Privacy policy

As the operator of the CITY CYCLING website and app, Climate Alliance takes the protection of its users’ personal data extremely seriously and abides strictly by the provisions of the data protection laws. The following privacy policy provides an overview of how we safeguard users’ protection and what types of data we collect where for what purposes and how it is used.

1. Personal data
Climate Alliance collects, saves, processes and uses personal data and other data that can be related to individuals, which is collected and saved during installation and use of the app and website. Personal data comprises individual information on personal or factual circumstances relating to a specific or identifiable natural person. The data is collected and saved in compliance with the applicable data protection regulations in accordance with the European General Data Protection Ordinance (EU-GDPR), the German Federal Data Protection Act (BDSG), the Data Protection Act of the State of Hesse (HDSG), and the Saxon Data Protection Law (SächsDSG).

2. Data collection, processing and use
To participate in the CITY CYCLING campaign and use the app, users have to register. Registration involves the collection, processing and use of data. Data is collected when a user registers via the CITY CYCLING website or app.
We require and collect the following information from cyclists so that they can participate in CITY CYCLING:

  • Title (optional)
  • First name
  • Last name
  • Email address
  • Username
  • Password (encrypted)
  • Year of birth
  • Form of address
  • Parliamentary status
  • Municipality
  • Team
  • Routes cycled incl. date, time (optional), number of people (who cycled the kilometres), comments (optional, e.g. route description)

We require and collect the following information from local coordinators:

  • Title (optional)
  • First name
  • Last name
  • Email address
  • Username
  • Password (encrypted)
  • Institution
  • Department/division (optional)
  • Function (optional)
  • Telephone number
  • Address
  • Team
  • Routes cycled incl. date, time (optional), number of people (who cycled the kilometres), comments (optional, e.g. route description)

We require and collect the following data from CYCLE STARS:

  • Title (optional)
  • First name
  • Last name
  • Email address
  • Username
  • Password (encrypted)
  • Year of birth
  • Form of address
  • Parliamentary status
  • Municipality
  • Telephone number
  • Alternative telephone number (optional)
  • Political party/institution (optional)
  • Function (optional)
  • Team
  • Routes cycled incl. date, time (optional), number of people (who cycled the kilometres), comments (optional, e.g. route description)

This data is collected when users register and automatically logged every time they access the CITY CYCLING website or app, or the app communicates with the server of the Mittwald hosting company. This data is collected, processed and utilised to enable use of the app and website, system security, and technical administration of the network infrastructure.

Municipalities are able to decide whether they wish to use/offer the RADar! reporting platform

We collect the following information when RADar! reports are submitted (optional):

  • Time of report (date, time)
  • Time of the last change (date, time)
  • Address
  • Category/reason for report
  • Comments (optional)
  • Report coordinates (longitude and latitude)
  • Report status (new, pending, processed, neutral, positive)
  • Reporter’s title (optional)
  • Reporter’s first name
  • Reporter’s last name
  • Reporter’s email address
  • Municipality/regional key (AGS/ARS)
  • Max. three images uploaded to substantiate the report (optional)
  • Comments from other reporters on the issue (optional)
  • Images from other reporters on the issue (optional)
  • Comments from the coordinator on the issue (optional)

We collect the following information when comments are submitted about a particular RADar! report:

  • Commentator’s user ID
  • Commentator’s email address
  • Time of commenting

This data is collected when a user submits a report and automatically logged on a server of team red Service GmbH. This data is collected, processed and utilised to enable use of the website, system security, and technical administration of the network infrastructure.

The following data is collected during use of the CITY CYCLING app:

  • GPS coordinates (longitude and latitude, altitude, date, time, accuracy, speed)
  • 3-axis acceleration data
  • 3-axis gyroscope data
  • 3-axis magnetometer data
  • Device ID to recognise data from the same smartphone
  • Model of the smartphone used

The data collected and processed is transmitted by the responsible party (Climate Alliance) to the Technische Universität Dresden (Chair of Transport Ecology and Chair of Computer Networks) for research purposes and processed there exclusively for scientific purposes within the framework of the MOVEBIS research project. The following data is transmitted for this purpose: GPS coordinates, 3-axis acceleration data, 3-axis gyroscope data, 3-axis magnetometer data, user ID, device ID, year of birth, form of address, municipality, smartphone model and operating system, build version of the app components.

The personal data collected for the aforementioned purposes will be processed and used in compliance with the European General Data Protection Regulation (EU-GDPR), the German Federal Data Protection Act (BDSG) and the Saxon Data Protection Law (SächsDSG).

Data processing on the city-cycling.org website

For technical reasons, Climate Alliance automatically collects and saves information in its server log files that has been transmitted by the user’s browser. This includes the following information:

  • Browser type/version
  • Operating system used
  • Referrer URL (website previously visited)
  • Host name of the accessing computer (IP address)
  • Date and time of server query
  • Files accessed
  • Data volume sent

Climate Alliance is not able to assign this data to a specific person. It is not combined with any other data sources and will moreover be deleted following a statistical analysis.

In order to enhance the functionality of our website and to make the use of our website even more convenient for users, we use so-called “cookies”. These help to make our offers more user-friendly, effective and secure. Cookies are small text files that are downloaded on a user’s computer and saved by their browser. Most of the cookies that we use are so-called “session cookies”, which are automatically deleted when a user’s visit to the website ends. Cookies do not damage the user’s computer or contain any viruses. Users are able to prevent cookies from being stored on their computer by changing the appropriate settings in their browser. However, please note that doing so may limit the functionality of our website.

