Changes for page Data Protection & Ethics
Last modified by Veronika Kocher on Friday, 18 Sep 2026 16:47
From version 6.2
edited by Veronika Kocher
on Friday, 04 Sep 2026 14:23
on Friday, 04 Sep 2026 14:23
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To version 5.8
edited by Veronika Kocher
on Thursday, 03 Sep 2026 9:18
on Thursday, 03 Sep 2026 9:18
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... ... @@ -1,239 +1,304 @@ 1 - {{html clean="false"}}1 +Assess personal data, confidentiality, consent, sensitive materials and ethical considerations early in the project. 2 2 3 -<style> 4 -.dpe{max-width:1400px;margin:0 auto;color:#322f2b} 5 -.dpe *{box-sizing:border-box} 6 -.dpe-card{border:1px solid #e3ded6;border-radius:11px;background:#fcfbf8;box-shadow:0 1px 3px rgba(0,0,0,.035)} 7 -.dpe-hero{height:132px;overflow:hidden;background:#f1eee9;border-radius:11px 11px 0 0} 8 -.dpe-hero img{width:100%;height:100%;object-fit:cover;object-position:center 45%;display:block} 9 -.dpe-eye{font-size:12px;font-weight:700;letter-spacing:.075em;text-transform:uppercase} 10 -.dpe-sec{margin:0 0 27px 0} 11 -.dpe-sec h3{font-size:22px;line-height:1.25;margin:0 0 7px;color:#35312d;text-align:left!important;text-align-last:left!important;text-justify:auto!important;word-spacing:normal!important} 12 -.dpe-sec>p{color:#625d56;line-height:1.58;margin:0 0 13px} 13 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-@media(max-width:850px){.dpe-grid-2,.dpe-resource-grid{grid-template-columns:1fr}} 48 -@media(max-width:680px){.dpe-hero{height:105px}.dpe-sec h3{font-size:20px}} 49 -</style> 3 +== Overview == 50 50 51 - <divclass="dpe">5 +Add a concise explanation of this topic and why it matters for Art & Research projects. 52 52 53 -<section class="dpe-card" style="margin-bottom:18px;overflow:hidden;border-left:6px solid #f0aa00;"> 54 - <div class="dpe-hero"> 55 - <img src="https://xwiki.uni-ak.ac.at/bin/download/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/WebHome/enable.png" alt="Data protection and ethics in artistic and research projects" /> 56 - </div> 57 - <div style="padding:18px 21px 20px;"> 58 - <div class="dpe-eye" style="color:#7a5b12;margin-bottom:5px;">PREPARE · PROTECT & CLARIFY</div> 59 - <h2 style="font-size:27px;line-height:1.2;margin:0 0 8px;color:#2c2926;">Identify personal, confidential and sensitive information early — and plan deliberately how it will be handled</h2> 60 - <p style="margin:0;color:#5e5953;line-height:1.6;max-width:1160px;"> 61 - Data protection, confidentiality, consent and ethical questions affect which information a project actually needs, 62 - who may access it, how long it should be retained and what can later be shared or published. 63 - Clarify these questions before collection, production or publication wherever possible. 64 - </p> 65 - </div> 66 -</section> 7 +== What you need to know == 67 67 68 -<div class="dpe-info" style="margin-bottom:14px;"> 69 - <strong>Start from the actual information flow.</strong> 70 - Record which personal, confidential or sensitive information is created or used, 71 - who receives it, where it is stored and what should happen to it when the project ends. 72 -</div> 9 +* Key concepts 10 +* Relevant requirements 11 +* Important distinctions 73 73 74 -<div class="dpe-warn" style="margin-bottom:27px;"> 75 - <strong>Planning guidance — not a binding data-protection or ethics decision.</strong> 76 - This page helps make questions visible early and document them. 77 - Personal-data questions belong with the relevant data-protection service; ethical review follows the applicable project, funder or review route. 78 -</div> 13 +== What you need to do == 79 79 80 -<section class="dpe-sec"> 81 - <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 1 · CREATE A DATA-PROTECTION & ETHICS INVENTORY</div> 82 - <h3>Record not only the information, but also its purpose, access and later use</h3> 83 - <p>For each relevant material or information group, it should be clear why it is needed and how it will be handled.</p> 84 - <div class="dpe-grid"> 85 - <div class="dpe-check"><strong>Information type:</strong> Which personal, confidential or sensitive information does the material contain?</div> 86 - <div class="dpe-check"><strong>Necessity:</strong> Which of this information is actually needed for the project?</div> 87 - <div class="dpe-check"><strong>People / participants:</strong> Who does the information come from and who is affected by it?</div> 88 - <div class="dpe-check"><strong>Purpose:</strong> Why is the information collected, created, analysed or documented?