LMU Chat (Matrix)

Go to your user account and select the LMU Chat opt-in.

First proceed as follows via the "Element" client on the desktop:

• Install the "Element" client on your desktop.
• The client is available for the common operating systems Windows, macOS or Linux via https://element.io/download.
• Then select "Log in" with the LRZ user name (e.g. ab12abc) and do not create a new account.
• Then select the home server matrix.lmu.de and enter the LRZ user name (e.g. ab12abc) and password.
• Then enter the security phrase (recommended).
  Important information: Save this security phrase in your password manager, e.g. KeePass. If you no longer know it, it is possible that the old messages are encrypted. This security phrase is necessary because Matrix uses end-to-end encryption (E2E).
• You are then in the desktop client and can activate the desktop notifications and choose between the following three options:

• Send direct message
• Explore public rooms
• Create a group room

Proceed as follows via the browser:

• Call up matrix.lmu.de in the browser.
• Select the language and go to Sign In.
• Log in to the home server matrix.lmu.de with your LMU user ID. The user name is the LRZ user name, e.g. ab12abc.
• Then you can verify this device (if you have already installed the desktop client). To do this, use a security key or a security phrase (recommended).
• If you are already using Matrix on another device, you can verify yourself with another device.

Proceed as follows via the "Element" app on the smartphone:

• Install the "Element" app on your smartphone.
• The app is available for the Android and iOS mobile operating systems at https://element.io/download.
• Then select "Sign In".
• Then select the home server and enter the LRZ user name and password. Then enter the security phrase or verify it with another device.

• In the top left-hand corner there is an icon with the initial of your surname or your avatar. Click on it to open the corresponding user menu.
• You can configure everything related to your account via the user menu. The default settings are generally acceptable. You should only make changes once you have been working with the program for a while.
• Here you can set up an avatar and define the notifications, among other things.

To write to individual people and thus create a 1:1 chat, first click on the + in the "Direct messages" category.

Now type in the search field and start typing the e-mail address of the person you want to contact:

People who already have an account in Matrix can also be found by their display name (usually "last name, first name"). Please wait 5 seconds after each last character entered until the search results are displayed. Persons who have not yet logged in can only be found via their e-mail address or their LRZ user name. The link button "Show More" displays further search results. Please also note on which server the person you are looking for is displayed.

The conversation opens, which can begin end-to-end encrypted (now standard) after the connected person has accepted the invitation.

• Use the "Message" field at the bottom right of the screen to enter your message. After typing the first character, the symbol of an airplane appears at the end. Click on this symbol (or press the Enter key) to place your message in the chat area.
• For simple formatting, the most necessary items such as bold, italics and strikethrough are available above the input field.
• Clicking on the smiley symbol at the end of the input line opens the dialog for entering emojis.
• If you click on the bracket at the end of the input line, you can add an attachment.
  As usual, the three dots at the end of the input line take you to "More options" such as voice message and poll.
• To write a multi-line text, press SHIFT + ENTER to add a new line.
• Addressing participants: To specifically address a participant in a channel, type the @ sign in your text, followed by the participant's surname, e.g. @Mustermann. The name is automatically added after a few letters. This type of mention ensures that the participant in question is informed via the notification function that their name has been mentioned in a conversation.

Further information on formatting messages can be found in the TUD matrix documentation: https://doc.matrix.tu-dresden.de/messaging/formatting/
Further information on searching within the messages can be found in the TUD matrix documentation: https://doc.matrix.tu-dresden.de/messaging/search/

Audio and video calls are possible via the messenger LMU Chat (Matrix).
To do this, click on the corresponding icons in the toolbar at the top right of the chat area.

Rooms are like groups in other messengers. In Matrix, a so-called room is created even for a direct message.

You can set up your own rooms as required and invite users to them. When you create a room, you are automatically the owner of this room and can administer everything in it.

By default, anyone in a room can invite other people.

