Privacy Policy

The entity responsible for the processing of personal data when the website is accessed is

Federal Police Headquarters
Heinrich-Mann-Allee 103
14473 Potsdam, Germany
Telephone: +49 331 97997-0
Fax: +49 331 97997-1010
E-mail: bpolp@polizei.bund.de

The Federal Police Headquarters is responsible for the operational and technical supervision of the Federal Police. Generally, you can contact us at the address below with any questions you may have regarding the Federal Police. 

Federal Police Headquarters
Heinrich-Mann-Allee 103
14473 Potsdam, Germany
Telephone: +49 331 97997-0
Fax: +49 331 97997-1010
E-mail: bpolp@polizei.bund.de

Personal data is any information relating to an identified or identifiable natural person. A natural person is considered to be identifiable if they can be identified, directly or indirectly – specifically via association with an identifier such as a name, an identification number, location data or an online identifier.

The Federal Police processes personal data while carrying out its duties in the public interest. Further details on data processing in connection with police duties can be found in the section on the Federal Data Protection Act.

The Federal Police is administered by the federal government. This involves a range of administrative tasks that do not fall within the scope of police duties. These include, amongst others:

• Provision of information to third parties or to the public
• Handling of general complaints, requests or enquiries
• Acting as a party to a civil law contract and as a public-law body
• Use for recruitment and personnel management
• Procurement of services or consumer goods
• Provision of replacement documents

This action is directly related to the public duty and is therefore assessed by the same standards.

Article 6(1)(c) of the General Data Protection Regulation (GDPR), in conjunction with the relevant legal provision from which the legal obligation arises, serves as the legal basis insofar as the processing of personal data is necessary to fulfil a legal obligation incumbent on the Federal Police.

Article 6(1)(d) of the GDPR serves as the legal basis insofar as the processing of personal data is necessary to protect the vital interests of the data subject or of another natural person.

Article 6(1)(e) of the GDPR, in conjunction with Section 3 of the Federal Data Protection Act (BDSG), serves as the legal basis insofar as processing is necessary for the Federal Police to carry out the aforementioned tasks, which are in the public interest or are carried out in the exercise of official authority vested in the Federal Police.

Article 6(1)(a) of the GDPR serves as the legal basis, insofar as we seek your consent for the processing of personal data.

Under Sections 8 and 9 of the Act on the Federal Office for Information Security (BSIG), the Federal Office for Information Security is responsible for protecting the Federal Government’s communications technology and its components against malware and other threats. To this end, the Federal Office must analyse the data generated at the interfaces of the Federal Government’s communications technology (interface data) and process data generated by the operation of the Federal Government’s communications technology (log data), insofar as this is necessary for the detection and defence against malware.

Malware detection system

The Federal Police operate the malware detection system in order to fulfil their statutory duties. The malware detection system automatically analyses incoming and outgoing communications (e-mails and http(s) traffic) from federal authorities and forwards any potential attacks it detects for analysis within the Federal Police. The collection of data may also involve the processing of personal data generated at the interfaces of the Federal Government’s communications technology, such as IP addresses, URLs and e-mail content.

Every time you access the Federal Police website or download a file, data relating to this action is temporarily stored in a log file.

Specifically, the following data is stored for each visit/access:

• The date and time of the request (timestamp), as well as the IP address of the accessing device or server,
• Request details and destination address (protocol version, HTTP method, referrer, User-Agent string),
• Name of the file retrieved and the amount of data transferred (requested URL including query string, and size in bytes) as well as a message indicating whether the request was successful (HTTP status code).

The Federal Police acts on the basis of Article 6(1)(c) (GDPR) – in conjunction with Section 3 of the Act on the Federal Office for Information Security (BSIG), in conjunction with Section 8 BSIG, in conjunction with the minimum standard for logging and detecting cyber attacks – to store data for the purpose of protecting the internet infrastructure of the Federal Police or the Federal IT Centre, as well as the Federal Government’s communications technology, beyond the time of your visit. This data is analysed and is required for legal and criminal proceedings in the event of attacks on communication systems. The data will be deleted as soon as it is no longer required for the performance of the task.

Data logged when accessing the Federal Police’s website will be disclosed to third parties only insofar as we are legally obliged to do so, or where such disclosure is necessary for legal or criminal proceedings in the event of attacks on the Federal Government’s communications infrastructure. Data will not be disclosed in any other circumstances. The Federal Police does not cross-reference this data with other data sources.

When you visit the website, temporary cookies (known as session cookies) are used for technical purposes. These are small pieces of data that a website stores in the memory of the visitor’s computer. A session cookie stores a randomly generated unique identification number – a session ID. In addition, a cookie contains information about its origin and how long it is stored. You cannot save any other data.