</div> 89 - <div class="dpe-check"><strong>Access:</strong> Who may access the information during the project?</div> 90 - <div class="dpe-check"><strong>Storage:</strong> Where is the information stored and how is it appropriately protected?</div> 91 - <div class="dpe-check"><strong>Retention / deletion:</strong> What should be retained, for how long, and what should later be deleted?</div> 92 - <div class="dpe-check"><strong>Sharing / publication:</strong> Which content should remain internal, be shared with restrictions or become public?</div> 93 - <div class="dpe-check"><strong>Consent / information:</strong> Which agreements or information for participants are required?</div> 94 - <div class="dpe-check"><strong>Ethics or funder route:</strong> Is there an applicable review, approval or funder route that needs to be considered?</div> 95 - </div> 96 -</section> 15 +1. Identify what applies to your project. 16 +2. Document the relevant decisions. 17 +3. Use appropriate institutional services and support where needed. 97 97 98 -<section class="dpe-sec"> 99 - <div class="dpe-eye" style="color:#7a5b12;margin-bottom:4px;">KEY DISTINCTIONS</div> 100 - <h3>These decisions should be considered separately</h3> 101 - <div class="dpe-grid"> 102 - <div class="dpe-protect"><strong>Participation ≠ publication.</strong><br>Agreement to participate in a project is not automatically the same as permission to make identifiable content public.</div> 103 - <div class="dpe-protect"><strong>Legally compliant ≠ ethically unproblematic.</strong><br>Ethical questions can go beyond legal compliance and may require additional judgement.</div> 104 - <div class="dpe-protect"><strong>Collection ≠ sharing.</strong><br>Information needed for project work does not automatically need to be distributed or published later.</div> 105 - <div class="dpe-protect"><strong>Access during the project ≠ access after project closure.</strong><br>Decide who needs access during active work and what should be retained, restricted or deleted afterwards.</div> 106 - <div class="dpe-protect"><strong>More data ≠ a better project.</strong><br>Check which personal or sensitive information is actually necessary before collecting or storing it.</div> 107 - <div class="dpe-protect"><strong>Project coordination ≠ a data-protection decision.</strong><br>SKF can coordinate project and funder routes, but it is not the data-protection authority.</div> 108 - </div> 109 -</section> 19 +== Key questions == 110 110 111 -<section class="dpe-sec"> 112 - <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 2 · PRACTICAL WORKFLOW</div> 113 - <h3>Make data protection and ethics part of the project workflow</h3> 114 - <div class="dpe-grid"> 115 - <div class="dpe-step"><div class="n">01</div><h4>Clarify the information need</h4><p>Identify which personal, confidential or sensitive information the project genuinely requires.</p></div> 116 - <div class="dpe-step"><div class="n">02</div><h4>Describe the information flow</h4><p>Record where information comes from, who receives it, where it is stored and how it may leave the project.</p></div> 117 - <div class="dpe-step"><div class="n">03</div><h4>Assign responsibility</h4><p>Define who is responsible for decisions, documentation, access and specialist questions where needed.</p></div> 118 - <div class="dpe-step"><div class="n">04</div><h4>Plan consent and participant information</h4><p>Where relevant, distinguish participation, documentation and publication of identifiable content.</p></div> 119 - <div class="dpe-step"><div class="n">05</div><h4>Define storage and access</h4><p>Plan suitable storage, access restrictions and safeguards before collection or production begins.</p></div> 120 - <div class="dpe-step"><div class="n">06</div><h4>Plan retention and deletion</h4><p>Decide which information is needed for how long and what should be deleted, restricted or retained after the project ends.</p></div> 121 - <div class="dpe-step"><div class="n">07</div><h4>Plan specialist review in time</h4><p>Involve the data-protection service and the applicable ethics or funder route where the project requires it.</p></div> 122 - <div class="dpe-step"><div class="n">08</div><h4>Recheck before publication</h4><p>Before sharing or publishing, confirm that the intended visibility matches the decisions already documented.</p></div> 123 - </div> 124 -</section> 21 +* What needs to be decided? 22 +* Who is responsible? 23 +* What needs to be documented? 24 +* Are there legal, ethical or technical constraints? 