Data privacy statement

Privacy policy regarding the use of personal data on the Institut für Auslandsbeziehungen (“ifa”) online application portal
The protection of your data and your privacy is of great importance to ifa. The ifa collects, uses and stores your personal data exclusively within the framework of the provisions of the applicable data protection laws. To ensure that you are fully informed about the collection, processing and use of personal data on this online application portal, please read the following information.
1. Person responsible for the processing of personal data and data protection officer
Your data will be processed in the name of and on behalf of
ifa (Institut für Auslandsbeziehungen)
Charlottenplatz 17, 70173 Stuttgart/Germany
Responsible person and General Secretary: Gitte Zschoch
by rexx systems GmbH [a private limited company under German law], the service provider commissioned by us.
You can contact our data protection officer at the above postal address or by e-mail at datenschutzbeauftragter@ifa.de.
2. Data collection for system-internal and statistical purposes
For technical reasons, your internet browser automatically transmits data to our web server when you access this website. These data include the date and time of the server request, browser type and version, operating system used as well as your IP address. They are stored separately from other data which you enter when using our services. These data are not allocated to a specific person.
The log data collected are used for statistical evaluations for the purpose of secure operation and then usually deleted after six weeks. In the event of concrete indications of suspected illegal use, we reserve the right to subsequently check the log data and, if necessary, to evaluate them on the basis of the concrete suspicion.
The legal basis for the processing is Art. 6 (1) lit. f GDPR.
3. Collection and processing of personal data
Personal data are also collected and processed if you provide them to us voluntarily on this website. This is possible when using the application form (master data entry and upload of attachments).
The personal data which are transferred to us in the process are specified in the input mask which you use for your application. The personal data you enter will be collected and processed for the following purposes:
  • to provide the services offered on this portal
  • for the processing of your application and its handling
  • to conduct the personal communication required for this purpose by telephone, letter, e‑mail, digital tools (depending on availability)
  • for storage in our internally used systems
  • to pass on your application data to third parties (e.g. German Federal Foreign Office and its embassies, CCP Country Representatives as well as host organisations)
4. Legal basis for the processing of your data
The lawfulness (legal basis) for the processing of your data results from your consent (pursuant to Art. 6 (1) lit. a GDPR) or from the fulfilment of a contract or the implementation of pre-contractual measures (pursuant to Art. 6 (1) lit. b GDPR).
If the processing of personal data is necessary for the fulfilment of a legal obligation to which the ifa or a company commissioned by it is subject, we process these data in accordance with Art. 6 (1) lit. c GDPR.
In the event that ifa's legitimate interests are safeguarded (e.g. internal communication, defence against claims, clarification of criminal offences or other administrative purposes), processing is carried out in accordance with Art. 6 (1) lit. f GDPR.
5. Duration of data storage
We will only store your data for as long as is necessary to process your application. Subsequently, if your application is unsuccessful, your application data will be deleted after a grace period of 6 months if there are no other legal obligations to retain the data further. Only the data which enables us to identify whether a person has already applied for a scholarship will remain in our system. This remaining data is deleted after 5 years.
If your application is successful, your personal data will be stored until the end of your scholarship. After that, the data will be reduced to the same extent as described above and also deleted after 5 years.
6. Transmission of data
The transmission of your data entered in the forms is encrypted in all cases.
We may arrange for their transfer to one or more processors, for example service providers (such as the portal operator rexx systems GmbH), who will also use the personal data exclusively for an internal use attributable to us.
Furthermore, your data will be transferred to the German Federal Foreign Office and its embassies, CCP Country Representatives and host organisations as part of the application process.
Any further disclosure of your personal data to third parties will only take place with your consent, unless there is a legal obligation to do so or in order to protect the rights, property and security of ifa.
Insofar as external service providers come into contact with personal data, we require mandatory legal, technical as well as organisational measures to comply with data protection regulations.
7. Processing of your data on the basis of cookies
This website uses so-called "cookies", which are used to make the website more user-friendly, more effective as well as more secure. Cookies are small text files which are stored on your computer system. We would like to point out that some of these cookies are transferred to your computer system by our service provider, whereby these are usually so-called "session cookies".
"Session cookies" are characterised by the fact that they are automatically deleted from your hard drive at the end of the browser session. Other cookies remain on your computer system and enable us to recognise your computer system on your next visit (so-called “permanent cookies”). When you access the website, you will be informed about the use of cookies and consent to the processing of your personal data used will be obtained.
You can revoke your consent at any time by adjusting the cookie use. To do this, use the "Customize cookies" button, which you will find at the bottom right of our rexx portal.
You can generally prevent the setting of cookies by this website at any time by means of a corresponding setting of the Internet browser used and thus permanently object to the setting of cookies. Furthermore, cookies which have already been set can be deleted at any time using an internet browser or other software programmes. This is possible in all common internet browsers. If you deactivate the setting of cookies in the Internet browser used, it may not be possible to use all the functions of this website to their full extent.

7.1 Use of Matomo

For the analysis of user behaviour, our service provider uses the analysis tool Matomo and the cookies required for this after your consent. The resulting data are immediately anonymised and not linked to data from your visits to other websites.

7.2 Legal basis for the setting of cookies

The legal basis for setting functional cookies is our legitimate interest pursuant to Art. 6 (1) lit. f GDPR and for setting cookies for Matomo your consent pursuant to Art. 6 (1) lit. a GDPR.
8. Links to other websites
This website contains links to other websites.
We have no influence on whether the operators of other websites comply with data protection regulations. As a provider, we are responsible for our own content in accordance with general laws. Links to content provided by other providers are to be distinguished from our own content. We assume no responsibility for third-party content made available for use via links and do not adopt their content as our own. The provider of the linked page is solely liable for illegal, incorrect or incomplete content and in particular for damages arising from the use or non-use of such information. If we become aware of any infringements of the law, we will remove the links concerned immediately.
9. Your personal data rights

9.1 Right to information, correction, objection, restriction, deletion, surrender

In accordance with the General Data Protection Regulation, you have the right at any time to
  • free information about your stored personal data,
  • a right to correction, if applicable,
  • the right to revoke your permission to store the data with effect for the future, as well as
  • the restriction or deletion of these data.
    If we have to comply with legal retention obligations, we will restrict your data for further processing instead of deleting them so that they can no longer be used for the above purposes.
  • You also have the right to receive your personal data stored by us in electronic form.

9.2 Individual right of objection

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data relating to you which is carried out on the basis of Art. 6 (1) (f) GDPR (data processing on the basis of a balance of interests); this also applies to profiling based on this provision within the meaning of Art. 4 (4) GDPR.
If the processing is based on consent pursuant to Art. 6 (1) lit. a GDPR, you have the right to revoke your consent at any time. The revocation of consent does not affect the lawfulness of the processing carried out on the basis of the consent until such revocation.
If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for such processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.
Please address all your concerns regarding your rights to the contact details above.

9.3 Right to appeal

If you believe that ifa is not processing your data in accordance with applicable data protection laws, you have a right of appeal to a data protection supervisory authority of your choice.
10. Data security
This website and the other systems are secured by technical and organisational measures against loss, destruction, access, modification or distribution of your data by unauthorised persons. The security measures are continuously improved in line with technological developments.
We reserve the right to improve the security and data protection measures insofar as this becomes necessary due to technical developments. In these cases, we will also adapt our data protection information accordingly. Please therefore note the current version of our privacy policy.
11. Further information and contacts
If you have any further questions on the subject of data protection, please contact us. If you have any questions about the collection, processing or use of your personal data, for information, correction, blocking/restriction or deletion of data as well as revocation of consent given, please contact us using the contact details above.