Cookies are used to display banners; these remain active for the duration of your visit to the website.

The use of these cookies is technically necessary under Section 25(2) of the Act on Data Protection and the Protection of Privacy in Telecommunications and Digital Services (TDDDG) and is based on Article 6(1)(e) of the GDPR in conjunction with Section 3 of the Federal Data Protection Act (BDSG) and Section 3 of the Act on the Promotion of Electronic Administration (E-Government Act). Its purpose is to provide information, as required, on the tasks assigned to the Federal Police.

The session cookies used will be deleted when you log out.

You can check in any web browser whether cookies are being set and what they contain. Detailed information is available on the websites of the Federal Commissioner for Data Protection and Freedom of Information and the Federal Office for Information Security.

Most browsers are set to accept cookies automatically. However, you can disable the storage of cookies or set your browser so that cookies are only stored for the duration of your current internet connection.

On the basis of Article 6(1)(a) of the GDPR and Section 25(2)(2) of the TTDSG, the Federal Police analyses usage data for statistical purposes in order to provide information tailored to the needs of the tasks it is required to perform.

This is done using the “Matomo” (formerly “PIWIK”) web analytics service. 

When individual pages of our website are accessed, the following data is stored:

• Two bytes of the IP address of the user’s system (anonymous)
• The visited website
• The website from which the user accessed the current website (referrer)
• The subpages accessed from the website being visited
• The length of time spent on the website
• The frequency with which the website is visited

No cookies are stored on users’ computers as part of our web analytics. The data will be used solely by the Federal Police.

This data is processed on the basis of your consent. You may withdraw your consent at any time here: To do this, scroll down to the footer, click on "COOKIES" and change your settings.

You can contact the Federal Police by e-mail using staff members’ personal work e-mail addresses, various functional mailboxes, or the central e-mail address: bpolp@polizei.bund.de.

In doing so, your e-mail address and any personal information contained in the e-mail (such as your surname, first name, address, content, etc.) will be collected.

Personal data sent to the central address and stored by the organisational unit responsible for message distribution is forwarded to the relevant departments within the Federal Police (organisational units of the Federal Police Headquarters or subordinate authorities and departments). The data provided will be stored there for up to five years for the purpose of contacting you and processing your enquiry, in accordance with the time limits set out in the “Procedural Regulations on the Retention and Disposal of Documents within the Federal Police”.

Please note that the processing of your data is carried out on the basis of Article 6(1)(e) of the GDPR in conjunction with Section 3 of the BDSG. We need to process the personal data you have provided in order to deal with your enquiry.

The Federal Police website also provides e-mail addresses of third parties specialising in specific topics. These e-mail addresses do not contain “polizei.bund.de” after the “@” symbol. If you use any of these addresses to contact us, the processing of personal data is not the responsibility of the Federal Police. If you have any questions regarding the processing of your personal data by third parties, please contact them directly.

The data submitted via the Federal Police’s contact forms is transmitted via an encrypted HTTPS connection.

Please note that the processing of data in connection with contacting the Federal Police is carried out on the basis of Article 6(1)(e) of the GDPR in conjunction with Section 3 of the Federal Data Protection Act. We need to process the personal data you have provided in order to deal with your enquiry.

You can get in touch using one of several contact forms:

• Online form: “Ask a question”
• Online form: “Report an issue”
• Online form: “Feedback and Complaints”
• Online form: “Travel enquiry”
• Online form: “Request replacement documents”

If you use one of the contact forms to get in touch, the information you are required to provide is limited to what is necessary to process your enquiry. The mandatory fields will vary depending on the recipient of the contact form you are using and the specific requirements for processing your enquiry. Without this information, we will be unable to process your enquiry submitted via the contact form. Additional details are optional.

By ticking the “Declaration of Consent” checkbox and submitting the contact form, you consent to the transmission and storage of your personal data, your IP address and the information contained in the user-agent string. If you do not agree to this, you may cancel the process at any time. Your message will not be sent.

Please note that the data and content submitted via the contact form will be processed for the purpose of dealing with your enquiry.

By ticking the “Declaration of Consent” checkbox and submitting the contact form, you consent to the transmission and storage of your personal data, your IP address and the information contained in the user-agent string. If you do not agree to this, you may cancel the process at any time. Your message will not be sent.

Your enquiry, which you have submitted to us via the contact form, will be processed by staff at the Federal Police, who will also handle any necessary internal referrals. 

Please note:

It is not possible to file a criminal complaint using this form. To do so, please contact a local office of the Federal Police or the State Police in person. Your report may result in police action and an investigation. If it transpires that you have deliberately provided false information, you may be liable to prosecution.

