WELMEC e.V. Statement on Data Protection

The European Cooperation in Legal Metrology (WELMEC) e.V., represented by the Chairpersons of the association, is responsible for the processing of your personal data when using this website.

Therefore, WELMEC would like to inform you about the personal data processed during the use of this website and the rights granted to you in this context.

I. Data Processing

1. Using this Website

When you visit this website, WELMEC processes the following data by means of automatic logging:

• IP address
• date and time
• retrieved page/name of retrieved file
• message whether the access/retrieval was successful
• volume of data transmitted

The processing is based on Article 6(1) f) of the General Data Protection Regulation (GDPR) due to the legitimate interest of WELMEC e.V. in the maintenance of the permanent availability and integrity of its information technology systems and website. These data are stored temporarily, for a maximum of seven (7) days, and are used for statistical purposes, to improve our website and to ensure data protection and information security at WELMEC. WELMEC reserves the right to further scrutinize this data should there be evidence of criminal acts or cyber-attacks and forward such protocol data to the responsible law enforcement authorities. There will be no further use or disclosure to third parties, except for external website administrators contracted for further developments of the website.

2. Cookies

When accessing this website, so-called temporary session cookies will be stored on your device to facilitate navigational features. These cookies do not contain personal data and expire after your session has ended. You have the option to prevent the installation of cookies by changing the settings of your browser software. We point out that with restricted settings not all functions of this website may be available.

3. Matomo

This website uses Matomo (formerly known as Piwik), an open-source software for the statistical evaluation of visitor access. Matomo uses so-called ’cookies’, which are text files that are stored on your computer and allow an analysis of how you use this website. The information generated by the cookie about your use of the website is stored on a server in Germany. Your IP address is anonymised immediately after processing and prior to its storage.

You can decide whether a unique web analytics cookie may be stored in your browser to allow the operator of the website to collect and analyse various statistical data. Processing of this data is based on your consent according to Article 6 (1) a) GDPR given to WELMEC by either a) specifically agreeing to our use of cookies when visiting our website or b) opting-in to Matomos' analysis of your visit via the checkbox below. You may withdraw your consent at any time by unchecking the checkbox below.

4. When contacting WELMEC using E-Mail or Contact Forms

If you contact WELMEC via a contact form or by e-mail, WELMEC will process the personal data you have used in doing so for the purpose of processing your request and contacting you.

Processing of data sent via contact form will initially be based on your consent according to Article 6(1) a) GDPR, given to WELMEC by submitting said form. Regarding your right to withdraw your consent at any time, please refer to Section II below.

Once your request has been reviewed, processing will commence on legal bases determined by your request’s nature and content.

Processing of data sent by e-mail will adhere to the legal bases determined by your request’s nature and content.

This includes the possibility that your request will be forwarded to the according expert within WELMEC and our membership. Any further use or disclosure to third parties, except in cases provided for by law and for the prosecution of criminal offenses or for the purpose of countering threats and dangers, will only be made if you have given your consent.

5. Newsletter Subscriber, Participant in WELMEC Meetings and Events, and User with Individual Access Rights

Newsletter subscriber

WELMEC regularly informs by Newsletter on actual developments and provides information and updates on Guides used by other organisations. Upon registering, a user account will be created processing solely the data entered into the registration form. The personal data entered during registration will be used by WELMEC for the purpose of assigning and individualising a user account, and, where appropriate, for sending information on restoring access to a user account e.g. after a new password has been requested.

Participant in WELMEC meetings and events

Upon registering for a WELMEC meeting or event, the data you entered into the form will be processed solely for the individual event you intend to participate in and for sending information related to this event.

User with individual access rights to specific WELMEC private information

Certain areas of the website contain private information and can only be accessed by being registered as a personal user. Personal user accounts are created only for officially nominated contact persons or if it is in the interest of the user to have access to private information.

The processing of your data in the above cases is based on consent according to Article 6(1) a) GDPR, given to WELMEC by submitting the registration form for the Newsletter and clicking on an activation link in an e-mail sent to you upon submitting said form, by submitting your registration form for a WELMEC event or meeting and clicking the field accepting WELMEC’s data privacy policy, by being nominated by your institute as an official contact person or by your interest to have access to private information on the WELMEC website. Regarding your right to withdraw your consent at any time, please refer to Section II below. The personal data you entered during registration will be deleted by WELMEC if and insofar as you withdraw your consent to processing and WELMEC cannot base processing on other legal grounds and notwithstanding statutory retention periods.

WELMEC reserves the right to deactivate and delete individual web pages together with associated user areas/portals when the purpose of such offer (e.g. providing information on events, handling meetings, exchange of information) has been achieved in accordance with data protection regulations. This will also affect the personal data entered by you, as long as these do not have to be stored due to legal or contractual obligations.

