The European Society of Regional Anaesthesia and Pain Therapy (ESRA) is the host of the 39th Annual ESRA Congress (“ESRA Congress 2022” or “Congress”) and has entrusted K.I.T. Group GmbH as Professional Conference Organiser (“PCO”) with the organisation and implementation of participant registration of the Congress.
As operators of the congress-related websites for registration, submission of abstracts and presentations and, where applicable, hotel bookings (hereinafter “websites” or “profile pages”), we – K.I.T. Group GmbH together with our subsidiaries (hereinafter jointly: “K.I.T. Group”, “the company”, “we” or “us”) – take the protection of your personal data seriously and inform you at this point about data protection in our company.
The EU General Data Protection Regulation (Regulation (EU) 2016/679; hereinafter: “GDPR”) obliges us, within the scope of our responsibility under data protection law, to protect personal data of the person affected by a processing (we also address you as a data subject hereinafter with “customer”, “user”, “you”, “you” or “data subject”).
Insofar as we decide either alone or jointly with others on the purposes and means of data processing, this includes above all the obligation to inform you transparently about the nature, scope, purpose, duration and legal basis of the processing (cf. Art. 13 and 14 GDPR). With this information (hereinafter: “data protection information“), we inform you about the way in which your personal data is processed by us.
The design and granting of consent to data processing is carried out exclusively in accordance with the requirements of Section 25 (1) TTDSG (German Telecommunications-Telemedia-Data-Protection- Act) in conjunction with Artt. 6 (1) lit. a GDPR, 5 No. 11 GDPR.
In order to be able to find the parts that are relevant to you, please refer to the following overview for the breakdown of the data protection notices:
Part A (General)
This part is always relevant for you as a person involved in the congress and visitor to the websites.
Part B (Website and Social media presences, Congress offers)
The aforementioned principles are relevant for you when you visit the event-related websites including the appearances in the social media and take advantage of the congress offers.
Part D (Online-based Audio and Video Conferences (Conference tools)
Following the example of Art. 4 of the GDPR, these data protection notices are based on the following definitions:
- “Personal data” (Art. 4 No. 1 GDPR) means any information relating to an identified or identifiable natural person (“data subject”). A person is identifiable if he or she can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, an online identifier, location data or by means of information relating to his or her physical, physiological, genetic, mental, economic, cultural or social identity characteristics. The identifiability can also be given by means of a linkage of such information or other additional knowledge. The origin, form or embodiment of the information is irrelevant (photographs, video or audio recordings may also contain personal data).
- “Processing” (Art. 4 No. 2 GDPR) means any operation which involves the handling of personal data, whether or not by automated (i.e. technology-based) means. This includes, in particular, the collection (i.e. obtaining), recording, organisation, arrangement, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment, combination, restriction, erasure or destruction of personal data, as well as the alteration of a purpose or intended purpose on which a data processing was originally based.
- “Controller” (Art. 4 No. 7 GDPR) means the natural or legal person, public authority, agency or other body which alone or jointly with others determines the purposes and means of the processing of personal data.
- “Third party” (Art. 4 No. 10 GDPR) means any natural or legal person, public authority, agency or other body other than the data subject, the controller, the processor and the persons who are authorised to process the personal data under the direct responsibility of the controller or processor; this also includes other group-affiliated legal entities.
- “Processor” (Art. 4 No. 8 GDPR) is a natural or legal person, authority, institution or other body that processes personal data on behalf of the controller, in particular in accordance with the controller’s instructions (e.g. IT service provider). In the sense of data protection law, a processor is in particular not a third party.
- “Consent” (Art. 4 No. 11 GDPR) of the data subject means any freely given specific, informed and unambiguous indication of his or her wishes in the form of a statement or other unambiguous affirmative act by which the data subject signifies his or her agreement to the processing of personal data relating to him or her.
(2) The name and address of the controller
We are the responsible party for the processing of your personal data on this website and its subpages within the meaning of Art. 4 No. 7 GDPR:
K.I.T. Group GmbH
Tel.: +49 30 24603 0
Fax.: +49 30 24603 200
For further information on our company, please refer to the imprint details on our website https://www.kit-group.org/de/legal-notice/.
