DATA PROTECTION / DATA PRIVACY SCOPE
HANDLING OF PERSONAL DATA
We collect, use and transfer your personal data only if there is a legal basis to do so. Such legal basis may be an agreement between us, our legitimate interest, a legal obligation, or your consent.
Personal information means all information that is used to identify your person, and which can be traced back to you – such as your name, email address and telephone number, but also data about a person’s preferences, memberships or which websites were viewed. Please find information about data which we collect below.
CATEGORIES OF PERSONAL DATA
When you register to an event via the website, we process the data which you provide to us in the registration form. Please find more information about these below.
When you contact us or post any content (comments, contributions), we process the contents of your input and any data associated with your request.
ACCESS DATA / SERVER LOG FILES
We collect data about website access based on our legitimate interest, including improving the user-friendliness and security of the website. The following data is logged:
- User’s last visit on website
- Time of access
- Used IP address
- Error-Logs (error messages, accessing IP address and, depending on the error, the website accessed)
All log files are stored for a while but will be periodically deleted. Generally, the log files will be kept for 6 months. The data is stored for security reasons, for example to clarify cases of abuse. If data must be retained longer for reasons of proof, they are excluded from the deletion until the incident has been finally clarified.
We use most of the log data only for statistical evaluations for the purpose of operation, security, and optimization of the website. However, the log data is also processed if there is a reasonable suspicion of unlawful use.
REGISTRATION TO EVENTS
When you register to an event on our website, we ask for your basic personal data such as name and surname, country, email address, etc. This information will be used to identify you on site and will also be printed on your conference badge (commonly your name and name of the company you represent). As participation is possible only with a valid ticket, we will also ask for your billing data for the purpose of invoicing. Submitting the information requested in the registration form is a mandatory prerequisite for registering for the event. It is not possible to register for or participate in the event without providing the requested information.
Once the user has been registered, the user can add additional optional information to the user’s profile. For example, the user can add profile photo, biography, work information, field of industry, topics of interest, spoken languages, links to websites and social media profiles and other.
For the purpose of organizing the event, we may also ask for additional information such as your dietary requirement. We may also provide you with an option to introduce yourself and add information about your biography, fields of interest, how you got to know about the event, whether you haveattended before, personal website and social media profiles, blog links etc. – all of that on a voluntary basis (unless stated otherwise in the data collection form) and for networking purposes between event attendees. Such data fields are optional data fields. You can register and participate in the event without providing such information.
If you are a speaker at our event, we will ask for your profile pictures.
The data is processed for event-specific purposes only. The data will mostly be used for billing, statistics, distribution and marketing purposes. Our service provider Nubelus UG (An der Römervilla 8, 55411 Bingen am Rhein, Germany) will provide us technical solutions for the ticket sale and other attendee/sponsor management features. Nubelus UG may process your data as a processor, solely for the purposes determined by us.
PARTICIPATION IN EVENTS
When you participate our events as partner, sponsor or just attendee, we may process additional information about you. Personal data shall be stored in accordance with the need for their use and the time limits provided by law.
During the event, our systems will collect information about the session evaluations (for example, attendees can scan a QR code when entering a session room and then evaluate that session; session), session attendance, participation in gamification (via mobile apps, surveys, etc.) – but none of that will be collected without the specific consent by the data subject on-site.
During the event, our sponsors and partners may collect your information if you give them your consent. For example, the sponsors and partners can ask for your information. Also, you can present your conference badge to them for scanning. This will allow them to collect your information. Please note that the QR scan will provide to the sponsors and partners all the data that you have provided when registering to the event and/or on your user profile. Please note that in such cases the sponsor/partner will be the controller of your data and you should request from them information regarding processing of your personal data.
Photo, video and audio recordings will be made at the event. The photo, video and audio materials are in the sole ownership of the Organizer. We process them on the basis of a legitimate interest (event management, customer management, security). The recording may be used also for promotional purposes.
REQUESTS, COMMENTS AND CONTRIBUTIONS
If you contact us, your contact details and contents of the request will be stored so that they can be used to process and answer your request. This data will be processed based on your consent or our legitimate interest (customer communication, customer management, protection of our rights). Without your consent, this data will not be disclosed to third parties.
As the data is collected based on your consent, we will process the data as long as your consent is valid. We will also periodically review the data and delete any data that is obsolete and no longer necessary.
We inform you about our offers as well as updates about us through our newsletter. If you would like to receive the newsletter, we require a valid email address. We furthermore require information, which allows us to verify that you are the owner of the email address provided or, should you not be the owner, that the owner of the email address agrees to receive the newsletter. Further data is not collected.
By registering for the newsletter, we will store your IP address and the date of the registration. This storage serves solely as proof of your consent and also as proof in the event that a third party misuses an email address and registers for a newsletter without the consent of the person entitled to receive the newsletter.
You can revoke your consent to the processing of your data for the purpose of sending the newsletters at any time. The revocation can be confirmed through the link included in our newsletters, by updating your preferences in your profile area or by notifying us directly (see contact details above).
After your cancellation the deletion of your personal data takes place. Your consent to the newsletter shipping expires at the same time.
Please note that if you withdraw your consent to receive newsletters, we may still use your contact information to send you information about any of our events you have registered for.
This data is only used for distributing the newsletter and will not be passed on to third parties. Please note that our service providers as processors are not considered third parties. The newsletter is sent through the service provider Mailjet by Sinch, 112 E. Pecan Street – San Antonio, TX 78205, USA. Information about the data protection regulations of the service provider is available at https://mailjet.com/dpa.
