Our websites (e.g. www.virtual-vehicle.at www.gsvf.com www.isnvh.com) may as a rule be used without providing any personal data. If any personal data (e.g. name, address, email address) are collected on our pages, this will always occur, where possible, on a voluntary basis.

However, the following personal data are automatically collected to enable us to show and improve the websites as well as to ensure their stability and security:

• Date and time of retrieval of one of our webpages
• IP address
• Name and version of the web-browser
• The website (URL) from which the user came to the retrieved page
• The website (URL) of the retrieved page

Legal basis is our legitimate interest to operate our websites.
Our Website Host, Hetzner Online GmbH, only stores these data anonymized.

Cookies

Our websites use so called cookies. A cookie is a small text file which are stored with support of your browser on your device. They do not cause damage.

We use cookies to make our websites more user-friendly. Some cookies stay on your device until you delete them. They enable us to recognize your browser at the next visit.

Cookie-Box: Incorporation of third-party services and content – External Media & Statistics

When you open our website the first time a cookie box appears where you choose which cookies you accept. By default, you solely accept the cookies necessary for the website to operate. This website uses a Borlabs Cookie, which sets a technically necessary cookie (borlabs-cookie) to store your cookie preferences, i.e. it stores the consent you gave when opening the website. Borlabs Cookie does not collect any personal data.

For further information about which cookies are used for which purpose, please see the cookie box of the website. You may access the information about the cookies in the cookie box at any time and change your settings by deleting the cookies in your browser and changing the settings in the cookie-box.

If you accept the respective Cookies in the Cookie-Box, you activate the chosen external media, such as Maps, e.g. Open Street Map, Google Maps, Video streaming, e.g. Vimeo, Youtube, links to social media, e.g. Facebook, Instagram, etc. as well as analytic tools, e.g. Google Analytics, which have their own data privacy notices. By activating external media, your data might be transmitted to countries outside the European Union respectively the European Economic Area. Please find the links to the respective data protection notices in the cookie box.

Legal basis for the mandatory cookies is our legitimate interest to operate our website.

Legal basis for the cookies you chose is your consent. You may withdraw your consent at any time by deleting the cookies in your browser or changing the settings in the cookie-box.

All personal data provided by you when getting in touch with us (e.g. via the contact form or by E-Mail) will be processed for the purpose of processing your request.

The legal basis for processing of the personal data is our legitimate interest to process your request or, depending on your request, taking steps prior to possibly entering into a contract. Your data is necessary for processing your request.

We organize i.a. analog, digital and hybrid conferences, seminars/webinars, workshops, etc. to present our R&D activities and/or for knowledge exchange.

Registration to events

All personal data provided by you for the registration of one of our events will be processed for the purpose of handling your registration and participation to the event.

The legal basis is performance of a contract or taking steps prior to entering into a contract. Without the mandatory data we cannot handle your registration and participation to the event.

Further, we process your e-mail address provided for the registration to inform you about similar events and activities. (-> see Newsletter – Info-E-Mails)

Payment processing

At certain events (e.g. GSVF and ISNVH) data is transferred to Stripe Payments Europe, Ltd. for payment processing. The payment provider transfers your personal data to affiliates and data processors outside the European Union respectively the European Economic Area. The payment provider is an independent data controller. For details see also https://stripe.com/at/privacy.

The legal basis is performance of a contract or taking steps prior to entering into a contract. Without this data processing we cannot process your payment.

Recording of participants

We may record an event (e.g. photos, videos, video talk, presentation) for the following purposes:

• to report about our events and R&D activities we provide the records (or parts of it) on our websites and social media accounts, to possible co-organizers, media undertakings, and similar services,
• for educational purposes we provide (e.g. via Microsoft Stream) the records particularly to our employees, students, to possible co-organizers and to participants.

Legal basis for the first purpose is our legitimate interest to present our R&D activities and events, for the second purpose it is the legitimate interest of the organizer(s) and the participants to access information.

You may object recording of your photos, video talk, presentation, etc. until the beginning of the event, please contact us by the contact details indicated above.

List of participants

We might include your name, name of your organization and country in our list of participants. This list will be provided to the other participants of the same event (which might also come from non-EU countries) to enhance interaction between the participants and to offer better opportunities for networking.