(3) Contact details of the data protection officer
The company data protection officer is available at all times to answer any questions you may have and to act as your contact person on the subject of data protection at our company. The contact details are:
Data Protection Officer (Group DPO)
Messe Berlin GmbH
14055 Berlin, Germany
Tel.: +49 30 3038 2889
You can also contact the Data Protection Officer via our K.I.T. Group Data Protection Coordinator by telephone on +49 30 24603 346 or at firstname.lastname@example.org.
(4) Legal basis for data processing
In principle, any processing of personal data is prohibited by law and only permitted if the data processing falls under one of the following justifications:
- Art. 6 (1) lit. a GDPR (“consent”): If the data subject has voluntarily, in an informed manner and unambiguously indicated by a statement or other unambiguous affirmative action that he or she consents to the processing of personal data relating to him or her for one or more specific purposes;
- Art. 6 (1) lit. b GDPR: If the processing is necessary for the performance of a contract to which the data subject is party or for the implementation of pre-contractual measures taken at the request of the data subject;
- Art. 6 (1) 1 lit. c GDPR: If processing is necessary for compliance with a legal obligation to which the controller is subject (e.g. a legal obligation to keep records);
- Art. 6 (1) 1 lit. d GDPR: If the processing is necessary to protect the vital interests of the data subject or another natural person;
- Art. 6 (1) 1 lit. e GDPR: Where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, or
- Art. 6 (1) 1 lit. f GDPR (“Legitimate Interests”): If the processing is necessary to safeguard legitimate (in particular legal or economic) interests of the controller or a third party, unless the conflicting interests or rights of the data subject prevail (in particular if the data subject is a minor).
For the processing operations carried out by us, we indicate below the applicable legal basis in each case. A processing operation may also be based on several legal bases.
(5) Data deletion and storage period
For the processing operations carried out by us, we indicate below in each case how long the data will be stored by us and when it will be deleted or blocked. Unless an explicit storage period is specified below, your personal data will be deleted or blocked as soon as the purpose or legal basis for the storage no longer applies. Your data will only be stored on our servers in Germany, subject to any transfer in accordance with the provisions in A.(7) and A.(8).
However, storage may take place beyond the specified time in the event of a (threatened) legal dispute with you or other legal proceedings or if storage is provided for by statutory regulations to which we are subject as the responsible party (e.g. § 257 HGB, § 147 AO). If the storage period prescribed by the legal regulations expires, the personal data will be blocked or deleted unless further storage by us is necessary and there is a legal basis for this.
(6) Data security
We use appropriate technical and organisational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction or against unauthorised access by third parties (e.g. TLS encryption for our website), taking into account the state of the art, the implementation costs and the nature, scope, context and purpose of the processing as well as the existing risks of a data breach (including its probability and impact) for the data subject. Our security measures are continuously improved in line with technological developments.
We will be happy to provide you with more detailed information on request. Please contact our data protection officer (see A.(3)).
(7) Cooperation with processors
As with any larger company, we also use external domestic and foreign service providers (e.g. for IT, logistics, telecommunications, accommodation, sales and marketing) to process our business transactions. These service providers only act on our instructions and are contractually obliged to comply with data protection regulations in accordance with Article 28 of the Data Protection Regulation or – if applicable – on the basis of standard contractual clauses.
If personal data of yours is passed on by us to our subsidiaries or is passed on to us by our subsidiaries (e.g. for advertising purposes), this is done on the basis of existing order processing relationships or joint responsibilities. You can find an overview of our subsidiaries at https://www.kit-group.org/de/offices/.
(8) Conditions for the transfer of personal data to third countries
In the course of our business relationships, your personal data may be passed on or disclosed to third party companies. These may also be located outside the European Economic Area (EEA), i.e. in third countries. Such processing takes place exclusively for the fulfilment of contractual and business obligations and to maintain your business relationship with us. We will inform you about the respective details of the transfer in the following at the relevant points.
Some third countries are certified by the European Commission as having a level of data protection comparable to the EEA standard through so-called adequacy decisions (a list of these countries and a copy of the adequacy decisions can be found here: http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.html). However, in other third countries to which personal data may be transferred, there may not be a consistently high level of data protection due to a lack of legal provisions. If this is the case, we ensure that data protection is sufficiently guaranteed. This is possible through binding company regulations, standard contractual clauses of the European Commission for the protection of personal data, certificates or recognised codes of conduct. Please contact our data protection officer (see under A.(3)) if you would like more information on this.
