Privacy Notice – Naturland – Association for organic farming e.V.
Naturland e.V. attaches great importance to compliance with the data protection laws and thus to the protection of your personal data. In this privacy notice we should like to explain to you what data we collect whenever you use our internet website naturland.ph and what measures we adopt to protect your data.
The following privacy notice is valid from 25th May, 2018.
1 The data we process, how long we process it and the purpose for which we process it
1.1 The use of our website as a source of information
The information we process. Whenever you use our website simply as a source of information, meaning that you do not register with us or provide us with information by other means, then we only collect the personal data which your browser transmits to our server. When you visit our website, we collect the following data: IP address, date and time of the request, the time zone difference to GMT (Greenwich Mean Time), the contents of the request (specific page), the access status/HTTP status code, the quantity of data transferred in each case, the website from which the request has come, the browser, operating system and its interface, the language and version of the browser software.
Purpose and legal basis. The purpose of processing your personal data is to make it technically possible for you to access our website and to ensure its stability and security. The legal basis for the processing operation is to safeguard our legitimate interests. The purposes described above constitute our legitimate interest in processing your personal data.
How long we keep the information. The data is deleted as soon as it is no longer required to accomplish the purpose for which it was collected. Where data is captured to enable provision of the website, this happens at the end of each session. We store IP addresses for seven days to be able to trace any abuse.
The information we process. When you subscribe to our newsletter, we ask you to provide your name and your email address. Any further details you provide are voluntary. First of all you receive an email with a link to click on to confirm that you wish to receive the newsletter. In this way we can prevent anyone else ordering the newsletter improperly in your name. If you have agreed to us analysing how you use our newsletter, we analyse the browser used and when and from which location you opened the newsletter and the contents that interested you.
Purpose and legal basis. Your data is only used for the purpose of sending you our newsletter and for our customer service to contact you individually (as far as this is legally permissible) and, if applicable, after researching further data to make you offers and clarify your needs with respect to the services we offer. We analyse your use of our newsletter to improve our services. We save your subscription to the newsletter and, where applicable, your agreement to usage analysis, and your confirmation of your subscription in order to be able to prove that you did actually subscribe to the newsletter. The legal basis is thus your consent and, so far as it concerns proof of your consent and permission for us to approach interested parties, our legitimate interests. In this respect our legitimate interest is to avoid unwarranted claims or to further the association’s objectives, as the case may be.
How long we keep the information. For the purpose of sending you the newsletter and of usage analysis we save your data until you revoke your consent or until the definite discontinuation of the newsletter. For purposes of the provision of services to interested parties we delete your data as soon as you object to its being used or five years after your last expression of interest, and for the purpose of verifying your consent up to three years after the last newsletter was sent to you. If you do not confirm your subscription to the newsletter, we delete your data after 24 hours.
1.3 Downloading leaflets, newsletters
If you wish to download leaflets, newsletters and other content from our website, clause 1.1 applies accordingly.
1.4 Login/members’ only pages
The information we process. Users can log into our website by providing personal data on the homepage. On the members’ only pages, certain more detailed information is provided. To access these pages, our members of staff give you an identification code. The following data are recorded in the registration process: surname, given name, address, identification code, password. We do not share your information with third parties. The website has a box you may tick if you wish to remain logged in.
Purpose and legal basis. The data is collected for the purpose of allowing you to log in to the password-protected pages and, furthermore, to avoid you having to enter your login details again the next time you visit the site. We store this data on the basis of the contract concluded with you upon registration.
How long we keep the information. The data cited here is stored until you withdraw your registration.
1.5 Integration of Twitter, Facebook, YouTube, Instagram
We embed recommendation buttons from social networks, known as social plug-ins, in our website, using the two click solution. This enables you to use social media whilst at the same time protecting your privacy. Only after you have clicked on the button or link visible on our site is direct contact established between you and the social network. This solution prevents you leaving information behind on every page you visit. In particular we use links to Twitter, Facebook, YouTube and Instagram. These plug-ins on our website are identified by their respective logos.
