Privacy Notice for Events
RÖDL hereby informs you about the processing of personal data in connection with events organized by the RÖDL Group in Germany.
1. Name and contact details of the controller
The company within the RÖDL Group named as the organizer in the event description is responsible for the processing of your data (hereinafter referred to as the “Data Controller” or “we”).
2. Contact details of the Data Protection Officer
You can contact our Data Protection Officer at dsb@roedl.com or via our postal address, adding ‘The Data Protection Officer’ to the address.
3. Collection and processing of personal data
(1) According to Article 4(1) of the GDPR, personal data is any information relating to an identified or identifiable natural person.
When you register for an event, the following data may be processed:
– Contact details, in particular first and last name, title, address, email address and phone number
– Details of the company, public authority or institution for which you work
– Details of your professional position or role
– Booked program items
– Details of any individual meeting requests
– Details of your attendance history and source of information
– Details of any food intolerances, allergies or special dietary needs
– Additional information you provide to us during registration or in connection with the event
– Photos, videos and audio recordings made during the event
3.1. Registration and conduct of the event
(1) As part of the registration and conduct of the event, we use your personal data to facilitate your participation and to organize the event.
The details marked with an asterisk (*) on the event registration page are mandatory and are required for the administration of pre-contractual and contractual relationships, as well as for the performance of the contract or the conduct of the event. We use this data for the invoicing and payment of the participation fee and, where applicable, for the preparation of attendance/signature lists, certificates of participation and sending event-related materials.
Providing the data marked as mandatory is necessary for contractual purposes, and a refusal to provide such data will affect the conclusion or continuation of the contractual relationship with the controller. You provide us with further information on a voluntary basis so that we may organize and conduct the event in line with your interests, if applicable.
The legal basis for the processing of mandatory data is Article 6(1)(b) of the GDPR. The processing of voluntary information is based on your consent in accordance with Article 6(1)(a) of the GDPR.
(2) In addition, we may use your personal data to create a name badge, which is intended to facilitate contact with other event participants. You may wear this name badge at the event, but you are not required to do so.
The legal basis for the data processing is Article 6(1)(f) of the GDPR. We have a legitimate interest in facilitating networking among event participants.
(3) We may use your personal data to create seating charts for the event location and signs for personalized parking spaces at the event location, in order to facilitate the use and assignment of spaces.
The legal basis for data processing is Article 6(1)(f) of the GDPR. Our legitimate interest lies in the efficient use and management of parking spaces, as well as in facilitating the assignment of spaces to event participants.
(4) In addition, we may process information regarding food intolerances, allergies or special dietary needs to ensure suitable catering is provided during the event.
The legal basis for the processing is your consent under Article 6(1)(a) of the GDPR; if the information provided constitutes special categories of personal data (e.g. health data), the legal basis is your consent under Article 9(2)(a) of the GDPR.
(5) Furthermore, we may process information regarding your participation history and the source through which you learned about the event in order to compile statistical analyses that help us to better plan and optimize the event, as well as to evaluate the effectiveness of our communication channels.
The legal basis for the processing is your consent under Article 6(1)(a) of the GDPR.
(6) We may also process details of your specific consultation requests in order to schedule a suitable appointment with our experts specializing in your inquiry.
The legal basis for the processing is your consent in accordance with Article 6(1)(a) of the GDPR.
(7) Where applicable, we may process additional information that you provide to us as part of the registration process or during the the event (e.g. organizational preferences, special requirements, feedback or other comments), insofar as this is necessary for the planning, organization and conduct of the event, including related communication and services.
The legal basis for the processing is Article 6(1)(f) of the GDPR. We have a legitimate interest in the efficient planning and optimization of our events and communication processes. If the information provided includes special categories of personal data, your consent pursuant to Article 9(2)(a) of the GDPR applies.
(8) In addition, your personal data may be processed and transferred within the RÖDL Group for internal administrative purposes.
