a. Event registration
If you want to register for an event, we collect the following mandatory data:
- Name, first name,
- Payment information, depending on the selected method of payment (e.g. credit cards, bank account information), and
- Email address.
The purpose of processing the mandatory data is to identify you as event participant, to check the provided data for plausibility, to reserve a spot for your participation and to establish a contractual relationship with you.
We also require your data in order to prepare name badges and lists of participants for other participants, as applicable, and to supply you with event information before, during, and after the event. This is done to ensure optimal participation for you and to allow us to plan the event and ensure that it goes smoothly.
We need your payment information to process the participation fee.
Further information, such as department or telephone number, can be provided voluntarily. Voluntary data allow us to plan and conduct the event in accordance with participants’ interests.
We process data at your request and for the purposes described by Art. 6 (1) lit. b GDPR to fulfill the obligations of the participation agreement and to execute precontractual provisions.
We will use your email address to inform you about similar events organized by us in the future only if you have expressly consented to this use of your email address or if we have informed you thereof separately when collecting your email address and have pointed out your right to object to this use at any time. To the extent that this use is not based on consent, the processing takes place on the basis of Art. 6 (1) lit. f GDPR. We have a legitimate interest in notifying our participants of other events also organized by us.
To accept event registrations from our online visitors, we have commissioned the service provider [mailingwork GmbH, Birkenweg 7, 09569 Oederan, Germany (‘mailingwork’)]. The purpose of working with the service provider is the professional management of online registrations. This service requires storing the collected data on the servers of The unbelievable Machine Company GmbH in Germany.
We have entered into a data processing agreement with mailingwork. By signing this contract with us, mailingwork agrees to process the data on our behalf pursuant to the General Data Protection Regulation (GDPR) and to ensure that the rights of the data subjects are protected.
If you register using an online form on our website, please also see our data protection information, accessible at [add URL], that explains which data are already collected and processed as soon as you visit our website.
Moreover, as a research institution, we are subject to various requirements pursuant to foreign trade regulations (among them Council Regulation (EC) No 2580/2001). In order to properly comply with these statutory requirements, we use your first and last names along with your address and date of birth in order, among other things, to carry out sanction list screening. The processing is done pursuant to Art. 6 (1) lit. f GDPR. We have a legitimate interest in processing these data in this respect since otherwise, as the controller, we may be threatened with legal consequences.
b. Subscribing to the newsletter in the context of the event
In the context of the event, you have the option to register to receive our regular newsletter. You can do this either online when registering for the event or directly at the event itself by entering your email address in a form intended for this purpose.
Once you have subscribed, you will receive a registration notification by email, which you need to confirm to receive the newsletter (so-called double opt-in). Your email response serves as confirmation that you are in fact the person who initiated the subscription.
We will send you the newsletter exclusively if you have given your express consent pursuant to Art. 6 (1) lit. a GDPR.
You may unsubscribe at any time, e.g. via a link at the end of each newsletter. Alternatively, you may also unsubscribe by email via email@example.com.
Your email address is erased without delay after you withdraw your consent to receive the newsletter, unless you have consented to storage beyond that pursuant to Art. 6 (1) lit. a GDPR or unless such storage is necessary, pursuant to Art. 6 (1) lit. b GDPR, for the performance of the contract.
c. Photos and videos
Photos and videos will be taken to document the event in pictures. Since you may be identified in these images, either directly or indirectly, they represent personal data.
The images will be used for news reporting directly associated with the event as well as for internal reporting at Fraunhofer.
Furthermore, the images will be published for the purpose of post-event reporting on our media platforms such as Facebook, Instagram or our website. This processing is required in particular to document and promote our event.
The legal basis for data processing is Art. 6 (1) lit. f GDPR. The purposes mentioned are legitimate interests within the meaning of the aforementioned provision.