(9) No automated decision making (including profiling)
We do not intend to use any personal data collected from you for any automated decision-making process (including profiling).
(10) No obligation to provide personal data
We do not make the conclusion of contracts with us dependent on you providing us with personal data in advance. As a customer, you are under no legal or contractual obligation to provide us with your personal data; however, we may only be able to provide certain services to a limited extent or not at all if you do not provide the necessary data. If this should exceptionally be the case in the context of the products or services we offer presented below, you will be informed of this separately.
(11) Legal obligation to transmit certain data
We may be subject to a specific legal or statutory obligation to provide the lawfully processed personal data to third parties, in particular public bodies (Art. 6 (1) lit. c GDPR).
(12) Your rights
You can assert your rights as a data subject regarding your processed personal data at any time by contacting us using the contact details provided at the beginning of A.(2). As a data subject, you have the right
- to request information about your data processed by us in accordance with Art. 15 GDPR. In particular, you can request information about the processing purposes, the category of data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the existence of a right to rectification, erasure, restriction of processing or objection, the existence of a right of complaint, the origin of your data if it has not been collected by us, as well as the existence of automated decision-making including profiling and, if applicable, meaningful information about its details;
- in accordance with Art. 16 GDPR, to demand the correction of incorrect data or the completion of your data stored by us without delay;
- in accordance with Art. 17 GDPR, to request the deletion of your data stored by us, unless the processing is necessary for the exercise of the right to freedom of expression and information, for compliance with a legal obligation, for reasons of public interest or for the assertion, exercise or defence of legal claims;
- in accordance with Art. 18 GDPR, to request the restriction of the processing of your data, insofar as the accuracy of the data is disputed by you or the processing is unlawful;
- pursuant to Art. 20 GDPR, to receive your data that you have provided to us in a structured, common and machine-readable format or to request the transfer to another controller (“data portability”);
- object to the processing in accordance with Art. 21 GDPR, provided that the processing is based on Art. 6 (1) lit. e or lit. f GDPR. This is particularly the case if the processing is not necessary for the performance of a contract with you. Unless it is an objection to direct marketing, when exercising such an objection, we ask you to explain the reasons why we should not process your data as we have done. In the event of your justified objection, we will examine the merits of the case and either discontinue or adapt the data processing or show you our compelling legitimate grounds on the basis of which we will continue the processing;
- in accordance with Art. 7 (3) of the GDPR, to revoke your consent given once (also before the GDPR came into force, i.e. before 25.5.2018) – i.e. your voluntary will, made understandable in an informed manner and unambiguously by means of a declaration or other unambiguous confirming act, that you agree to the processing of the personal data in question for one or more specific purposes – at any time vis-à-vis us, if you have given such consent. The consequence of this is that we may no longer continue the data processing based on this consent in the future, and
- complain to a data protection supervisory authority about the processing of your personal data in our company in accordance with Art. 77 GDPR, for example to the data protection supervisory authority responsible for us:
Berlin Commissioner for Data Protection and Freedom of Information
10969 Berlin, Germany
Tel.: +49 30 13889 0
Fax: +49 30 2155050
- Visiting websites
(1) Explanation of the function
Information about the Congress and its host association, our company and the services offered by us in the context of the Congress can be obtained in particular at https://esra2022.com/ together with the associated sub-pages as well as the website of our company (“websites”). When you visit these websites, your personal data may be processed.
(2) Personal data processed
During the informative use of the websites, the following categories of personal data are collected, stored and processed by us:
“Log data”: When you visit our websites, a so-called log data record (so-called server log files) is stored temporarily and anonymously on our web server. This consists of:
- the page from which the page was requested (so-called referrer URL).
- the name and URL of the requested page
- the date and time of the callthe description of the type, language and version of the web browser used.
- the IP address of the requesting computer, which is shortened in such a way that a personal reference can no longer be established
- the amount of data transferred
- the operating system
- the message whether the call was successful (access status/http status code).
- the GMT time zone difference.
“Attendee data”: In order to participate in the event, you must register via the registration form. In doing so, the submitted data will be processed (e.g., gender, surname and first name, title, nationality, address, institution/company, e-mail address, field of research or activity, payment data such as account or credit card details). If you participate in the event as a speaker or by submitting an abstract, additional data will be processed (e.g., data on your status as an author, memberships in scientific professional associations, publication data).
