Privacy Policy

Data Privacy Notice

This Notice is issued by The Rights Studio gGmbH, (“The Rights Studio”, “we”, “us” and “our”) and is addressed to individuals outside our organisation with whom we interact, including visitors to our website, donors, fellows, employees and other members of our partners and other users of our services (together, “you”). This Notice informs you about the type, scope and purposes of the collection of personal data by us and how we handle this data. You will also learn what rights you have with regard to the processing of your personal data. Personal data is all information relating to an identified or identifiable natural person.

This Notice may be amended or updated from time to time to reflect changes in our practices with respect to the processing of personal data, or changes in applicable law. We encourage you to read this Notice carefully, and to regularly check this page to review any changes we might make in accordance with the terms of this Notice.

1. Collection of Personal Data
   
   

We collect or obtain personal data when those data are provided to us (e.g., where you contact us via our contact form or register for an event); in the course of our relationship with you (e.g., if you make a donation); or when you visit or use our website.

We collect or obtain personal data about you from the following sources:

• Data provided to us: We obtain personal data when those data are provided to us (e.g., where you contact us via our contract form, email or telephone, or by any other means, or when you provide us with your business card).
  
• Relationship data: We collect or obtain personal data in the ordinary course of our relationship with you (e.g., we provide a service to you or you make a donation to us).
  
• Data you make public: We collect or obtain personal data that you manifestly choose to make public, including via social media (e.g., we may collect information from your social media profile(s), if you make a public post about us).
  
• Site data: We collect or obtain personal data when you visit our website or use any features or resources available on or through our website.
  
• Third party information: We collect or obtain personal data from third parties who provide it to us (e.g., we may receive your contact details from your employer).
  

2. Creation of Personal Data
   
   

We also create personal data about you in certain circumstances, such as records of your interactions with us, and details of your donation history.

3. Categories of Personal Data We Process
   
   

We process the following categories of personal data about you:

• Personal details: given name(s); preferred name; and photograph.
  
• Demographic information: gender; date of birth / age; nationality; salutation; title; and language preferences.
  
• Contact details: correspondence address; telephone number; email address.
  
• Consent records: records of any consents you have given, together with the date and time, means of consent and any related information (e.g., the subject matter of the consent).
  
• Donation details: records of donations.
  
• Payment details: payment records; payment method; bank account number or credit card number; cardholder or accountholder name; card or account security details; card ‘valid from’ date; card expiry date; BACS details; SWIFT details; IBAN details; payment amount; payment date; and records of cheques.
  
• Data relating to our Site: device type; operating system; browser type; browser settings; IP address; language settings; dates and times of connecting to a website; usage data.
  
• Employer details: where you interact with us in your capacity as an employee of a third party, the name, address, telephone number and email address of your employer, to the extent relevant.
  
• Views and opinions: any views and opinions that you choose to send to us , or publicly post about us on social media platforms.
  

4. Purposes of Processing and Legal Bases for Processing
   
   

We process personal data for the following purposes providing our Site, and services to you; operating our charity; communicating with you; managing our IT systems; health and safety; financial management; conducting investigations where necessary; compliance with applicable law; and improving our website, and services.

The purposes for which we process personal data, subject to applicable law, and the legal bases on which we perform such processing, are as follows:

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Processing activity

Legal basis for Processing

• Provision of website, and services: providing our website, or services; and communicating with you in relation to the website, or services.
  

• The processing is necessary in connection with any contract that you have entered into with us, or to take steps prior to entering into a contract with us; or
  
• We have a legitimate interest in carrying out the processing for the purpose of providing our services (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  
• We have obtained your prior consent to the processing (this legal basis is only used in relation to processing that is entirely voluntary – it is not used for processing that is necessary or obligatory in any way).
  

• Operating our business: operating and managing our website, and our services; providing content to you; displaying information to you; communicating and interacting with you via our website, or our services; and notifying you of changes to any of our website, or our services.
  

