Privacy policy
This is a translation for your convenience. Only the German version is legally binding.
Privacy policy
1. Controller
Altherrenverein der Landsmannschaft Saxo-Suevia e.V.
Löhestraße 19a, 91054 Erlangen, Germany
Represented by the 1st chairman: Peter Grau
Email: ahv@saxo-suevia.de
2. Hosting
This website is operated on servers in Germany (Hetzner Online GmbH, Gunzenhausen). On our behalf, the provider processes the technically necessary connection data on the basis of a data processing agreement pursuant to Art. 28 GDPR.
3. Collection and processing of personal data
When you visit this website, technical connection data (IP address, time stamp, page requested) are stored in the server access log. These data are used exclusively to provide the website technically and are deleted after 7 days.
4. Contact and room enquiries
If you contact us via the contact form or the room enquiry, the data you enter (name, email address, telephone number, message) are processed and stored to handle your enquiry. The legal basis is Art. 6(1)(b) GDPR (pre-contractual measures) or Art. 6(1)(f) GDPR (legitimate interest). The data are deleted as soon as they are no longer needed for the purpose, at the latest after 12 months.
5. Alumni map in the members' area
In the members' area, logged-in active members and alumni can use a map showing the home towns of members who have entered a town in their profile. The map is not visible to visitors of the public website.
To display it, your browser loads map tiles from servers of the OpenStreetMap Foundation (St John’s Innovation Centre, Cowley Road, Cambridge, CB4 0WS, United Kingdom). To place the towns on the map, the town names (without members' names) are sent to the OpenStreetMap Foundation's search service “Nominatim”. In the process, the OpenStreetMap Foundation receives your IP address. There is an adequacy decision of the EU Commission for the United Kingdom. The legal basis is Art. 6(1)(f) GDPR; our legitimate interest lies in connecting our members. The map is only loaded when you open it. Further information: privacy policy of the OpenStreetMap Foundation.
6. Chat in the members' area
Logged-in members can exchange messages and photos in the chat in the members' area (main chat for all members and channels created by members). We store the text, attached photos, the time, the author and, for each member, up to which message a channel has been read. Photos are scaled down when uploaded; location and other metadata are removed. The content is only visible to logged-in members, and in closed and secret channels only to their members. No data are passed on to third parties. The legal basis is Art. 6(1)(f) GDPR (legitimate interest in communication within the fraternity).
You can delete your own messages at any time; text and photo are removed immediately. If an account is deleted, its messages remain without a link to the account; the reading status is deleted with the account.
Push notifications. If you enable notifications on a device, we store the delivery address generated by your browser at the push service of the browser manufacturer (Apple, Google, Mozilla or Microsoft), the associated keys, the browser identifier for the list of devices and the time of the last delivery. Via this service we send you the channel, the sender and the shortened text of new chat messages, and a reminder on the evening before internal events. The content is encrypted for your device before sending; the push service only learns that a message is sent to the delivery address. The legal basis is your consent (Art. 6(1)(a) GDPR), which you give by enabling notifications. You can withdraw it at any time by turning off notifications in your profile or in the device settings. In the profile the delivery address is deleted immediately, otherwise as soon as the push service reports it as invalid.
7. Photo albums in the members' area
Logged-in members can create photo albums in the members' area and upload pictures, for example scanned photos from fraternity life. We store the uploaded original file unchanged as an archive, a reduced version without metadata for display, a caption, who uploaded the picture and when, as well as likes and comments with name and time. The pictures are only visible to logged-in members and are not passed on to third parties. The legal basis is Art. 6(1)(f) GDPR (legitimate interest in preserving the history and community of the fraternity).
Anyone who appears in a photo and does not want it to be shown can say so via “Report” or by email to the controller; the photo will then be hidden or deleted. You can delete your own photos and comments at any time.
8. Suggestions for improvement
Logged-in members can send comments on the website via the “suggestion” form. The text entered as well as name, email address and membership status are sent by email to the website administrator so that he can handle the suggestion and reply. The suggestion itself is not stored on the website. The legal basis is Art. 6(1)(f) GDPR (legitimate interest in improving the website). The email is deleted once the suggestion has been dealt with.
9. Sending emails
Emails from the website (e.g. confirmations of registrations, registration requests, links to set a password and suggestions for improvement) are sent via the email service Gmail of Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland). In doing so, Google processes the content and recipient addresses of the respective email. A transfer to the USA cannot be ruled out; Google is certified under the EU-US Data Privacy Framework. The legal basis is Art. 6(1)(b) or (f) GDPR.
10. Disclosure to third parties
Your personal data will not be sold or rented. Data are only passed on to third parties in the cases mentioned in this policy (hosting, map service, sending emails).
11. Your rights
You have the right of access (Art. 15 GDPR), rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR) and objection (Art. 21 GDPR). Please contact: ahv@saxo-suevia.de
12. Cookies and embedded content
This website does not set tracking cookies and does not use any third-party analytics or advertising services. Only technically necessary cookies are set (protecting forms against misuse and logging in to the members' area). The colour scheme and language that members choose in their profile are stored in their account so that they apply on all devices. In addition, your browser stores display settings (colour scheme, collapsed menus, cached map locations) locally; these are not transmitted to us. Fonts are loaded from our own server. Third-party content is only embedded for the alumni map in the members' area (see section 5).
13. Right to lodge a complaint
You have the right to lodge a complaint with a competent data protection supervisory authority about the processing of your personal data.