If you write a letter to the Federal Police, the data you provide (surname, first name, address) and the information contained in the letter (personal data provided by you) will be stored for the purpose of contacting you and processing your enquiry in accordance with the retention periods for written records set out in the “Procedural Regulations on the Retention and Disposal of Written Records in the Federal Police”.

When you contact an employee by telephone, personal data (name, telephone number and any personal data you provide) will be processed, where necessary, in order to deal with your enquiry.

If you contact the Citizen Service at 0800-6-888-000, , no personal data will generally be collected. Personal data is collected only in cases where you are asked to call back or provide written notification, or if you are considered a potential witness in connection with police or criminal proceedings.

You can contact the Federal Police Foundation by e-mail at bundespolizeistiftung@bmi.bund.de. In doing so, your e-mail address and any personal information contained in the e-mail (such as your surname, first name, address, content, etc.) will be collected. The data provided will be stored for 10 years for the purpose of contacting you and processing your enquiry, in accordance with Section 147(3) of the German Fiscal Code.

When you contact us by telephone, personal data (name, telephone number and any personal data you provide) will be processed, where necessary.

This is done on the basis of Article 6(1)(e) of the GDPR in conjunction with Section 3 of the BDSG.

Under Section 10 of the Administrative Service of Documents Act (VwZG), official documents may be served by public notice if the recipient’s whereabouts are unknown and service on a representative or authorised agent is not possible, or if service abroad is not possible or is unlikely to succeed.
A public notice may also be published on a website. A number of government agencies and departments of the Federal Police have chosen to publish information on this website.

For the purposes of public service of documents, the surname, first name and the last known address of the person to whom an official document is to be served are published. In addition, the date of the decision to be published and the corresponding reference number will be published. Using this information, the data subject may collect or view the relevant decision at the issuing office upon presentation of valid photo ID, or through an authorised representative.

Please note that the processing of your data is carried out on the basis of Article 6(1)(e) of the GDPR in conjunction with Section 3 of the BDSG. The processing of the data subjects’ personal data is necessary for the Federal Police to carry out a statutory duty.

Personal data will be published on the website for three weeks.

You may request the early deletion of the published data by collecting or viewing the relevant notice at the issuing department. If this department confirms that the notice has been served, the public notice will be removed from the website immediately.

This also applies insofar as the Federal Police operates its own social media channels.

We maintain publicly accessible profiles on various social media platforms. Visiting these profiles triggers data processing operations. Below, we provide an overview of which of your personal data we collect, use and store when you visit our profiles. You are not obliged to provide us with your personal data.

The Federal Police operates the following social media channels:

When you visit our profiles, your personal data is collected, used and stored not only by us, but also by the operators of the respective social network. This happens even if you don’t have a profile on that social network yourself. The specific data processing operations and their scope vary depending on the operator of the respective social network, and we are not necessarily able to ascertain what they are. For details regarding the collection and storage of your personal data, as well as the nature, scope and purpose of its use by the operator of the respective social network, please refer to the respective operator's privacy policy:

• The privacy policy for the social network Facebook, which is operated by Meta Platforms Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland, can be viewed at https://www.facebook.com/about/privacy/update?ref=old_policy;
• The privacy policy for the social network Instagram, which is operated by Meta Platforms Ireland Limited, can be viewed at https://help.instagram.com/155833707900388;
• The privacy policy for the social network YouTube, which is operated by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, can be viewed at https://policies.google.com/privacy?hl=en;
• The privacy policy for the social network X, operated by X Internet Unlimited Company, Attn: Data Protection Officer, One Cumberland Place, Fenian Street, Dublin 2, D02 AX07, Ireland, can be viewed at https://x.com/en/privacy;
• The privacy policy for the social network WhatsApp, WhatsApp Ireland Limited, Attn: Privacy Policy, Merrion Road, Dublin 4, D04 X2K5, Ireland, can be viewed at https://www.whatsapp.com/legal/privacy-policy-eea?lang=en.

The controller within the meaning of Article 4(7) of the GDPR is

Federal Police Headquarters
Heinrich-Mann-Allee 103
14473 Potsdam, Germany

Telephone: +49 331 97997-0
Fax: +49 331 97997-1010
E-Mail: bpolp@polizei.bund.de

Contact details of the data protection officer

When you visit our social media profiles, we process the following personal data: The user name you have entered on the network and which is publicly visible, your profile information and the content published under your account will be processed to the extent that we may share your post, reply to it or refer to your account. Any data you freely publish and share on the network will be incorporated into the Federal Police’s services and, where appropriate, made available to other users of the Federal Police’s social media platforms.