• The processing is necessary in connection with any contract that you have entered into with us, or to take steps prior to entering into a contract with us; or
  
• We have a legitimate interest in carrying out the processing for the purpose of providing our website, or our services to you (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  
• We have obtained your prior consent to the processing (this legal basis is only used in relation to processing that is entirely voluntary – it is not used for processing that is necessary or obligatory in any way).
  

• Communications and marketing: communicating with you via any means (including via email, telephone, text message, or in person) news items and other information in which you may be interested, subject always to obtaining your prior opt-in consent to the extent required under applicable law; maintaining and updating your contact information where appropriate; and obtaining your prior, opt-in consent where required.
  

• The processing is necessary in connection with any contract that you have entered into with us, or to take steps prior to entering into a contract with us; or
  
• We have a legitimate interest in carrying out the processing for the purpose of contacting you, subject always to compliance with applicable law (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  
• We have obtained your prior consent to the processing (this legal basis is only used in relation to Processing that is entirely voluntary – it is not used for Processing that is necessary or obligatory in any way).
  

• Management of IT systems: management and operation of our communications, IT and security systems; and audits (including security audits) and monitoring of such systems.
  

• The Processing is necessary for compliance with a legal obligation; or
  
• We have a legitimate interest in carrying out the processing for the purpose of managing and maintaining our communications and IT systems (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms).
  

• Health and safety: health and safety assessments and record keeping; providing a safe and secure environment at our premises; and compliance with related legal obligations.
  

• The Processing is necessary for compliance with a legal obligation; or
  
• We have a legitimate interest in carrying out the processing for the purpose of managing and maintaining our communications and IT systems (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  
• The processing is necessary to protect the vital interests of any individual.
  

• Financial management: sales; finance; corporate audit; and vendor management.
  

• We have a legitimate interest in carrying out the processing for the purpose of managing and operating the financial affairs of our company (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  
• We have obtained your prior consent to the processing (this legal basis is only used in relation to processing that is entirely voluntary – it is not used for processing that is necessary or obligatory in any way).
  

• Investigations: detecting, investigating and preventing breaches of policy, and criminal offences, in accordance with applicable law.
  

• The processing is necessary for compliance with a legal obligation; or
  
• We have a legitimate interest in carrying out the processing for the purpose of detecting, and protecting against, breaches of our policies and applicable laws (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms).
  

• Legal proceedings: establishing, exercising and defending legal rights.
  

• The processing is necessary for compliance with a legal obligation; or
  
• We have a legitimate interest in carrying out the Processing for the purpose of establishing, exercising or defending our legal rights (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms).
  

• Legal compliance: compliance with our legal and regulatory obligations under applicable law.
  

• The processing is necessary for compliance with a legal obligation.
  

• Improving our website, and services: identifying issues with our website, or our services and planning improvements to our website, or our services.
  

• We have a legitimate interest in carrying out the processing for the purpose of improving our website, or our services (to the extent that such legitimate interest is not overridden by your interests, fundamental rights, or freedoms); or
  
• We have obtained your prior consent to the processing (this legal basis is only used in relation to processing that is entirely voluntary – it is not used for processing that is necessary or obligatory in any way).
  

5. Disclosure of Personal Data to Third Parties
   
   

We disclose your personal data to:

• you and, where appropriate, your appointed representatives;
  
• Paypal (Europe) S.à r.l. et Cie, S.C.A. for payments made through the website;
  
  
• legal and regulatory authorities, upon request, or for the purposes of reporting any actual or suspected breach of applicable law or regulation;
  
• accountants, auditors, lawyers and other outside professional advisors to The Rights Studio, subject to binding contractual obligations of confidentiality;
  
• our suppliers which act as third party processors;
  
• any relevant party, law enforcement agency or court, to the extent necessary for the establishment, exercise or defence of legal rights;
  
• any relevant party for the purposes of prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties; and
  
• any relevant third party acquirer(s), in the event that we sell or transfer all or any relevant portion of our company or assets (including in the event of a reorganization, dissolution or liquidation).
  