Some features such as bots do not work when rooms are encrypted.

Further information on rooms can be found in the TUD matrix documentation: https://doc.matrix.tu-dresden.de/rooms/

Spaces make it possible to group people, rooms and spaces, whereby all these room types can be assigned to several spaces at the same time. This makes it easier to manage many rooms and makes it easier for other people to find them.

Caution: Nesting Spaces within each other can lead to problems from the third level upwards.

A distinction is made between three types of Spaces:

• Public Spaces: If the space is public, it is easy to join via an easily shareable access link; no invitation is required. This type is suitable for open communities.

• Private spaces: If the space is private, joining is by explicit invitation only. This type is suitable for closed groups that do not allow external users but still want to make the space easily discoverable for familiar people.

• Personal spaces: Personal spaces are used for the individual organization of your own rooms and people

Standard Spaces

Predefined personal Spaces are available in Element:

• Start page: The start page is always activated. It contains all conversations and rooms. Optionally, rooms that are part of a Space can be displayed.

• Favorites: Contains all favorite conversations and rooms.

• People: Contains all conversations.

• Rooms not belonging to a Space: Contains all rooms that are not part of a Space.

To configure, call up the "Quick settings" as the last option in the Spaces column and select "More options" or switch to the element settings and select the "Sidebar" option. You can already activate the Favorites and People Spaces in the quick settings.

LMU-Chat (Matrix) is an instant messenger based on the Matrix protocol and is available to all members of LMU. In cooperation with the LRZ, LMU provides you with a powerful and secure messaging environment in which you can exchange messages and make audio or video calls. You can use LMU-Chat (Matrix) in the browser via matrix.lmu.de, or via client programs, e.g. "Element".

LMU-Chat (Matrix) is operated by the LRZ. An order processing contract (AV) exists between LRZ and LMU. By using this service, you also agree to the use guidelines of LRZ and LMU and must confirm that you have taken note of LMU's terms of use and data protection information. The terms of use for LMU-Chat (Matrix) can be found below.

In order to use this service, you need an LMU user ID and you must explicitly activate your account for LMU-Chat (Matrix) by logging in to your LMU user account. LMU-Chat (Matrix) is connected to the central identity management system of LMU. It is not possible or permitted to use LMU Chat (Matrix) without an LMU user ID.

• Please also note our usage instructions.
• LMU-Chat (Matrix)is currently being offered in pilot operation. It is not yet available to all members of LMU. The information on data protection as well as the usage instructions and the configuration are subject to change. We will inform all users about the applicable status as soon as regular operation of the service begins.

LMU-Chat (Matrix) serves as a tool for collaboration, communication, networking and informal exchange between LMU members. Communication with external parties (people outside LMU) is also technically feasible via LMU-Chat (Matrix). You have the option of setting up and using private and public chat rooms. The functions are simple and intuitive to use and allow you to send information, files, images, audio recordings and videos. You can also make audio and video calls with this service.

LMU-Chat (Matrix) is not intended for the exchange of extensive data sets, the processing of particularly sensitive data within the meaning of Art. 9 para. 1 GDPR (e.g. health data) or for the exchange of confidential information and may not be used for this purpose. Likewise, use of LMU-Chat (Matrix) is only permitted within the limits of permissible and lawful data processing.

The service can only be used within the scope of your affiliation with LMU. Data will not be processed for purposes other than those specified or permitted by law (e.g. for internal checks of security systems and to ensure internal network and information security in accordance with Art. 6 (1) BayDSG). We only process the personal data that you have made available to us or that we have obtained about you in a permissible manner in the course of your work or studies at LMU (Art. 4 para. 2 BayDSG). There is no performance or behavior monitoring based on your use of LMU-Chat (Matrix). The Staff Council of LMU has consented to the use of LMU-Chat (Matrix)

It may be necessary to contact you in some cases (e.g. prolonged unavailability of the service). If there is no equivalent or better way to inform you, we will use your personal data to do so, e.g. via the LMU information service.

