Data protection information for the use of Matrix Messenger in accordance with Art. 13/14 of the General Data Protection Regulation (GDPR)

→ Für die deutsche Version bitte hier klicken

The English translation of this text is intended solely as a convenience to non-German-reading users. Only the German text is legally binding. In the event of any conflict between the English and German text, its structure, meaning or interpretation, the German text, its structure, meaning or interpretation prevail.

The protection of your personal data is very important to the University of Freiburg and we would like you to be fully informed about the processing of your personal data.
We process your personal data (hereinafter referred to as “data”) in accordance with legal requirements and in a transparent manner. In the following data protection information, we will explain to you the extent to which your data is processed in connection with the use of Matrix Messenger, as well as for what purposes and on what legal basis this processing takes place. You will also receive information about contact persons and your rights.

Controller as defined by the GDPR

University of Freiburg
legally represented by the Rector
Prof. Dr. Kerstin Krieglstein
Friedrichstraße 39
79098 Freiburg
+49 (0) 761/203-0
info@uni-freiburg.de
https://www.uni-freiburg.de

Contact details of the data protection officer

Albert-Ludwigs-Universität Freiburg
Der Datenschutzbeauftragte
Friedrichstraße 39
79098 Freiburg
datenschutzbeauftragter@uni-freiburg.de

Responsible internal office

Rechenzentrum der Universität Freiburg
Abteilung E-Learning
Hermann-Herder-Straße 10
79104 Freiburg
0761/203-4600
matrix-support@rz.uni-freiburg.de>

Description of the processing activity and purpose of data processing

The purpose of Matrix Messenger is to allow members and affiliates of the University of Freiburg to communicate synchronously in writing (chat) and to make (video) calls. It thus offers a data protection-compliant alternative to messengers such as WhatsApp, Telegram or Slack, which are not authorized for official university purposes. Matrix Messenger can be used for communication both between individuals and in groups. At the University of Freiburg, Matrix Messenger is particularly suitable for teaching, for work and research groups, as well as for simple consultations as part of team communication. In the teaching context, it provides a shorter and more direct means of communication for answering teaching-related questions or facilitating discussion compared to established tools such as email. In addition, work groups can use it to create different rooms with different constellations of people in order to bring together and coordinate specific projects or areas of responsibility. Research groups in particular benefit from the federated nature of the system: Matrix Messenger facilitates communication both within the university and across institutions with Matrix users from other scientific organizations, e.g. for project work.

You log in to Matrix Messenger with your UniAccount.

Legal basis for data processing

When using Matrix Messenger in an employee context, personal data is processed on the basis of Art. 6 para. 1 subpara. 1 lit. e, para. 3 lit. b of the GDPR in connection with section 15 para. 1, para. 4 of the Data Protection Act of the Land of Baden-Württemberg (LDSG) in connection with sections 83ff. of the Civil Service Act of the Land of Baden-Württemberg (LBG); when using Matrix Messenger for university tasks personal data is processed on the basis of Art. 6 para. 1 subpara. 1 lit. e, para. 3 lit. b of the GDPR in connection with section 12 of the Act on the Higher Education Institutions in the Land of Baden-Württemberg (LHG) and when using Matrix Messenger to fulfil other tasks on the basis of Art. 6 para. 1 subpara. 1 lit. e, para. 3 lit. b of the GDPR in connection with section 4 of the LDSG.

Scope of data collection

  1. Access management: first and last name, Matrix ID, UniAccount, optional: profile photo (avatar).
  2. Authentication using UniAccount: user name, password (processed exclusively by the authentication provider).
  3. Device identification (metadata): IP address and device name; type of end device used (mobile/desktop), browser information (server log), type and number of active sessions.
  4. Communication: Data in the form of sent messages posted by the user themselves, e.g. the mention of natural persons by name, text content, as well as files, are stored in an appropriately encrypted form.

Recipient of the data

The University of Freiburg’s IT Services (RZ) requires the following data to operate Matrix Messenger: see scope of data collection, nos. 1-3.

When using the service, the following data is transmitted to the end devices of your communication partners: see scope of data collection, nos. 1, 3 and 4.

Deletion of the data

  1. Personal data (as per no. 1) will also be deleted from the Matrix homeserver subject to the deletion of the account data from the central identity management systems of the University of Freiburg (e.g. after leaving the employment relationship or disenrolment).
  2. The account name (as per no. 2) is stored internally on the Matrix homeserver and cannot be deleted for technical reasons (persistent uniqueness of the account name). It can no longer be retrieved or displayed by clients or users
  3. Metadata (as per no. 3) is automatically deleted from the server log files after one week.
  4. User communication content in the form of chat messages and media (as per no. 4) is automatically deleted after 12 months. Users can also delete this data themselves at any time.

Your rights as a data subject

Change history

First published version, last updated 11 April 2024.