Matrix Terms of Use

In addition to the points mentioned here, the Terms of Use of the Helmholtz Cloud also apply. Furthermore, the Acceptable Use Policy of the Helmholtz ID must be observed. Please also note the privacy policy for Helmholtz Matrix.

Files

Matrix can be used to exchange files, but it is not intended for long-term storage. Files shared via Helmholtz Matrix will be automatically deleted after 3 years.

Please use, for example, the existing Sync&Share services based on Nextcloud for permanent file storage.

Messages

Chat messages sent via Matrix do not meet the requirements for legally compliant or binding communication and are to be considered volatile. Messages are automatically deleted 3 years after being sent.

Sessions

Sessions that have not been used for more than 120 days will be automatically deleted. This results in a logout from the respective Matrix client used. If the account in the Helmholtz ID is deleted, all sessions will be terminated.

When you log into a Matrix client such as Element, a session is created. Logging out of a session deletes it. Sessions can be viewed, for example, in Element via "Settings" - "Sessions". In this view, inactive sessions, i.e., those not used for a longer period, are listed separately and can be removed if necessary.

In general, you should only log out of a session if the "Encrypted Backup" is enabled or if the "E2E room keys" were exported before logging out and at least one other active session exists. This ensures that access to encrypted messages remains possible. (How-to handle recovery key)

Personal Data in Messages

Please keep in mind that you are responsible for the content you share on the platform, and the rules of your home institution as well as legal regulations must be observed. Especially in rooms without end-to-end encryption, the sharing of confidential and personal data according to Art. 9 GDPR is prohibited.

Matrix Account

In Case of Inactivity

After an inactivity of more than 15 months, the Matrix account will be deactivated. The following data of the Matrix account will be deleted:

Memberships in all rooms
All sessions
All E2EE keys
The "Encrypted Backup"
Display name
Profile picture
Block list

The following data will not be deleted:

Uploaded files (until regular automatic deletion after 3 years)
Sent and received messages (until regular automatic deletion after 3 years)

In Case of Deleted Helmholtz ID Account

If your Helmholtz ID account has been deleted, existing sessions will be removed. You will be logged out of all used Matrix clients. Access to the Matrix account will no longer be possible from then on.

Access to encrypted messages received during inactivity is not possible.
Access to older encrypted messages is only possible if you have saved your recovery key or created a key backup.

After 12 months, the Matrix account will be permanently deleted (see above). Until then, reactivation is generally possible. However, there may be restrictions on accessing encrypted messages.