Data Privacy Notice

Safe handling of your data is important to Event Consult Gesellschaft für Messe- und Congress-Management mbH. Below we will provide information on how your personal data is used when you visit our website.

1. Definition of terms

The Data Privacy Notice of Event Consult Gesellschaft für Messe- und Congress-Management mbH is based on the terminology used by the European regulator and legislator when adopting the General Data Protection Regulations [GDPR]. It is our intent to make our Data Privacy Notice easy to read and understand for the general public as well as our customers and business partners. To guarantee the above we will first explain the terms used. Among others, we use the following terms in our Data Privacy Notice.

Personal data: Personal data refers to any information relating to an identified or identifiable natural person (hereinafter ‘data subject’). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Data subject: The data subject is any identified or identifiable natural person, whose personal data is processed by the data processing controller.

Processing: Processing means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Restriction of processing: Restriction of processing means the marking of stored personal data with the aim of limiting their processing in the future.

Profiling: Profiling means any form of automated processing of personal data consisting of the use of personal data to analyze or predict certain personal aspects relating to a natural person, in particular to analyze or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behavior, location or movements.

Pseudonymization: Pseudonymization means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organizational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.

Controller or data processing controller: Controller or data processing controller 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. Where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.

Processor: Processor means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

Recipient: Recipient means a natural or legal person, public authority, agency or another body, to which the personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients.

Third party: Third party means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorized to process personal data.

Consent: Consent of the data subject means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

2. Collection of data

The website of Event Consult Gesellschaft für Messe- und Congress-Management mbH collects a range of general data and information each time a data subject or an automated system uses the website. These general data and information are stored in the server log files. The following data is collected:

a) Browser types and versions used

b) The operating system used by the accessing system

c) The webpage from where an accessing system landed on our website
(so-called referrer)

d) The sub websites targeted by an accessing system from our website

e) The date and time when the website was accessed

f) An internet protocol address (IP address)

g) The internet service provider of the accessing system

h) Other similar data and information that serve to avert risks in case of attacks on our IT systems.

When using this general data and information, Event Consult Gesellschaft für Messe- und Congress-Management mbH cannot draw inferences on the data subject. More so the information is needed to

a) to correctly deliver our website content

b) to optimize the content of our website and for advertising

c) to guarantee durable operation of our IT systems and technology of our website as well as

d) to provide the required information to law enforcement authorities in case of cyberattacks.

Therefore, on the one hand, Event Consult Gesellschaft für Messe- und Congress-Management mbH will use the anonymously collected data and information for statistical evaluations, and on the other hand for the purpose of increasing data protection and data security in our company to ensure an optimal level of protection for the personal data processed by us. The anonymous data from the server log files will be separately stored from all data provided by a data subject.

3. Statutory or contractual regulations for the provision of personal data;
requirement for concluding the contract; obligation by the data subject to provide the personal data; potential consequences of failure to provide the data

We herewith inform you that the provision of personal data is mandatory under applicable law in some cases (e.g. tax regulations) or may be required according to contractual provisions (e.g. information about the contracting party). In some cases, it may be required that a data subject provides personal data to us for concluding a contract, which will be processed by us thereafter. For example, the data subject is obligated to provide personal data if our company enters into a contract with the data subject. If personal data is not provided, it would not be possible to conclude the contract with the data subject. The data subject must contact our data protection officer before providing personal data. Based on each case, our data protection officer provides information to the data subject whether the provision of personal data is mandated by applicable law or under the contract, or required for concluding the contract, whether an obligation exists to provide the personal data and what the consequences of not providing the personal data would be.

4. Option to contact us through our website

In accordance with statutory provisions, the website of Event Consult Gesellschaft für Messe- und Congress-Management mbH contains information that allows quick electronic contact to our company as well as direct communication with us, and also includes a general address for so-called electronic mail (email address). If a data subject contacts the controller through email or a contact form, the personal data of the data subject transmitted will be automatically stored. Such personal data transmitted by a data subject to the data processing controller on a voluntary basis will be stored for the purpose of processing or contacting the data subject. This personal data is not transferred to third parties.

5. Notification of changes

Legislative changes or changes of our internal processes may require an adjustment of this data privacy notice.

In case such changes are required, we will notify you no later than within six weeks before they take effect. Generally, you have the right to withdraw consent you have previously given. Please note (if you do not exercise your right to withdraw your consent) that the most current version of the data privacy notice is the valid version.

6. Updating / deleting your personal data

You have the option to review, change, or delete the personal data provided to us at any time by sending an email to info@event-consult-berlin.de. You also have the right to withdraw any consent already given with effect for the future. Your stored personal data will be deleted when you withdraw your consent to storage.

The data processing controller processes and stores the personal data of the data subject only for the period required for achieving the purpose of storing the data and where intended by the European regulator or another legislator in laws or directives that are applicable to the data processing controller.

If the purpose of storage no longer applies, or if a storage period required by a European regulator or another competent legislator expires, the personal data will be routinely blocked or erased according to the statutory provisions.

