Purpose for Data Collection
All responses are confidential and used for the purpose of curating a diverse contributor pool for our book efforts. Demographic data will only be reported in aggregate and anonymized. You may skip any and all questions with the exception of Preferred name and Email address–which are required for contacting survey participants regarding contributor selection–and consent queries under the General Data Protection Regulation (GDPR, Regulation (EU) 2016/679) as outlined under Consent and Legal Basis below. Participation is entirely voluntary.
Data Collection Tool
LimeSurvey, the software used for data collection, is an open source tool self-hosted on an Oracle server tenancy located in Frankfurt, Germany. This deployment does not transmit data to, or allow access to, any third party with the exception of the Data Processors described below, who are Editors. No IP address, referrer URL, or timing data are collected, and Google Analytics is disabled. The only additional data point collected alongside your responses is a date stamp, used to track submission time for record-keeping purposes.
Data Security
Data transmitted between respondents and the server is encrypted in transit via enforced HTTPS (TLS) and at rest. Access to the underlying LimeSurvey database is restricted to the Data Controller, who holds sole administrative access to the server.
Data Controller
The controller is the natural or legal person who determines the purposes and means of processing personal data (e.g., names, email addresses) and survey responses.
The controller for this survey, and the domain hosting the survey tool, is:
Britta Langen
c/o POSTFLEX PFX-012-402
Emsdettener Straße 10
48268 Greven
Germany
Email: info@stemvocacy.org
Contact Form: https://www.stemvocacy.org/contact
Dedicated contact for book projects:
Out in Radiation
Email: info@outinradiation.com
Contact Form: https://www.outinradiation.com/contact
Transclass in STEM
Email: info@transclassinstem.com
Contact Form: https://www.transclassinstem.com/contact
Data Processors
The Data Controller shares data with the Editors, who constitute a third party. Editors are OIR Editors for the Out in Radiation book project. Editors are TIS Editors for the Transclass in STEM book project. OIR Editors and TIS Editors do not have access to each other’s project data. An individual may serve as an Editor on both projects; in that case, they hold a separate DPA for each project and must keep the two datasets separate.
Editors review data and provide editorial input on the Data Controller’s instructions, under a Data Processing Agreement (DPA) in accordance with Art. 28 GDPR. The Data Controller retains sole responsibility and decision-making authority for data processing and the purposes stated above. The OIR Editors, including contact information, are listed here: https://www.outinradiation.com/editors The TIS Editors, including contact information, are listed here: https://www.transclassinstem.com/editors.
Consent and Legal Basis
Your data are processed on the basis of your consent under Art. 6(1)(a) GDPR, given by submitting this survey.
Survey questions concerning ethnicity, religion, sexual orientation, gender identity, and health status are Special Category Data under GDPR. These data are processed only with your explicit consent under Art. 9(2)(a) GDPR, given separately in the survey’s Welcome and Consent section. Answering Special Category questions is entirely voluntary and you can submit this survey without answering Special Category Data questions.
Display of Special Category Data Questions
This survey implements a consent display toggle for Special Category Data questions under Art. 9(2)(a) GDPR.
If you select “Yes” to the consent question regarding Art. 9(2)(a) GDPR, Special Category Data questions appear. You are still free to skip any and all Special Category Data questions, and only respond to which you consent to. Answers to Special Category Data questions will be recorded.
If you select “No” to the consent question regarding Art. 9(2)(a) GDPR, Special Category Data questions disappear. This includes questions on sexual orientation and gender identity. The survey can be submitted without collecting Special Category Data.
Recipients
Your data is accessible only to the Data Controller and Data Processors, and is not shared with, or disclosed to, other third parties.
Decision-making
Your submitted data is not subject to automated decision-making, including profiling, that produces legal effects concerning you, or similarly significantly affects you (Art. 22 GDPR). We do not use artificial intelligence (AI) or algorithmic tools to make decisions about individual respondents based on their submissions.
Retention Period
Data submitted through this survey is retained for up to 24 months from the date of your last contact with us (submission, response, or confirmation). Before this period expires, contributors who have not yet been selected will be contacted and asked whether they wish to remain in the contributor pool for future volumes. If you confirm your interest, your data will be retained for a further period on the same terms. If you do not respond, your data will be deleted automatically once the period lapses.
If you are selected as a contributor, your data will be retained for the duration necessary to complete the relevant volume and fulfil any related obligations as set out in your contributor agreement.
You may request deletion of your data at any time before this period ends; see “Your Data, Your Rights” below.
Your Data, Your Rights
You may withdraw your consent to data processing at any time. The lawfulness of processing carried out before withdrawal remains unaffected.
Under the GDPR, you as the data subject have the right to:
– access the personal data we hold about you (Art. 15)
– lodge a complaint with a supervisory authority (Art. 15f)
– request rectification of inaccurate data (Art. 16)
– request deletion of your data, a.k.a. ‘right to be forgotten’ (Art. 17)
– request restriction of processing (Art. 18)
– request data portability (Art. 20)
– object to processing (Art. 21)
For your convenience, you can download our Right to Erasure Request Form here.
The data protection authority of North Rhine-Westphalia, Germany, is:
Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen
(LDI NRW), Bettina Gayk (State Commissioner)
Address: Kavalleriestraße 2-4, 40213 Düsseldorf, Germany
Postal address: Postfach 20 04 44, 40102 Düsseldorf
Phone: +49 211 384240
Fax: +49 211 38424999
Email: poststelle@ldi.nrw.de
Website: ldi.nrw.de
You may contact us at any time using the details above regarding any of these rights or any other questions about your personal data.