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 LMU-Chat (Matrix) is carried out in accordance with Art. 6 (1) (a) GDPR (consent)

Processing of personal data

In LMU-Chat (Matrix), the following personal data are processed:

• Name
• First name
• LMU user ID and LRZ user ID
• Matrix ID
• E-mail
• Affiliation status to LMU (student/staff)
• Optional avatar or profile picture
• Presence status („online“, „idle for [time span]“, „offline for [time span]“)
• Activity protocols, log data and IP (last seen IP address of the client and timestamp)
• Usage and content data pertaining to: chat content, video or audio calls, uploaded data. The content of the data is encrypted. This means that the IT administrations of the service cannot acces it.
• Identification of end device
• Matrix event logs (e.g. time of entry to or depature from a given chat room)

The profile data (display name, E-mail and optional avatar or picture) are visible to external people via the contact search when you participate in the global Matrix network. Your presence status is also visible to external people if you chat with them in a common chat room or space.

Data transmission

In order to enable the use of LMU-Chat (Matrix) in accordance with the above-mentioned purposes, personal data must be transferred to other institutions:

• to the LRZ
• to Mythic Beasts for push messages

LMU complies with the data protection requirements in the context of data transfer. Data is transferred within the scope of the GDPR or to countries with an appropriate and recognized level of data protection. There is no unauthorized data transfer to a third country or to an international organization.

If you take part in a video call in a group room, this will take place in lrz.meet, the Jitsi instance of the LRZ. Please refer to the LRZ's data protection information.

Use of your Matrix ID, also outside the LMU instance matrix.lmu.de

When you use LMU-Chat (Matrix) for the first time with your LMU user ID, a personal Matrix ID is generated. With this Matrix ID you can also use Matrix outside the LMU instance, e.g. to chat with academics or students from other universities. Please note that your personal data (including the optional information and your presence status) will be transferred and will be visible to an external group of people. In addition, the respective deletion periods and routines of other instances may differ from the deletion periods and routines of LMU.

LMU employees may only use their official Matrix ID for official purposes.

Your user profile initially contains only your first and last name and the LMU e-mail address stored in your user account. This is sufficient for using the service. Optionally, you may add a picture or avatar to your Matrix profile. For data protection reasons, however, it is recommended that you observe the data protection principles of data minimization and purpose limitation when making additions to the available information and only do so if and insofar as this is necessary for the use of LMU-Chat (Matrix).

Searchability of users and visibility of their activities or messages within LMU-Chat (Matrix)

Communication is encrypted, i.e. only the end users can see the content - particularly in the case of direct one-to-one communication within private channels.

Your user profile can be found by all other users in LMU-Chat (Matrix) with your first and last name and any other information you have added. You can be chatted to by any other LMU-Chat (Matrix) user. If you do not agree with the display of your online status, you can exit the chat client or close the browser window. You will then be displayed as “offline” (unavailable).

Every user can open chat channels ("chat rooms") or be invited to them; depending on the configuration of the rooms, users can also proactively enter rooms themselves. The chat content itself is only visible to the participants of the respective chat. Messages in group or (public) channels are visible to all participants in the respective groups or channels.

Audio and video calls

You can make audio or video calls within LMU Chat (Matrix). In direct one-to-one chats, these calls take place natively in Matrix.

In group chats, room administrators can start a video call and group members can join the video call. The LRZ's Jitsi instance [meet.lrz.de] is used for video calls in group chats; the LRZ's data protection information applies.

Deletion of your LMU-Chat (Matrix) account and content

All content, messages and files are automatically deleted permanently and irreversibly after one year. All personal messages and the LMU-Chat (Matrix) account itself can be deleted (or deactivated) by the users themselves at any time. Your personal Matrix ID will not be deleted, but will be stored permanently in anonymized form. This prevents the same Matrix ID from being reassigned.