The legal basis for the processing of data following interaction with the content on the Federal Police’s social media channels is Article 6(1)(e) of the GDPR in conjunction with Section 3 of the Federal Data Protection Act (BDSG), as well as Article 6(1)(a) of the GDPR, insofar as consent has been given by users of the social media platforms.

The purpose of data processing through the Federal Police’s use of social media is to provide information, tailored to specific needs, on the tasks entrusted to the Federal Police as part of its public relations work.

If you use our social media profiles to contact us (for example, by posting your own content, reacting to one of our posts, or sending us a private message), we will process the data you provide to us solely for this purpose. The contact details for social media platforms may vary.

We store your comments as part of the post and will only delete them once they are no longer required or if you ask us to delete them; insofar as statutory retention obligations apply, we will restrict the processing of the stored data accordingly.

When using the social media platforms operated by the Federal Police, your personal data will not be processed in any way beyond this, nor will it be disclosed to third parties.

Your rights as a data subject.

General information

Through its website, FEDERAL POLICE HEALTHCARE aims to provide prospective and current members with comprehensive and expert information on benefits, contributions and health-related topics, whilst offering those entitled to healthcare benefits and business partners the best possible online service expected of a modern service provider. The legal basis for data protection is set out in the General Data Protection Regulation (GDPR), the German Social Code (SGB) and the Federal Data Protection Act (BDSG). FEDERAL POLICE HEALTHCARE collects and uses your personal data exclusively in accordance with these provisions.

Purposes and legal basis for the processing of personal data

Data processing in connection with the use of the digital and analogue services provided by FEDERAL POLICE HEALTHCARE is carried out for the purpose of providing healthcare, informing those entitled to such care, and for public relations purposes.

Insofar as personal data is collected, this is done either on the basis of your explicit consent (Art. 6(1), sentence 1, (a) GDPR), to fulfil legal obligations to which FEDERAL POLICE HEALTHCARE is subject (Art. 6(1), sentence 1, (c) GDPR in conjunction with Section 70(2) of the Federal Salaries Act, Section 78 of the Federal Civil Service Act), for the performance of tasks in the public interest or in the exercise of official authority conferred to FEDERAL POLICE HEALTHCARE (Art. 6(1), sentence 1, (e) GDPR in conjunction with Section 3 of the Federal Data Protection Act)

For information purposes only

See: https://bundespolizei.de/datenschutz

Use of services

For some of the FEDERAL POLICE HEALTHCARE’s online services, we require personal data in order to be able to provide these services. If you wish to make use of any of these services, we will collect and store only the data necessary to provide the service. The stored data will be used only for the stated purpose.

The data that FEDERAL POLICE HEALTHCARE collects, stores and uses in each service offering is specified in the individual input forms. Mandatory fields are marked here. All other details are optional.

Data processing is based on your consent (Article 6(1), sentence 1, (a) of the GDPR) insofar as consent is required to use the services. Furthermore, data processing is carried out to fulfil legal obligations to which FEDERAL POLICE HEALTHCARE is subject (Article 6(1), sentence 1, (c) of the GDPR in conjunction with Section 70(2) of the Federal Salaries Act, Section 78 of the Federal Civil Service Act) and for the performance of tasks in the public interest or in the exercise of official authority entrusted to FEDERAL POLICE HEALTHCARE (Article 6(1), sentence 1, (e) of the GDPR in conjunction with Section 3 of the Federal Data Protection Act).

Channels of communication with FEDERAL POLICE HEALTHCARE

FEDERAL POLICE HEALTHCARE offers various ways to get in touch. This data is used for purposes including applications, the submission of invoices, and to provide information about medical care services and public relations activities. Data processing is based on your consent (Article 6(1), sentence 1, (a) of the GDPR) insofar as consent is required to use the services. Furthermore, data processing is carried out to fulfil legal obligations to which FEDERAL POLICE HEALTHCARE is subject (Article 6(1), sentence 1, (c) of the GDPR in conjunction with Section 70(2) of the Federal Salaries Act, Section 78 of the Federal Civil Service Act) and for the performance of tasks in the public interest or in the exercise of official authority entrusted to FEDERAL POLICE HEALTHCARE (Article 6(1), sentence 1, (e) of the GDPR in conjunction with Section 3 of the Federal Data Protection Act).

Password-protected online service

If you have registered for our password-protected web service, you may unsubscribe at any time. This cancellation does not affect your membership of FEDERAL POLICE HEALTHCARE or the associated database.

