Information requirements – collection of data from the data subject, Art. 13 GDPR

1. Description of the processing activity

In the “ASCEND” project, the Harthof is to be developed into an energy-positive neighborhood in the period from 2023 - 2027. For the mobility sector, this means saving energy and CO2 by using sustainable mobility offers that will be set up during this time and offered permanently beyond the project period.

An online survey will be conducted in 2024 before these offers are set up and in 2026 after an appropriate period of use. The evaluation of mobility behavior serves to record the CO2 savings achieved through the use of the mobility offers. In addition, questions will also be asked about the use of energy-consuming devices in daily life in order to cover this area, which is independent of mobility.

Consent is obtained at the beginning for the initial survey and at the end of the questionnaire for the second/follow-up survey. After each online survey, there is an optional prize draw for participants. The winners' data will not be made public.

2. Name and contact details of the person responsible

The City of Munich, Department of Mobility (MOR-GB1.31), 80331 Munich, email: ascend.mobilitaet@muenchen.de, is responsible for processing.

3. Purposes, legal basis and data categories of data processing

Invitation to and participation in initial and follow-up surveys

The invitation was sent anonymously by post.

Your data will be collected in the context of participating in the survey in order to evaluate the “ASCEND” project and to examine the effects on the mobility and energy behavior of residents.

The data processing is carried out on the basis of the consent given at the beginning of the survey in accordance with Art. 6 Para. 1 lit. a GDPR.

At the end of the survey, the consent status for the follow-up survey in 2026 is documented.

If you agree to participate in follow-up surveys, you will receive an invitation for this follow-up survey in 2026, so that we can compare the results of the first with the results of the second survey and thus generate better data quality. The comparison allows changes in behavior to be measured and displayed more accurately, e.g. whether more sustainable means of transport were used. In addition, your data (email address and first and last name, if it is part of the email address) will be collected. The processing of your data in this context is also based on your consent in accordance with Art. 6 (1) point a GDPR.

The following data is collected and processed for the purpose of conducting the initial and follow-up surveys:
a. Last name, if it is part of the email address
b. first name, if it is part of the email address
c. email address
d. age
e. sociodemographic data (number of household members, gender)

Raffle

If you have consented to participate in the raffle for vouchers at the end of the surveys, we will process your data in order to contact you for the raffle and to be able to notify you if you win.

The data processing is carried out on the basis of the consent given at the end of the survey in accordance with Art. 6 (1) point a GDPR.

The following data is collected and processed for the purpose of participating in a draw and for sending the prize:
a. Surname, if it is part of the email address
b. First name, if it is part of the email address
c. Email address
d. Age
e. Postal address, after renewed contact via e-mail, in order to be able to send the prize

Participation in the raffle is only open to persons over the age of 18. All employees of the City of Munich are excluded from participating in the raffle. The winners will be notified by e-mail and asked for their delivery address and preferred voucher. The voucher will be sent by post, unless it is an online voucher.

E-mail distribution list / newsletter

If you have agreed at the end of the survey to stay informed about the ASCEND project, we will process your e-mail address for the purpose of sending you further information such as events and workshops, general developments in the project area, urban development measures, energy advice for residents, opportunities for residents to get involved, and new mobility options in the neighborhood.

For this purpose, we collect your email address, including your first and last name if included in the email address.

The data processing is carried out on the basis of the consent given at the end of the survey in accordance with Art. 6 Para. 1 lit. a GDPR.

4. recipients or categories of recipients of personal data

We work together with our Austrian project partner in the ASCEND project, “AIT Austrian Institute of Technology GmbH”, to process your data. This partner creates the online questionnaire and is responsible for the monitoring and evaluation of all project partners in Europe. The data processing by the above-mentioned project partner is carried out exclusively for the purpose of conducting the initial and follow-up surveys. The draw and prize distribution are carried out by the Mobility Department of the City of Munich.

5. Transfer of personal data to a third country

No transfer of personal data to third countries takes place.

6. Duration of storage of personal data

Initial survey

Personal data (email address containing first and last names) collected during the initial survey for which no consent has been given for follow-up surveys will be deleted 12 months after the end of the survey.

Second/follow-up survey

The data stored on the basis of the survey-specific consent for the follow-up survey will be deleted at the earliest possible date and no later than one year after the evaluation period, i.e. in November 2027 (end of project).

Prize draw

If you have not been identified as a winner, we will delete the data processed for the purpose of conducting the draw within one month of the draw ending. If you have been identified as a winner, tax and commercial law retention periods apply to your personal data. These are 10 years for accounting records in accordance with § 147 para. 1 of the German Fiscal Code (AO) and 6 years for business documents in accordance with § 257 para. 1 of the German Commercial Code (HGB).

E-mail distribution list / newsletter

The personal data for the purpose of receiving further information in the ASCEND project will be stored and processed until your revocation or the discontinuation of the processing purpose (dissolution of the e-mail distribution list / newsletter on December 31, 2027). The data will also be passed on to the Münchner Gesellschaft für Stadterneuerung mbH, which is responsible for participation measures as a project partner. The processing period remains the same. The legal basis is Art. 6 para. 1 a GDPR.

7. Rights of data subjects

You can assert your rights under Art. 15 ff. GDPR (information, correction, deletion, objection, restriction of processing and transferability) against the Department of Mobility as the representative of the City of Munich as the responsible body, if the legal requirements for this are met. You also have the right to appeal to the relevant supervisory authority, the Bavarian State Commissioner for Data Protection, Dr. Thomas Petri, Postfach 22 12 19, 80502 Munich.

8. Right of withdrawal of consent

If you have consented to the processing of your data by the City of Munich by means of a corresponding declaration, you can revoke your consent at any time for the future. The lawfulness of the data processing carried out on the basis of the consent until the revocation will not be affected by this.

9. Contact details for the data protection authority

You can contact the data protection authority of the City of Munich at datenschutz@muenchen.de or by post at Marienplatz 8, 80331 Munich.