Personal data means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person (Art. 4 (1) of the EU General Data Protection Regulation (GDPR)).

Further information on which data is processed for which purpose and on which legal basis, on how you can contact the controller responsible for processing data and the data protection commissioner, and on what rights you have in relation to the processing of personal data can be found in this data protection declaration.

1. Controller and data protection commissioner

The controller responsible for the processing of personal data is the

Office of the Federal President
Spreeweg 1
10557 Berlin
Tel: +49 (0) 30 2000-0
Fax: +49 (0) 30 2000-1999
Email: poststelle@bpra.bund.de
De-Mail: poststelle@bpra.de-mail.de

If you have specific questions on how your data is protected, please contact

Professor Pieper
Data Protection Commissioner of the Office of the Federal President
Tel: +49 (0) 30 2000-2121
Fax: +49 (0) 30 2000-1999
Email: datenschutzbeauftragter@bpra.bund.de

2. Protection of minors

Persons aged under 16 should not submit any personal data to the Office of the Federal President without the consent of their parents or guardians. Should the data be required for a visit to Schloss Bellevue, Villa Hammerschmidt, the Office of the Federal President or an event, paragraph 5 below applies.

3. Data processing related to visiting this website

a. Use of the website

Each time a user accesses or retrieves a file, data on this activity is temporarily stored and processed in a log file.

Specifically, the following data is stored each time content is accessed:

• date and time of the access (time stamp), as well as the IP address of the device or server requesting access,
• inquiry details and destination address (protocol version, HTTP method, referrer, user agent string),
• name of the file accessed and amount of data transferred (requested URL including query string, volume in bytes) as well as
• a report on whether access was successful (HTTP status code).

On the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 5 of the Act on the Federal Office for Information Security, we are obliged to store the data in order to provide protection from attacks on the internet infrastructure of the Office of the Federal President or on federal communications technology beyond the point in time of your visit. This data is analysed and, in the event of an attack on our communications technology, needed to initiate legal and criminal proceedings. The data is deleted as soon as it is no longer needed for official purposes.

Data logged when you use the website of the Office of the Federal President is only shared with third parties if we are obliged to do so by law or if it is necessary in the case of attacks on federal communications technology for the purpose of legal or criminal proceedings. Data is not shared under any other circumstances. The Office of the Federal President does not combine this data with data from other sources.

b. 360º virtual tour

This website offers a 360º virtual tour, which is provided by Durch die Stadt GmbH, Weißenseer Weg 37, 13055 Berlin.

If you take the 360º virtual tour, then a link will be established to the company’s server. The tour deploys the open source web analysis service Matomo, which uses cookies. These are text files which are stored on your computer and make it possible to analyse your visit. To this end, the information produced by the cookies on your visit is stored on the company’s server. The IP address is anonymised before the data is stored.

The transfer of data to Durch die Stadt GmbH is based on Article 6 (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 3 of the Federal Data Protection Act (BDSG) with the aim of making the tour possible and ensuring that it is depicted in an attractive way.

The storing of Matomo cookies by Durch die Stadt GmbH is based on Article 6 1 (f) of the GDPR. The provider has a justified interest in the anonymised analysis of user behaviour, both to optimise its website services and its advertising. Matomo cookies remain stored on your device until you delete them.

The information produced by the cookies on your visit is not shared with third parties. You can prevent cookies being stored via your browser software settings. Please note, however, that you may then not be able to use all the functions of the tour in full. You will find more information on how user data is managed by Durch die Stadt GmbH in their data protection declaration at https://www.durchdiestadt-agentur.de/datenschutzbestimmungen.

4. Collecting personal data when you contact the Office of the Federal President

a. Contact per email

General contact with the Office of the Federal President is possible via the email account

poststelle@bpra.bund.de

If you choose to contact us in this way then the personal and technical data provided by you, or at least the email address and the other information contained in the email will be processed for the purpose of contacting you and handling your inquiry on the basis of Article 6 1 (e) of the GDPR in conjunction with section 3 of the Federal Data Protection Act. The Office of the Federal President always replies to inquiries per post. We can therefore only respond to messages that include the sender’s full details (first and last name, house number and street, town/city and postcode). The storage of this data is governed by the statutory periods for retaining records laid down in the Federal Government’s Registry Directive.

Contact per email is unencrypted and thus offers no protection for your personal data while your email is being transmitted.

In addition to the personal data you have entered, the date and time of your email, as well as your IP address, is transmitted to us. Use of the IP address is based on Article 6 (1) (1) (e) and Article 6 (3) first sentence (b) of the GDPR. It will only be used for law enforcement and threat prevention purposes in compliance with applicable law.

