EASY PASS

Data protection declaration

The (German) Bundespolizei (Federal Police) places high priority on responsible handling of personal data. We would like users to be able to understand when and what data is collected and used by the Federal Police.

Personal data will only be processed to the extent required. What data is collected and processed for what purpose and on what basis is definitively defined by the type of service you are using and is dependent on the purpose for which the data is required.

Technical and organization measures are in place to ensure that both we and also external service providers comply with data protection regulations.

Processing of personal data by the Federal Police is carried out in compliance with the EU General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).

1 Basic information

1.1 Responsible body and data protection officer

The body responsible for processing of personal data (the data controller) is the

Federal Police Headquarters
Heinrich-Mann-Allee 103
14473 Potsdam
Telephone: +49 331 97997-0
Fax: +49 331 97997-1010
E-mail: bpolp@polizei.bund.de
De-mail: poststelle@bpolp.de-mail.de

Should you have specific questions relating to protection of your data, please contact the Federal Police data protection officer:

Federal Police Headquarters – Data Protection Officer
Heinrich-Mann-Allee 103, 14473 Potsdam
Place of work: Berliner Straße 21-25, 14473 Potsdam
E-mail: bpolp.dsb@polizei.bund.de
Fax: +49 331 97997-7013

1.2 Personal data

Personal data is all information relating to an identified or identifiable natural person. A natural person is deemed to be identifiable if they can be identified either directly or indirectly, in particular by reference to a specific identifier such as their name, an identification number, location data or an online identifier.

1.3 Protection of minors

Persons under 16 years should not transmit personal data to us without the consent of their parents or guardian. We do not request any personal data of children and adolescents. We do not knowingly collect such data and we do not forward it to third parties.

2 Data processing in conjunction with a visit to this website

2.1 Data recording

Each time a user visits our Internet offering and each time a file is retrieved, data relating to this will be temporarily processed using a log file.

The following data relating to each visit/retrieval will be stored:

  • Date and time of retrieval (time stamp) and the IP address of the requesting device or server,
  • Request details and destination address (protocol version, HTTP method, referrer, user agent string),
  • Name of the retrieved file and data volume transmitted (requested URL incl. query string, size in bytes) and
  • Report whether the retrieval was successful (HTTP status code).

Under the provisions of Art. 6 Para. 1 lit. e EU GDPR in conjunction with Art. 5 German Act concerning the Federal Office for Information Security (BSI) we are obliged to store data in order to provide protection against attacks on the Federal Police Internet infrastructure, the Federal Information Technology Centre’s Internet structure and on federal communications technology, also after your visit has ended. This data will be analysed and, in the event of an attack on communications technology, is required for law enforcement. The data will be erased as soon as it is no longer required to carry out the corresponding task.

Data which is logged when the user accesses the Federal Police Internet offering will only be transmitted to third parties insofar as we are legally obliged to do so or, in the event of attacks on federal communications technology, this is required for law enforcement purposes. No forwarding in other cases will take place. The Federal Police will not pool this data with other data sources.

Over and above this, we would like to draw your specific attention to the fact that the service providers Twitter, Facebook, Instagram and YouTube, whose services are integrated into the Federal Police website, store Federal Police website visitors data when these visitors actively use such services, for example watching a video on the website. This data will be stored in line with the providers data use guidelines and used for their commercial purposes. The Federal Police has no influence on data collection and its further use by social networks. It thus has no information regarding the scope of data which is stored, where it is stored, how long it is stored for, to what extent the networks comply with their deletion obligations, what analysis and links are carried out using the data and who the data is forwarded to.

2.2 Session cookies

Session cookies are small information units which a provider stores in the users computer memory. Randomly generated, unambiguous identification numbers are stored in session cookies – so-called session IDs. In addition to this, cookies contain information about their origins and the length of storage. These cookies cannot store any other data.

The banner display process uses cookies which are valid for the duration of the website visit. This is required for technical reasons and is based on Art. 6 Para. 1 lit. e GDPR in conjunction with Art. 3 BDGS within the scope of PR work relating to needs-oriented provision of information about the tasks assigned to the Federal Police.

The session cookies used are deleted when you end the session.

You can use any Internet browser to see whether cookies have been installed and what they contain. The websites of the Federal Officers for Data Protection and Freedom of Information and of the BSI provide more detailed information on this.

