will therefore only be stored for as long as your subscription to the newsletter is active.

Further information on data analysis by CleverReach newsletters can be found at: https://www.cleverreach.com/de/funktionen/reporting-und-tracking/. If you do not want CleverReach to analyze your data, you must unsubscribe from the newsletter. Link to CleverReach's privacy policy.

Electronic mail (e-mail)

Information that you send to us unencrypted by electronic mail (e-mail) may be read by third parties during transmission. As a rule, we are also unable to verify your identity and do not know who is behind an e-mail address. Legally secure communication by simple e-mail is therefore not guaranteed. Like many e-mail providers, we use filters against unwanted advertising ("SPAM filters"), which in rare cases automatically classify normal e-mails as unwanted advertising and delete them. E-mails containing harmful programs ("viruses") are automatically deleted by us in all cases.

If you wish to send us messages that require protection, we recommend that you encrypt and sign them to prevent unauthorized access and falsification during transmission or send the message to us by conventional post.

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

Please also let us know whether and how we can send you encrypted e-mails in order to reply to your correspondence. If you do not have the option of receiving encrypted e-mails, please provide us with your postal address so that we can reply to your sensitive messages.

Note on film and photo recordings

Image, video and sound recordings made at public and closed events in which the City of Erlangen was involved are published on the City of Erlangen website, the city's social media channels and print media.

At events, the city regularly points out that image, video and sound recordings are made and published for the purposes of press and public relations work.

Every participating person has the right to object at any time to the making of image, video and sound recordings that concern them personally or as a legal representative for the person concerned (e.g. parents for children). The objection must always be communicated on site to the person responsible for image, video or sound recordings or by e-mail shortly after the event.

E-mail: presse@stadt.erlangen.de