The email addresses of third parties are also listed on the website of the Office of the Federal President. If you use one of the addresses to contact one of these entities, the processing of your personal data is not the responsibility of the Office of the Federal President. Please contact these third parties if you have any questions about how they deal with your personal data.

b. Contact per De-Mail

An encrypted message can be sent to the Office of the Federal President via our De-Mail account

poststelle@bpra.de-mail.de

For this, you must have your own De-Mail address. This can be obtained free of charge from government-approved providers.

If you use this mode of contact, the personal and technical data provided by you (e.g. surname, first name, address, De-Mail address and De-Mail service provider), as well as the information contained in the De-Mail (any personal data provided by you) will be processed for the purpose of contacting you and handling your inquiry on the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 3 of the Federal Data Protection Act. It will be stored in line with the statutory periods for retaining records laid down in the Federal Government’s Registry Directive.

c. Contact per contact form

If you use the contact form on the website to send a message, the content is transmitted via an encrypted https link.

Your first name and surname are required to process your inquiry. If you include your email address on the contact form, a copy of your message will be sent to you as confirmation. The Office of the Federal President always replies to inquiries per post. We can therefore only respond to messages that include the sender’s full details (first and last name, house number and street, town/city and postcode). The personal data provided by you will be processed for the purpose of contacting you and handling your inquiry on the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 3 of the Federal Data Protection Act. It will be stored in line with the statutory periods for retaining records laid down in the Federal Government’s Registry Directive.

In addition to the personal data you have entered, the date and time of your email, as well as your IP address, is transmitted to us. Use of the IP address is based on Article 6 (1) (1) (e) and Article 6 (3) first sentence (b) of the GDPR. It will only be used for law enforcement and threat prevention purposes on the basis of applicable law.

Should you not agree to the processing of your data, you can end your communication via the contact form at any time. Your message will then not be sent.

d. Letters

If you write a letter to the Federal President or to the Office of the Federal President, the data provided by you (e.g. first name and surname, address) and the information contained in the letter (any personal data provided by you) will be processed for the purpose of contacting you and handling your inquiry on the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 3 of the Federal Data Protection Act. It will be stored in line with the statutory periods for retaining records laid down in the Federal Government’s Registry Directive.

e. Telephone

If you speak to a staff member on the telephone, then – if necessary – the personal data provided by you will be processed to deal with your inquiry on the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 3 of the Federal Data Protection Act.

f. Personal contact with the Office of the Federal President

If you come into personal contact with staff members or, for example, hand over your business card, personal data (name and contact details) – to the extent that they are needed to carry out a task – will be recorded in the address and contact lists on the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 3 of the Federal Data Protection Act. They will subsequently be deleted as soon as they are no longer required.

5. Collection of the personal data of visitors and at events

If you want to enter the premises or grounds of the Office of the Federal President, Schloss Bellevue or Villa Hammerschmidt for a visit or an event, for security reasons we must be informed of your first name and surname as well as your date and place of birth in advance. We will forward them to the agencies charged with carrying out security checks (Federal Criminal Police Office, Federal Police), which process them in accordance with their powers (sections 23 (5) and 34 (1) of the Act on the Federal Police, sections 6 and 9 (2) of the Federal Criminal Police Office Act). As a rule, they are deleted without delay unless the law stipulates otherwise.

Moreover, other data will be collected depending of the reason for your visit:

a. Visit by groups or individuals

The Office of the Federal President regularly welcomes groups for informational visits as well as individual visitors on specific occasions. For the visit, the Office of the Federal President processes your first name and your surname, your address as well as contact details such as email address and telephone number. This data is processed on the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 3 of the Federal Data Protection Act.

We may request further data such as mobility requirements, school class level or other similar information. The provision of such personal data is optional. By providing this data you are consenting to the processing of your data within the meaning of Article 6 (1) (1) (a) of the GDPR.

b. Events

As a rule, you must register in advance to take part in an event at the Office of the Federal President, Schloss Bellevue or Villa Hammerschmidt.

An invitation is contingent upon data processing, which will at least include your name and address. The data is used for a security check (see above) and stored in our guest database. This is done for the purpose of organising this and other events on the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 3 of the Federal Data Protection Act. In the case of data provided on a voluntary basis (e.g. mobility requirements), your data is used with your consent on the basis of Article 6 (1) (1) (a) of the GDPR.