25 +* What needs to happen before the next project phase? 125 125 126 -<section class="dpe-sec"> 127 - <div class="dpe-eye" style="color:#7a5b12;margin-bottom:4px;">COMMON SCENARIOS</div> 128 - <h3>In these project situations, clarify the information flow especially early</h3> 129 - <div class="dpe-grid"> 130 - <div class="dpe-scenario"><h4>Interviews, conversations & portraits</h4><p>Keep participation, recording, internal analysis and possible publication of identifiable content clearly separate.</p></div> 131 - <div class="dpe-scenario"><h4>Participatory & collaborative work</h4><p>Check which information about participants is created, who can see it and which later forms of presentation or publication are intended.</p></div> 132 - <div class="dpe-scenario"><h4>Confidential or sensitive material</h4><p>Define access, storage, sharing, retention and deletion explicitly instead of leaving them to the general project workflow.</p></div> 133 - <div class="dpe-scenario"><h4>External project partners</h4><p>Clarify which information moves between units, who is responsible and how handover or project closure will be handled.</p></div> 134 - <div class="dpe-scenario"><h4>Public outputs</h4><p>Before a website, exhibition, publication or repository deposit, recheck which identifiable or sensitive information should actually become visible.</p></div> 135 - <div class="dpe-scenario"><h4>Funded projects</h4><p>Include additional funder requirements, reporting obligations or applicable review routes in project planning.</p></div> 136 - </div> 137 -</section> 27 +== Services & Tools == 138 138 139 -<section class="dpe-sec"> 140 - <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 3 · DOCUMENT DECISIONS</div> 141 - <h3>A simple data-protection & ethics log keeps decisions traceable</h3> 142 - <p>The log can be part of the project folder, material inventory or data management plan. What matters is that responsibility, access, retention and planned sharing remain understandable.</p> 143 - <div class="dpe-table-wrap"> 144 - <table class="dpe-table"> 145 - <thead><tr><th>Field</th><th>What to record</th><th>Why it matters</th></tr></thead> 146 - <tbody> 147 - <tr><td><strong>Material / information group</strong></td><td>A clear name for the data, documentation, recording or material group.</td><td>Connects decisions to the correct project material.</td></tr> 148 - <tr><td><strong>Personal / sensitive content</strong></td><td>Which personal, confidential or sensitive information is contained.</td><td>Makes protection needs visible early.</td></tr> 149 - <tr><td><strong>Purpose</strong></td><td>Why the information is needed, collected, created or retained.</td><td>Prevents unclear or unnecessary collection.</td></tr> 150 - <tr><td><strong>Access</strong></td><td>Which people, roles or project partners may access it.</td><td>Makes responsibility and restrictions traceable.</td></tr> 151 - <tr><td><strong>Storage</strong></td><td>Where the information is stored and who manages the storage location.</td><td>Connects protection requirements to the actual working environment.</td></tr> 152 - <tr><td><strong>Consent / participant information</strong></td><td>Which participation, documentation or publication decisions have been recorded.</td><td>Keeps different uses distinct.</td></tr> 153 - <tr><td><strong>Retention / deletion</strong></td><td>How long the information is needed and what happens at project closure.</td><td>Prevents accidental indefinite retention.</td></tr> 154 - <tr><td><strong>Sharing / publication</strong></td><td>Whether and how content is used internally, with restrictions or publicly.</td><td>Connects active project work to later publication.</td></tr> 155 - <tr><td><strong>Review</strong></td><td>Date or event for rechecking, such as publication or project closure.</td><td>Ensures changed project plans are reviewed again.</td></tr> 156 - </tbody> 157 - </table> 158 - </div> 159 -</section> 29 +Add links to relevant institutional services, infrastructure and tools. 160 160 161 -<section class="dpe-sec"> 162 - <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">STOP & CHECK</div> 163 - <h3>Common warning signs in data protection and ethics</h3> 164 - <div class="dpe-grid"> 165 - <div class="dpe-warn"><strong>More personal information is collected than the project actually needs.</strong><br>The information requirement was not clarified before work began.</div> 166 - <div class="dpe-warn"><strong>Participation and publication are treated as the same decision.