This data protection notice applies on the occasion of the XXVth Biennial Meeting of the International Society of Eye Research 2023 (hereinafter “ISER 2023”, “Event” or “Meeting”).
As the operator of the Meeting related website and related subsites (hereinafter “website” or “websites”), we, K.I.T. Group GmbH – together with our subsidiaries (hereinafter collectively: “K.I.T. Group”, “the Company“, “we” or “us”) take the protection of your personal data seriously and would like to inform you here about the data protection in our company.
Within the scope of our responsibility under data protection law, additional obligations have been imposed on us by the entry into force of the EU General Data Protection Regulation (Regulation (EU) 2016/679; hereinafter: “GDPR”) in order to ensure the protection of personal data of the person affected by a processing operation (we also address you as data subject hereinafter with “customer”, “user”, “you”, “you” or “data subject”).
The design and granting of consent to data processing shall be exclusively in accordance with the requirements of Section 25 (1) TTDSG in conjunction with Artt. 6 (1) lit. a, 5 No. 11 GDPR.
Part A (General)
This part is always relevant for you as a participant of the Meeting and visitor of the websites.
Part B (website and social media presence, Meeting offerings)
The aforementioned principles are relevant to you when you visit the event-related websites, including social media appearances, and use the Meeting offerings.
Part D (Business partner)
These principles are relevant for you if you want to work with us as a client, service provider, supplier or similar partner, are already in an ongoing business relationship with us or have been in the past.
-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. acquisition), recording, organization, 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 change of a purpose or intended use 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 authorized to process the Personal Data under the direct responsibility of the Controller or Processor; this also includes other group-affiliated legal entities.
-A “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 particular, a processor is not a third party in the sense of data protection law.
-Consent” (Art. 4 No. 11 GDPR) means any freely given specific, informed and unambiguous indication of the data subject’s 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) Name and address of the controller
We are the responsible party for the processing of your personal data on the websites operated by us 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
Our 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. His contact details are:
Data Protection Officer (Group DPO)
Messe Berlin GmbH
14055 Berlin, Germany
Tel.: +49 30 3038 2889
You can also contact our K.I.T. Group Data Protection Coordinator by telephone on +49 30 24603 346 or at email@example.com
(4) Legal basis for data processing
By law, in principle, any processing of personal data is prohibited and only permitted if the data processing falls under one of the following justifications:
– Art. 6 (1) p. 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) p. 1 lit. b GDPR: If the processing is necessary for the performance of a contract to which the data subject is a party or for the performance of pre-contractual measures taken at the request of the data subject;
– Art. 6 (1) p. 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 preserve records);
– Art. 6 (1) p. 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) p. 1 lit. e GDPR: If the 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) p. 1 lit. f GDPR (“Legitimate Interests”): If the processing is necessary to protect legitimate (in particular legal or economic) interests of the controller or a third party, unless the contrary interests or rights of the data subject prevail (especially 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. As a matter of principle and as far as possible, your data will only be stored on our servers in Germany, subject to any transfer that may take place 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 provisions 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 organizational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction or against unauthorized access by third parties (e.g. TLS encryption for our website), taking into account the state of the art, 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 under 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, telemedia services and telecommunications, sales and marketing) to handle our business transactions. These service providers only act on our instructions and have been contractually obligated to comply with the provisions of data protection law within the meaning of Art. 28 GDPR 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 transferred 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 fulfillment 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 by means of so-called adequacy decisions (a list of these countries and a copy of the adequacy decisions can be obtained 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 adequately guaranteed. This is possible through binding company regulations, standard contractual clauses of the European Commission for the protection of personal data, certificates or recognized 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 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). You have the right as a data subject:
– In accordance with Art. 15 GDPR, you may request information about your data processed by us. 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 was not 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, you have the right to demand the correction of incorrect data or the completion of your data stored by us without delay;
– In accordance with Art. 17 GDPR, you may 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 defense of legal claims;
– In accordance with Art. 18 GDPR, you have the right to demand the restriction of the processing of your data, insofar as the correctness of the data is disputed by you or the processing is unlawful;
– according 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 pursuant to Art. 21 GDPR, provided that the processing is based on Art. 6 (1) p. 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;
– according to Art. 7 (3) GDPR your consent given once (also before the validity of the GDPR, 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 – to be revoked at any time vis-à-vis us, if you have given such consent. This has the consequence that we may no longer continue the data processing, which was based on this consent, for the future and
– In accordance with Art. 77 GDPR, you have the right to lodge a complaint with a data protection supervisory authority about the processing of your personal data in our company, for example with the data protection supervisory authority responsible for us:
Berlin Commissioner for Data Protection and Freedom of Information, Friedrichstr. 219, 10969 Berlin, Germany.