We have, however, no influence on the data transmitted by clicking on the links. You should assume that at the least your IP address and further device-related information (i. e. all data mentioned under clause 1.1) are registered and made use of. It is probable that Twitter, Facebook, YouTube and Instagram will try to save cookies on your computer. We encourage you to read the privacy notices of the respective social media providers, since your activities on our website which are made public on social media are no longer covered by this privacy notice:
How long we keep the information. Cookies are stored on your computer. The overview of the cookie settings on your browser shows you how long the data is saved. By changing the settings in your browser, you can prevent or restrict the transmission of cookies. Cookies which have already been saved may be deleted at any time. This can be done automatically, for example when you close your browser. If cookies for our website are deactivated, some of the functions of our website may no longer work to full effect.
1.7 Integration of Google Maps
We have integrated Google Maps, a mapping tool provided by Google Inc., on our site, to be able to show you maps. This integration alone does not allow Google to collect any personal data about you. In all other respects Google’s privacy notice applies when using Google Maps: https://policies.google.com/privacy?hl=en-GB
1.8 Use of the Matomo analysis tool
Nature and purpose of the processing. This website uses Matomo (formerly Piwik), an open source software for statistical analysis of visitor access. The provider of the Matomo software is InnoCraft Ltd, 150 Willis St, 6011 Wellington, New Zealand.
Matomo uses so-called cookies, i.e. text files which are stored on your computer and which enable an analysis of your use of the website.
The information generated by the cookie about your use of the website is stored on a server in Germany.
The IP address is anonymised immediately after processing and before saving it. You have the possibility to prevent the installation of cookies by changing the settings of your browser software. We would like to point out that with the appropriate settings, not all functions of this website may be available.
You can decide whether a unique web analysis cookie may be stored in your browser to enable the website operator to collect and analyse various statistical data.
You can find more information about the privacy settings of the Matomo software under the following link: https://matomo.org/docs/privacy/.
Legal basis. The processing of the data is based on the consent of the user (art. 6 para. 1 lit. a DSGVO).
Receiver. Recipients of the data are, if applicable, contract processors.
Storage period. The data will be deleted as soon as they are no longer required for our recording purposes.
In our case, this is done after the following period: 6 months.
Provision prescribed or necessary. The provision of your personal data is voluntary, based solely on your consent. If you prevent access, this may result in functional restrictions on the website.
Revocation of consent. You can prevent the storage of cookies by adjusting your browser software accordingly; however, we would like to point out that in this case you may not be able to use all functions of this website to their full extent.
Profiling. With the help of the tracking tool Matomo, the behaviour of the visitors of the website can be evaluated and the interests can be analysed. For this purpose we create a pseudonymous user profile.
1.9 Application procedure
The information we process. When you apply for a position with Naturland, we only process the information which you have submitted to us as part of the application procedure, e. g. which is contained in your letter of application or application form, your C.V., testimonials, correspondence, details given by phone or personally. Besides your contact information, we consider such data relevant as concerns especially your education, your work experience and your skills. Please try and avoid including data which is not relevant to us when we are assessing your suitability for the position you have applied for.
Please do not send your application to our general postal or email address but instead always to the contact person or address given on our homepage or in the job advertisement. You should be aware that the transmission of data via the internet is generally insecure if it is not encrypted. Our servers support transport encryption (STARTTLS), which means that emails between your email provider and ours are protected if your email provider uses transport encryption. You can also protect the attachments to your email by giving them a password which you can inform us of in a separate email.
Our human resources staff have access to your data and, besides them, your future superior and, where necessary, members of general management. For technical reasons our IT administrators are also able to access any data stored on our systems. However, we do not “circulate“ your data by email; it is kept in a secure area of our IT system, safe from unauthorised access.
Our application procedure generally does not require any personal data falling under the special categories of Art. 9 GDPR, for example medical data and even less so details of your ethnic background, religious or political convictions or membership of a trade union. We would request you in any case right from the start not to give us any such type of information. Should such information be relevant to the application procedure in an exceptional case, we would process it along with the other details shown in your application. This could, for example, be information on a severe disability which you may give us voluntarily and which we would need to process in order to meet our particular obligations with respect to severely disabled persons.