INTEGRATION OF THIRD-PARTY SERVICES AND CONTENT
Third party contents, such as videos from YouTube, maps from Azure Maps, RSS feeds or graphics from other websites may be embedded, which presumes that providers of these contents (hereinafter referred to as “third-party providers”) perceive the IP address of the users. Without the IP address, they would not be able to send the content to the user’s browser. The IP address is therefore required for the transmission and display of these contents. We will make every effort to only use content of providers, who in turn only use the IP address for the delivery of the content.
Popular browsers offer the preference option of not allowing cookies. However, please note that if you limit the use of functionally required cookies, this could affect the availability and functionality of our website. There is no guarantee that you will be able to access all the functions of this website without restrictions if you apply extensive browser based limiting settings.
Based on our legitimate interests and for the purposes of optimization and analysis of this website, we use the “Google Analytics” service offered by Google Inc. (1600 Amphitheater Parkway Mountain View, CA 94043, USA). The service (Google Analytics) uses “cookies” – text files that are stored on your device. The information collected by the cookies is usually sent to a Google server in the US and stored there.
On this website we have opted for the IP anonymization. The IP address of the users is shortened within the member states of the EU and the European Economic Area and in the other contracting states of the agreement. Only in individual cases, the IP address is initially transferred unabridged to the United States to a Google server and shortened there. This reduction eliminates the personal reference of your IP address. The user’s IP address provided by the browser will not be combined with other data stored by Google.
The data collected by Google on our behalf will be used to evaluate the use of our website by individual users, such as: For example, to generate activity reports on the website to improve our website.
As noted above, you have the option to reject the cookies, withdraw your consent or prevent the storage of cookies on your device by making the appropriate settings in your browser. There is no guarantee that you will be able to access all features of this website without restriction if your browser does not allow cookies.
Furthermore, you can use a browser plug-in to prevent the information collected by cookies (including your IP address) from being sent to Google Inc. and used by Google Inc. The following link leads you to the corresponding plugin:
Alternatively, by clicking on this link, you prevent Google Analytics from collecting data about you within this website. By clicking on the link above you download an “opt-out cookie”. Your browser must allow cookies to be stored. If you delete your cookies regularly, you will need to click on the link each time you visit this website.
Here’s more information on data usage by Google Inc.:
USE OF FACEBOOK SOCIAL PLUGINS
Based on our legitimate interest in the analysis, optimization and operation of our website, this website uses the Facebook social plug-in, which is provided by Facebook Inc. (1 Hacker Way, Menlo Park, California 94025, USA). Recognizable are the bindings to the Facebook logo or the terms “Like”, “Share” in the colours Facebook (blue and white). Information on all Facebook plug-ins can be found via the following link:
The plugin creates a direct connection between your browser and the Facebook servers. The website operator has no influence whatsoever on the nature and extent of the data transmitted by the plugin to the Facebook Inc. servers. Information can be found here:
The plugin informs Facebook Inc. that you as a user have visited this website. There is the possibility that your IP address will be saved. If you are logged into your Facebook account while visiting this website, the information will be linked to it.
If you use the functions of the plugin – for example by sharing or “liking” a post – the corresponding information will also be transmitted to Facebook Inc.
As noted above, you have the option to reject the cookies, withdraw your consent or prevent the storage of cookies on your device by making the appropriate settings in your browser. If you want to prevent specifically the Facebook. Inc. associating this information with your Facebook account, please log out of Facebook before visiting this website and delete your stored cookies. Through your Facebook profile, you can make additional data processing settings for advertising purposes or object to the use of your data for promotional purposes. You can find the settings here:
Functions of the Twitter service are integrated on our sites. These features are provided by Twitter Inc., 795 Folsom St., Suite 600, San Francisco, CA 94107, USA. By using Twitter and the “Re-Tweet” function, the websites you visit are linked to your Twitter account and shared with other users. This data is also transmitted to Twitter.
You can change your privacy settings on Twitter in the account settings.
RIGHTS OF THE DATA SUBJECT
As a data subject, you have the right to receive information about your personal data which has been processed by us. You also have the right to correct incorrect data and to restrict the processing or delete your personal data. Please note that these rights are not absolute and may be subject to limitations. If you believe your data has been processed unlawfully, you can file a complaint with the supervisory authority.
If you would like a correction, blocking, deletion or information about the personal data stored about you, or if you have questions regarding the collection, processing or use of your personal data or if you would like to revoke your consent, please contact the following e-mail address: firstname.lastname@example.org.
We will fulfil your request within a reasonable time, but no later than one month after receiving the request.
DELETION OF DATA
If your request does not conflict with a need or legal duty to store data, you have the right to request deletion of your data. Data stored by us, if they are no longer necessary for their purpose and there are no legal retention periods, will be deleted. If deletion cannot be carried out because the data is required for legitimate legal purposes, data is not deleted but in some cases the processing may be restricted (i.e., limited to certain processing activities). In this case, the data is not processed for any other purposes.
RIGHT TO OBJECT
Users of this website may exercise their right of objection and object to the processing of their personal data if the processing is based on legitimate interest. The objection must be based on grounds relating to your particular situation.
WITHDRAWAL OF CONSENT
Where the processing is based on your consent, you have the right to withdraw such consent at any time. Please note that the withdrawal does not affect the lawfulness of processing based on consent before its withdrawal.