Deletion of your LMU-Chat (Matrix) account

Your LMU-Chat (Matrix) account will remain active by default until your LMU user ID becomes inactive. This happens after the 90-day grace period following your departure from LMU. A further 60 days after your LMU user ID becomes inactive, your LMU Matrix account will be deleted. This will also delete all direct one-to-one messages and anonymize all posts in channels.

You can deactivate your LMU-Chat (Matrix) account yourself at any time via the "Settings > Deactivate user account" menu. All private chats will then be deleted and all messages you have written in shared channels will be switched to "Removed User" (anonymized). Be aware that this process cannot be reversed.

Deletion of your LMU-chat (Matrix) content

You can delete your individual content and massages in any chat room at any time. Additionally, each room and all its content can be deleted by the room administrator at any time.

Data back-up

Matrix is hosted on a virtual server at the LRZ. Snapshots of the virtual machine and the database contents are created automatically on a regular basis.

LMU has commissioned the company Mythic Beasts to send push notifications. This external company does not store any content or personal data in connection with your activity, but merely informs you that a message has been sent.

Responsible for data processing

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

Service responsible for data processing

Ludwig-Maximilians-Universität München
Division VI – IT-Services
80539 Munich
E-mail: VI@verwaltung.uni-muenchen.de

General questions and support

Ludwig-Maximilians-Universität München
Division VI – IT-Services
Unit VI
Geschwister-Scholl-Platz 1
80539 Munich
E-mail: it-servicedesk@lmu.de

Contact details of the LMU Data Protection Officer

Ludwig-Maximilians-Universität München
— Data Protection Officer —
Geschwister-Scholl-Platz 1
80539 Munich
Tel.: 089-2180-2414
https://www.lmu.de/datenschutz

You have the right to receive information about your personal data (Art. 15 GDPR). Should inaccurate personal data be processed, you have a right to rectification (Art. 16 GDPR). In addition, you have the right to deletion (Art. 17 GDPR), objection (Art. 21 GDPR), restriction (Art. 18 GDPR) and revocation of consent for the future. The lawfulness of the data processing carried out on the basis of the consent until the revocation is not affected by this.

In addition, pursuant to Article 77 GDPR, you have the right to file 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.

If you wish to exercise your rights or if you have any questions, please contact the Data Processing Service (see above). LMU Staff will check whether the legal conditions for this are met and then take the necessary measures.

The terms of use, data use notices and data protection information in the current version apply.

Status: May 16th, 2024

LMU-Chat (Matrix) is an instant messenger based on the Matrix protocol, which is available to all members of the LMU. LMU, in collaboration with the LRZ, provides you with a powerful and secure messaging environment where you can exchange messages, perform audio or video calls. You can use LMU chat (matrix) in the browser via matrix.lmu.de, or via client programs, e.g. “Element”.

In order to be able to use the service, an LMU user ID is required, which you must unlock once in your user account to use the service. The service is connected to the central identity management system. The use of LMU-Chat (Matrix) is not possible and permitted without a valid LMU user ID.

LMU-Chat (Matrix) is operated by LRZ, with the LRZ there is an order processing agreement. By activating your LMU user ID, you agree to the data processing required for the operation of the chat on the basis of the applicable LRZ user guidelines [https://www.lrz.de/wir/regelwerk/] and must confirm that you are aware of the use and privacy notices of LMU.

Please also note the data usage information and data protection information above.