The legal basis for the processing is Article 6(1)(f) of the GDPR. We have a legitimate interest in processing and transferring data for internal administrative purposes within the group of companies.
3.2. Production and publication of photographs, audio and video recordings
During the event, photos, video and audio recordings may be taken and published on our websites and social media profiles (LinkedIn, YouTube, Instagram, etc.), as well as in digital and print publications, for documentation and public relations purposes.
If this is the case, you will be notified no later than the start of the event. If you do not wish to be photographed or recorded, please let us know when you accept the invitation or inform the photographer on-site on the day of the event.
The legal basis for the processing is Article 6(1)(f) of the GDPR. We have a legitimate interest in improving our internal and external communication, showcasing our corporate culture and documenting our activities. You have the right to object to the processing of your personal data.
3.3. Online events
Sofern es sich um eine Online-Veranstaltung handelt, gelten außerdem die auf der Veranstaltungsseite hinterlegten ergänzenden Hinweise zum Datenschutz des verwendeten Videokonferenzsystems.
3.4. Direct marketing
(1) We also use your details to send you further information by email if you have expressly consented to such use for direct marketing purposes.
We use the so-called double opt-in procedure for registration. In such cases, following your registration, we will send an email to the email address you provided, asking you to confirm that you wish to receive the information. If you do not confirm your registration, your details will be automatically deleted after 72 hours at the latest. In addition, we store the IP addresses you use and the times of registration and confirmation. The purpose of this procedure is to verify your registration and, if necessary, to investigate any potential misuse of your personal data.
The legal basis for the processing is your consent in accordance with Article 6(1)(a) of the GDPR.
(2) We may also process the data you provide (in particular your name and address) in order to inform you by post about developments in the fields of law, tax and business, and to provide you with other interesting and important information from the RÖDL Group.
The legal basis for this processing is Article 6(1)(f) of the GDPR. We have a legitimate interest in informing prospective clients, customers and clients of RÖDL about additional offers and events in order to establish and maintain a long-term client relationship.
(3) We also use your personal data (in particular your email address) for the purpose of direct marketing by email for our own similar goods and services, provided that we have informed you of this separately when collecting your data and have advised you of your right to object to this use at any time.
The legal basis for the processing is Article 6(1)(f) of the GDPR in conjunction with Section 7(3) of the German Act Against Unfair Competition (Gesetz gegen den unlauteren Wettbewerb; UWG). We have a legitimate interest in informing our existing customers about other offers and events organized by us in order to establish and maintain a long-term customer relationship.
4. Recipients of personal data
(1) Your data may be made available to the following recipients for the purposes mentioned above:
– Internal departments: Employees who process personal data within the scope of their respective responsibilities in order to fulfil their duties.
– External service providers: Companies that provide services on our behalf, such as IT service providers, photographers, security services, catering companies and event agencies. These service providers are contractually obligated to process the data in accordance with data protection regulations.
– Authorities and public bodies: In cases where there is a legal obligation to disclose data, such as to comply with tax or legal requirements.
– Event partners: Companies or organizations that organize the event jointly with the organizer and are responsible for specific tasks, such as sponsors or media partners. These partners receive only the data necessary for them to fulfil their tasks.
– Companies that process personal data under their own responsibility: Third parties, such as external platforms and social networks, which process personal data under their own responsibility and in accordance with their own privacy policies.
– Companies within the RÖDL Group of companies: Other companies within the RÖDL Group that process personal data for the purposes described. These companies are also obligated to process the data in accordance with data protection regulations.
(1) Apart from the cases explicitly mentioned in this Privacy Notice, your personal data will not be disclosed without your express prior consent unless it is permitted or required by law. In all cases, we ensure that the recipients take appropriate technical and organizational measures to protect your data.
