Contact Form Terms
Information on how contact form messages and personal data are processed.
Last updated: 2025-11-15These terms explain what happens when you use a contact form on the HCIS website. They cover the information collected, how it is used, and your rights in relation to that data.
- 1. Data Collected via Contact Forms
When you submit a contact form, the following data may be processed:
- Your name (if provided)
- Your e-mail address
- The content of your message
- Technical metadata such as timestamp and originating IP address (for security and troubleshooting)
You should avoid including sensitive information (e.g., health data, passwords, financial details) unless explicitly requested for a specific purpose.
- 2. Purpose of Processing
The main purposes of processing form data are:
- Responding to inquiries and feedback
- Coordinating meetings, collaborations, or participation in projects
- Routing your request to the appropriate person or unit within THI
The data is not used for unrelated advertising or profiling.
- 3. Storage Duration
Contact form submissions are stored only as long as necessary to:
- Handle and document your request
- Comply with applicable legal or administrative requirements
Once there is no further need to retain the data, it is deleted or anonymized.
- 4. Legal Basis
Depending on the type of inquiry, processing is based on:
- Art. 6(1)(b) GDPR – performance of a contract or steps prior to entering into a contract, or
- Art. 6(1)(f) GDPR – legitimate interest in handling communications and ensuring efficient operations
If your inquiry clearly goes beyond these grounds, explicit consent may be requested.
- 5. Your Rights
You have the rights described in the general privacy notice (e.g., access, rectification, erasure, restriction, objection). To exercise these rights with respect to contact form data, please reference the approximate date and topic of your request so it can be identified.