The programmes used for password entry log the following data every time there is a failed login attempt or a password is locked:

• Date,
• Time,
• The IP address of the computer from which the incorrect entry was made, as well as the username. This data is stored on the web server of FEDERAL POLICE HEALTHCARE.

E-mail communication

In some cases, we respond to customer enquiries by post, even if the enquiry was sent to us by e-mail. A prime example of this is the legal obligation to ensure secure delivery in connection with the electronic health card (eGK) pursuant to Section 336 of the German Social Code, Book V (SGB V). This requirement for secure delivery of the eGK and its PIN refers to personal handover to the insured person or handover at the health insurance fund’s office, where the recipient’s identity is verified. The postal replies are generated and sent via the healthcare administration system.

In other cases, such as when registering for the online portal of the service application, a response via a technically secured e-mail is also possible. The central mailbox can be accessed at: info@bundespolizei-heilfuersorge.de.

Contact forms

You can contact FEDERAL POLICE HEALTHCARE using online forms, insofar as these are required for applications. The data collected and used solely for the purpose of contacting you is provided on a voluntary basis. They are transmitted using TLS encryption – a security standard for encrypted communication over networks.

Contact by telephone

FEDERAL POLICE HEALTHCARE operates a helpline at the central number +49 331 982240. When you contact our staff by telephone, personal data (name, telephone number and any personal data you provide) will be processed, where necessary, in order to deal with your enquiry. The hotline staff will either answer general enquiries directly or put you through to a specialist for further advice.

Chatbot

A chatbot forms an integral part of the self-service app. When this feature is used, data from the chat history and the chat user’s session ID are processed. The logged data is stored solely for data security purposes, in particular to prevent attempted attacks on our web server (Article 6(1)(f) GDPR). The chatbot provides automated responses on the relevant topics. We are unable to answer any questions beyond those specified. The chatbot’s responses are not legally binding; they are intended solely to provide you with initial information. Where necessary, forms will be provided for you to fill in.

Use of the chatbot is optional. If you have any questions or concerns, you can always contact the Healthcare staff using traditional methods (such as post, e-mail or telephone).

Deletion of data

FEDERAL POLICE HEALTHCARE deletes personal data,

• If the user withdraws their consent to the storage of their data.
• If the personal data is no longer needed.
• If the storage is unlawful for other legal reasons.

You may sign up for or unsubscribe from any of FEDERAL POLICE HEALTHCARE’s services that require registration at any time, of your own accord.

System security

We guarantee the security of your data. This includes, among other things, measures to protect personal data from unauthorised access by third parties. Security measures are regularly updated to reflect the latest technological developments.

Whenever you are asked to enter personal data on our website, this information is always transmitted over the internet using SSL encryption. This prevents unauthorised persons from gaining access to your data.

You can view your rights as a data subject here.

Contact details, data protection and the data controller

You can find the contact details of the data controller here: https://bundespolizei.de/datenschutz#c13884

You can find the contact details of the data controller, the Federal Police Headquarters, here: https://bundespolizei.de/datenschutz#c13883

You can find the contact details of the data protection officer here: https://bundespolizei.de/datenschutz#c13884

Internal data protection officer, FEDERAL POLICE HEALTHCARE: DS@bundespolizei-Heilfuersorge.de

You also have the right to lodge a complaint with the data protection supervisory authority, the Federal Commissioner for Data Protection and Freedom of Information.

• https://bundespolizei.de/datenschutz#c13924
• https://bundespolizei.de/datenschutz#c13923

Self-service

Under the “Self-Service” section, FEDERAL POLICE HEALTHCARE as the data controller within the meaning of data protection law, provides you with various online services. In order to provide the self-service offering and to improve it, FEDERAL POLICE HEALTHCARE collects and processes certain personal data, as described below. FEDERAL POLICE HEALTHCARE uses this data to provide the services and functions offered via the Internet Service Centre.

Registration

A separate registration is required to use the Internet Service Centre. To that end, we will need your first name, surname, date of birth, insurance number and mobile phone number. You will receive the activation code required to use the Internet Service Centre by post at the address you have registered with FEDERAL POLICE HEALTHCARE.

This data is collected and processed on the basis of the statutory duties of FEDERAL POLICE HEALTHCARE in accordance with Article 6(1)(c) of the GDPR in conjunction with Section 70(2) of the Federal Salaries Act, in conjunction with Section 75(3) of the Social Code, Book V, in conjunction with Section 284 of the German Social Code, Book V.

