Data processing and your rights when using the OpenSlides online voting tool

Information from the City of Mainz in accordance with Art. 13 of the General Data Protection Regulation.

Person responsible for data processing

State Capital of
Mainz
, Stadthaus, Kaiserstrasse (Lauteren Wing)
, Kaiserstrasse 3-5
, 55116 Mainz

Phone: +49 6131 12-2482
Email: hauptamtstadt.mainzde

Data protection officer

Mainz
City Administration Official Data Protection Officer
Stadthaus, Große Bleiche
, 3rd Floor, Room 3027
Große Bleiche 46 / Löwenhofstraße 1
55116 Mainz
Phone: +49 6131 12-2216
Email: datenschutzstadt.mainzde

Purposes and legal basis of data processing

The OpenSlides voting tool is used to conduct votes and pass resolutions in accordance with Section 35 (3) in conjunction with Section 40 (1) of the Local Government Act (GemO).

The legal basis for data protection is Art. 6 GDPR (1) (f) and § 3 LDSG in conjunction with § 35 (3) GemO.

Data collection, data processing

When conducting polls, we process the following personal data about you:

First and last name and email address

OpenSlides only stores as much personal data as is absolutely necessary to provide information and services reliably and securely.

Participants are also assigned a user name, assigned to a group, and given an initial password. Beyond this, only the titles of the draft resolutions/motions and their submission numbers are entered into the system.

The program sends the login details to the members of the committees by email. After logging into OpenSlides, members are asked to vote on the necessary agenda items in the program and can vote yes/no/abstain. The vote is confirmed, after which the management receives the voting result, which is also made visible to the public in the livestream.

The service logs are only evaluated by us and only to analyze possible errors, intrusion attempts, or technical behavior of the servers on our server.

The data is hosted on our own servers in the municipal data center of the city of Mainz.

Data collection

We have your registration details. These were recorded by us at the beginning of the election period so that we could contact you.

Data transfer

Parts of the collected data will only be disclosed in accordance with legal obligations, e.g., to law enforcement or tax authorities.

Data storage

The data will be stored for a maximum period of one week.

Right of appeal

According to the General Data Protection Regulation, you have the following rights:

If your personal data is processed, you have the right to obtain information about the data stored about you (Art. 15 GDPR).
If incorrect personal data is processed, you have the right to have it corrected (Art. 16 GDPR).
If the legal requirements are met, you can request the deletion or restriction of processing
and to object to the processing (Articles 17, 18, and 21 GDPR).

If you exercise your above-mentioned rights, the public authority will check whether the legal requirements for this are met.

You also have the right to lodge a complaint with the Rhineland-Palatinate State Commissioner for Data Protection:

The State Commissioner for Data Protection and Freedom of Information Rhineland-Palatinate
Hintere Bleiche 34
55116 Mainz
Phone: +49 6131 208-2449
Email: poststelledatenschutz.rlpde