Please note that you (or your children) may appear in photos or films taken/made during the event. These photos or films may be uploaded to the Office of the Federal President’s picture database, which is accessible to the public, and used for the Federal President’s public relations (e.g. in printed matter, on the website, on social media). If you accept an invitation to an event then this data is processed with your consent on the basis of Article 6 (1) (a) of the GDPR.

Where events are held in cooperation with third parties, they will process data for their own purposes independently.

6. Press accreditation

The data collected in connection with press accreditation (first name, surname, date and place of birth, organisation, press pass copy (usually required) and any other data) is processed for the accreditation procedure on the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 (b) of the GDPR in conjunction with section 3 of the Federal Data Protection Act.

Your first name and surname as well as your date and place of birth will be forwarded to the agencies charged with carrying out security checks (Federal Criminal Police Office, Federal Police), which process them in accordance with their powers (sections 23 (5) and 34 (1) of the Act on the Federal Police, sections 6 and 9 (2) of the Federal Criminal Police Office Act).

If the event is taking place outside the premises of the Office of the Federal President or the official residences of the Federal President, Schloss Bellevue and Villa Hammerschmidt, the press accreditation will, as a rule, be carried out by the local organiser of the event in line with the regulations which apply to them. In these cases, too, the data must be forwarded to the Office of the Federal President and to the agencies charged with carrying out security checks.

7. Video surveillance

The premises of the Office of the Federal President and of the official residences of the Federal President, Schloss Bellevue and Villa Hammerschmidt, are monitored by video cameras. The video recordings, which are automated and are only studied when specific wrongdoing is suspected, are intended to prevent trespassing and serve the purpose of threat prevention and law enforcement on the basis of Article 6 (1) (1) (e) and Article 6 (3) sentence 1 b of the GDPR in conjunction with section 4 of the Federal Data Protection Act. Should there be no cause for suspicion, the recordings will be deleted after 15 days by being recorded over.

The recordings are only shared with third parties if we are legally obligated to do so or if they are required for legal or criminal proceedings. The data processing is based on sections 5, 23 (1) nos. 4, 27, 32 et seq. of the Act on the Federal Police.

8. Your rights

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

• Right of access, Article 15 of the GDPR:
  This right gives you comprehensive access to data concerning you and to a few other key criteria, such as the purpose of processing or the length of storage. Exceptions to this right are governed by section 34 of the Federal Data Protection Act.
• Right to rectification, Article 16 of the GDPR:
  This right enables you to have inaccurate personal data concerning you to be corrected.
• Right to erasure, Article 17 of the GDPR:
  This right enables you to have the controller delete personal data concerning you. However, such data may be deleted only if it is no longer needed, if it was processed unlawfully or if consent covering its processing has been withdrawn. Exceptions to this right are governed by section 35 of the Federal Data Protection Act.
• Right to restriction of processing, Article 18 of the GDPR:
  This right enables you to temporarily prevent further processing of personal data concerning you. Such a restriction occurs first and foremost while you are examining whether to claim other rights.
• Right to data portability, Article 20 of the GDPR:
  This right enables you to receive the personal data concerning you in a commonly used and machine-readable format from the controller and, if necessary, to transmit those data to another controller. According to Article 20 (3), second sentence of the GDPR, this right does not apply if the data processing is necessary for the performance of a task carried out in the public interest.
• Right to object to collecting, processing and/or use, Article 21 GDPR:
  This right enables you to object in a special situation to further processing of your personal data if such processing is justified by the performance of public tasks or by public or private interests. Exceptions to this right are governed by Section 36 of the Federal Data Protection Act.
• Right to withdraw consent:
  If the processing of your personal data is based on your consent (Art. 6 (1) (1) (a) of the GDPR), you may revoke it at any time for the purpose in question. The processing of data based on your consent will remain lawful until your withdrawal of consent has been received.
• Right to lodge a complaint:
  Under Article 77 of the GDPR, you have the right to lodge a complaint with the Federal Commissioner for Data Protection and Freedom of Information, which is the data protection supervisory authority responsible for the Office of the Federal President. You can contact the Federal Commissioner at:
  Federal Commissioner for Data Protection and Freedom of Information
  Husarenstraße 30, 53117 Bonn
  Tel: +49 (0) 228 997799-0
  Email: poststelle@bfdi.bund.de

You can also contact the Data Protection Commissioner of the Office of the Federal President with any questions or complaints you may have (see No.1 above).

9. Changes to the data protection declaration

We reserve the right to update this data declaration on technical or legal grounds. It is therefore recommended that you read this data protection declaration at regular intervals. (Last updated in November 2019)