1.2.2. Use and deletion of cookies

We use cookies to personalise content and adverts, to provide social media features, and to analyse traffic on our website. These are known as session cookies. For further information, visit: bundespolizei.de/datenschutz

The use of these cookies is technically necessary under Section 25(2) of the Act on Data Protection and the Protection of Privacy in Telecommunications and Digital Services and is based on Article 6(1)(e) of the GDPR in conjunction with Section 3 of the Federal Data Protection Act (BDSG) and Section 3 of the Act on the Promotion of Electronic Administration. Its purpose is to provide information, as required, on the tasks assigned to the Federal Police.

How can I delete my data or prevent it from being stored? 
You have the right to access and delete your personal data at any time. You can prevent data collection and storage, for example, by refusing the use of cookies via the cookie notice. Your browser offers another method to prevent data processing or to manage it according to your preferences. Cookie management works slightly differently depending on the browser.

1.2.3. Chatbot

You can use our chatbot on our website. This involves processing data from the chat history, as well as the chat users’ session IDs. The logged data is stored solely for data security purposes, in particular to prevent attempted attacks on our web server. The legal basis for this is Article 6(1)(e) of the GDPR in conjunction with Section 3 of the BDSG.  

The chatbot provides automated responses on the relevant topics. We are unable to answer any questions beyond those specified. The chatbot’s responses are not legally binding; they are intended solely to provide you with initial information. These answers are not a substitute for professional advice from your customer advisor.

Use of the chatbot is optional. To clarify the questions and issues raised here, you may also contact a FEDERAL POLICE HEALTHCARE staff member at any time using the usual methods (for example, by post, e-mail or telephone).

If you use a voice assistant – such as Alexa, Siri, Cortana, Dragon, etc. – to control your computer and interact with the chatbot, there is a possibility that your data may be processed by the respective voice service provider in the cloud. FEDERAL POLICE HEALTHCARE has no control over this. As a result, FEDERAL POLICE HEALTHCARE is not responsible for ensuring compliance with data protection regulations in relation to the processing of data used to control the computer (user input).

To improve the quality of the chatbot and the user experience, chat logs are recorded and stored. By using the chatbot, you agree that the data provided by the FEDERAL POLICE HEALTHCARE will be used to answer questions and to improve the chatbot’s response behaviour. The system only stores the text; no user data is stored. It is not possible to identify the user. The legal basis for the storage of the personal data collected in this way is Article 6(1)(a) of the GDPR in conjunction with Section 3 of the BDSG.

If you enter your personal data into the chatbot (such as your customer number, name or date of birth), or if your entries allow conclusions to be drawn about a natural person’s health data, such entries are always voluntary and will be processed on the basis of your consent in accordance with Article 9(2)(a) of the GDPR. You may withdraw your consent at any time by sending an informal e-mail to info@Bundespolizei-Heilfuersorge.de addressed to FEDERAL POLICE HEALTHCARE. This does not affect the lawfulness of the processing carried out on the basis of consent prior to its withdrawal.

Use of personal Data

See General information: Purposes and legal basis for the processing of personal data

Preventing misuse and ensuring traceability

In order to prevent the misuse of personal access to the FEDERAL POLICE HEALTH SERVICE – in your own interests as well – and to ensure the necessary traceability, the following activities are logged:

• All login procedures (Login)
• All failed login attempts
• The respective processing operation (transaction)

The following information is logged: User ID, time, date, type of identification and a transaction ID. In the event of failed login attempts, the IP address is also stored.

Third-party involvement

Generally speaking, data relating to insured persons under the FEDERAL POLICE HEALTHCARE scheme is not disclosed to third parties. Nevertheless, FEDERAL POLICE HEALTHCARE uses various technical service providers to provide self-service facilities to its insured members. This refers exclusively to the company itsc GmbH in Hannover. In this regard, the technical service provider may come into possession of personal data. We select service providers carefully and take all necessary measures to ensure that data processing is carried out in accordance with the law. The commissioned service providers are required to comply with all data protection measures and are bound by a data processing agreement.

Deregistration and data deletion

If you no longer wish to use the Internet Service Centre, you may deregister at any time. Your personal data collected specifically for the Internet Service Centre will then be deleted, unless there are statutory retention rights or obligations in individual cases.

Types of social data stored

Description of the group of data subjects and the relevant data or categories of data.