Legal basis is the legitimate interest of the organizer(s) and the participants to improved networking opportunities.

You may request your data to be removed from this list until the beginning of the event, please contact us by the contact details indicated above.

Business Card

If we receive your business card (at events, conferences, etc.) we will process your provided data to contact you (-> see “Getting in touch”) and to inform you about our research activities and for invitations to events (see Newsletter – Info-Emails).

Personal data (name, title, e-mail address, company, country, preferred language) we received from you will be processed for the purpose of informing you about our R&D activities and events.

Legal basis is our legitimate interest to inform about our events or R&D activities, events, or, if applicable, your consent within the newsletter registration, by email or in other form.
You may unsubscribe from the mailing list at any time by clicking on the corresponding link in the footer of each info-email.

Info-emails contain a so-called “web beacon”, i.e. a pixel-sized file that is retrieved from the server of the mail handling service when the info-email is opened. The retrieval process involves the collection of primarily technical information, such as information concerning the browser and your system, as well as your IP address and the time of retrieval. This information will be used for the technical and contentwise improvement of the service. The information collected for statistical purposes will also include the fact as to whether the info-email is opened and any used links.

Legal basis for processing these personal data is our legitimate interest to improve our newsletter service.

For the newsletter administration and analyzing reactions, your data is transmitted to Mailchimp, a mail handling service provider owned by Intuit LLC in the USA. Intuit is certified under the EU-U.S. Data Privacy Framework. Therefore, the transfer is based on the corresponding adequacy decision of the European Commission.

Your data will be deleted 1 year after the last contact with you.

We process the personal data you provide in the course of your application – i.e. contact details (name, address, email address, phone number), communication, information in the application documents, notes on interviews – for the purpose of managing and deciding on your application, and, if you agree, for the purpose of including your application in our “talent pool” to inform you about vacancies at Virtual Vehicle Research GmbH. We need your data to manage and decide on your application. Without your data, we cannot (further) consider your application.

The legal basis for the processing is taking steps prior to possibly entering into a contract with you respectively your consent to data processing.

We will delete your data 6 months after a negative decision on your application. If you agree, we further store your data in our “talent pool” for up to one year after the last contact with you. You may withdraw your consent at any time by sending an email to the above indicated address.

We process the personal data provided by you (e.g. via the “Call Application – Living Innovation Lab”, “Open Call – PhD Funding Program” or “Spider Challenge”) to evaluate and process your application/ idea as described there. Legal basis for the data processing is performance of the contract to which you are a party respectively taking steps prior to possibly entering into a contract.

For your call application, if accepted, it might be necessary to provide your personal data to the funding Authority, the Austrian Research Promotion Agency (FFG). In this case you acknowledge the FFG data protection notice: https://www.ffg.at/en/privacy-policy

We process personal data (especially name, name of your organisation, professional contact details, correspondence) you provide for performance of a contract or taking steps prior to possibly entering into a contract, e.g. within research projects, services or deliveries for the purpose and on the legal basis of performance of a contract or taking steps prior to possibly entering into a contract.

If necessary for this purpose, we provide your data to further research partners, clients, consultants and/or granting authorities.

The personal data will be stored after the termination of the corresponding project according to legal requirements and the requirements of the funding authority (e.g. for EU projects 7 years, für FFG projects 10 years).

We store your data for the period necessary for the corresponding of the above indicated data processing. Moreover, it might be necessary to regard further legal periods of storage and of limitation.

If necessary, we will provide your personal data to data processors. In the above indicated data processing further recipients might be named.

Recipients in third countries

In individual cases, your data is processed in countries outside the European Union respectively the European Economic Area in accordance with legal requirements. If no adequacy decision by the European Commission exists and the recipient is not subjected to appropriate safeguards, such transfer only takes place based on your explicit consent or if this is necessary for the performance of a contract or otherwise provided for by applicable law.

You have principally the right to know what kind of personal data about you we process, as well as to rectification, erasure or restriction of your personal data or to object to processing as well as the right to data portability, subject to applicable data protection law. Furthermore, you have the right to withdraw your consent at any time. Please contact us about this by the contact details indicated below.
You may address a complaint to the Austrian Data Protection Authority (dsb@dsb.gv.at).