I. Person responsible for data processing (Data Controller)

The responsible person within the meaning of the EU General Data Protection Regulation and other national data protection laws of the member states as well as other data protection regulations is:

Rector of RWTH Aachen University
Templergraben 55
52062 Aachen (physical address)
52056 Aachen (mailing address)
Phone: +49 241 80 9400080 1
Fax: +49 241 80 9210292312
E-Mail: rektorat@rwth-aachen.de
Website: https://www.rwth-aachen.de/rectorat

Responsible for data processing in the context of the application of MyScore:

Univ.-Prof. Dr.-Ing Heribert Nacken
Mies-van-der-Rohe-Str. 17
52074 Aachen
Phone: +49 241 80 25273
Fax: +49 241 80 22071
E-Mail: sekretariat@rwth-aachen.de
Website: https://lfi.rwth-aachen.de

II. Contact data of the officially appointed Data Protection Officer:

RWTH Aachen University Data Protection Officer
Templergraben 55
52062 Aachen (physical address)
52056 Aachen (mailing address)
Deutschland
Phone: +49 241 80 93665
Fax: +49 241 80 92678
E-Mail: dsb@rwth-aachen.de
Website: https://www.rwth-aachen.de/dataprotection

III. General information on data processing

1. Scope of the processing of personal data

The Teaching and Research Field Engineering Hydrology processes personal data of the users in the application MyScore (Connected to the RWTH-project “Mobility System Cooperation in Higher Education, Avatar-based teaching and learning in higher education), only to the extent necessary for the provision of a functional application and the contents. The processing of personal data of the users takes place during the usage of the application’s scenarios.
Personal data (specifically the user name) is collected and stored, which is provided through the input function within the guest account feature. This data will remain on the servers of the Teaching and Research Field Engineering Hydrology. This personal data will not be shared with third parties or used outside our applications.

Additionally, to provide our application with base functions we use the stores / platforms listed below. Some of your data is stored at a platform level. If you wish to delete your data you will need to contact the platforms directly to remove your data.

• Meta/Oculus: https://store.facebook.com/de/de/legal/quest/privacy-policy/
• Unity: https://unity3d.com/legal/privacy-policy

2. Legal basis for the processing of personal data

Insofar as the Teaching and Research Field Engineering Hydrology obtains the consent of the data subject for processing operations involving personal data, Article 6 (1) (a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis. When processing personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6 (1) (b) DSGVO serves as the legal basis. This also applies to processing operations that are necessary for the performance of pre-contractual measures. Insofar as the processing of personal data is necessary for the performance of our tasks which are in the public interest or in the exercise of official authority, Art. 6 (1) (e) DSGVO serves as the legal basis.

3. Data deletion and storage period

The personal data of the data subject shall be deleted or blocked as soon as the purpose of storage ceases to apply. Storage may also take place if this has been provided for by the European or national legislator in Union regulations, laws or other provisions to which the controller is subject. Data will also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or performance of a contract.

VI. Provision of the MyScore application and logged files

1. Description and scope of data processing

Each time you use our application MyScore, the system of the Teaching and Research Field Engineering Hydrology may automatically collect data and information from the computer system or specific Virtual Reality device. The collected data will not be shared with third-parties and only be used for optimization of the software’s user experience and research purposes.

The following data may be collected in the process:

• Information about the voluntarily typed in user name
• The connection of the user name to scene specific actions in the VR environment (e.g. triggering tutorial steps)
• The user name is stored in the log files of the system of the Teaching and Research Field of Engineering Hydrology. This data is not stored together with other personal data of the user.

Additionally, data collected while using the application:

• Personalized user settings (user height, user experience preferences and chosen avatar, VR web browser bookmarks) so called PlayerPrefabs, will be saved on a platform level
• The voluntarily typed Mail address in a specific scenario, when the user decides to get additional information about certain content, will be saved on a platform level
• This data will not be saved on the system of the Teaching and Research Field Engineering Hydrology, but on the specific device used to access the application.