7. Rights of the data subject

All data subjects shall have the right, granted by the European regulator and legislator, to request a confirmation from the data processing controller whether personal data of the data subject is being processed. If a data subject would like to assert this right to receive confirmation, it may contact our data protection officer or another employee of the data processing controller at any time.

Any data subject whose personal data is being processed shall have the right, granted by the European regulator and legislator, to receive information from the data processing controller about their personal data stored and a copy of this information at any time and free of charge Furthermore, under European regulations and legislation, the data subject is entitled to receive the following information:

a) The purposes of the processing

b) The categories of personal data being processed

c) The recipients or categories of recipients to which the personal data
was disclosed or will be disclosed, especially for recipients in third countries
or for international organizations

d) If possible, the period for which the personal data will be stored, or if that is not possible, the criteria used to determine that period

e) the existence of the right to request from the controller access to and rectification or erasure of personal data or restriction of processing concerning the data subject or to object to processing as well as the right to data portability, restriction of processing concerning the data subject or to object to processing

f) The existence of a right to lodge a complaint with a supervisory authority

g) Where the personal data are not collected from the data subject, all available information about the origin of the data

h) The existence of an automated decision-making including profiling pursuant to Art. 22 Para. 1 and 4 GPDR and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.

Furthermore, the data subject is entitled to a right to receive information whether the personal data was transferred to a third country or an international organization. If this is the case, the data subject also has the right to receive information about appropriate safeguards related to the transfer.

If a data subject would like to exercise the right to receive information, the data subject may contact our data protection officer or another employee of the data processing controller at any time.

Any data subject whose personal data is being processed shall have the right, granted by the European regulator and legislator, to request the immediate rectification of inaccurate personal data concerning him or her. Furthermore, taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

If a data subject would like to exercise this right to rectify data, the data subject may contact our data protection officer or another employee of the data processing controller at any time.

Any data subject whose personal data is being processed shall have the right, granted by the European regulator and legislator, to obtain from the controller the erasure of personal data concerning him or her without undue delay where one of the following grounds applies and to the extent the processing is not required:

a) The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed.

b) The data subject withdraws consent on which the processing is based according to Art. 6 Para. 1 Letter a) GDPR or Art. 9 Para. 2 Letter a) GDPR, and where there is no other legal ground for the processing.

c) The data subject objects to the processing pursuant to Art. 21 Para. 1 GDPR, and there are no legitimate grounds for the processing which override the interests, or the data subject objects to the processing pursuant to Art. 21 Para. 2 GDPR.

d) The personal data have been unlawfully processed.

e) The personal data must be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.

f) The personal data have been collected in relation to the offer of information society services referred to in Art. 8 Para 1 GDPR.

If one of the above-mentioned grounds applies, and a data subject would like to initiate the erasure of personal data stored at Event Consult Gesellschaft für Messe- und Congress-Management mbH, the data subject may contact our data protection officer or another employee of the data processing controller at any time. The data protection officer of Event Consult Gesellschaft für Messe- und Congress-Management mbH or another employee will arrange to immediately fulfill the request for erasure.

Where Event Consult Gesellschaft für Messe- und Congress-Management mbH made the personal data public and our company, as controller pursuant to Art. 17 Para. 1 GDPR, is obligated to erase the personal data, Event Consult Gesellschaft für Messe- und Congress-Management mbH, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform other controllers which are processing the personal data that the data subject has requested the erasure by such other controllers of any links to, or copy or replication of, those personal data, provided processing is not necessary. The data protection officer of Event Consult Gesellschaft für Messe- und Congress-Management mbH or another employee will initiate the necessary actions on a case-by-case basis.

Any data subject whose personal data is being processed shall have the right, granted by the European regulator and legislator, to obtain from the controller restriction of processing where one of the following applies:

a) The accuracy of the personal data is contested by the data subject,
for a period enabling the controller to verify the accuracy of the personal data.

b) The processing is unlawful and the data subject opposes the erasure of the
personal data and requests the restriction of their use instead.

c) The controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defense of legal claims.

d) The data subject has objected to processing pursuant to Art. 21 Para. 1 GDPR
pending the verification whether the legitimate grounds of the controller override those of the data subject.

If one of the above-mentioned requirements has been met and a data subject would like to request the restriction of personal data stored by Event Consult Gesellschaft für Messe- und Congress-Management mbH, the data subject may contact our data protection officer or another employee of the data processing controller at any time. The data protection officer of Event Consult Gesellschaft für Messe- und Congress-Management mbH or another employee will initiate the restriction of processing.

Any data subject whose personal data is being processed shall have the right, granted by the European regulator and legislator, to receive the personal data concerning him or her, which he or she has provided to a controller, in a structured, commonly used and machine-readable format. The data subject shall also have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, where the processing is based on consent pursuant to Art. 6 Para. 1 Letter a) GDPR or Art. 9 Para. 2 Letter a) GDPR or on a contract pursuant to Art. 6 Para. 1 Letter b) GDPR, and the processing is carried out by automated means, provided the processing is not required to perform a task carried out in the public interest or in the exercise of official authority vested in the controller.

