Privacy Policy

§ 1 Information on the collection of personal data

(1) In the following, we inform you about the processing of personal data when using this website and related services as well as about further processing procedures by us. Personal data are all data that can be related to you personally, such as name, address, e-mail address or user behavior.

(2) The responsible party pursuant to Art. 4 (7) of the General Data Protection Regulation (GDPR) is the

You can reach our data protection officer at datenschutz@beilstein-institut.de or at our postal address with the addition "Der Datenschutzbeauftragte".

(3) When you contact us by e-mail, telephone or mail, the data you provide (e-mail address, postal address, name or telephone number) will be stored by us in accordance with Art. 6 (1) lit. c GDPR in order to answer your questions.

We delete the data accruing in this context after the storage is no longer necessary. If the request is assigned to a contract, we may also initially restrict processing in accordance with the contract terms and then delete it. In the case of statutory retention obligations, deletion will only take place when they expire.

(4) We are supported by an internet service provider in the operation of this website and the associated processes. This service provider acts on our behalf and on the basis of a Data Processing Addendum pursuant to Art. 28 GDPR. Our service provider has been carefully selected and is monitored, is strictly bound by instructions from us, and is accordingly contractually obligated under data protection law.

(5) No data is transferred to third parties in the sense of Art. 4 (10) GDPR.

§ 2 Data processing when you visit our website

(1) When you visit our website even without otherwise providing us with information, we process the personal data that your browser transmits to our server. The data described below is technically necessary for us to display our website to you and to ensure stability and security and must therefore be processed by us:

• IP address
• Date and time of the request
• Time zone difference to Greenwich Mean Time (GMT)
• Content of the request (specific page)
• Access status/HTTP status code (e.g. file found, file not found)
• Amount of data transferred in each case
• Website from which the request came to us
• Browser
• Operating system and its interface
• Language and version of the browser software.

(2) We use this data, collected and stored in log files, for stability and security reasons and delete them within 2 weeks.

Data that require further storage for evidentiary purposes are exempt from deletion until the respective incident has been finally clarified. The collection of data for the provision of the website and the storage of the data in log files is absolutely necessary for the operation of the website. Therefore, the user has no right to object.

(3) Data processing is carried out on the basis of our legal obligation to guarantee IT security in accordance with Art. 6 (1) lit. c in conjunction with Art. 32 GDPR and in accordance with Art. 6 (1) lit f GDPR, as otherwise we would not be able to provide our offered services in a functional manner. Your visit to our website is based on your autonomous decision. This wish can only be fulfilled by means of the described data processing.

§ 3 Processing of personal data when registering for the e-mail alert

(1) To be informed about the publication of the latest articles and related content, you can register for various e-mail alerts. After entering the data in the corresponding input masks, the user name, first and last name as well as the e-mail address (and, if provided, the title, organization and country) of the applicant are sent to us, as well as the date and time of registration.

(2) For the processing of this data, your consent is obtained as part of the registration process, as well as notification of our privacy policy.

(3) The legal basis for processing the data is the consent granted to us (see Art. 6 (1) lit. a GDPR).

(4) The data will only be used to send e-mail alerts and will not be disclosed to third parties. The collection of the name in connection with the registration takes place in order to prevent misuse of the e-mail address or misuse of the service.

(5) The data will be stored as long as e-mail alerts are requested by you. When the “Delete My Profile” function is used after logging into any of our websites, you will be unsubscribed from all e-mail alerts and all personal data collected during the registration process will be deleted, unless they need to be retained as part of an extended registration for contractual purposes. Alternatively, you may contact us directly at journals-support@beilstein-institut.de if you need assistance in deleting your profile and personal data or adjusting your e-mail alerts.

§ 4 Processing of personal data during registration for the submission of a manuscript, participation in the publication process, or when visiting the Beilstein Publishing System webpage

(1) When submitting a manuscript or contributing to the publication process as an external editor or reviewer, it is necessary to register by providing personal data. These data are (optional in some cases):

• User Name
• E-mail address
• Title
• First name
• Middle Initials
• Last Name
• Organization
• Department
• City / Town
• Country
• ORCID iD

(2) We use the Beilstein Publishing System (BPS) for the publication process. In addition to the registration data mentioned above, this system also accumulates various communication data that trace the path from submission to publication of a manuscript, and also the log data described in § 2 (1) above. All users of the BPS are strictly bound by our instructions and are accordingly contractually obligated under data protection law.