In addition to this, some websites install permanent cookies which make it possible to identify visitors returning after a long absence. This information is stored as a text file on the user’s hard drive. We do not use this type of cookie on our websites.

Most browsers are set up to automatically accept cookies. Cookie storage can, however, be deactivated or the browser can be set to only store cookies for the duration of each connection to the Internet.

2.3 Web analysis

In accordance with Art. 6 Para. 1 lit. e GDPR in conjunction with Art. 3 BDGS the Federal Police analyses usage information for statistical purposes to facilitate needs-oriented provision of information about the tasks assigned to the Federal Police.

This is carried out using the “Matomo” web analysis service (formerly “PIWIK”).

When individual pages on our website are retrieved, the following data will be stored:

  • Two bytes of the IP address of the user’s requesting system (anonymous)
  • The requested website
  • The website from which the request was made (referrer)
  • The sub-pages which are retrieved from the requested website
  • The length of visit to the website
  • How often the website is requested

No cookies are installed on users’ computers within the scope of our web analysis, nor is any data forwarded to third parties.

If you do not agree to completely anonymous storage and analysis of this data pertaining to your visit, then you can retrospectively object to storage and analysis at any time with a mouse click.

Should you do this, then a so-called opt-out cookie will be installed on your browser. Matomo will then no longer collect session data.

Creation of an opt-out cookie

3 Processing of personal data within the scope of making contact

How personal data is processed depends on the option used to make contact (e-mail, contact form, letter or telephone (hotline)).

3.1 Making contact with the Federal Police via e-mail

Making contact with the Federal Police via e-mail is possible either using the personal official e-mail addresses of employees and diverse function-related in-boxes or via the following central e-mail address: bpolp@polizei.bund.de. Personal data transmitted to the central address and stored in the organizational unit responsible for message distribution will be forwarded to the responsible bodies of the Federal Police for processing (organizational units of the Federal Police Headquarters or subordinate authorities and departments). In accordance with the periods specified in the “Operating procedures for storage and selection of records by the Federal Police”, these bodies will store the data transmitted (such as surname, forename, address) – at minimum the e-mail address – and the information contained in the e-mail (including any personal data transmitted) for the purpose of making contact and processing your enquiry for a period of up to five years.

Please note that data is processed in compliance with Art. 6 Para. 1 lit. e GDPR in conjunction with Art. 3 BDSG. Processing of personal data transmitted by you is required to handle your enquiry.

3.2 Making contact via the “Contact” online form

You can make contact with Federal Police Headquarters via this website by using the “Contact” form. The purpose of this contact option is to answer your questions and requests and to facilitate transmission of information which has been requested.

The content of all Federal Police web forms is transmitted via an encrypted https connection.

Insofar as you use the contact form to communicate with us, you will be required to provide your name in a mandatory field. Your request cannot be processed without this information. Provision of your address is optional and enables us – insofar as desired – to process your request by post. In addition to this, the date and time of your request will be transmitted to us.

Should we receive a message from you via the contact form or an e-mail, then we will assume that we are authorized to answer by e-mail. Should this not be the case, then you must specifically state another form of communication.

Please note that, in accordance with Art. 6 Para. 1 lit. a GDPR, processing of the data submitted with the contact form and its content (which may also include personal data submitted by you) is for the purpose of handling your enquiry.

When using the contact form, data field content will be transmitted solely to the Federal Police Headquarters’ specialist department for issues relating to EasyPASS. By activating the checkbox – making a tick – and submitting the contact form you are, in accordance with Art. 6 Para. 1 lit. a GDPR, declaring your consent to transmission and storage of your personal data. Processing and temporary storage of personal data is for the purpose of answering your questions as per Art. 17 German Basic Law (Grundgesetz).

Processing will be carried out by staff members of the specialist department. They will store your data solely to facilitate handling of your enquiry and in accordance with legal and contractual specifications. In accordance with the periods specified in the “Operating procedures for storage and selection of records by the Federal Police” your data will be deleted after five years.

Insofar as the specialist department is unable to handle your enquiry it will be forwarded to other specialist or subordinate departments. These bodies are also subject to the periods specified in the “Operating procedures for storage and selection of records by the Federal Police”.

Should you not agree with processing of your data, then you can abort the contact process at any time before submitting the web form. In this case, your message will not be transmitted.

3.3 Making contact by letter

Insofar as you write the Federal Police a letter, the data you provide (surname, forename, address) and the information included in the letter (personal data provided by you) for the purpose of making contact and processing your enquiry will be stored in accordance with the periods specified in the “Operating procedures for storage and selection of records by the Federal Police”.