Purpose and legal basis. In the first instance your data is processed exclusively within the context of the application procedure, i. e. to enable a decision to be reached as to whether or not to conclude an employment contract with you. The legal basis for data processing in the context of an application procedure is Art. 26 Sec. 1 p. 1 BDSG (German Federal Data Protection Act) and Art. 6 Sec. 1 b GDPR (contract) and, insofar as you have given consent hereto, for example by sending us information not necessary to the application procedure, Art. 6 Sec. 1 a GDPR (consent). In cases where you give us information about a severe disability, the processing of such data serves for us to exercise rights or to comply with obligations arising out of labour law, social security law and for purposes of social protection. The legal basis for data processing here is then Art. 9 Sec. 2 lit. b GDPR and Arts. 26 Sec. 3 BDSG, 164 SGB (German Social Security Code) IX.
Disclosure. On principle we do not disclose your data to third parties. In specific cases, however, we are required to pass on your personal data to third parties so that you may obtain desired services, for example to such service providers as banks and the post office.
What happens to your data if your application is successful?
The information we process. If your application was successful, the information you give us during the application procedure will be saved in your personal file and processed by our human resources department. How the data is used depends on the requirements arising out of your employment contract.
Purpose and legal basis. In this case your details are used in order to be able to process such requirements as payroll accounting, notification of sickness, notification to social security institutions etc. and when terminating your employment contract with us. The legal basis is the same as under clause 1.1. above.
How long we keep the information. Upon conclusion of your employment contract with us, your data is deleted in accordance with the rules applicable to personnel files currently in force.
What happens to your data if your application is not successful?
The personal details we use. If we are not able to offer you a position, your data is saved in a corresponding file on our system and only the human resources department and the IT administrators have access to it until it is deleted.
Purpose and legal basis. Once we have sent you a letter of rejection, we save your data in order to be able to defend ourselves in the case of any possible legal claims, particularly any arising from purported discrimination in the application procedure. If your expenses are reimbursed (travel expenses) or other items relevant to taxation are incurred (e. g. payment for a meal), the corresponding accounting records are kept on file in compliance with statutory commercial and fiscal retention obligations. The legal basis for data processing after a rejection is Art. 6 Sec. 1 f GDPR. The legal basis for statutory commercial and fiscal retention of data is Art. 6 Sec. 1 c GDPR in conjunction with Art. 147 AO (German Fiscal Code), 257 HGB (German Commercial Code). Our legitimate interest in such processing of your data derives from the necessity to be able to defend ourselves against legal claims.
How long we keep the information. For the purpose of defence against legal claims, we retain your data for up to six months after the despatch of the letter of rejection. Where data is retained in order to be able to comply with commercial and fiscal obligations, the retention period is up to 31st March of the eleventh calendar year following payment at the most and in the case of commercial and business correspondence and other records relevant to fiscal matters up to the seventh calendar year after their generation.
2 Data subject rights
We guarantee your rights fully as data subjects. These are your rights in brief:
2.1 Withdrawal of consent
You may withdraw any consent you have given us to process your personal data at any time with effect for the future.
2.2 Other rights
If we process personal data about you, you have the following rights subject to the respective statutory requirements with regard to the personal data which applies to you:
• access to, rectification and erasure of personal information as well as
• restriction of processing, objection to processing and data portability
Moreover, you are entitled to make a complaint about us processing your personal data to the supervisory data protection authorities, for example to the supervisory authority which is responsible for us, the State Office for Data Protection Supervision in Bavaria.
The data controller for the purposes of the General Data Protection Regulation is:
Naturland – Association for organic farming e.V.
Tel: (+63)91 7122 0071
If you have any questions on the topic of data protection, please address them to our data protection officer:
We will deal with your queries promptly and inform you what measures we have taken.