Information on Data Protection in Accordance with Art. 13 GDPR for the Creation and the Processing of Photos and Videos at the Schlossfest of the University of Mannheim

Controller within the meaning of the General Data Protection Regulation (GDPR)
University of Mannheim
Schloss
68131 Mannheim
Germany
Phone: +49 621 1811001
E-mail: rektormail-uni-mannheim.de

Data protection officer
Data protection officer of the University of Mannheim
L 1, 1
68131 Mannheim
Phone +49 621 181–1126
E-mail: datenschutzbeauftragte@uni-mannheim.de 

Nature and purpose of the data processing
Photos and video recordings serve the purpose of reporting about the event on the university’s website, on social media channels (e.g., Instagram, Facebook, YouTube, LinkedIn, Mastodon), print media of the university, in university exhibitions, university image films, at university events, and in press releases of the university.

Photos and video recordings may also be edited. This means that they may be cropped or cut, the color may be corrected, retouched, screenshots and teaser images may be created, added to other images or videos, highlighted with music, or text and graphic images may be inserted. The university will always respect the general personality rights.

The following photos and video recordings of the participants of the event may be created and used for reporting without obtaining the participants’ consent:

Photos and recordings

  • depicting public figures,
  • in which people only appear as accessories next to landscapes or other sites,
  • showing assemblies, parades or similar events and the nature of the respective event which the persons depicted took part in.

With regard to all other photos and recordings, we will ask you for consent in the individual case, unless a contract with you has been concluded.
Not giving your consent or revoking your consent to a photo will not have negative consequences for you.

Processed data categories
Artists:  Name, address, contact details, photo and/or video recordings, meta data of the photos and/or video recordings, if applicable, bank information
Participants:  Photos and/or video recordings, meta data of the photos and/or video recordings, if applicable.

Legal basis for the processing of personal data
Artists: The creation and the processing of photos and video recordings is in accordance with a contractual agreement (Art. 6 paragraph 1 (b) GDPR). If a remuneration is paid, the creation and the processing of photos and video recordings is in accordance with Art. 6 paragraph 1 (c) in conjunction with sections 70, 75 of the state budget regulation of Baden-Württemberg (Landeshaushaltsordnung).
Participants: The creation and the processing of photos and video recordings is in accordance with Art. 6 paragraph 1 letter (e) in conjunction with Art. 3 GDPR in conjunction with section 2 of the act on the higher education institutions in the Land of Baden-Württemberg (Landeshochschulgesetz, LHG) in conjunction with section 4 of the data protection act of the Land of Baden-Württemberg (Landesdatenschutzgesetz, LDSG) or in accordance with a declaration of consent (Art. 6 paragraph 1 letter (a) GDPR).

Recipients
The data will partly be collected and/or processed by the Münstermann company on behalf of the University of Mannheim. An agreement on commissioned data processing for this purpose has been concluded.
After the data have been published, the data may be accessible to users from all over the world, for example, on the Internet.
The budget division may receive the required data for accounting and billing purposes.
Furthermore, legal regulations regarding archiving must be observed and documents must be offered to the university archive before deletion. The university archive will decide on the transfer of the material. 

Duration of storage
In case a contract has been concluded, the data of the artists will be deleted in accordance with the contractually agreed regulation, in case a declaration of consent has been obtained, the data will be deleted in accordance with the period of time stipulated in the declaration of consent, and in the absence of a regulation, the duration of storage is determined by the photos and/or video recordings.
The photos and/or video recordings of the participants will be deleted once they are outdated, 30 years after the event, at the latest.
If consent has been obtained, because it was required, such consent may be revoked with effect for the future. As soon as consent has been withdrawn, the photo or video recording will be deleted without undue delay.
The material may be transferred to the university archive responsible, which will usually store them for an indefinite period of time.

Rights of persons affected

  • You have the right to obtain information about your data stored by the University of Mannheim and the right to have false data rectified.
  • Furthermore, you have the right to erasure, the right to restriction of processing and the right to object to the processing. You have the right to data portability, provided that processing is carried out by automated means.
  • If you have given consent to data processing, you can withdraw your consent to data processing at any time; the withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
    In order to withdraw your consent, please send an e-mail to marketingmail-uni-mannheim.de.
  • You have the right to lodge a complaint with the supervisory authority responsible if you are of the opinion that the processing of your personal data is not in compliance with data protection regulations.
  • The supervisory authority responsible is the commissioner for data protection and freedom of information of Baden-Württemberg (Landesbeauftragter für den Datenschutz und die Informationsfreiheit Baden-Württemberg).

Information on your right to object according to Art. 21 paragraph 1 GDPR
On grounds relating to your particular situation, you have the right to object to the processing of your personal data in accordance with Art. 6 paragraph 1(e) GDPR at any time.