“Accommodation data”: If you enquire about or book an accommodation via our websites, the data transmitted in the process will be processed (e.g. surname and first name, title, email address, billing address, billing data such as account or credit card data).
“Billing data”: If you order or use chargeable services from us, the data transmitted in the process will be processed (billing data such as account or credit card data).
“Contact data”: If you use the e-mail addresses provided to contact us, the data thereby transmitted will be processed (at least e-mail address and the time of transmission, in addition, depending on the information provided, for example, surname and first name, address, institution/company).
“Newsletter data”: In addition to the purely informational use of our website, the subscription to our newsletter is offered, with which you receive information about current developments about the Congress, the organizing professional associations as well as other events. If you subscribe to the newsletter, the following “newsletter data” will be collected, stored and processed by us:
- the page from which the page was requested (so-called referrer URL)
- the date and time of the request
- the description of the type of web browser used
- the IP address of the requesting computer, which is shortened in such a way that a personal reference can no longer be established
- the e-mail address
- the date and time of registration and confirmation.
We would like to point out that we evaluate your user behaviour when sending the newsletter. For this evaluation, the e-mails sent contain so-called web beacons or tracking pixels, which are single-pixel image files stored on our website. For the evaluations, we link the aforementioned data and the web beacons with your e-mail address and an individual ID. Links contained in the newsletter also contain this ID. The data is only collected pseudonymously, i.e. the IDs are not linked to your other personal data, a direct personal reference is excluded.
“Networking Data”: If you agree that your contact details should be publicly viewable for networking purposes at the event venue during the event days, your contact details (e. g., last name, first name title, professional field) will be published for the duration of the event in a list of participants accessible to all congress participants.
(3) Purpose and legal basis of the data processing
We process the personal data described in more detail above in accordance with the provisions of the GDPR, the other relevant data protection regulations and only to the extent necessary. Insofar as the processing of personal data is based on Art. 6 (1) lit. f GDPR, the aforementioned purposes also represent our legitimate interests. Insofar as the processing of personal data is based on Art. 6 (1) lit. a GDPR with consent to the storage of information on a device of an user, any such consent complies with the requirements of § 25 (1) TTDSG.
- The processing of log data serves statistical purposes and the improvement of the quality of our website, in particular the stability and security of the connection (legal basis is Art. 6 (1) lit. f GDPR).
- Attendee data is processed for the purpose of fulfilling the contract for participation in the event concluded upon registration (legal basis is Art. 6 (1) lit. b GDPR). Any processing of special categories of personal data will only be carried out within the narrow limits of Art. 9 GDPR (e.g. health data, biometric data, origin data). data will only be processed for advertising and marketing purposes if you have consented to the processing or if the processing is necessary to protect our legitimate (in particular legal or economic) interests, unless your conflicting interests or rights prevail (legal basis is Art. 6 (1) lit. a or lit. f GDPR; in case of Art. 6 (1) lit. a GDPR you can revoke your consent to the respective data processing at any time by e-mail to https://esra2022.com/ or by sending a message to the contact details given under section A. (2) above).
- The processing of accommodation data takes place in preparation for and for the performance of the accommodation contract (legal basis is Art. 6 (1) lit. b or lit. f GDPR).
- Billing data is processed in the context of billing for services ordered or used for a fee (legal basis is Art. 6 (1) lit. b GDPR).
- Contact data is processed for the purpose of handling contact and customer enquiries (legal basis is Art. 6 (1) lit. b or lit. f GDPR).
- Newsletter data is processed for the purpose of sending the newsletter. When registering for our newsletter, you consent to the processing of your personal data (legal basis is Art. 6 (1) lit. a GDPR). We use the so-called double opt-in procedure to register for our newsletter. This means that after your registration, we will send you an e-mail to the e-mail address you provided in which we ask you to confirm that you wish to receive the newsletter. The purpose of this procedure is to verify your registration and, if necessary, to be able to clarify any possible misuse of your personal data. You can revoke your consent to receive the newsletter at any time and unsubscribe from the newsletter. You can declare the revocation by clicking on the link provided in every newsletter e-mail, by e-mail to email@example.com or by sending a message to the contact details given under section A. (2) above.
- Networking Data will be processed for network purposes only after your express consent has been given (legal basis is Art 6 (1) lit. a GDPR). You can revoke your consent to the publication of your networking data at any time with effect for the future by simple written notification (e-mail to firstname.lastname@example.org).