2. Legal basis for data processing

The legal basis for the temporary storage of the data and the log files is Art. 6 para. 1 lit. e DSGVO.

3. Purpose of data processing

The storage of the user name by the system is necessary to provide a personal experience during the usage of the application. The user name can be any random typed name and is on a voluntary basis. The mail address, that can be used in specific scenarios, will be used to send additional content information to the user and is also not a mandatory function.

An evaluation of the data for marketing other non-research purposes does not take place in this context.

4. Duration of storage

The data is deleted as soon as it is no longer required to achieve the purpose for which it was collected. Normally, the data is used for the analysis and optimization of the application.

5. Possibility of objection and elimination

The collection of voluntarily shared data (user name) is mandatory for the operation of the application. Consequently, there is no possibility of objection on the part of the user. Nonetheless, users can contact (vr@lfi.rwth-aachen.de) the developer team and ask to delete the personal data any time from the system of the Teaching and Research Field Engineering Hydrology. The data saved on the platform level can be removed, by deleting / uninstalling the application.

6. Platform specific services

Depending on the platform where you use MyScore, the platform holders may collect various data on you. For more info on your privacy rights and management tools on each platform:

• Meta/Oculus: https://store.facebook.com/de/de/legal/quest/privacy-policy/
• Unity: https://unity3d.com/legal/privacy-policy

V. Rights of the data subject

If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights vis-à-vis the controller:

1. Right to information

You are entitled to obtain confirmation from the controller as to whether personal data relating to you are being processed by the Teaching and Research Field of Engineering Hydrology.

If there is such processing, you may request information from the controller about the following:

• the purposes for which the personal data are processed;
• the categories of personal data which are processed;
• the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed;
• the planned duration of the storage of the personal data concerning you or, if concrete information on this is not possible, criteria for determining the storage duration;
• the existence of a right to rectification or erasure of personal data concerning you, a right to restriction of processing by the controller or a right to object to such processing;
• the existence of a right of appeal to a supervisory authority;
• any available information on the origin of the data, if the personal data are not collected from the data subject;
• the existence of automated decision-making, including profiling, pursuant to Article 22(1) and (4) of the GDPR and, at least in these cases, meaningful information about the logic involved and the scope and intended effects of such processing for the data subject.

You have the right to request information about whether the personal data concerning you is transferred to a third country or to an international organization. In this context, you may request to be informed about the appropriate safeguards pursuant to Art. 46 DSGVO in connection with the transfer.

This right of access may be restricted to the extent that it is likely to render impossible or seriously impair the achievement of the research or statistical purposes and the restriction is necessary for the fulfillment of the research or statistical purposes.

2. Right to rectification

You have a right to rectification and/or completion vis-à-vis the controller, insofar as the processed personal data concerning you are inaccurate or incomplete. The controller shall carry out the rectification without undue delay.

Your right to rectification may be limited to the extent that it is likely to make impossible or seriously impair the achievement of the research or statistical purposes and the limitation is necessary for the fulfillment of the research or statistical purposes.

3. Right to restriction of processing

Under the following conditions, you may request the restriction of the processing of personal data concerning you:

• if you contest the accuracy of the personal data concerning you for a period enabling the controller to verify the accuracy of the personal data;
• the processing is unlawful and you object to the erasure of the personal data and request instead the restriction of the use of the personal data;
• the controller no longer needs the personal data for the purposes of processing, but you need it for the assertion, exercise or defense of legal claims, or if you have objected to the processing pursuant to Article 21 (1) DSGVO and it is not yet clear whether the legitimate grounds of the controller override your grounds.

Where the processing of personal data concerning you has been restricted, such data may be processed, with the exception of their storage, only with your consent or for the establishment, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or a Member State.

If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted. Your right to restriction of processing may be limited to the extent that it is likely to render impossible or seriously impede the achievement of the research or statistical purposes and the restriction is necessary for the fulfilment of the research or statistical purposes.