Personal details of members and insured persons

The following personal details are stored:

• Identification details (e.g. membership number)
• Surname, first name
• Photo
• Address
• Date of birth
• Telephone number
• E-mail address
• Place of birth
• Bank details
• Marital status
• Gender
• Nationality
• Pension insurance number
• Employee number
• Work e-mail address

The following personal details are stored for membership purposes:

• Start and end of membership
• Criteria for the provision of benefits (e.g., reimbursement of costs, participation in special forms of care)
• Key features of supplementary insurance
• Details of the insurance policy

The following social data is stored in relation to the post:

• Payer
• Data for the collection of contributions
• Information on the debt collection procedure
• Technical specifications

The following social data is stored in relation to benefits:

• Type of service
• Diagnosis
• Service provider
• Service provider
• Period/benefit entitlement
• Costs
• Information regarding suspension, interruption, failure or discontinuation of services
• Information about other service providers
• Information on contract performance
• Co-payments
• Data on structured treatment programmes, integrated care or pilot projects

The following personal details are stored for the carer:

• Personal details as described above under “Personal details”
• Start and end of care provision
• Reasons for reporting, time periods
• Information regarding the assessment of pension insurance liability
• Details regarding the collection and remittance of contributions to the pension insurance provider
• Details of qualifications
• Data for statistical reports pursuant to Section 109 of the Social Code – Book XI
• Details of the legal representative

Data on employers and paying agents
This data is stored by employers:

• Classification criteria
• Name
• Address
• Telephone number
• E-mail address
• Information on the debt collection procedure
• Support organisations
• Service provider details

This data is stored for service providers:

• Identification details (e.g. doctor’s registration number)
• Name
• Address
• Telephone number
• E-mail address
• Information regarding professional qualifications
• Information on contractual partners and suppliers

This information is stored by contractual partners and suppliers:

• Identification details (e.g. supplier number, institution code)
• Name
• Address
• Bank details
• Data relating to billing transactions
• Telephone number
• E-mail address
• Social information of other individuals

Information on contractual partners and suppliers
This information is stored by contractual partners and suppliers:

• Identification details (e.g. supplier number, institution code)
• Name
• Address
• Bank details
• Data relating to billing transactions
• Telephone number
• E-mail address
   

Data is stored in accordance with the guidelines for the processing and management of written documents in federal ministries, which may also be applied to the retention period for electronic data.

Under the General Data Protection Regulation (GDPR), you have the following rights in relation to your personal data:

Right of access, Article 15 of the GDPR

The right of access gives the data subject full insight into the data concerning them and certain other important details, such as the purposes of processing or the duration of storage. The exceptions to this right as set forth in Section 34 of the Federal Data Protection Act (BDSG) apply.

Right to rectification, Article 16 of the GDPR

The right to rectification gives the data subject the right to have inaccurate personal data concerning them corrected.

Right to erasure, Article 17 of the GDPR

The right to erasure gives the data subject the right to have their data erased by the data controller. However, this is only possible if the personal data in question is no longer necessary, is being processed unlawfully, or if consent for such processing has been withdrawn. The exceptions to this right set out in Section 35 of the Federal Data Protection Act (BDSG) apply.

Right to restriction of processing, Article 18 of the GDPR

The right to restrict processing allows the data subject to prevent further processing of their personal data for the time being. A restriction arises primarily during the review phase of other rights management activities carried out by the data subject.

Right to object to the collection, processing and/or use of personal data, Article 21 of the GDPR

The right to object gives data subjects the opportunity, in specific circumstances, to object to the further processing of their personal data, provided that such processing is justified by the performance of a public task or the protection of public or private interests. The exceptions to this right set out in Section 36 of the Federal Data Protection Act (BDSG) apply.

Right to data portability, Article 20 of the GDPR

The right to data portability entitles the data subject to receive from the data controller the personal data concerning them in a commonly used, machine-readable format, so that they may, if necessary, have it transmitted to another controller. However, in accordance with Article 20(3), second sentence, of the GDPR, this right does not apply where the processing of data is carried out in the course of performing public tasks.

Right to withdraw consent, Article 7(3) of the GDPR

Where the processing of personal data is based on consent, the data subject may withdraw that consent at any time for the relevant purpose. The lawfulness of the processing based on the consent given remains unaffected until such time as the consent is withdrawn.

You may exercise the above rights in writing by contacting the data controller. The competent authority depends on where the processing of your personal data takes place or has taken place. Enquiries regarding your rights will therefore be forwarded to the relevant department within the Federal Police where necessary.

You also have the right to lodge a complaint with the data protection supervisory authority, the Federal Commissioner for Data Protection and Freedom of Information, in accordance with Article 77 of the GDPR.  

The Federal Commissioner for Data Protection and Freedom of Information
Graurheindorfer Str. 153
53117 Bonn, Germany

You can also contact the data protection officer(s) listed above with any questions or complaints.

Where the Federal Police collects personal data for the purpose of preventing, investigating, detecting, prosecuting or punishing criminal offences or administrative offences, the provisions of Sections 45 et seq. of the Federal Data Protection Act (BDSG) must be observed.

In accordance with Section 55 of the Federal Data Protection Act (BDSG), the data controller must provide the following general information regarding data processing.