(4) Duration of the data processing
Third parties engaged by us will store your data on their system for as long as is necessary in connection with the provision of the services for us in accordance with the respective order.
(5) Transfer of personal data to third parties; justification basis
The following categories of recipients, which are usually order processors (see A.(7)), may receive access to your personal data:
- Service providers for the operation of our website and the processing of data stored or transmitted by the systems (e.g., for data center services, payment processing, IT security). The legal basis for the transfer is then Art. 6 (1) lit. b or lit. f GDPR, insofar as these are not order processors;
- Government agencies/authorities, insofar as this is necessary for the fulfilment of a legal obligation. The legal basis for the transfer is then Art. 6 (1) lit. c GDPR;
- Persons employed to carry out our business operations (e.g., auditors, banks, insurance companies, legal advisors, supervisory authorities, parties involved in company acquisitions or the establishment of joint ventures). The legal basis for the disclosure is then Art. 6 (1) lit. b or lit. f GDPR.
- Service providers for the organisation and implementation of the event and the processing of the transmitted data required for this purpose (e.g., operators of the event venue, logistics and security companies, technical service providers, speaker and abstract submission services, accommodation and transport companies, catering services). The legal basis for the transfer is Art. 6 (1) lit. b or lit. f GDPR, insofar as it does not involve order processors.
For guarantees of an adequate level of data protection in the event of data being passed on to third countries, see A.(8).
Furthermore, we will only pass on your personal data to third parties if you have given your express consent to do so in accordance with Art. 6 (1) lit. a GDPR.
- a) Cookie
Cookies can contain data that make it possible to recognise the device used. In some cases, however, cookies only contain information on certain settings that cannot be related to a specific person. However, cookies cannot directly identify a user.
A distinction is made between session cookies, which are deleted as soon as you close your browser, and permanent cookies, which are stored beyond the individual session. With regard to their function, a distinction is made between cookies:
- Technical cookies: these are essential to navigate the website, use basic functions and ensure the security of the website; they do not collect information about you for marketing purposes nor do they store which web pages you have visited;
- Performance cookies: these collect information about how you use our website, which pages you visit and, for example, whether errors occur during website use; they do not collect information that could identify you – all information collected is anonymous and is only used to improve our website and find out what interests our users;
- Advertising cookies, targeting cookies: these are used to provide the website user with tailored advertising on the website or third party offers and to measure the effectiveness of these offers; advertising and targeting cookies are stored for a maximum of 13 months;
- Sharing cookies: these are used to improve the interactivity of our website with other services (e.g., social networks); sharing cookies are stored for a maximum of 13 month.
- c) Social media plugins
In other cases, where our websites may contain icons from social media providers, we only use these to passively link to the pages of the respective providers. Further details on data processing when using the links can be found in the privacy policies of the respective social media providers.
- d) Conference tools
For more information about which conference tools may be used at the Joint Meeting and how you can manage your settings please see the details in section D.
(1) Cookies used on the website
1.1 Consent with Borlabs Cookie
Our website uses Borlabs Cookie Consent technology to obtain your consent to the storage of certain cookies in your browser or to the use of certain technologies and to document this in accordance with data protection law. The provider of this technology is Borlabs – Benjamin A. Bornschein, Rübenkamp 32, 22305 Hamburg (hereinafter referred to as Borlabs).
When you enter our website, a Borlabs cookie is stored in your browser, in which the consents you have given, or the revocation of these consents are stored. This data is not shared with the Borlabs cookie provider.
The following essential cookie is used when using the website:
- a) Designation: borlabs-cookie
- c) Retention period: The essential cookie expires automatically after 1 year.
The collected data will be stored until you request us to delete it or until you delete the Borlabs cookie yourself or within the limit mentioned above. Mandatory legal retention periods remain unaffected. Details on the data processing of Borlabs Cookie can be found at https://de.borlabs.io/kb/welche-daten-speichert-borlabs-cookie/ .
1.2 Registration page
On the sub-websites for registering for the Joint Meeting, only so-called session cookies (“session cookies”) are regularly used.
Session cookies are used by a server to store information about activities on our pages so that you, as a user, can simply continue at the point where you last used the pages. Typically, pages have no “memory”. Cookies tell the server which pages to show you so you don’t have to remember or navigate from the beginning. Cookies are therefore a kind of bookmark within our pages.
