Privacy Policy: Layperson-Oriented Mediation - Data Collection Form FB56

1. Preamble and Scope

In addition to the general privacy notice regarding the use of our online services, we hereby provide you with information in accordance with Article 13 of the General Data Protection Regulation (GDPR) regarding the specific processing of your personal data as part of the registration process for the City of Aachen’s pool of volunteer lay language mediators. This supplemental privacy notice applies specifically to the collection and processing of your information via this online registration form.

2. Purpose of Data Processing

Your personal data is collected and processed exclusively for the following specific purposes:

• Processing of the registration application: Receipt of the application, verification of eligibility requirements (including confirmation of legal age and legal capacity to enter into a volunteer agreement), and administrative processing of your registration.
• Addition to the pool and contract preparation: Registration in the City of Aachen’s database for volunteer language interpreters, as well as preparation and drafting of the volunteer agreement.
• Assignment Planning and Coordination: Selection of language mediation assignments (oral and/or written) based on your needs and capabilities, taking into account the language skills, qualifications, and assignment preferences you have provided.
• Communication and Coordination: Establishing contact for mission planning, checking availability, and sharing organizational and technical information.
• Expanded Placement (only with separate consent): Direct transmission of your contact information to requesting municipal departments, daycare centers, or schools in cases of urgent or very short-notice needs to expedite the placement process.
• Settlement of Expense Reimbursements: Processing of bank and accounting data for the payment of expense reimbursements and travel expense reimbursements.
• Quality Assurance and Statistics: Anonymization of master data for the statistical analysis of language resources and pool capacities, as well as for the needs-based management of the services offered by the Municipal Integration Center.
  
  

3. Legal Basis for Processing

Your personal data is processed in accordance with the following provisions of the General Data Protection Regulation (GDPR) and the North Rhine-Westphalia Data Protection Act (DSG NRW):

• Contract preparation and execution (Art. 6(1)(b) of the GDPR: To the extent that the processing is necessary for the establishment, structuring, and fulfillment of the volunteer participation and contractual relationship (volunteer agreement).
• Performance of a task carried out in the public interest (Art. 6(1)(e) of the GDPR in conjunction with § 3 of the DSG NRW): To carry out the tasks of the City of Aachen that are in the public interest within the framework of municipal integration support, as well as to provide low-threshold language mediation services.
• Consent (Art. 6(1)(a) of the GDPR): If you provide optional consent in the registration form—in particular for expanded visibility and the direct disclosure of your contact information to requesting municipal departments, daycare centers, or schools in cases of urgent placement needs.

• Legal obligation (Art. 6(1)(c) of the GDPR): To comply with legal requirements applicable to the City of Aachen, in particular documentation and retention obligations under budgetary, municipal, and auditing laws.
  
  

4. Categories of Data Processed

As part of the registration process, only the following categories of data are collected and processed via the online registration form:

• Master data and contact information: First name, last name, address (street, house number, ZIP code, city), email address, and date of birth, as well as optional title and phone number.
• Information on language skills and preferred areas of work: First language(s) or native language(s), other language skills (optional), and the selected areas of work for each language (e.g., oral interpreting and/or written translation).
• Consent Statements and Verification Data: Status and documentation (including timestamps) of any optional consent you have provided for extended visibility.
• Technical log data: Technical metadata and log data processed when the online form is submitted (e.g., date and time of submission).

• Exclusion of Special Categories of Personal Data (Art. 9 GDPR): The form does not collect any special categories of personal data as defined in Article 9(1) of the GDPR (such as health data, religious beliefs, or political opinions).

5. Recipients or Categories of Recipients of the Data

Within the Aachen City Administration and when shared with external entities, your personal data is used strictly for the specified purpose and disclosed only to the extent necessary in each case:

• Aachen Municipal Integration Center: As the designated specialized and coordinating body responsible for the administrative management of the language mediator pool, the review of registrations, the coordination of assignments, and the preparation of volunteer agreements.
• Requesting municipal departments, daycare centers, and schools: Your contact information (name, phone number, email address) will be shared directly with the requesting parties for the purpose of coordinating deployment on short notice only if you have given your express consent.
• IT Service Provider (Data Processor): regio iT GmbH (Aachen) acts as the technical service provider for the operation, hosting, and maintenance of the online form system. Processing is carried out strictly in accordance with instructions based on a data processing agreement pursuant to Article 28 of the GDPR.

• Supervisory and auditing authorities: the City of Aachen’s Audit Office, the official data protection officer, and, as part of statutory oversight duties, other competent auditing bodies as applicable.

6. Duration of Storage and Retention Periods

Your personal data will be stored only as long as necessary to fulfill the stated purposes or as required by statutory retention and documentation obligations:

• In the online form system (technical cache): Data submitted via the registration form is automatically deleted from the technical cache of the regio iT GmbH form system no later than 6 months after submission.
• In the specialized procedure of the municipal integration center:
  • Active Pool Membership: Your personal information and qualification profiles will remain on file for the duration of your active participation in the language mediator pool.
  • Termination of Service / Resignation: Upon your resignation from the pool or the termination of your volunteer agreement, your data will be deleted immediately from the active system, provided there are no legal retention requirements to the contrary.
  • Non-selection / Rejection: The data of applicants who are not included in the pool will be completely deleted no later than 6 months after the completion of the registration and review process.

• Retention in accordance with budgetary and archival laws: If documents relevant for verification or as supporting evidence are generated in the course of volunteer work (e.g., signed volunteer agreements or expense reimbursement statements), these are retained for up to 10 years in accordance with the municipal budgetary and financial regulations of the State of North Rhine-Westphalia (including the KomHVO NRW) as well as archival regulations, and are subsequently destroyed in compliance with data protection laws.

7. Provision of Data and Right of Withdrawal

Providing your personal information is required to verify your eligibility and to be added to the volunteer pool:

• Required Information: To complete registration, verify that you are of legal age or have legal capacity, sign the volunteer agreement, and ensure that your assignments are appropriate for your skills, you must provide your basic personal information and details about your language skills.
• Marking of Required Fields: In the online form, all mandatory information is marked as required fields (indicated by an asterisk “*”). Voluntary information (e.g., title, phone number, or additional language skills) is explicitly marked as optional.
• Possible Consequences of Failure to Provide Information: If you do not provide the information marked as required fields, your registration cannot be processed, and you will not be added to the pool of volunteer lay language mediators.
• Voluntary Nature and Withdrawal of Consent: Giving consent (e.g., for the direct sharing of contact information with municipal departments, daycare centers, or schools) is entirely voluntary. If you do not give your consent, this will not result in any disadvantages for your inclusion in the pool.

You have the right to withdraw your consent at any time with future effect (e.g., by email to integration@stadt.aachen.de). Withdrawing your consent does not affect the lawfulness of the processing carried out on the basis of your consent up until the time of withdrawal.