What is the purpose of the processing of personal data by the Federal Police?

The role of the Federal Police is to avert threats to public safety and to investigate criminal offences and administrative offences. The personal data required in each case is processed in strict accordance with the purposes of the statutory tasks.

The Federal Police uses image capture and recording equipment to process data for the purposes of ensuring the safety of officers on duty or third parties, and to protect its own facilities, where necessary.

What rights do you have regarding the processing of your data?

You have the right to obtain information at any time concerning the data processed about you, Section 57 of the BDSG.

Please note that general enquiries under Section 57 of the Federal Data Protection Act (BDSG) are handled exclusively by the Federal Police Headquarters. You can therefore submit your requests by post or e-mail to the address of the data protection officer at the Federal Police Headquarters, as listed under Contact details of the data controller.

In response to your request for information, we require a clear copy of your valid identity card or passport for verification purposes and to prevent misuse. The ID number, photograph, personal details and nationality may be redacted on this copy. The copy of your ID is used solely for identity verification and will only be used for the purpose of providing information.

In addition, you may also request the rectification, erasure or restriction of the processing of your data, in accordance with Section 58 of the Federal Data Protection Act (BDSG).

Where your data has been processed on the basis of consent you have given, you may withdraw your consent at any time without giving reasons, Section 51(3) of the Federal Data Protection Act (BDSG). Your personal data will then be deleted.

Whom can you contact if you have any questions about how your personal data is handled?

If you have any questions regarding the processing of your personal data, please contact the data controllers or data protection officers. You can find the contact details under “Contact details of the data controller.

You also have the right to lodge a complaint with the data protection supervisory authority, the Federal Commissioner for Data Protection and Freedom of Information, in accordance with Section 60 of the Federal Data Protection Act (BDSG).

The Federal Commissioner for Data Protection and Freedom of Information
Graurheindorfer Str. 153
53117 Bonn, Germany

The Freedom of Information Act (IFG) establishes a right of access to official information held by federal authorities.

If the conditions set out in Section 1(1) of the Freedom of Information Act are met, the person who made the request is entitled to access the official information sought. Everyone is entitled to this right (the right of public access). It is not necessary for the individual to be personally affected – either legally or in fact.

Exceptions

The right to information may be restricted, in particular on the grounds of public and private interests in accordance with sections 3 to 6 of the Freedom of Information Act (grounds for exemption). The authority must set out the grounds for any exceptions.

Factors that may hinder access to information include, for example:

• Section 3 of the IFG: the protection of specific public interests, such as internal or external security, or where disclosure of the information could jeopardise public safety;
• Section 4 of the IFG: Protection of the administrative decision-making process, in particular an ongoing administrative procedure, insofar as a measure would otherwise be thwarted;
• Section 5 of the IFG: Protection of third parties’ personal data;
• Section 6 of the IFG: Trade secrets and business secrets, as well as intellectual property.

Any specific provisions on access to information contained in specialised legislation take precedence over the Freedom of Information Act and preclude any claim under it (for example, Article 15 of the GDPR or Section 57 of the Federal Data Protection Act as data subject rights). This applies regardless of whether the special provision is more restrictive or more lenient than the IFG. The rights of a party to the proceedings to inspect the files, under Section 29 of the Administrative Procedure Act (VwVfG) and Section 25 of Book X of the Social Code, exist in addition to a right under the Freedom of Information Act (IFG).

Further provisions

There may be a charge for this information. The Information Fees Regulation issued by the Federal Ministry of the Interior and Homeland sets out the details.

Section 11(2) of the Freedom of Information Act imposes what are known as publication obligations on federal authorities. In accordance with the IFG, you will find a number of files available for download below, such as the standard file plan and the organisational chart of the Federal Police. You can find the organisational charts for the individual authorities on the relevant page: Overview of the Federal Police authorities.

Please send requests under the Freedom of Information Act to the Federal Police at:

Federal Police Headquarters
Heinrich-Mann-Allee 103
14473 Potsdam, Germany

ifg@polizei.bund.de

In accordance with current case law, the Federal Police reserves the right to process a request under the IFG only if a real name and postal address, or a personal e-mail address, are provided; see Federal Administrative Court judgement of 20 March 2024 – 6 C 8.22.

In accordance with current case law, the Federal Police reserves the right to process a request under the IFG only if a real name and postal address, or a personal e-mail address, are provided; see Federal Administrative Court judgement of 20 March 2024 – 6 C 8.22.

Under the IFG, the retention period for personal data is 10 years, in accordance with the “Procedural Regulations on the Retention and Disposal of Documents within the Federal Police”.