The following session cookie is used when using the profile pages:
- a) Designation: JSESSIONID
- b) Aim and purpose: The session cookie identifies you as a visitor between different pages and stores specific properties and settings regarding the display of teasers and the like.
- c) Retention period: The session cookie is automatically deleted after you leave the profile pages.
1.3 Google Analytics
This website uses functions of the web analysis service Google Analytics. The provider of this service is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.
Google Analytics enables the website operator to analyze the behavior patterns of website visitors. To that end, the website operator receives a variety of user data, such as pages accessed, time spent on the page, the utilized operating system and the user’s origin. This data is assigned to the respective end device of the user. An assignment to a device-ID does not take place.
Google Analytics uses technologies that make the recognition of the user for the purpose of analyzing the user behavior patterns (e.g., cookies or device fingerprinting). The website use information recorded by Google is, as a rule transferred to a Google server in the United States, where it is stored. Data transmission to the US is based on the Standard Contractual Clauses (SCC) of the European Commission. Details can be found here: https://privacy.google.com/businesses/controllerterms/mccs/
The following performance cookies are used when using the website:
- a) Designation: _ga, _gat, _gid
- b) Aim and purpose: Google Analytics (GA) performance cookies for website analysis. Legal base is Art. 6 (1) lit. f GDPR. The operator of this website has a legitimate interest in the analysis of user patterns to optimize both, the services offered online and the operator’s advertising activities. If appropriate consent has been obtained, the processing is carried out exclusively on the basis of Art. 6 (1) lit. a GDPR and § 25 (1) TTDSG, insofar the consent includes the storage of cookies or the access to information in the user’s end device (e.g., device fingerprinting) within the meaning of the TTDSG. This consent can be revoked at any time.
- c) Retention period: With the new standard feature of Google Analytics 4 (GA4) the performance cookies generally expire automatically after 14 month. Data on the user or incident level stored by Google linked to cookies, user IDs or advertising IDs (e.g., DoubleClick cookies, Android advertising ID) will be anonymized or deleted after 2 months. For details, please click the following link: https://support.google.com/analytics/answer/7667196?hl=en
On this website, we have activated the IP anonymization function. IP addresses of users are made anonymous by Google. That is a new standard feature of Google Analytics 4 (GA4). Automatically enabled IP anonymization cannot be disabled, see https://support.google.com/analytics/answer/9019185?hl=en#zippy=%2Cin-this-article
- a) Withdrawing your consent
You can withdraw your consent to cookies. To do so, you have to click the link “Change Cookie Preferences” and, if necessary, “Show Cookie Information” in the footer.
- b) Browser plug-in
You can prevent the recording and processing of your data by Google by downloading and installing the browser plugin available under the following link: https://tools.google.com/dlpage/gaoptout?hl=en
For more information about the handling of user data by Google Analytics, please consult Google’s Data Privacy Declaration at: https://support.google.com/analytics/answer/6004245?hl=en
Demographic parameters provided by Google Analytics
In case this website uses the “demographic characteristics” function of Google Analytics (e. g., age, gender, and interests of the website visitors), this happens to be able to display compatible ads within the Google advertising network. The informational sources are interest-related advertising by Google as well as visitor data obtained from third-party providers. This data cannot be allocated to a specific individual. You can either deactivate this function at any time by making pertinent settings changes for advertising in your Google account or you can generally prohibit the recording of your data as explained in the above section “Opt-out possibilities”.
Data processing agreement
We have executed a data processing agreement with Google and are implementing the stringent provisions of the German data protection agencies to the fullest when using Google Analytics.
1.4 Fonts (local hosting)
However, the following fonts “gotham-pro-light” and “gotham-pro-medium” have been converted to the file formats: .woff, woff2, .svg, .ttf, and .eot, loaded onto the web server, and integrated on program level so that they are locally available for use.
(2) Plugins and tools used on the website
2.1 YouTube with extended data protection
This website embeds YouTube videos. The operator of the pages is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.
We use YouTube in extended data protection mode. According to YouTube, this mode means that YouTube does not store any information about visitors to this website before they watch the video. However, the transfer of data to YouTube partners is not necessarily excluded by the extended data protection mode. Thus, regardless of whether you watch a video, YouTube establishes a connection to the Google DoubleClick network.
