Anny

Anny is an online appointment and resource booking system available to all LMU institutions in separate areas (clients). The system can be used to give LMU departments/institutions the possibility to make services and resources bookable for internal and external customers or to assign appointments.

You can be reminded of your booking by e-mail, save your data for the next booking (in which you create a user account or link via LMU user account) and delete your bookings and the user account yourself.

• Anny is operated by Anny GmbH. A contract processing agreement (AV) has been concluded. By using the service, you also agree to the terms of use of the LMU and take note of the privacy policy of Anny GmbH (https://anny.co/privacy).
• A individual Anny account is only needed for certain bookings in order for you to use the available resources and services. You can optionally log directly to Anny via your LMU user ID or you may create an extra individual customer account via “Save my data for the next booking”.
• We strongly recommend that all our LMU customers booking with Anny login with their LMU-User-ID. Employees of LMU using Anny as “internal customers” must authenticate via LMU-User-ID (Shibboleth).
• Please also note our usage instructions.

The purpose of data processing is to book resources in Anny. This means that customers can choose from available resources, book them, be reminded of the booking (optional) or delete their own bookings. Depending on the service, you need an individual Anny account (self-created or linked via LMU user account) to use the Anny system. Your personal data will be processed for this purpose.

Data processing is not carried out for purposes other than those specified or permitted by law (e.g. for internal verification of security systems and to ensure internal network and information security pursuant to Article 6(1) of the BayDSG). We only process the personal data that you have provided to us or which we have received about you in the course of our activity at LMU (Art. 4 para. 2 BayDSG). There is no performance or behavioral control based on your use of Anny.

We process your data in accordance with and on the basis of the General Data Protection Regulation (GDPR), the Bavarian Data Protection Act (BayDSG) and the other applicable data protection regulations.

The processing of personal data for the use of Anny is carried out in accordance with Art. 6(1)(b) E, para. 2, 3 GDPR, and

• Article 4(1)(1) of the BayDSG
• Art. 19 BayDiG
• §10 AGO Bavaria
• §18 AGO Bavaria
• §5 para. 2 GDPR

In Anny, the following personal data will be processed by you in the “Customer” role:

• Account data (name, first name, e-mail address)
• Log data
• Rights role concept (e.g. access powers to services)
• Membership of organizational unit (e.g. faculty)
• Status message
• Further individual data depending on the resource, e.g. library number, type of training, semester, combination of subjects. However, no personal data of special categories, e.g. health data
• Additional optional data that they voluntarily deposit in the system, e.g. profile picture, telephone number, gender, title, date of birth

If authentication is done via Shibboleth, the following data will also be transmitted to Anny and, if necessary, processed within this framework

• LMU User ID
• Official contact details (e-mail address)
• Establishment affiliation/organisation unit within the LMU/service
• eduPersonAffiliation (Your role within the LMU, e.g. staff, student, member)

The use of Anny takes place in the cloud. For this reason, the use of Anny generates data that is transmitted to the manufacturer. The transmission of data cannot be completely prevented.

In order to enable the use of Anny in accordance with the above-mentioned purposes, personal data must be transmitted to other institutions:

• to the manufacturer (Anny GmbH)

As part of the data transfer, LMU complies with the data protection requirements. The data transfer takes place within the scope of the GDPR or to countries with an appropriate and recognized level of data protection. There is no unauthorized transfer of data to a third country or to an international organization.

Anny uses so-called cookies (text files), which are stored on your computer and which are technically necessary for the use of the service. It is about

• Session cookies so that the access data does not have to be re-entered every time you access it.
• Marketing cookies (optional)
• Analytical cookies (optional)

For reasons of data economy, we recommend rejecting all optional cookies.

When you book a resource as a customer, your user profile is visible to the LMU internal administrators and agents. In the initial filling, your user profile contains this data: First name, last name, e-mail address. This is sufficient for use. On a voluntary basis, you can add/complement, change or delete additional profile information, e.g. date of birth, contact details, profile picture (avatar).

