It is very important to us to ensure that your personal data is always fully protected whenever you exchange data with your Single Point of Contact (SPC) at the City of Munich. To stay fully protected, please observe the following simple instructions:

1. Secure data exchange
   To ensure that all personal data, information and messages are exchanged securely, please only use SPC web mailboxes. When you do so, data is sent via an encrypted connection.
   You can thus upload documents straight from the PC to the web mailbox or download them straight from the web mailbox to your PC.
   You will receive a personal mailbox that is exclusively reserved for documents that are from you or are intended for you.
   For documents that, for legal reasons, must be submitted on paper, please use regular mail or send a fax.
   Please also familiarize yourself with the data protection information posted on the City of Munich portal muenchen.de
2. Registering with the mailbox system
   Please use the online form posted at www.eap-muenchen.de to send us your personal data.
   When we have reviewed your data, the SPC will send you a link where you can register for the e-mail address specified for you. Use this link to activate your personal mailbox. The mailbox is password-protected and can therefore only be accessed by you.
3. Message transfer
   Messages you send to the SPC
   The SCP automatically receives any messages you upload.
   Messages sent to you by the SPC
   An information mail will be forwarded automatically to the mail address you specified to notify you whenever you receive new mail. When you receive such a message, please have a look in your mailbox without delay. Please note that any deadline periods begin when a mail arrives in your mailbox, not when you read the mail!
4. Technical background information:
   The City of Munich uses the HTTPS protocol to encrypt communication between the web mailbox system and your web browser. As a minimum requirement, you will therefore need a browser that supports at least 128-bit SSL 3.0 (Secure Sockets Layer) or TLS 1.0 (Transport Layer Security).

DATA PROTECTION

Electronic communication with your Single Point of Contact (SPC) at the City of Munich – Opening your account

1. We accept documents in the following formats: All files that comply with the ISO/IEC 26300 Open Document Format for Office Applications (OpenDocument) as of version 1.0. In particular, this includes:
   • .ODT (e.g. OpenOffice.org Writer as of version 2)
   • .ODS (e.g. OpenOffice.org Calc as of version 2)
   • .ODG (e.g. OpenOffice.org Impress (drawings)
   • .RTF (Rich Text Format)
   • .PDF (Portable Document Format as of version 1.3)
   • .TXT (DOS ASCII text, Windows ASCII text)
   • .JPG, *.TIF, *.PNG (standard image formats)
   • .DOC (Microsoft Word up to and including version 97/2000/XP)
   • .XLS (Microsoft Excel up to and including version 97/2000/XP)
   No other file extensions are permissible. The mailbox system will reject files with any other extensions. For technical reasons, no document may be bigger than 2 MB.
2. Your messages and documents should not contain links that must be clicked in order to view or download off the web the information you really wanted to send us. The use of such links is not permissible.
3. If you begin a process of communication via electronic channels, the City of Munich assumes that all further communication regarding the same matter can also be handled in the same way, except where legal provisions require an alternative course of action.
4. Where formal delivery and proof of delivery is required, this is not currently possible via electronic channels.
5. Protecting your data
   We would explicitly draw your attention to the fact that data transmission via e-mail is not protected. Data transmitted in this way can therefore be intercepted and even tampered with by unauthorized parties. Accordingly, please do not use e-mails to send confidential information to the City of Munich.
   To ensure that all personal data, information and messages are exchanged securely, please only use your personal SPC web mailbox. When you do so, data is sent via an encrypted connection. You can thus upload documents straight from the PC to the web mailbox or download them straight from the web mailbox to your PC. (You will receive a personal mailbox that is exclusively reserved for documents that are from you or are intended for you.)
   For documents that, for legal reasons, must be submitted on paper, please use paper-based forms of communication.
   Please also familiarize yourself with the data protection information posted on the City of Munich portal at: www.muenchen.de
6. Im 1.We would also draw your attention to the provisions of Section 3a of the Bavarian Administrative Processes Act (BayVwVfG):
   • (1) The transmission of electronic documents is permissible insofar as the recipient provides suitable access thereto.
   • (2) Where legal provisions require the written form, said written form may be replaced by the electronic form except where legal provisions to the contrary exist. 2 In the latter case, electronic documents must contain a valid electronic signature pursuant to the Electronic Signatures Act. 3 It is not permissible to sign electronic documents with a pseudonym that makes it impossible to identify the person holding the signature key.
   • (3) Where a document received via electronic channels is unsuitable for processing by a public authority, said authority shall, without delay, notify the sender hereof and specify the current valid technical conditions and constraints. 2 Where a recipient asserts that it cannot process an electronic document supplied by the public authority, said authority shall supply the document again in a suitable electronic format or as a paper-based document.

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