- Visiting websites
(1) Explanation of the function
You can obtain information about the services offered by us in the context of ISER 2023 in particular at https://iserbiennialmeeting2023.org/ together with the associated subpages and the website of our company (hereinafter collectively: “websites”). When you visit these websites, personal data may be processed.
(2) Personal data processed
When you use the websites for information purposes, when you register as an Event participant and/or when you purchase services from us, 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 call
– the 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
“Participant data”: In order to participate in the Event and related offers, 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, research or activity area, billing data such as account or credit card data). If you participate in the Event as a speaker, 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 inquire about or book a place of accommodation on our websites, the data transmitted in the process will be processed (e.g. surname and first name, title, e-mail address, billing address, billing data such as account or credit card data).
“Billing data”: If you order or make use of chargeable services from us, the data transmitted in the process will be processed (billing data such as account or credit card data)
“Contact details”: if you use the e-mail addresses provided to contact us, the data transmitted will be processed (at least the e-mail address and the time of transmission, in addition, depending on the information provided, e.g. surname and first name, address, institution/company).
“Contact form data”: When contact forms are used, the data transmitted through them are processed (e.g. gender, surname and first name, address, institution/company, e-mail address and the time of transmission).
“Newsletter data”: In addition to the purely informative use of our website, we offer you the subscription to our newsletter, with which we inform you about current professional developments and events. If you subscribe to our 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 call
– the description of the type of the used web browser
– 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 behavior when sending the newsletter. For this evaluation, the emails sent contain so-called web beacons or tracking pixels, which are single-pixel image files that are 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 collected exclusively pseudonymously, i.e., the IDs are not linked with your other personal data, a direct personal reference is excluded.
(3) Purpose and legal basis of data processing
We process the personal data specified 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.
- The processing of the 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 para. 1 lit. f GDPR).
- Participant data is processed for the purpose of fulfilling the contract concluded upon registration for participation in the event (legal basis is Art. 6 (1) lit. b GDPR). Any processing of special categories of personal data will only take place within the narrow limits of Art. 9 GDPR (e.g. health data, biometric data, origin data). Participant 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).
- The processing of the accommodation data takes place in preparation and for the fulfillment of the accommodation contract (legal basis is Art. 6 (1) lit. b or lit. f GDPR).
- The processing of billing data takes place in the context of billing for services ordered or used for a fee (legal basis is Art. 6 (1) lit. b GDPR).
- The processing of contact data is carried out for the processing of customer inquiries , for informational and/or promotional purposes (legal basis is Art. 6 (1) lit. b or lit. f GDPR, if consent is given Art. 6 (1) lit a GDPR).
- The processing of contact form data is carried out for the processing of customer inquiries, for informational and/or promotional purposes (legal basis is Art. 6 (1) lit. b or lit. f GDPR, if consent is given Art. 6 (1) lit. a GDPR).
- The 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). For the registration to our newsletter, we use the so-called double opt-in procedure. 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 be able to prove your registration and, if necessary, to clarify a possible misuse of your personal data. You can revoke your consent to the sending of 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 [e-mail address of the company] or by sending a message to the contact details provided in the imprint.
(4) Duration of data processing
Third parties engaged by us will store your data on their systems for as long as is necessary in connection with the provision of services for us in accordance with the respective order.
(5) Transfer of personal data to third parties; basis for justification
The following categories of recipients, which are usually processors (see A.(7)), may receive access to your personal data:
- Service providers for the operation of our websites 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 it does not involve order processors;
- Government agencies/authorities, insofar as this is necessary to fulfill a legal obligation. The legal basis for the disclosure 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). The legal basis for the disclosure is then Art. 6 (1) lit. b or lit. f GDPR.
