Privacy Policy
Digital Health Corner — Project Directory Effective: 2026-04-29 · Concept reference: §7
Note. This text is a draft. Binding versions are released by the curatorium and the data-protection officer before go-live. Sections marked
[TBD: …]are still to be supplied. The German version (PRIVACY.de.md) is the binding text per CoC §12.
1. Data Controller
The controller in the sense of the GDPR is:
- [TBD: full legal name of the operating body]
- Address: [TBD: street, postcode, city, country]
- Email: [TBD: contact-email@…]
- Phone: [TBD: optional]
2. Data Protection Officer
[TBD: name and contact of the DPO if appointed; otherwise: "No DPO is appointed; appointment is not mandatory under Art. 37 GDPR."]
3. What data is processed
The DHC Project Directory processes only the data needed to fulfil the purpose laid down in concept §3 (making projects visible and allowing personal contact):
| Category | Content | Legal basis |
|---|---|---|
| Member account | email, name, organisation, organisation domain, role | Art. 6(1)(b) — performance of contract |
| Profile content | the 13 fields per concept §5.1 | consent at profile creation (Art. 6(1)(a)) |
| Authentication tokens | magic-link tokens, session tokens, MFA secret if enabled | Art. 6(1)(b) |
| Audit log | actor, action, timestamp of administrative events | Art. 6(1)(f) — legitimate interest, traceability (concept §7.4) |
| Invitations | email address of invitee, optional note, status | Art. 6(1)(b) |
| Code-of-Conduct acceptance | date, version | Art. 6(1)(c) — documentation duty |
No special-category data under Art. 9 GDPR is processed. Classified content is forbidden by CoC §4.
4. Purposes of processing
- Operating the platform (rendering profiles per the visibility model, concept §4.3)
- Communication with members (invitations, magic-link login, contact requests)
- Security and abuse prevention (audit log, burst detection)
- Fulfilment of legal obligations (consent records)
5. Recipients and processors
Personal data is shared only with:
- Hosting provider: [TBD: ZAP server provider, Frankfurt am Main, Germany] — processor under Art. 28 GDPR
- Email transport: [TBD: SMTP provider with EU-based servers]
- Within the platform: other members within the profile-owner's chosen visibility tier (Tier 1/2/3 per §4.3)
No data is transferred to third countries outside the EU/EEA. All servers are located in Frankfurt am Main, Germany.
6. Retention
| Data type | Retention |
|---|---|
| Account + profiles | until the member deletes (Art. 17) |
| Magic-link tokens | 15 minutes |
| Session tokens | 30 days rolling, deleted on inactivity |
| Invitations | 30 days after issue or until accepted |
| Audit log | [TBD: retention period, recommend 24 months, then anonymised] |
| Stale-profile flag | 12 months without update |
After account deletion, anonymised traces remain in the audit log (actor-id nulled, email removed) where required for traceability.
7. Your rights
Under the GDPR you have the following rights:
- Art. 15 — Access. On request you receive a copy of all data we hold about you. The most relevant fields are also visible in "Settings" while signed in.
- Art. 16 — Rectification. Profile data is editable directly; other corrections via the contact in §11.
- Art. 17 — Erasure. You can delete your account at any time (Settings → Delete account). Deletion covers profile, sessions and contact requests.
- Art. 18 — Restriction. On request.
- Art. 20 — Data portability. JSON export via Settings.
- Art. 21 — Objection. Against processing based on Art. 6(1)(f) (audit log).
- Right to lodge a complaint with the competent supervisory authority: [TBD: relevant German data-protection authority — for a Hessen-based seat, "Der Hessische Beauftragte für Datenschutz und Informationsfreiheit"]
8. Cookies
The DHC Project Directory uses only strictly necessary cookies:
| Cookie | Purpose | Duration |
|---|---|---|
authjs.csrf-token | CSRF protection on sign-in | session |
authjs.session-token | sign-in session | 30 days |
authjs.callback-url | post-login redirect | session |
dhc_locale | selected language | 1 year |
dhc_theme | selected colour scheme | 1 year |
No tracking, analytics or marketing cookies are set. A consent banner under §25 TDDDG (German implementation of the ePrivacy directive) is therefore not required.
9. Security measures
- TLS for all connections
- Magic-link sign-in instead of persistent passwords
- MFA (TOTP) mandatory for curators and administrators
- Encrypted database backups; [TBD: backup strategy + retention]
- Audit log of security-relevant actions
10. Profile visibility (concept §4.3)
Profiles are visible only to a restricted audience based on the chosen visibility tier:
- Tier 1 (Open): all authenticated members
- Tier 2 (Domain): only members of the same organisation domain
- Tier 3 (Request): only name, tags and domain are visible upfront; full data only after individual approval by the profile owner
These tiers are enforced technically and cannot be circumvented by multi-account or scraping (cf. CoC §6).
11. Contact for data-protection requests
[TBD: dedicated privacy email, e.g. privacy@digitalhealthcorner.eu]
12. Changes to this policy
Substantive changes are announced to members at least 14 days in advance; non-substantive edits (typos, editorial clarifications) are made silently with an updated effective date above.