Supplementary Privacy Notice for Online Forms
"Use of Public Right-of-Way: Installation of Overhead Cables"
Supplementary Privacy Notice Regarding the Use of Online Forms
In addition to the General Privacy Notice regarding the use of online forms, we are providing you with information here about the specific processing of your personal data in connection with online applications to use public spaces for the installation of overhead structures, such as Christmas lights.
1. Purpose of Data Processing
Your personal data is collected and processed, in particular, for the following purposes:
- Review and processing of the application for the use of public right-of-way;
- Review of the legal and factual requirements for the requested use;
- Coordination with the agencies involved in reviewing and processing the application;
- Preparation and, if necessary, execution of a license agreement;
- Communication with applicants during the application process, particularly to address inquiries, make necessary adjustments, and provide updates on the status of the application;
- Documentation of the application and the subsequent administrative process
2. Legal Basis for Processing
The processing of your personal data is based on Article 6(1)(c) and (e) of the GDPR in conjunction with Section 3 of the DSG NRW, to the extent that the processing is necessary to fulfill a legal obligation or to perform a task carried out in the public interest or in the exercise of official authority. If a license agreement is concluded, the processing of your personal data is based on Article 6(1)(b) of the GDPR.
With regard to the review under road law and the use of public traffic areas, the relevant provisions of the Road and Paths Act of the State of North Rhine-Westphalia (StrWG NRW) as well as the City of Aachen’s Special Use Bylaw are particularly relevant (§ 23(1) StrWG NRW in conjunction with § 3(1) of the City of Aachen’s Special Use Bylaw).
3. Categories of Data Processed
As part of the application process, the following personal data, in particular, may be processed:
- Title (optional);
- First and last name;
- Address;
- Phone number;
- Email address;
- additional contact information, if applicable;
- Information regarding the application and the intended use, to the extent that such information relates to specific individuals.
4. Recipients or Categories of Recipients of the Data
Your personal data will be shared within the Aachen City Administration only with those departments involved in reviewing, coordinating, deciding on, or carrying out the application process.
These may include, in particular:
- Department of Contract, Procurement, and Grant Management;
- Fire and Rescue Services Department;
- Climate and Environment Division;
- Department of Mobility and Transportation;
- Department of Urban Development and Urban Planning;
- Regionetz GmbH, Lombardenstraße 12–22, 52070 Aachen, to the extent that participation or voting is required.
Data will be disclosed to other internal or external parties only to the extent necessary to fulfill our obligations and permitted by law.
5. Retention Period & Deletion
Your personal data will be stored only for as long as is necessary to process the application or as required by law or other binding retention periods.
- Online Form System: The data entered in the online form will be deleted from the online data collection system no later than six months after the successful completion of the transmission process. The data is stored to ensure technical traceability of the transmission and to correct any transmission errors.
- Specialized Procedures / Administrative Files: Once the data has been transferred to the relevant specialized procedure or administrative file, the data required for processing the case is retained for 6 years in accordance with Section 257 of the German Commercial Code (HGB) and Section 147 of the German Fiscal Code (AO).
- Once the retention period has expired, the documents will be transferred to the city archives in accordance with applicable archival regulations, or they will be deleted or destroyed, provided that no further retention is required.
6. Provision of Data
Providing the personal data required to process the application is necessary so that the City of Aachen can review and process the application.
The following applies in particular to the provision of data:
- Legal Obligation: The obligation to provide [the information] is governed by the legal provisions applicable to the application process.
- Labeling: In the online forms, all information that is absolutely necessary for processing is marked as required fields (usually with an asterisk “*”). Optional information, such as a title, is explicitly identified as such.
- Consequences of Failure to Provide the Required Data: Without the required data, it is not possible to conduct a legally sound review of the application to use public right-of-way for the installation of overhead lines. This may result in the application not being processed at all or not being processed in full.