4. Right to deletion

a) Obligation to delete

You may request the controller to delete the personal data concerning you without undue delay, and the controller is obliged to delete such data without undue delay, if one of the following reasons applies:

• The personal data concerning you are no longer necessary for the purposes for which they were collected or otherwise processed.
• You revoke your consent on which the processing was based pursuant to Art. 6 (1) a or Art. 9 (2) a DSGVO and there is no other legal basis for the processing.
• You object to the processing pursuant to Art. 21 (1) DSGVO and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Art. 21 (2) DSGVO.
• The personal data concerning you has been processed unlawfully.
• The deletion of the personal data concerning you is necessary for compliance with a legal obligation under Union or Member State law to which the controller is subject.
• The personal data concerning you was collected in relation to information society services offered pursuant to Art. 8 (1) DSGVO.

b) Information to third parties

If the controller has made the personal data concerning you public and is obliged to erase it pursuant to Article 17(1) of the GDPR, it shall take reasonable measures, including technical measures, having regard to the available technology and the cost of implementation, to inform data controllers which process the personal data that you, as the data subject, have requested that they erase all links to or copies or replications of such personal data.

c) Exceptions

The right to erasure does not exist insofar as the processing is necessary to

• to exercise the right to freedom of expression and information;
• for compliance with a legal obligation which requires processing under Union or Member State law to which the controller is subject, or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
• for reasons of public interest in the area of public health pursuant to Art. 9(2)(h) and (i) and Art. 9(3) DSGVO;
• for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes pursuant to Article 89(1) of the GDPR, insofar as the right referred to in Section a) is likely to render impossible or seriously prejudice the achievement of the purposes of such processing, or
• for the assertion, exercise or defense of legal claims.

5. Right to information

If you have asserted the right to rectification, erasure or restriction of processing against the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort.

You have the right to be informed about these recipients by the data controller.

6. Right to data portability

You have the right to receive the personal data concerning you that you have provided to the controller in a structured, commonly used and machine-readable format. You also have the right to transfer this data to another controller without hindrance from the controller to whom the personal data was provided, provided that

• the processing is based on consent pursuant to Art. 6 (1) a DSGVO or Art. 9 (2) a DSGVO or on a contract pursuant to Art. 6 (1) b DSGVO and
• the processing is carried out with the help of automated procedures.

In exercising this right, you also have the right to have the personal data concerning you transferred directly from one controller to another controller, insofar as this is technically feasible. The freedoms and rights of other persons must not be affected by this.

The right to data portability does not apply to processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

7. 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 Article 6 (1) (e) or (f) DSGVO; this also applies to profiling based on these provisions.
The controller shall no longer process the personal data concerning you unless it can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defense of legal claims.

If the personal data concerning you is processed for the purpose of direct marketing, you have the right to object at any time to the processing of personal data concerning you for the purpose of such marketing; this also applies to profiling, insofar as it is related to such direct marketing.

If you object to processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes.

You have the possibility, in connection with the use of information society services - notwithstanding Directive 2002/58/EC - to exercise your right to object by means of automated procedures using technical specifications.

You also have the right to object, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out for scientific or historical research purposes or for statistical purposes pursuant to Article 89(1) DSGVO.
Your right to object may be limited to the extent that it is likely to render impossible or seriously impair the realization of the research or statistical purposes and the limitation is necessary for the fulfillment of the research or statistical purposes.

8. Right to revoke the declaration of consent under data protection law

You have the right to revoke your declaration of consent under data protection law at any time. The revocation of consent does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation.

9. Right to complain to the supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your residence, workplace or the place of the alleged infringement, if you consider that the processing of personal data concerning you infringes the GDPR.

The supervisory authority to which the complaint has been lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy under Article 78 GDPR.

The supervisory authority responsible for the teaching and research field of engineering hydrology is the State Commissioner for Data Protection and Freedom of Information (NRW). [https://www.ldi.nrw.de/]