- Information About the Processing of Your Personal Data in the Context of a Publishing Contract
- Data Protection and Permission to Publish Photos for Marketing Purposes
On this page you can find information about how we protect your personal data in the context of a publishing contract as well as about the permission you give to publish author photos for marketing purposes.
The protection of your personal data is very important to us. In the following, we will inform you how we process your data and about your rights.
Hogrefe Publishing GmbH, Merkelstraße 3, 37085 Göttingen, Tel. +49 551 999 50 0, email: firstname.lastname@example.org
You can contact our Data Protection Officer at email@example.com or via our postal address, adding an FAO for "The Data Protection Officer."
2.1 With the author’s given consent: Article 6 Paragraph 1 a of the GDPR
When you have given us your consent to process particular personal data, then this permission forms the legal basis for the processing of this data.
In the following cases, we process your personal data on the basis of the consent given by you:
- The publication of photographs of yourself for marketing purposes
2.2 For the performance of a contract: Article 6 Paragraph 1 b GDPR
We will use your personal data for the performance of the publishing contract as well as the precontractual communication. This includes, in particular, the reproduction, distribution, and marketing of your work in accordance with the contract, as well as the use of your institutional and residential addresses and short CV, as released by you for publication, in book previews, in book databases such as Bowker, Nielsen BookData, etc.
2.3 For the fulfillment of legal obligations: Article 6 Paragraph 1 c of the GDPR
As a company we are subject to various legal obligations. The fulfillment of these obligations can require the processing of personal data.
- Control and reporting obligations
- Credit and identity checks
- Prevention of and defense against criminal activities
- Title registrations for book databases (e.g., Bowker, Nielsen BookData, etc.)
- Applications to and compulsory book copies for national libraries
For the fulfillment of our contractual and legal obligations, we will disclose your personal data at different institutions as well as to external service providers:
- Sales services
- Typesetters, printing services, and processing services
- Postal and distribution services
- IT services (e.g., maintenance and hosting services)
- File and data deletion services
- Webhosting services
- Tax authorities
- Custom offices
Countries outside of the European Union (and the European Economic Area, EEA) manage the protection of personal data differently to countries inside the EU. We use service providers in countries outside of the EU for processing your data and/or transfer data to companies inside the Hogrefe Group who are located outside the EU. Currently, no decision has been made by the EU Commission that these third countries generally offer an adequate level of protection.
As a result, we have taken measures to ensure that your data is processed in third countries as it would be in the EU. We include the standard data protection clauses provided by the Commission of the European Union in contracts with service providers and Hogrefe Group companies in third countries. These clauses provide appropriate guaranties for the protection of your data with service providers in third countries.
We remain the point of contact with regards your rights to the protection of your personal data, also in third countries.
We save your personal data as long as is required for the fulfillment of our legal and contractual duties.
Should the storage of data for the fulfillment of our legal and contractual duties no longer be necessary, then your data will be deleted, unless further processing is required for the following purposes:
- Fulfillment of, for example, commercial- and tax-based legal obligations to retain data. This would include, amongst others, German Commercial Code (HGB) or the German Fiscal Code (AO). The data retention period can be up to 10 years.
- The preservation of evidence in line with statutory limitation periods. According to the limitation periods of the German Civil Code (BGB) the periods can be up to 30 years, the routine period is three years.
Every data subject has the right of access according to Article 15 of the GDPR, the right to rectification of the data (Article 16 of the GDPR), the right to erasure of the data (Article 17 of the GDPR), the right to restriction of the data processing (Article 18 of the GDPR), the right to object to the processing of data (Article 21 of the GDPR), as well as the right to data portability (Article 20 of the GDPR) and the right to lodge a complaint with the responsible supervisory authority (Article 77 of the GDPR).
6.1 Right of appeal
You can object at any time to the use of your data for marketing using electronic mail without incurring any costs other than the transmission costs in accordance with basic tariffs.
6.2 Withdrawal of consent
Your consent to the processing of your personal data can be withdrawn at any time. Please note that withdrawal can only take effect in the future.
6.3 Exercising your rights
In order to exercise your rights, you can contact the responsible party or the Data Protection Officer in the contact data listed above.
In order to enter a business relationship, it is necessary that you provide us with the personal data required for the completion of the publishing contract. If you do not provide us with these details, then we will not be able to carry out and complete the contract.
Name and address of the responsible party according to the General Data Protection Regulation (GDPR) as well as other data protection regulations is Hogrefe Publishing GmbH, Merkelstraße 3, 37085 Göttingen, Tel. +49 551 999 50 0, email: firstname.lastname@example.org
You can contact our Data Protection Officer at email@example.com or via our postal address, adding an FAO for ''The Data Protection Officer.''
a) Extent of data processing
A photo of yourself will be published in the context of the publishing contract and the marketing of your work.
b) Purpose of data processing
Your photo will be processed for the marketing and advertising of your work. In particular, it will be used:
- in our biannual catalog of new book titles (print and online)
- in marketing flyers (print and online)
c) Lawfulness of processing personal data
The legal basis for processing your above-named personal data is the consent given by you, Article 6 Paragraph 1 a of the GDPR. By sending you photo, you consent in this data protection declaration to the use of your image.
Your personal data will be forwarded to the following external recipients:
- Sales services
- Typesetters, printing services, and processing industries
- Postal and distribution services
Your above-named personal data will be stored as long as required for the above-named purpose. When you withdraw your consent, then the data will be erased immediately and not used for any future purposes.
According to Article 13 Paragraph 2 of the GDPR, you have the right of access (Article 15 of the GDPR), the right to rectification of the data (Article 16 of the GDPR), the right to erasure of the data (Article 17 of the GDPR), the right to restriction of the data processing (Article 18 of the GDPR), and the right to withdraw your consent (Article 7 Paragraph 3 of the GDPR) as well as the right to lodge a complaint with the responsible supervisory authority (Article 77 of the GDPR).