If we engage a third-party processor to process your personal data, the processor will be subject to binding contractual obligations to: (i) only process the personal data in accordance with our prior written instructions; and (ii) use measures to protect the confidentiality and security of the personal data; together with any additional requirements under applicable law.

6. International Transfer of Personal Data
   
   

We may transfer personal data to The Rocket Science Group LLC (Mailchimp) for the purposes of the delivery of newsletters and distribution of other contacts. For such transfer, we have agreed with Mailchimp on the use of EU standard contractual clauses to create an "adequate level of protection" according to legal requirements. For more information, please use the contact details given in section 9. below.

Otherwise, we do not transfer personal data to recipients outside the EU or the EEA (so-called third countries) unless we are obliged to do so by administrative or court orders.

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7. Data security
   
   

We implement appropriate technical and organisational security measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access, and other unlawful or unauthorised forms of processing, in accordance with applicable law.

Because the internet is an open system, the transmission of information via the internet is not completely secure. Although we will implement all reasonable measures to protect your personal data, we cannot guarantee the security of your data transmitted to us using the internet – any such transmission is at your own risk and you are responsible for ensuring that any personal data that you send to us are sent securely.

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8. Data retention
   
   

We take every reasonable step to ensure that your personal data are only processed for the minimum period necessary for the purposes set out in this Notice. We will retain personal data in a form that permits identification only for as long as we maintain an ongoing relationship with you; or your personal data are necessary in connection with the lawful purposes set out in this Notice, for which we have a valid legal basis.

In particular, we will retain personal data

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• If you applied for a job or for the fellowship, six months from submission date;
  
• If you have subscribed to the Newsletter until the data subject unsubscribes; and
  
• If you have choosen to make payments via PayPal, according to the terms and conditions of Paypal.
  

If any relevant legal claims are brought, we continue to process data for such additional periods as are necessary in connection with that claim.

Once the periods mentioned above, each to the extent applicable, have concluded, we will either permanently delete or destroy the relevant personal data; or anonymize the relevant personal data.

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9. Your legal rights
   
   

Subject to applicable law, you may have the following rights regarding the processing of your personal data:

• the right not to provide your personal data to us (however, please note that we will be unable to provide you with the full benefit of our website, or services, if you do not provide us with your personal data – e.g., we might not be able to process your requests without the necessary details);
  
• the right to request access to, or copies of, your personal data, together with information regarding the nature, processing and disclosure of those personal data;
  
• the right to request rectification of any inaccuracies in your personal data;
  
• the right to request, on legitimate grounds (i) erasure of your personal data; or (ii) restriction of processing of your personal data;
  
• the right to have certain personal data transferred to another controller, in a structured, commonly used and machine-readable format, to the extent applicable;
  
• where we process your personal data on the basis of your consent, the right to withdraw that consent (noting that such withdrawal does not affect the lawfulness of any processing performed prior to the date on which we receive notice of such withdrawal, and does not prevent the processing of your personal data in reliance upon any other available legal bases); and
  
• the right to lodge complaints regarding the processing of your personal data with a data protection authority (in particular, the data protection authority of your place of residence, your workplace or the place of data protection violation, each if applicable).
  

Subject to applicable law, you have the right to object at any time to the processing of your personal data on the basis of a legitimate interest pursuant to Article 6 Paragraph 1 point f for reasons arising from your particular situation. We will stop the processing of your personal data unless we can prove compelling reasons for the processing, which outweigh your interests, rights and freedoms, or if the processing serves to assert, exercise or defend legal claims.

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To exercise one or more of these rights, or to ask a question about these rights or any other provision of this Notice, or about our processing of your personal data, please send an email to info@rights-studio.org or write to The Rights Studio gGmbH, Katzbachstr. 12, 10965 Berlin, Germany.

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