</strong><br>Permission to participate does not automatically cover every later use of identifiable content.</div> 167 - <div class="dpe-warn"><strong>Access rights are undefined.</strong><br>It is unclear who may see personal, confidential or sensitive information during the project.</div> 168 - <div class="dpe-warn"><strong>Retention and deletion are unresolved.</strong><br>No one has decided what should be kept, restricted or deleted after project closure.</div> 169 - <div class="dpe-warn"><strong>Public presentation is planned but has not been rechecked.</strong><br>Before publication, exhibition or online release, confirm which information should actually become visible.</div> 170 - <div class="dpe-warn"><strong>Several units are involved but responsibilities are unclear.</strong><br>Project coordination, data-protection review and any applicable ethical review need distinct responsibilities.</div> 171 - </div> 172 -</section> 31 +== Info Sheets & Checklists == 173 173 174 -<section class="dpe-sec"> 175 - <div class="dpe-eye" style="color:#7a5b12;margin-bottom:4px;">SERVICES & SUPPORT</div> 176 - <h3>Who is responsible for data-protection and ethics questions</h3> 177 - <div class="dpe-service-grid"> 178 - <div class="dpe-service"> 179 - <strong>Data Protection Officer / data-protection service</strong> 180 - <span>Primary specialist responsibility for questions concerning personal data and data-protection review.</span> 181 - </div> 182 - <div class="dpe-service"> 183 - <strong>Project / host unit</strong> 184 - <span>For project-level responsibility, working arrangements and the organisational anchoring of decisions.</span> 185 - </div> 186 - <div class="dpe-service"> 187 - <strong>Applicable ethics or funder route</strong> 188 - <span>For ethical review or additional requirements where the specific project or funding context requires them.</span> 189 - </div> 190 - <div class="dpe-service"> 191 - <strong>Support Kunst und Forschung (SKF)</strong> 192 - <span>Coordinates project and funder requirements and helps route specialist review; SKF is not the data-protection authority.</span> 193 - </div> 194 - </div> 195 -</section> 33 +Add links to related Info Sheets, checklists and templates. 196 196 197 -<section class="dpe-sec"> 198 - <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">RELATED TOPICS</div> 199 - <h3>Data-protection and ethics decisions are often connected to these topics</h3> 200 - <div class="dpe-linkgrid"> 201 - <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Copyright%2C%20Rights%20%26%20Licences/">Copyright, Rights & Licences</a> 202 - <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Identify%20Your%20Data%20%26%20Research%20Outputs/">Identify Your Data & Research Outputs</a> 203 - <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Plan%20Your%20Data%20Management/">Plan Your Data Management</a> 204 - <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Store%2C%20Back%20Up%20%26%20Control%20Access/">Store, Back Up & Control Access</a> 205 - <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Publish%20%26%20Share/Decide%20What%20to%20Share/">Decide What to Share</a> 206 - <a class="dpe-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Publish%20%26%20Share/Manage%20Access%2C%20Reuse%20%26%20Licensing/">Manage Access, Reuse & Licensing</a> 207 - </div> 208 -</section> 35 +== Tutorials == 209 209 210 -<!-- ARSN_TRAINING_WORKSHOPS_INCLUDE_V1_START --> 211 -{{include reference="Service Navigator.Art & Research Services Navigator.Code.TrainingWorkshopsBlock" author="target" /}} 212 -<!-- ARSN_TRAINING_WORKSHOPS_INCLUDE_V1_END --> 213 213 214 -<section class="dpe-sec"> 215 - <div class="dpe-eye" style="color:#8a4d36;margin-bottom:4px;">PRACTICAL RESOURCES</div> 216 - <h3>Info sheets, tutorials and templates</h3> 217 - <div class="dpe-resource-grid"> 218 - <div class="dpe-resource"><strong>Info Sheets</strong><span class="dpe-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Short guidance on personal data, confidentiality, consent and ethical project questions.</div></div> 219 - <div class="dpe-resource"><strong>Tutorials</strong><span class="dpe-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Step-by-step workflows for information inventories, access planning, retention and publication checks.</div></div> 220 - <div class="dpe-resource"><strong>Checklists & Templates</strong><span class="dpe-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Templates for a decision log, project review and handover.