5. Data transfers to third countries
(1) Your personal data is typically processed within the European Union (EU) and the European Economic Area (EEA). In some cases, your personal data may also be transferred to and processed in countries outside the EU and the EEA, for example because we use service providers based outside the EU or the EEA, or because other companies within the RÖDL Group have offices in these countries.
(2) If personal data is transferred to recipients outside the EU or the EEA without an adequacy decision within the meaning of Article 45 of the GDPR, we implement appropriate safeguards in accordance with Article 46 et seq. GDPR to ensure that your data is adequately protected in accordance with the applicable data protection laws, e.g. by entering into Standard Contractual Clauses approved by the European Commission (Article 46 GDPR). Upon request using the contact details provided above, we will provide you with further information regarding the relevant safeguards in place for data transfers.
6. Retention period
(1) Your personal data will only be stored for as long as the respective purpose requires such storage, provided that no statutory retention periods preclude its erasure or that the processing is not necessary for the establishment, exercise or defense of legal claims.
(2) For paid events, we are required by commercial and tax law to store your personal data (in particular address, payment and order details) for a period of ten years. However, after three years, we will restrict the processing of your data, meaning it will be retained solely for the purpose of complying with legal obligations. We store and publish photos and video recordings of the event for documentation and public relations purposes until these purposes no longer apply or until a successful objection is filed under Article 21 of the GDPR. In all other cases, and for free events, we delete the personal data we have collected no later than six months after the event.
(3) Storage beyond the specified period will only occur if:
– you have consented to such extended storage in accordance with Article 6(1)(a) of the GDPR,
– we use your details for direct marketing purposes and you have not objected to such use.
7. Rights of the data subject
Provided the relevant legal requirements are met, you have the following rights:
– You have the right to request from us information regarding the personal data we process about you, within the scope of Article 15 of the GDPR.
– You have the right, under Article 16 of the GDPR, to request that we promptly rectify any personal data concerning you if it is inaccurate.
– You have the right to request that we erase the personal data concerning you, subject to the conditions set out in Article 17 of the GDPR. These conditions provide, in particular, for a right to erasure if the personal data is no longer necessary for the purposes for which it was collected or otherwise processed, as well as in cases of unlawful processing, where an objection has been raised, or where there is an obligation to erase data under Union law or the law of the Member State to which we are subject.
– You have the right to request that we restrict processing in accordance with Article 18 of the GDPR. This right applies in particular, if the accuracy of the personal data is disputed between you and us, for the duration required to verify its accuracy, and where, in the event of an existing right to erasure, you request restricted processing instead of erasure; furthermore, in the event that the data is no longer necessary for the purposes for which we process it, but you need it to establish, exercise or defend legal claims, and where the successful exercise of an objection between us and you is still in dispute.
– You have the right to receive from us the personal data concerning you that you have provided to us in a structured, commonly used, machine-readable format in accordance with Article 20 of the GDPR.
– You also have the right, in accordance with Article 77 of the GDPR, to lodge a complaint with a supervisory authority regarding our data processing.
8. Withdrawal of consent
(1) You have the right, in accordance with Article 7(3) of the GDPR, to withdraw your consent at any time thereafter, in whole or in part, without formalities, with effect for the future. As a result, we may no longer continue the data processing that was based on this consent in the future.
(2) Withdrawal of consent does not affect the lawfulness of processing carried out on the basis of the consent prior to its withdrawal.
9. Right to object
(1) You have the right to object at any time, pursuant to Article 21 of the GDPR, to the processing of your personal data based on Article 6(1)(e) or (f) of the GDPR, for reasons arising from you particular situation.
(2) We will cease processing your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or if the processing is necessary for the establishment, exercise or defense of legal claims.
(3) If your personal data is processed for direct marketing purposes, you have the right to object at any time, pursuant to Article 21(2) of the GDPR, to the processing of your personal data for the purposes of such marketing; this also applies to profiling insofar as it is related to such direct marketing. If you object, your personal data will no longer be used for direct marketing purposes.