- Professional bodies (medical and non-medical) in the context of the recognition of training events and the award of training points to participants (certification bodies). The legal basis for the transfer is Art. 6 (1) lit. b or lit. f GDPR, insofar as it is not a matter of order processors.
- Service providers for the organization and implementation of the Event and the processing of the transmitted data required for this purpose (e.g., operators of the Meeting venue, logistics, security companies, technical service providers, speaker and abstract submission services, accommodation and transport companies, catering services, activity and leisure partners). 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 the guarantees of an adequate level of data protection in the event of a transfer of the data to third countries, see A.(8).
In addition, we will only disclose 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.
On the website you will find links to organizers of a social program. For further information on data processing, please refer to the data protection notices of the relevant service partner.
- a) Cookie
Cookies can contain data that makes it possible to recognize the device used. In some cases, however, cookies only contain information about certain settings that are not personally identifiable. 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 mandatory to move around 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 offer the website user tailored advertising on the website or offers from third parties 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 months.
- 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 (e.g., Facebook, Twitter, LinkedIn).
1.1 Consent with Borlabs Cookie
Our website uses the Borlabs consent technology to obtain your consent to the storage of certain cookies in your browser or for the use of certain technologies and for their data privacy protection compliant documentation. The provider of this technology is Borlabs GmbH, Rübenkamp 32, 22305 Hamburg, Germany (hereinafter referred to as Borlabs).
Whenever you visit our website, a Borlabs cookie will be stored in your browser, which archives any declarations or revocations of consent you have entered. These data are not shared with the provider of the Borlabs technology.
The recorded data shall remain archived until you ask us to eradicate them, delete the Borlabs cookie on your own or the purpose of storing the data no longer exists. This shall be without prejudice to any retention obligations mandated by law. To review the details of Borlabs’ data processing policies, please visit https://de.borlabs.io/kb/welche-daten-speichert-borlabs-cookie/
1.2 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.
Furthermore, Google Analytics allows us to record your mouse and scroll movements and clicks, among other things. Google Analytics uses various modeling approaches to augment the collected data sets and uses machine learning technologies in data analysis.
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.
The use of these services occurs on the basis of your consent pursuant to Art. 6(1)(a) GDPR and § 25(1) TTDSG. You may revoke your consent 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/controllerterms/mccs/.
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.
Contract data processing
We have executed a contract data processing agreement with Google and are implementing the stringent provisions of the German data protection agencies to the fullest when using Google Analytics.
(2) Plugins and tools
2.1 YouTube with expanded data protection integration
Our website embeds videos of the website YouTube. The website operator is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.
We use YouTube in the expanded data protection mode. According to YouTube, this mode ensures that YouTube does not store any information about visitors to this website before they watch the video. Nevertheless, this does not necessarily mean that the sharing of data with YouTube partners can be ruled out as a result of the expanded data protection mode. For instance, regardless of whether you are watching a video, YouTube will always establish a connection with the Google DoubleClick network.
As soon as you start to play a YouTube video on this website, a connection to YouTube’s servers will be established. As a result, the YouTube server will be notified, which of our pages you have visited. If you are logged into your YouTube account while you visit our site, you enable YouTube to directly allocate your browsing patterns to your personal profile. You have the option to prevent this by logging out of your YouTube account.
Furthermore, after you have started to play a video, YouTube will be able to place various cookies on your device or comparable technologies for recognition (e.g. device fingerprinting). In this way YouTube will be able to obtain information about this website’s visitors. Among other things, this information will be used to generate video statistics with the aim of improving the user friendliness of the site and to prevent attempts to commit fraud.
Under certain circumstances, additional data processing transactions may be triggered after you have started to play a YouTube video, which are beyond our control.
The use of YouTube is based on our interest in presenting our online content in an appealing manner. Pursuant to Art. 6(1)(f) GDPR, this is a legitimate interest. If appropriate consent has been obtained, the processing is carried out exclusively on the basis of Art. 6(1)(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.
2.2 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)(f) GDPR. If appropriate consent has been obtained, the processing is carried out exclusively on the basis of Art. 6(1)(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.
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.
2.3 Newsletter data
This website uses the services of Mailchimp to send out its newsletters. The provider is the Rocket Science Group LLC, 675 Ponce De Leon Ave NE, Suite 5000, Atlanta, GA 30308, USA.
