Data protection information in accordance with Art. 13 of the General Data Protection Regulation (GDPR) for contacting and communicating by email with the Department of Children, Youth and Schools of the City of Aachen
The Department of Children, Youth and Schools of the City of Aachen (hereinafter: FB 54) processes the personal data transmitted by the sender in order to process inquiries sent to it by email. In the following, we would like to inform you about how your data is processed and what data protection rights you are entitled to when you contact us by email.
Note: Please limit your information in e-mail messages to what is absolutely necessary. The City of Aachen cannot guarantee complete data security for e-mail communication that is not secured by encryption certificates (e.g. De-Mail, qualified digital signature). We accept no liability for the loss of emails (e.g. due to spam filters) or for unauthorized access by third parties that may occur during the transmission of unencrypted emails.
Responsible body:
Stadt Aachen
Fachbereich KiTa und Kindertagespflege
Verwaltungsgebäude Mozartstraße
Mozartstraße 2-10
52058 Aachen
Tel.: 0241/432-45001
E-Mail: kinderjugendschule@mail.aachen.de
Contact details of the data protection officer:
Stadt Aachen
Datenschutz, Informations- und IT-Sicherheit - Fachbereich Rechnungsprüfung 14/300
Gebäude Kasinostraße 48-50
52058 Aachen
Raumnummer: 308
Tel: 0241 432-1470
Fax: 0241 413541-1499
E-Mail: arthur.staerk@mail.aachen.de
Purpose and legal basis for data processing:
Data processing in FB 54 is carried out in compliance with the general data protection provisions of the General Data Protection Regulation (GDPR) and the Data Protection Act of the State of North Rhine-Westphalia (DSG NRW) as well as the provisions of the respective applicable special laws such as in particular the Social Code Eighth Book (SGB VIII) and Tenth Book (SGB X) as well as the Child Education Act of the State of North Rhine-Westphalia and other laws. The lawfulness of the data processing is ensured by the fulfillment of the conditions specified in Art. 6 and Art. 9 GDPR, by §§ 61 ff. SGB VIII and §§ 67 ff. SGB X and the applicable specialist laws, and the data processing is carried out for the purpose of processing your inquiries. The specific purpose and the specific legal basis of the data processing therefore depend on the content of your inquiry and the respective administrative task or the requested service to which the e-mail message relates. You will receive further information on this when applying for the service or upon request.
Forwarding of your personal data:
Depending on the address to which your e-mail is sent, the receiving office or person must decide whether it should be forwarded to another office within FB 54. Your personal data will only be passed on to third parties outside FB 54 if you give FB 54 your consent to the data transfer or if the transfer is required by law. Within FB 54, your data will be passed on to the departments that are required to be involved in the processing of the data in order to fulfill the respective purpose and in compliance with all data protection regulations. Electronic data processing at Aachen City Council is carried out with the support of the IT service provider regio iT from Aachen. Compliance with all data protection regulations is guaranteed by a contract for order processing in accordance with Art. 28 GDPR and by constant controls.
Storage period:
FB 54 stores your personal data for the required or legally prescribed period. The retention period therefore always depends on the respective administrative task or the requested service. In the case of individual requests for which storage is not required, your data will be deleted immediately after completion.
What data protection rights do you have?
If FB 54 processes your personal data, you have the data protection rights listed under a. to h. You may exercise these rights. If you wish to exercise these rights, you can contact the controller named in this information or the contact person with whom the email communication took place.
a. Right to information
In accordance with Art. 15 GDPR, you are entitled to receive information about the personal data stored about you free of charge at any time without giving reasons. This right may be restricted in accordance with Section 83 SGB X.
b. Right to rectification
If you discover that your personal data may be incomplete or incorrect, you have the right under Art. 16 GDPR to demand that we rectify or complete it without undue delay.
c.Right to erasure
Under certain conditions, you have the right to erasure of your personal data under Art. 17 GDPR. In particular, you have this right if the data is no longer necessary for the purposes of processing, if you have withdrawn your consent to the processing of your data or have objected to it (see e.) and in the event of unlawful processing of your personal data. The right to erasure may be restricted in accordance with Section 84 (1) and (4) SGB X.
d. Right to restriction of processing
In accordance with Art. 18 GDPR, you have the right to request the restriction of the processing of your personal data. You have this right if the accuracy of the personal data is contested, the processing is considered unlawful, the deletion of data is to be prevented for the time being so that it can continue to be used for the assertion, exercise or defense of legal claims or after filing an objection to the processing, as long as the objection has not been decided. The right to restriction of processing may be restricted in accordance with Section 84 (2) and (3) SGB X.
e. Right to object to processing
In accordance with Art. 21 GDPR, you have the right to object to the processing of your data at any time on grounds relating to your particular situation if this data was collected for the performance of a task carried out in the public interest or in the exercise of official authority (Art. 6 (1) (e) GDPR). This right may be restricted by Section 84 (5) SGB X.
f.Right to data portability
You can exercise your right to data portability in accordance with Art. 20 GDPR. If the processing of your personal data is based on your consent or on a contractual relationship and the data processing is carried out using automated procedures, you can request that we make this personal data available to you in machine-readable form or transmit the data directly to other controllers named by you, insofar as this is technically feasible.
g.Right to withdraw consent
If the processing of data is based on consent given by you (Art. 6 para. 1 lit. a) GDPR), you have the right to withdraw your consent to data processing at any time with effect for the future in accordance with Art. 7 para. 3 GDPR However, processing of your data that has already taken place can no longer be reversed. If you wish to withdraw your consent, please contact the person to whom you have given your consent or notify the controller.
h. Right to lodge a complaint
Finally, we would like to draw your attention to your right to lodge a complaint with the competent supervisory authority in accordance with Art. 77 GDPR. If you do not agree with the processing of your personal data or with the obligations of the Department of Children, Youth and Schools of the City of Aachen under the GDPR, you can contact the competent supervisory authority at any time with a complaint.
The competent supervisory authority is:
The State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia
Kavalleriestraße 2-4
40213 Düsseldorf
Email: poststelle@ldi.nrw.de
Tel.: 0211/38424-0