• You must be at least 18 years of age to use the service. Minors need the explicit permission of their guardians in order to use the service.
• The use of LMU Chat (Matrix) is generally voluntary. Mandatory use in an official context in individual LMU institutions requires the involvement of the Staff Council.
• By activating LMU-Chat (Matrix), you agree to the applicable LRZ usage guidelines and to the guidelines of LMU.
• You agree that your name, your LMU email address and, if applicable, the other voluntary information in your user account will be displayed to all other users.
• Please be aware that If you choose to communicate with external persons (persons outside the LMU) via your LMU-Chat (Matrix) account, your LMU-Chat (Matrix) identity in the form "@[LRZ user ID]:matrix.lmu.de", your presence status, your display name and all voluntary information that you save in your user profile will be visible to these external users.
• Due to the end-to-end encryption of the messages, an encryption key is generated when you first use LMU-Chat (Matrix). You will have to back up this encryption key with an extra passphrase. You should guard this passphrase securely in a password manager (e.g. KeePass). If the passphrase is lost, you may not be able to retrieve your previous chat messages.
• LMU-Chat (Matrix) can be used both via the browser and with a client.
• Please use the client provided by your IT-Service-Group if you choose to use LMU-Chat (Matrix) with a client.
• We strongly recommend using the Element client (provided by the LRZ or your IT-Service-Group). For unmanaged devices, you can download the client from this address: https://element.io/download.
• In LMU-Chat (Matrix), you have the option of creating and organizing chat rooms. The visibility and access rights for these rooms can be controlled in great detail and enable exchanges with external persons. Please pay particular attention to the information you disclose in these rooms.
• With LMU Chat (Matrix), LMU merely provides a platform. The responsibility for the integration of other interactive apps ("widgets"), of connections to other third-party services ("bridges") and of bots within LMU-Chat (Matrix), which is possible with most clients, lies with the users.
• The integration of widgets, bridges and bots within LMU-Chat (Matrix) without further data protection measures is not permitted. Integrations can potentially transmit personal data or other confidential information to third parties. Every integration must be checked in advance in terms of data protection law. In addition, further measures are necessary, including the description of the processing activity and the involvement of the staff council. For further information, seek advice from your data protection contact person.
• LMU-Chat (Matrix) is not to be used for long-term documentation. All chat messages will be deleted one year after their creation, at the latest.
• You must immediately report security incidents, suspected vulnerabilities and misuse of the system to it.security@verwaltung.uni-muenchen.de.
• LMU-Chat (Matrix) may only be used by employees for the purposes of the service, i.e. for the performance of LMU tasks in the public interest. Employees are prohibited from using the service for private purposes.
• In LMU-Chat (Matrix), no personal data of special categories (e.g. health data, political or sexual orientation data), data subject to professional secrecy protection (§ 203 StGB) or a special obligation of confidentiality (e.g. personal file data) or security-critical information (e.g. accesses and passwords) may be processed, in particular stored or exchanged with other users.
• Information from LMU-Chat (Matrix) must not be used for behavioral and performance control.
• You are obliged to comply with all legal provisions, in particular copyright and data protection law.
• When linking to external websites, you must check that they do not contain illegal content and that the link setting does not violate applicable law, e.g. by circumventing protective measures.
• You may not post any content that violates any law, pornographic, obscene, defamatory, defamatory, offensive, threatening, inciting or racist content in LMU-Chat (Matrix).
• The posting of content for the purpose of advertising of any kind, as well as the transmission of information containing malicious goods, e.g. a virus, error, manipulation or similar harmful elements, is prohibited, as is the posting of content that damages the reputation of the LMU or the Klinikum of the University of Munich (KUM).

Please note that this IT service may not be available at times, e.g. due to maintenance work. As far as possible, we will inform you in time about the unavailability of the service.

Responsible for data processing

Ludwig-Maximilians-University of Munich
Geschwister-Scholl-Platz 1
80539 Munich

Data processing department responsible

Ludwig-Maximilians-University of Munich
Division VI-IT Services
Geschwister-Scholl-Platz 1
80539 Munich
E-Mail: VI@verwaltung.uni-muenchen.de

General questions and support

Ludwig-Maximilians-University of Munich
Division VI-IT Services
Geschwister-Scholl-Platz 1
80539 Munich
E-mail: it-servicedesk@lmu.de

The terms of use, data usage notices and data protection information in the current version apply.

Status: 15.05.2024