As soon as you start a YouTube video on this website, a connection to the YouTube servers is established. This tells the YouTube server which of our pages you have visited. If you are logged into your YouTube account, you enable YouTube to assign your surfing behaviour directly to your personal profile. You can prevent this by logging out of your YouTube account.
Furthermore, after starting a video, YouTube may save various cookies on your end device or use comparable recognition technologies (e.g. device fingerprinting). In this way, YouTube can obtain information about visitors to this website. This information is used, among other things, to collect video statistics, improve the user experience and prevent fraud attempts.
If necessary, further data processing processes may be triggered after the start of a YouTube video, over which we have no control.
YouTube is used in the interest of an appealing presentation of our online offers. This represents a legitimate interest within the meaning of Art. 6 (1) lit. f GDPR. If a corresponding consent has been requested, the processing is carried out exclusively on the basis of Art. 6 (1) lit. a GDPR and § 25 (1) TTDSG; the consent can be revoked at any time.
2.2 Vimeo Without Tracking (Do-Not-Track)
This website uses plugins of the Vimeo video portal. The provider is Vimeo Inc., 555 West 18th Street, New York, New York 10011, USA.
Whenever you visit one of our pages featuring Vimeo videos, a connection with the servers of Vimeo is established. In conjunction with this, the Vimeo server receives information about which of our sites you have visited. Vimeo also receives your IP address. However, we have set up Vimeo in such a way that Vimeo cannot track your user activities and does not place any cookies.
We use Vimeo to make our online presentation attractive for you. This is a legitimate interest on our part pursuant to Art. 6(1) lit. f GDPR. If a respective declaration of consent was requested (e.g. concerning the storage of cookies), processing shall occur exclusively on the basis of Art. 6(1) lit. a GDPR; the given consent may be revoked at any time.
Data transmission to the US is based on the Standard Contractual Clauses (SCC) of the European Commission and, according to Vimeo, on “legitimate business interests”. Details can be found here: https://vimeo.com/privacy.
2.3 MailChimp with deactivated performance measurement
This website uses the services of MailChimp for sending newsletters. The provider is Rocket Science Group LLC, 675 Ponce De Leon Ave NE, Suite 5000, Atlanta, GA 30308, USA.
MailChimp is a service with which, among other things, the sending of newsletters can be organised. When you enter data for the purpose of receiving newsletters (e.g., email address), this data is stored on MailChimp’s servers in the USA. We have deactivated Mailchimp’s performance measurement so that Mailchimp will not evaluate your behaviour when opening our newsletters.
If you do not want your data to be transferred to Mailchimp, you must unsubscribe from the newsletter. For this purpose, we provide a corresponding link in every newsletter message.
The data processing is based on your consent (Art. 6 (1) lit. a GDPR) and § 25 (1) TTDSG, insofar the consent includes the storage of cookies or the access to information in the user’s end device (e.g., device fingerprinting) within the meaning of the TTDSG. You can revoke this consent at any time by unsubscribing from the newsletter. The legality of the data processing operations already carried out remains unaffected by the revocation.
The data you provide for the purpose of receiving the newsletter will be stored by us or the newsletter service provider until you unsubscribe from the newsletter and will be deleted from the newsletter distribution list after you unsubscribe from the newsletter. Data that has been stored by us for other purposes remains unaffected by this.
Data transfer to the USA is based on the standard contractual clauses of the EU Commission. Details can be found here: https://mailchimp.com/eu-us-data-transfer-statement/ and https://mailchimp.com/legal/data-processing-addendum/#Annex_C_-_Standard_Contractual_Clauses
After you have unsubscribed from the newsletter distribution list, your email address will be stored by us or the newsletter service provider in a blacklist, if necessary, in order to prevent future mailings. The data from the blacklist will only be used for this purpose and will not be merged with other data. This serves both your interest and our interest in complying with the legal requirements when sending newsletters (legitimate interest within the meaning of Art. 6 (1) lit. f GDPR). The storage in the blacklist is not limited in time. You can object to the storage if your interests outweigh our legitimate interest.
For more details, please refer to the data protection provisions of MailChimp at: https://mailchimp.com/legal/terms/
We have concluded a data processing agreement (DPA) with the above-mentioned provider. This is a contract required by data protection law, which ensures that the provider only processes the personal data of our website visitors in accordance with our instructions and in compliance with the GDPR.