(3) The data is used for the clear identification, or legal obligation to guarantee IT security, communication in the editing and publication process, contract implementation and contract documentation. The legal basis for the processing is Art. 6 (1) lit. b GDPR and Art. 6 (1) lit. c in conjunction with Art. 32 GDPR.The access to your personal data is limited to those persons directly involved in the specific publication process and to the data necessary for that purpose.

(4) We may also use the data to recruit you as a reviewer, to inform you about the activities of the Beilstein-Institut, or to invite you to an event. The legal basis for the processing is Art. 6 (1) lit. f GDPR. With our measures we pursue our foundation purpose, the promotion of the chemical sciences and related fields. We assume that our use of data also corresponds to your interest or, if applicable, that our interest in the use of data outweighs your interest in not doing so.

(5) Your log data in connection with your account will be deleted after 8 months at the latest. The other data will be deleted as soon as they are no longer needed for the purposes mentioned, unless they are subject to statutory retention obligations for contracts (10 years) or other documentation obligations.

(6) Incomplete submissions will be automatically deleted after one year without further notice to the submitting author. Data of potential referees proposed for a particular manuscript who have not been invited to provide a review will be deleted upon publication, rejection, or withdrawal of that manuscript.

§ 5 Processing of data from your terminal equipment (cookies)

(1) In addition to the above-mentioned data, we use technical aids for various functions when you use our websites, in particular cookies, which may be stored on your terminal device. Basically, these technical aids can be divided into those aids that are absolutely necessary for the display of the website and those aids that are not and are therefore optional and require your express consent.

(2) We only use technically essential tools to display the website. Without the use of these technologies, our website cannot be displayed completely and correctly, or the support functions cannot be enabled. These are exclusively transient cookies that are deleted after the end of your website visit, at the latest when you close your browser. They contain a so-called session ID. In this way, various requests from your browser can be assigned to the joint session and your computer can be recognized when you return to our website. You can configure your browser settings according to your wishes and, for example, to refuse to accept cookies. Please note that you may then not be able to use all the functions of this website.

(3) The functions we use are described below:

(4) The storage of information on your terminal equipment or the access to information is carried out in accordance with § 25 (2) TTDSG. The data processing is carried out on the basis of Art. 6 (1) lit. f GDPR, as otherwise we would not be able to provide our offered services in a functional manner. Your visit to our website is based on your autonomous decision. This wish can only be fulfilled by means of the described data processing.

§ 6 Web analytics

(1) We use the web analytics service "Matomo" (https://matomo.org) to design our website according to your needs.

(2) We operate Matomo in a version that does not require cookies. Thus, no Matomo cookies are stored on your computer for the purpose of web analysis. Only the technically necessary log data (see § 2 (1)) is used to analyze website usage.
IP addresses are only processed in abbreviated form and direct personal reference is excluded. The IP address transmitted by your browser via Matomo is not merged with other data collected by us. The legal basis for the use of Matomo is Art. 6 (1) lit. f GDPR. We have a legitimate interest in the user-oriented design of our website.

(3) Preventing the use of Matomo is possible by unchecking the following box:

In this case, an opt-out cookie is stored in your browser, which prevents Matomo from storing usage data. If you delete your cookies, the Matomo opt-out cookie will also be deleted. The opt-out must be reactivated when you visit our site again.

(4) The Matomo program is an open source project. Information from the third-party provider on data protection is available at https://matomo.org/privacy-policy/.

§ 7 Your rights

(1) You have the following rights with regard to the personal data concerning you:

• right to information,
• right to correction or deletion,
• right to restriction of processing,
• right to object to processing,
• right to data portability.

(2) You also have the right to complain to the competent data protection supervisory authority about the processing of your personal data by us, for example the Hessian Commissioner for Data Protection and Freedom of Information.

§ 8 Objection to or revocation of the processing of your data

(1) If you have given your consent to the processing of your data, you may revoke this consent at any time. Such a revocation affects the permissibility of the processing of your personal data from that time onwards. The permissibility of processing your data up to the time of your revocation remains unaffected.

(2) Insofar as we base the processing of your personal data on the legal basis of the exercise of a legitimate interest pursuant to Art. 6 (1) lit. f GDPR, you may object to the processing. This is the case if the processing is not necessary, in particular, for the fulfilment of a contract with you. The respective legal basis of the processing is named below in the more detailed description of our data processing. When exercising such an objection, we ask you to explain the reasons why we should not process your personal data in the way we have done. In the event of your objection, we will review the situation and either discontinue or adjust the data processing or show you our compelling legitimate grounds on the basis of which we will continue the processing.

(3) Of course, you can object to the processing of your personal data for advertising and data analysis purposes at any time. The best way to exercise your advertising objection is to contact us using the contact details provided above.

Version: 28.11.2023