Legal

Privacy policy

Which personal data this website collects, why, and what your rights are under Article 13 of the GDPR.

1. Controller

The controller within the meaning of the General Data Protection Regulation (GDPR) is:

Project Based gUG (haftungsbeschränkt)
Street and number
Postcode Kleve, Germany
Email: contact@projectbased.de
Further details: legal notice

2. Data protection contact

As a small organisation we are not currently required to appoint a data protection officer. For every question about data protection, and to exercise your rights, contact us at contact@projectbased.de.

3. General information

Scope

We only process personal data where it is needed to run this website and to answer you, organise our events and work with supporters. We do not sell personal data and do not use it for advertising.

Legal bases

Depending on the purpose, we rely on these legal bases in Article 6(1) GDPR:

(a) your consent, for example when you send a form or sign up for event updates;
(b) a contract or steps before a contract, for example when a support or sponsoring agreement is being arranged;
(c) a legal obligation, for example retention duties under tax and commercial law;
(f) our legitimate interest, for example running the website securely and answering emails.

Deletion

We delete personal data once the purpose for storing it no longer applies, unless the law requires us to keep it for longer. In that case we restrict it to that purpose and delete it when the retention period ends.

4. Hosting and server log files

This website is hosted by name and address of the hosting provider. Each time you visit, the server automatically records:

your IP address;
date and time of the visit;
the page requested and the page you came from;
browser type and version, and operating system.

This is needed to deliver the website to your device and to keep it secure and working. The data is not combined with other data and is not used for marketing. The legal basis is Article 6(1)(f) GDPR. Log files are deleted after 7 days, or the period set by the host. Because this processing is needed to run the website, there is no option to object to it.

5. Cookies and statistics

This website does not set cookies, does not use analytics or tracking tools, and does not load content from other providers. If this changes, we will update this policy and ask for your consent where the law requires it.

6. Fonts and images

All fonts and images on this website are stored on our own server. Loading them does not send any data to other providers.

7. Forms and email

What we collect

Support form (Downloads): name, email, organisation (optional), how you would like to support, message
Contact forms (field pages): name, email, message, and the field page you wrote from
Event updates sign-up (footer): email, and the page you signed up on
Email to us: your email address and whatever you write
Printable support forms (PDF): the details you fill in and send back to us, including signatures

With each form we also store the date and time it was sent. Our forms do not store your IP address. A hidden field filters out automated spam.

Purpose and legal basis

We use this data only to answer you, to organise our events and to arrange and carry out support agreements. The legal basis is your consent (Article 6(1)(a) GDPR), and for emails our legitimate interest in answering them (Article 6(1)(f) GDPR). Where your request leads to an agreement, Article 6(1)(b) GDPR applies as well.

Where it goes

Form entries are saved on our web server and sent to our inbox, contact@projectbased.de, hosted by email provider. They are not shared with anyone else.

How long we keep it

Messages and requests: until the matter is fully dealt with.
Event updates: until you unsubscribe.
Signed support forms and agreements: as long as the agreement runs, and after that for the retention periods required by tax and commercial law (usually up to 10 years).

Withdrawing consent

You can withdraw your consent or object to the storage of your data at any time by writing to contact@projectbased.de. We will then delete your data unless we are legally required to keep it. Without your data we can no longer continue the conversation.

8. Who receives your data

Only the people at Project Based who handle your request see your data. Technical service providers that we need to run this website and our email (our hosting and email providers) process data on our behalf under data processing agreements. We do not pass data to anyone else unless the law requires it.

9. Your rights

If we process your personal data, you have the right to:

Access: find out whether and which data we hold about you, why, and for how long (Article 15 GDPR);
Rectification: have wrong or incomplete data corrected (Article 16);
Erasure: have your data deleted, unless we are required to keep it (Article 17);
Restriction: have processing limited, for example while the accuracy of your data is checked (Article 18);
Notification: have anyone who received your data told about a correction, deletion or restriction (Article 19);
Data portability: receive the data you gave us in a common, machine-readable format, or have it sent to someone else (Article 20);
Objection: object to processing based on our legitimate interest, for reasons relating to your situation (Article 21);
Withdrawal of consent: withdraw consent at any time, without affecting processing before the withdrawal (Article 7(3));
Complaint: complain to a data protection supervisory authority (Article 77).

To use any of these rights, write to contact@projectbased.de. The supervisory authority responsible for us is:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (LDI NRW)
Kavalleriestraße 2–4
40213 Düsseldorf, Germany

10. Status of this policy

This privacy policy is a draft dated October 2026. It is under revision while the website and Project Based gUG are being set up, and will be reviewed before the website goes fully live. We will update it whenever our website, our services or the legal requirements change. The current version is always available on this page.