2.4 Google Maps
This website uses the mapping service Google Maps. The provider is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.
To enable the use of the Google Maps features, your IP address must be stored. As a rule, this information is transferred to one of Google’s servers in the United States, where it is archived. The operator of this website has no control over the data transfer. In case Google Maps has been activated, Google has the option to use Google web fonts for the purpose of the uniform depiction of fonts. When you access Google Maps, your browser will load the required web fonts into your browser cache, to correctly display text and fonts.
We use Google Maps to present our online content in an appealing manner and to make the locations disclosed on our website easy to find. This constitutes a legitimate interest as defined in Art. 6 (1) lit. f GDPR. If a respective declaration of consent has been obtained, the data shall be processed exclusively on the basis of Art. 6 (1) lit. a GDPR and § 25 (1) TTDSG, insofar the consent includes the storage of cookies or the access to information in the user’s end device (e.g., device fingerprinting) within the meaning of the TTDSG. This declaration of consent may be revoked at any time.
Data transmission to the US is based on the Standard Contractual Clauses (SCC) of the European Commission. Details can be found here: https://privacy.google.com/businesses/gdprcontrollerterms/ and https://privacy.google.com/businesses/gdprcontrollerterms/sccs/
For more information on the handling of user data, please review Google’s Data Privacy Declaration under: https://policies.google.com/privacy?hl=en
- Online-based Audio and Video Conferences (Conference tools)
The Congress will be executed as a physical event with digital elements.
We may use online conference tools, among other things, for communication with attendees and/or third parties interested in any form of attendance at the Congress. The tools we may use are listed in detail below. If you communicate with us by video or audio conference using the Internet, your personal data will be collected and processed by the provider of the respective conference tool and by us. The conferencing tools collect all information that you provide/access to use the tools (email address and/or your phone number). Furthermore, the conference tools process the duration of the conference, start and end (time) of participation in the conference, number of participants and other “context information” related to the communication process (metadata).
Furthermore, the provider of the tool processes all the technical data required for the processing of the online communication. This includes, in particular, IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or loudspeaker and the type of connection.
Should content be exchanged, uploaded, or otherwise made available within the tool, it is also stored on the servers of the tool provider. Such content includes, but is not limited to, cloud recordings, chat/ instant messages, voicemail uploaded photos and videos, files, whiteboards, and other information shared while using the service.
Please note that we do not have complete influence on the data processing procedures of the tools used. Our possibilities are largely determined by the corporate policy of the respective provider. Further information on data processing by the conference tools can be found in the data protection declarations of the tools used, and which we have listed below this text.
Purpose and legal bases
The conference tools are used to communicate with prospective or existing contractual partners or to offer certain services to attendees (Art. 6 (1) lit. b GDPR). Furthermore, the use of the tools serves to generally simplify and accelerate communication with us or our company (legitimate interest in the meaning of Art. 6 (1) lit.f GDPR). Insofar as consent according to Art. 6 (1) lit. a GDPR and – if information is stored on the user’s device – §25 (1) TTDSG, has been requested, the tools in question will be used on the basis of this consent; the consent may be revoked at any time with effect from that date.
Data collected directly by us via the video and conference tools will be deleted from our systems immediately after you request us to delete it, revoke your consent to storage, or the reason for storing the data no longer applies. Stored cookies remain on your end device until you delete them. Mandatory legal retention periods remain unaffected.
We have no influence on the duration of storage of your data that is stored by the operators of the conference tools for their own purposes. For details, please directly contact the operators of the conference tools.
Conference tools used
In preparation for, during or after the Joint Meeting, we may employ various conference tools in order to allow all attendees to access content digitally:
- a) Digital event platform
- b) Zoom
Data transmission to the US is based on the Standard Contractual Clauses (SCC) of the European Commission. Details can be found here: https://zoom.us/de-de/privacy.html
We have concluded a data processing agreement (DPA) with the above-mentioned provider. This is a contract mandated by data privacy laws that guarantees that they process personal data of our website visitors only based on our instructions and in compliance with the GDPR.
- c) Microsoft Teams
We have concluded a data processing agreement (DPA) with the above-mentioned provider. This is a contract mandated by data privacy laws that guarantees that they process personal data of our website visitors only based on our instructions and in compliance with the GDPR.