Any further use or disclosure to third parties, except in cases provided for by law and for the prosecution of criminal offenses or for the purpose of countering threats and dangers, will only be made if you have given your consent.

6. Recruitment

In order to make personnel decisions in the application process, WELMEC requires applicants to provide information on their person, career, past/present training and/or professional stations.

Certificates, CVs, cover letters and other documents submitted for such recruitment purposes contain personal data within the meaning of Article 4 No.1 GDPR and are processed by WELMEC on the basis of Article 88 (1) GDPR in conjunction with § 26 Federal Data Protection Act (BDSG) for recruitment purposes to facilitate a decision on the establishment of an employment relationship.

After receiving your application your personal data will be forwarded to the persons responsible for the selection process. Your data will be processed exclusively by WELMEC and not be disclosed to third parties.

If the recruitment process leads to your employment, the documents provided with your application will (to the extent necessary) become part of your personnel file. Any other data not needed will be deleted six (6) months after completion of the recruitment process.

If your participation in the recruitment process remains unsuccessful, your data will be deleted six (6) months after completion of the recruitment process.

You may, of course, withdraw your application as a whole at any time. Just send an e-mail to WELMEC’s Executive Secretary. Your data will be deleted immediately. Of course, you are free to apply again.

7. Further Data Collection

WELMEC collects, stores and processes your personal data (first name, surname, address, e-mail address, phone number) provided that you are designated as a contact person for a WELMEC body or that you work for WELMEC on a contractual basis. The personal data will be deleted immediately as soon as they are no longer needed for this purpose, unless there are statutory retention periods.

II. Your Rights as a Data Subject

Data subjects may exercise certain statutory rights wherever their personal data are processed. These are in particular:

Right of Access: According to Article 15 GDPR, you have the right to obtain, free of charge, confirmation as to whether WELMEC processes personal data concerning you, access to this data by means of a copy of such personal data undergoing processing and in particular information concerning:

• the purposes of processing,
• the categories of personal data concerned,
• the recipients or categories of recipient to whom the personal data have been or will be disclosed,
• the envisaged period for which the personal data will be stored, or the criteria used to determine that period,
• where the personal data are not collected from you, any available information as to their source.

When responding to a request for information, WELMEC will also provide you with any other information stipulated by Article 15(1) and (3) not expressly mentioned in this statement on data protection.

Right to Rectification: According to Article 16 GDPR, you have the right to obtain from WELMEC with undue delay the rectification of personal data concerning you or, if applicable, the right to have incomplete personal data completed.

Right to Erasure: According to Article 17 GDPR, you have the right to obtain erasure of your personal data processed by WELMEC if the conditions of Article 17(1) are met. This right will - according to Article 17(3) - not apply to processing necessary e.g. for exercising right of freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or for the establishment, exercise or defence of legal claims.

Right to Restriction of Processing: According to Article 18 GDPR, you have the right to obtain from WELMEC restriction of processing:

• for a period enabling WELMEC to verify the accuracy of your personal data contested by you, and/or
• in case the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead, and/or
• when you require the personal data for the establishment, exercise or defence of legal claims, but WELMEC no longer needs them for the purposes of the processing and hence would need to delete them, and/or
• when you objected to processing pursuant to Article 21(1) pending the verification whether the legitimate grounds of WELMEC override yours.

Personal data whose processing has been restricted will, with the exception of storage, only be processed with your consent or for the establishment, exercise or defence of legal claims or for the rights of another natural or legal person or for reasons of important public interest of the European Union or of a Member State. WELMEC will inform you before any restriction of processing in the above sense is lifted.

Right to Data Portability: According to Article 20 GDPR, you have the right to receive the personal data concerning you, which you have provided to WELMEC, in a structured, commonly used and machine-readable format when and insofar processing of this data is based on your consent or on a contract and when this processing is carried out by automated means.

Right to Withdrawal of Consent: According to Article 7 (3) GDPR, you have the right to withdraw your consent to processing your personal data when and insofar processing is based thereon with effect for the future. Withdrawal will not affect the law-fulness of processing based on consent before its withdrawal. You may direct your withdrawal towards the e-mail-address mentioned in this website’s imprint or use any other means of communication.

Right to Lodge a Complaint with a Supervisory Authority: According to Article 77 GDPR, you - without prejudice to any other remedy - have the right to lodge a complaint with a supervisory authority if you consider that WELMEC’s processing of your personal data infringes data protection law. This complaint may be lodged with a single supervisory authority within the territorial scope of the GDPR.III.

III. Right to Object

You have the right to object, on grounds relating to your particular situation, to WELMEC’s processing of your personal data if and to the extent that this data is processed by WELMEC on the basis of legitimate interests.

In case of objection, WELMEC will cease to process such data unless WELMEC can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedom or for the establishment, exercise or defence of legal claims.

Any queries should be sent to WELMEC’s Executive Secretary.