3. Purpose of the processing and use of personal data
Any processing or use of personal data will only take place for the purposes stated in this privacy policy and to the extent necessary to achieve the respective purpose.

The data mentioned in Section 2 will be used by Climate Alliance and those involved in the campaign (CITY CYCLING coordinators and team captains, RADAR! coordinators) for campaign communications. Among others, this will include sending the following:

  • Newsletters from Climate Alliance to local coordinators
  • Emails from Climate Alliance to campaign participants
  • Newsletters and municipality-specific information from local coordinators to participants in the respective municipality
  • Emails from team captains to team members
  • Emails between RADar! coordinators or the responsible person(s) in the municipality and reporting parties (e.g. concrete questions/issues relating to the reported submitted)
  • Team chat messages in the online cycling log (cyclists’ portal) and the app
  • Materials (posters/flyer/merchandise articles) to local coordinators

The user will moreover only be shown the data (title, first and last name, total kilometres) for their team. When the according privacy settings are selected, the user’s team will only be able to see their title and initials; the total kilometres cycled can also be hidden. The local CITY CYCLING coordinators are able to use the data for local awards among their participants.

Personal data is only transmitted to and used by the TU Dresden within the scope indicated in Section 2.

Personal data will not be published or passed on to any third parties. The exception here is those participating in the special CYCLE STAR category whose title, first and last names, municipality and kilometres cycled per week will be listed on www.city-cycling.org/ergebnisse-stars.

By order of competent authorities, we are permitted to share personal and/or user-related information in individual cases insofar as this is necessary for law enforcement, to avert danger, to fulfil the statutory tasks of the authorities for protection of the constitution or counter-intelligence, or to exercise the rights to intellectual property.

4. Storage and processing of personal data
Any personal data that is stored will be irretrievably deleted as soon as it is no longer required for the purposes for which it was collected or as soon as a user requests this.

In order to facilitate users’ participation in the CITY CYCLING campaign, their access details will remain valid for a maximum of two further years. This means that they will not need to re-register if they participate in CITY CYCLING again in the following year or the year after that. To ensure the efficient use of storage capacities, user accounts that have not been accessed for more than two years will be deleted. The same applies for inactive accounts for which registration has not been confirmed.

Climate Alliance, the responsible coordinators and the team captains may store the aforementioned data of the cyclists (only the title, first and last names and email address). They are not permitted to pass any data on to third parties.

The report data from the RADar! reporting platform is available to the responsible parties in the respective municipality for different periods of time, depending on the licence model booked. The report processing period – so the period during which the local coordinators in the municipalities are able to process and manage reports – is one or three years as standard. The participating municipalities are able to extend this period as often as desired.

To be able to inform reporters of the status of their report, the report data will be anonymised at the latest five years after the report was submitted. Personal identification will then no longer be possible. Only the report itself and its status (processed, pending, processing not possible, neutral, positive) will remain.

5. Security
In order to protect users’ personal data from accidental or intentional manipulation, loss, destruction or access by unauthorised persons, both Climate Alliance, the companies commissioned by Climate Alliance with infrastructure support (reflect.media GmbH, Mittwald CM Service GmbH & Co. KG) and the Technische Universität Dresden take appropriate personnel, technical and organisational measures to comply with the data protection requirements of the German Federal Data Protection Act (BDSG), Articles 5 and 32 of the European General Data Protection Regulation (EU-GDPR), Section 10 of the Data Protection Act of the State of Hesse (HDSG), and Section 10 of the Saxon Data Protection Law (SächsDSG). The security measures are continuously adapted in line with technological developments.

6. Voluntary nature of consent
Consent to the collection, processing and use of data is voluntary. Users are able to withdraw their consent at any time without any adverse consequences.

7. Right to withdrawal and the deletion of data
Users are entitled to withdraw their consent to data processing as well as to rectify, limit the use of or delete the data collected about their person at any time. Users should direct their declaration of withdrawal to:

Climate Alliance
Galvanistraße 28
60486 Frankfurt am Main
Germany
Or send an email to: info@city-cycling.org

8. Right to information

The user has the right to receive the personal data saved in a commonly used, machine-readable format. The user moreover has the right to lodge a complaint with the respective supervisory authority. As a rule, this is the supervisory authority at the user’s habitual residence or place of work or our organisation headquarters (www.datenschutz.hessen.de).

Should users have questions that have not been answered in this privacy policy or desire further clarification of a particular point, please contact Climate Alliance’s Data Protection Officer: Dr. Wolfgang Hofstetter (w.hofstetter@climatealliance.org)

9. Inclusion, validity and timeliness of the privacy statement
This privacy statement is currently valid and dated 13 June 2018. Climate Alliance reserves the right to change its privacy policy as necessary at any time with effect for the future and in particular to adapt it to the latest technical developments or implementation.

10. Protection of minors and participation restrictions
Pursuant to the European General Data Protection Regulation (EU-GDPR), users must be at least 16 years of age to participate in the CITY CYCLING campaign and use the CITY CYCLING app. They must obtain consent from their legal guardian otherwise. This being said, a responsible adult (e.g. a parent or schoolteacher) is able to enter the kilometres on their behalf – the number of cyclists will need to be adjusted accordingly in the Settings tab.

11. Declaration of consent
Users hereby declare that they have understood and agree to the above privacy policy. If they do not acknowledge this, then they will not be permitted to participate in the CITY CYCLING campaign or to use the CITY CYCLING app.