Among other things, Mailchimp is a service that can be deployed to organize and analyze the sending of newsletters. Whenever you enter data for the purpose of subscribing to a newsletter (e.g. your e-mail address), the information is stored on Mailchimp servers in the United States.
With the assistance of the Mailchimp tool, we can analyze the performance of our newsletter campaigns. If you open an e-mail that has been sent through the Mailchimp tool, a file that has been integrated into the e-mail (a so-called web-beacon) connects to Mailchimp’s servers in the United States. As a result, it can be determined whether a newsletter message has been opened and which links the recipient possibly clicked on. Technical information is also recorded at that time (e.g. the time of access, the IP address, type of browser and operating system). This information cannot be allocated to the respective newsletter recipient. Their sole purpose is the performance of statistical analyses of newsletter campaigns. The results of such analyses can be used to tailor future newsletters to the interests of their recipients more effectively.
If you do not want to permit an analysis by Mailchimp, you must unsubscribe from the newsletter. We provide a link for you to do this in every newsletter message.
The data is processed based on your consent (Art. 6(1)(a) GDPR). You may revoke any consent you have given at any time by unsubscribing from the newsletter. This shall be without prejudice to the lawfulness of any data processing transactions that have taken place prior to your revocation.
The data deposited with us for the purpose of subscribing to the newsletter will be stored by us until you unsubscribe from the newsletter or the newsletter service provider and deleted from the newsletter distribution list after you unsubscribe from the newsletter. Data stored for other purposes with us remain unaffected.
Data transmission to the US is based on the Standard Contractual Clauses (SCC) of the European 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 unsubscribe from the newsletter distribution list, your e-mail address may be stored by us or the newsletter service provider in a blacklist, if such action is necessary to prevent future mailings. The data from the blacklist is used only for this purpose and not 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)(f) GDPR). The storage in the blacklist is indefinite. You may object to the storage if your interests outweigh our legitimate interest.
For more details, please consult the Data Privacy Policies 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 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.
(3) Cookies used on the profile/REG page
On the subpages for registration for the Meeting, registration for the workshops, submission of abstracts and, if applicable, presentations and, if applicable, hotel bookings (“profile pages”), only so-called session cookies (“session cookies”) are regularly used.
Session cookies are used by a server to store information about activity on our pages so that you, as a user, can simply continue from the point where you last used the pages. Normally, 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) Name: JSESSIONID
- b) Aim and purpose: The session cookie identifies you as a visitor between different pages and stores certain properties and settings for displaying teasers and the like.
- c) Retention period: The session cookie is automatically deleted when you leave the profile pages.
- Special features for business partners
In the relationship with our business partners, additional processing of personal data may occur. In this context, business partners are legal entities or natural persons with whom we maintain or have maintained in the past or intend to establish in the future a business relationship in order to achieve and implement our corporate purpose (in particular clients for events and/or business office management, sponsors, exhibitors, suppliers, service providers).
(1) Personal data processed
“Marketing and Sales Data”: If you or third parties commissioned by you are in contact with us within the scope of a formerly or currently existing business relationship or if a future business relationship is to be initiated, the transmitted data of the contact persons will be processed (e.g. surname, first name, title, e-mail address, institution/company, address).
“Employee data”: If you request information or services, order or provide services within the scope of a former, current or future business relationship, the transmitted data of the contact persons will be processed (e.g. surname, first name, title, e-mail address, institution/company, address).
(2) Purpose and legal basis of the processing
Marketing and sales data is processed for information and advertising purposes vis-à-vis existing or former business partners and to attract new business partners (legal basis is Art. 6 (1) lit. f, in the case of an existing business relationship also Art. 6 (1) lit. b GDPR).
The processing of employee data takes place in preparation, implementation and fulfillment of the underlying contractual relationship with the respective business partner (legal basis is Art. 6 (1) p. 1 lit. b or lit. f GDPR).
(3) Retention period of the data
The retention period of the transmitted data is based on the above principles from B. (4) in conjunction with A. (5). In deviation from this, in the case of marketing and sales data, we reserve the right to retain the data you have provided on the basis of our legitimate interests for up to 6 months from the termination of the last business contact with us (legal basis is Art. 6 (1) lit. f GDPR).