Please note that data is processed in compliance with Art. 6 Para. 1 lit. e GDPR in conjunction with Art. 3 BDSG. Processing of personal data transmitted by you is required to handle your enquiry.

3.4 Making contact by telephone

Should you contact an employee by telephone then, insofar as this is required, your personal data will be processed to facilitate handling of your enquiry.

Please note that processing of the data provided and the content (which may also include personal data provided by you) will take place in compliance with Art. 6 Para. 1 lit. e GDPR in conjunction with Art. 3 BDSG for the purpose of handling your enquiry.

4 Processing of personal data for social network use

The Federal Police is active on the Twitter, Facebook, Instagram and YouTube social networks.

To carry out editorial tasks on social networks the Federal Police processes the data of individuals who interact with the Federal Police. This requires temporary storage of data by a service provider. The data stored includes profile and account names and photos, the content of the enquiry, the number of followers and profiles which are following this profile and the most recent tweets. Data is stored for six months.

Please note that processing of the data takes place in compliance with Art. 6 Para. 1 lit. e GDPR in conjunction with Art. 3 BDSG. Processing of the personal data provided by you is for the purpose of handling your enquiry.

In addition to this, we would like to draw your specific attention to the fact that the social networks store their users’ data in line with their (the providers’) data use guidelines and use it for their commercial purposes. The Federal Police has no influence on this data collection and its further use by the social networks. It thus has no information regarding the scope of data which is stored, where it is stored, how long it is stored for, to what extent the networks comply with their deletion obligations, what analysis and links are carried out using the data and who the data is forwarded to.

For information about what data Twitter, Facebook, Instagram and YouTube process and what purposes it is used for, please consult the corresponding data protection declarations.

Since these companies are non-European providers they are, by their own interpretation, not bound by national data protection regulations. This relates, for example, to you rights to information, blocking or erasure of data or the possibility to object to the use of usage data for advertising purposes.

5 Your rights

You have the following rights vis-à-vis the Federal Police with regard to your personal data:

  • Right to information, Art. 15 GDPR
    The right to information gives the individual concerned the right to comprehensive insight into the data relating to him or her and some other important criteria such as the purpose of processing or the length of storage. Art. 34 BDSG regulates exceptions to this right.
  • Right to rectification, Art. 16 GDPR
    The right to rectification gives the individual concerned the possibility to have inaccurate personal data relating to him or her corrected.
  • Right to erasure, Art. 17 GDPR
    The right to erasure gives the individual concerned the possibility to data held by the data controller erased. This is, however, only possible if the personal data relating to him or her is no longer required; has been illegally processed or a corresponding consent has been withdrawn. Art. 35 BDSG regulates exceptions to this right.
  • Right to restriction of processing, Art. 18 GDPR
    The right to restriction of processing gives the individual concerned the possibility, to temporarily prevent further processing of personal data relating to him or her. Restriction can occur particularly during the verification phase after the individual has asserted other rights.
  • Right to object to collection, processing and/or use, Art. 21 GDPR
    The right to object gives individuals concerned the possibility to object, on grounds relating to their particular situation, to further processing of their personal data insofar as this is justified by the exercising of public duties or public and private interests. Art. 36 BDSG regulates exceptions to this right.
  • Right to data portability, Art. 20 GDPR
    The right to data portability gives the individual concerned the possibility to obtain personal data relating to him or her in a commonly used, machine-readable format from the data controller in order, where applicable, to transmit it to another data controller. In accordance with Art. 20 Para. 3 Sentence 2 GDPR this right does not apply when data processing is carried out in the service of public duties.
  • Right to withdraw consent, Art. 13 and 14 GDPR
    Insofar as processing of personal data is carried out on the basis of a consent, then the individual concerned may withdraw his or her consent to the corresponding purpose at any time. The legality of processing on the basis of the consent give will remain unaffected until the withdrawal of consent is received.

You can may exercise the above-mentioned rights by contacting us in writing at the addresses stated in Section 1.1 above.

In addition to this, in accordance with Art. 77 GDPR you have a right to lodge a complaint with the data protection supervisory authority and the Federal Officer for Data Protection and Freedom of Information.

Should you have any questions or complaints, please contact the Data Protection Officer at the Federal Police Headquarters using the contact details stated above in Item 1.1.

Additional Information

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