Furthermore, in exercising his or her right to data portability pursuant to Art. 20, Para. 1 GDPR, the data subject shall have the right to have the personal data transmitted directly from one controller to another, where technically feasible provided that the rights and freedoms of others are not adversely affected.

To assert the rights to data portability, the data subject may contact the data protection officer appointed by Event Consult Gesellschaft für Messe- und Congress-Management mbH or another employee at any time.

Any data subject whose personal data is being processed shall have the right, granted by the European regulator and legislator, to object, on grounds relating to his or her particular situation, at any time to processing of personal data concerning him or her which is based on Art. 6, Para. 1, Letter e) or f) GDPR. This also applies to profiling based on these provisions.

In the event of an objection, Event Consult Gesellschaft für Messe- und Congress-Management mbH will no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defense of legal claims.

Furthermore, the data subject shall have the right, on grounds relating to his or her particular situation, to object to the processing of data carried out at Event Consult Gesellschaft für Messe- und Congress-Management mbH for scientific or historical research purposes or statistical purposes pursuant to Art. 89 Para. 1 GDPR, unless such processing is required to fulfill a task in the public interest.

To exercise the right to object, the data subject may contact the data protection officer appointed by Event Consult Gesellschaft für Messe- und Congress-Management mbH or another employee at any time. In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, the data subject may exercise his or her right to object by automated means using technical specifications.

Any data subject whose personal data is being processed shall have the right, granted by the European regulator and legislator, not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her, if the decision

a) is not necessary for entering into, or performance of, a contract between the data subject And the data controller; or

b) is authorized by Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests; or

c) is based on the data subject’s explicit consent.

If the decision

a) is required for concluding or fulfilling a contract between the data subject and the controller or

b) is based on the data subject’s explicit consent, it shall implement suitable
measures to safeguard the rights and freedoms and legitimate interests of the data subject, which shall at least include the right to obtain human intervention on the part of the controller, to express his or her point of view and to contest the decision.

To exercise his or her rights related to automated decision-making, the data subject may contact our data protection officer or another employee of the data processing controller at any time.

Any data subject whose personal data is being processed shall have the right, granted by the European regulator and legislator, to withdraw their consent to the processing of personal data at any time.

To exercise his or her rights to withdraw consent, the data subject may contact our data protection officer or another employee of the data processing controller at any time.

8. Legal basis of the processing

Art. 6 Para. 1 Letter a) GDPR gives our company the legal basis for its processing operations, for which we obtain consent for a specific processing purpose. If the processing of personal data is required for the performance of a contract to which the data subject is a party, i.e. as it is the case for processing operations that are necessary to deliver goods or to provide other services or consideration, the processing is based on Art. 6 Para. 1 Letter b) GDPR. The same shall apply to processing operations that are necessary to implement precontractual measures, for example when we receive inquiries about our products or services. If our company is subject to a legal obligation that requires the processing of personal data, as for example to fulfill tax-related obligations, the processing is based on Art. 6 Para. 1 Letter c) GDPR. In rare cases the processing of personal data could become necessary to safeguard vital interests of the data subject or another natural person. For example, this would be the case if a visitor became injured on our premises and we would have to disclose his or her name, age, health insurance information or other vital information to a physician, a hospital or other third parties. In this case the processing would be based on Art. 6 Para 1 Letter d) GDPR. Finally, processing operations may also be based on Art. 6 Para. 1 Letter. f) GDPR. Processing operations not covered by any of the above legal bases are carried out on this legal basis if the processing is necessary to safeguard the legitimate interests of our company or a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of data subjects. In particular, we are allowed to carry out such processing operations, because they have been specifically mentioned by the European legislators. Accordingly, they were of the opinion that it could be presumed there is a legitimate interest if the data subject is a customer of the controller (Recital 47 Sentence 2 GDPR).

9. Legitimate interests in the processing pursued by the controller or a third party

If the processing of personal data is based on Art. 6 Para 1 Letter. f) GDPR, our legitimate interest is to carry out our business operations for the well-being of our staff.

10. The controller or its point of contact

If you have any questions about the collection, processing or use of your personal data and for information, correction, restriction or deletion of data as well as to withdraw any consent given or to object to a certain use of data, please contact the controller of the data processing, the company Event Consult Gesellschaft für Messe- und Congress-Management mbH, Neue Kantstraße 20, 14057 Berlin, Tel. +49 30 325 52 74, email: info@event-consult-berlin-berlin.de, or directly contact its appointed data protection officer Viktoria Hurdelhey by email v.hurdelhey@event-consult-berlin.de.

11. Right to lodge a complaint with a supervisory authority

In the event of infringements upon the GDPR, the data subject shall have the right to lodge a complaint with a supervisory authority, in particular in the Member State of his or her habitual residence, place of work or place of the alleged infringement. A complaint may also be lodged with the Berlin Commissioner for Data Security and Freedom of Information (Berliner Beauftragter für Datenschutz und Informationsfreiheit), Friedrichstraße 219, 10969 Berlin, as the State data protection authority for Berlin. The right to lodge a complaint exists without prejudice to any other administrative or judicial remedy.