© Uni MS IT

Supplementary Data Protection Statement on the Use of the Collaboration Tool Confluence¹

Date: 20.02.2025

In addition to the provisions of the General Data Protection Policy of the University of Münster, the following applies when using the collaboration tool Confluence:

1. Scope of Data Processing

The following personal data is processed in connection with your usage of the collaboration tool Confluence:

  1. First and last name
  2. User ID
  3. E-mail address
  4. Time of first login
  5. Time of last login
  6. Date of completion of e-learning courses taken
  7. For courses with examinations: Exam result: “passed” (bestanden) or “failed” (nicht bestanden)
  8. Any data voluntarily added to one’s Confluence profile
  9. Last date of processing/changes to pages

2. Purposes of data processing

The processing of the personal data listed above enables you to gain access to areas or pages in Confluence. Confluence automatically generates and sends you notifications via email if, for example, your name was mentioned on a page. Furthermore, other users can view data (e.g. phone number, other contact options, position, department and location at the University, photo) which you have entered in your “Profile” area so that others can contact you.

Some data (first and last name, user ID, date of completion, exam result) are stored for courses you have taken so that you can view your course history at a later time and, if desired, obtain certificates of participation for courses concluding with an examination. The above-mentioned personal data is also forwarded to the continuing education portal.

3. Legal basis for processing personal data

If you explicitly grant the operator permission to process your personal data, Art. 6 (1 a) GDPR serves as the legal basis for the processing of this data.

If processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the University of Münster, Art. 6 (1, 1e) and (3, 1b) GDPR in conjunction with § 3 (1) of the DSG NRW in conjunction with § 3 (1) HG NRW serves as the legal basis for processing.

4. Recipients of your personal data

The CIT processes personal data as is necessary for providing Confluence services. In order to issue certificates of participation, course-relevant personal data is forwarded to the continuing education portal of Dept. 3.5.

5. Duration of storage of personal data

Should a user leave the employ of the University of Münster, their Confluence account is deactivated, and their personal data is partially erased. Their name and generated content remain saved. Those who maintain the Confluence areas, particularly the area administrators, are responsible for content management in accordance with the general terms and conditions of Confluence. In this role, it is their task to erase deactivated users’ content that is no longer required.

All personal data can be erased if a participant, upon leaving the employ of the University of Münster, expresses the explicit wish to have their data entirely removed from the system.

Course-related data is erased after 36 months.

 

-------
¹The following data protection statement supplements the general data protection policy of the University of Münster insofar as it pertains to services not covered by the General Data Protection Policy.