</div></div> 221 - </div> 222 -</section> 38 +{{html}}<span data-arsn-coming-soon="true" style="display:inline-block;margin:6px 0 8px 0;padding:4px 9px;border-radius:14px;background:#fff4ee;border:1px solid #efd9cc;color:#8a4d36;font-size:11px;font-weight:700;letter-spacing:.065em;line-height:1.2;">COMING SOON</span>{{/html}} 39 +Add links to step-by-step tutorials for this topic. 223 223 224 -<div class="dpe-info" style="margin-bottom:14px;"> 225 - <strong>Need help finding the right route?</strong> 226 - For questions concerning personal data, start with the data-protection service. 227 - Where several units or funder requirements are involved, SKF can coordinate the project route and refer the question to the appropriate specialist review. 228 -</div> 41 +== Related Topics == 229 229 230 -<details style="margin-top:24px;padding-top:10px;border-top:1px solid #e3ded6;"> 231 - <summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms & related topics</summary> 232 - <div style="margin-top:9px;color:#5c5650;font-size:12px;line-height:1.7;"> 233 - data protection · ethics · personal data · sensitive data · confidentiality · consent · participation · publication · identifiable content · access · access control · storage · retention · deletion · sharing · data management · research data · project documentation · Data Protection Officer · ethics review · funder requirements · project partners · publication · repository 234 - </div> 235 -</details> 43 +Add links to related pages in Enable, Work & Manage, and Publish & Share. 236 236 45 +== Who is responsible? == 46 + 47 +{{html}}<!-- ARSN_TOPIC_ROUTING_V1 -->{{/html}} 48 +{{info title="Service routing"}} 49 +**Primary specialist service(s):** Data Protection Officer for personal-data questions; project/host unit and the applicable ethics or funder route for ethical review. 50 + 51 +**Role of Support Kunst und Forschung (SKF):** Coordinates project and funder requirements and helps route specialist review; it is not the data-protection authority. 52 +{{/info}} 53 + 54 +If you are unsure which route applies, start with the service named above. For funded or project-based research where several units are involved, SKF can coordinate the project route. 55 + 56 +{{html}} 57 +<!-- ARSN_SEARCH_TERMS_START --> 58 +<details class="arsn-search-terms" style="margin-top:28px;padding-top:10px;border-top:1px solid #eee;"> 59 +<summary style="cursor:pointer;color:#666;font-size:13px;">Search terms & related topics</summary> 60 +<div style="margin-top:9px;color:#555;font-size:13px;"> 61 +<p style="margin:0 0 8px 0;"> 62 +This topic can also be found through related terms, synonyms and common search queries. 63 +Select a term to search the Art & Research Services Navigator. 64 +</p> 65 +<p style="margin:0;"><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=art%20and%20research#arsn-search-input" class="arsn-search-term" data-search-term="art and research" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">art and research</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=enable#arsn-search-input" class="arsn-search-term" data-search-term="enable" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">enable</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=data%20protection#arsn-search-input" class="arsn-search-term" data-search-term="data protection" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">data protection</a><a 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style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">dsgvo</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=anonymisation#arsn-search-input" class="arsn-search-term" data-search-term="anonymisation" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">anonymisation</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=anonymization#arsn-search-input" class="arsn-search-term" data-search-term="anonymization" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">anonymization</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=pseudonymisation#arsn-search-input" class="arsn-search-term" data-search-term="pseudonymisation" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">pseudonymisation</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=pseudonymization#arsn-search-input" class="arsn-search-term" data-search-term="pseudonymization" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">pseudonymization</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=datenschutz#arsn-search-input" class="arsn-search-term" 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