However, for data protection reasons, it is recommended to observe the data protection principles of data minimisation and purpose limitation when supplementing it and only to supplement it if this is necessary for use.

• The stored data will be processed as long as and to the extent necessary for the respective purpose of data processing in the context of the use of Anny.
• All personal data on appointment bookings are automatically anonymised after 7 days in accordance with GDPR.
• After 6 months of inactivity, your customer account will be automatically deleted.
• You have the option to delete your account independently at any time via https://account.anny.eu/profile

Responsible for data processing

Ludwig-Maximilians-Universität München
Geschwister-Scholl-Platz 1
80539 Munich

Data Processing Service

Ludwig-Maximilians-Universität München
Department VI — Information and Communication Technology
Geschwister-Scholl-Platz 1
80539 Munich
VI@verwaltung.uni-muenchen.de

General questions and support

Ludwig-Maximilians-Universität München
Department VI — Information and Communication Technology
Geschwister-Scholl-Platz 1
80539 Munich
Support e-mail address: anny.support@verwaltung.uni-muenchen.de

Contact details of the LMU’s official data protection officer

Ludwig-Maximilians-Universität München
— Official data protection officer —
Geschwister-Scholl-Platz 1
80539 Munich
Tel.: 089-2180-2414
https://www.lmu.de/datenschutz

You have the right to obtain information about the data stored about you (Art. 15 GDPR). If inaccurate personal data are processed, you have the right to rectification (Art. 16 GDPR). In addition, you have the right to erasure (Art. 17 GDPR), objection (Art. 21 GDPR), restriction (Art. 18 GDPR) and revocation of consent for the future. The legality of the data processing carried out on the basis of the consent until the revocation is not affected by this.

In addition, according to Art. 77 GDPR, you have the right to lodge a complaint with a data protection supervisory authority.The data protection supervisory authority responsible for the Ludwig-Maximilians-Universität München is the Bavarian State Commissioner for Data Protection (Internet: www.datenschutz-bayern.de).

If you wish to exercise your rights or if you have any questions, please contact the relevant Data Processing Service (see above). It checks whether the legal requirements for this are met and then takes the necessary measures.

The terms of use, data usage methods and data protection information as amended shall apply.

Last updated: March 2023

Anny is an online appointment and resource booking system available to all LMU institutions in separate areas (clients). The system can be used to give LMU departments/institutions the possibility to make services and resources bookable for internal and external customers or to assign appointments.

You can be reminded of your booking by e-mail, save your data for the next booking (in which you create a user account or link via LMU user account) and delete your bookings and the user account yourself.

For the specific use of Anny, a knowledge database (https://docs.anny.co/de/) and video tutorials (https://www.youtube.com/@anny.company?cbrd=1) are available to customers.

Please also refer to the data usage instructions and data protection information.

• You must be at least 18 years of age to use the Service. In order to use the service, minors need the explicit permission of their guardians.
• We strongly recommend that members of the LMU use the LMU user ID. Employees using Anny as "internal customers" of LMU must log in with their LMU user ID (Shibboleht Single-Sign-On); they may only create an Anny account connected to their LMU user ID.
• If you cannot make a booking, please cancel your booking in time. If you repeatedly do not show up for your appointments, we may exclude you from further bookings.
• Security incidents, suspected security gaps and misuse of the system must be reported immediately to it.security@verwaltung.uni-muenchen.de.

Responsible for data processing

Ludwig-Maximilians-Universität München
Geschwister-Scholl-Platz 1
80539 Munich

Data Processing Service

Ludwig-Maximilians-Universität München
Department VI — Information and Communication Technology
Geschwister-Scholl-Platz 1
80539 Munich
VI@verwaltung.uni-muenchen.de

General questions and support

Ludwig-Maximilians-Universität München
Department VI — Information and Communication Technology
Geschwister-Scholl-Platz 1
80539 Munich
Support address: anny.support@verwaltung.uni-muenchen.de

The terms of use, data usage notices and data protection information as amended shall apply.

Last updated: September 2023