Privacy Policy

In the following, we we would like to inform you about the processing of personal data at hybrid events. It is possible to participate in the event online as well as in person.

1. Responsibility

Bitkom e.V.

Albrechtstraße 10

10117 Berlin

030 27576-0

bitkom@bitkom.org

(hereafter: “we“), is responsible for the data processing described below.

As far as you call the website of the online meeting providers, the respective provider shall be responsible for data processing. However, calling up the website is only necessary in order to download the software that may be required for the use of the online meeting service.

2. Purpose of the data protection and legal basis

2.1. Hybrid event registration

The personal data collected as mandatory data in the course of registration for the event will be processed for the implementation of the event on the basis of Art. 6 (1) lit. b) of the General Data Protection Regulation (GDPR). The provision of the data marked as mandatory data is compulsory for participation.

In addition, you have the option to provide further data from you. We process this data on the basis of your consent pursuant to Art. 6 (1) a), 7 GDPR, which you can revoke at any time with effect for the future. There are no negative consequences associated with not providing this voluntary data.

2.2. Profile in the event platform

If the event is implemented with the supporting event app Swapcard, a user profile will be created for you on the basis of Art. 6 (1) lit. b) GDPR, in which your name, email address, position and company will be stored. Without creating a user profile, you will not be able to fully use all services of the event.

Your profile is basically set so that your details are not visible to other app users. However, we would appreciate if you make your data visible to other users in order to promote the exchange of information and networking. You can also optionally add further data of yours to your user profile, e.g. a profile picture. The aforementioned data processing is voluntary and based on your consent pursuant to Art. 6 (1) a) GDPR, which you can revoke at any time, e.g. by changing or deleting your profile settings or via e-mail to datenschutz@bitkom.org.

For more information about Swapcard and the Networking App: www.swapcard.com/privacy-policy.

2.3. Data sharing with partners or sponsors

If the hybrid event is supported by sponsors or partner companies, you have the option of consenting to your data being passed on to our partner companies / sponsors so that they can send you promotional information. The data transfer to our partner companies / sponsors is based on your consent in accordance with Art. 6 (1) lit. a) GDPR. You can find our partner companies / sponsors in the overview linked in the consent text.

Some of the partner or sponsors are located in countries outside the European Union. Some of these countries are considered as unsafe third countries under data protection law because data protection laws there generally do not protect personal data to the same extent as is the case in the member states of the European Union. Thus, it cannot be excluded that authorities may be allowed to access data without the persons concerned being able to assert effective legal protection against such access. Furthermore, the rights of the persons concerned may be restricted.

The granting of consent is voluntary and not required for event participation. You can also revoke your consent at any time with effect for the future by sending an e-mail to datenschutz@bitkom.org. Please note that from the time of data transfer, in particular for the sending of advertising, the data protection responsibility lies with our partner company / sponsor.

2.4. Newsletter and information about Bitkom events and membership

If you have registered for the hybrid event via a website, you also have the option of registering for the newsletter or for mailings for future events and services, as well as information about the membership of the Bitkom Group (Bitkom e.V., Bitkom Servicegesellschaft mbH and DFA Digital für alle gGmbH). After registration, you will receive an e-mail in which you must confirm your e-mail address for verification (so-called double opt-in procedure). The legal basis for storing the e-mail address and sending the information is your consent pursuant to Art. 6 (1) a), 7 GDPR, which you can revoke at any time with effect for the future. You can easily revoke your consent, for example, by clicking on the unsubscribe link in every e-mail.

As part of the registration for the newsletter and mailing, we store additional data beyond the data already mentioned, insofar as this is necessary for us to prove that you have ordered our newsletter. This may include the storage of the full IP address at the time of the order or the confirmation of the newsletter, as well as a copy of the confirmation e-mail sent by us. The corresponding data processing is based on Art. 6 (1) lit. f) GDPR and is done in the interest of being able to account for the legality of the consent.

2.5. Specifics of the hybrid event

a) Participation via the online meeting software Zoom or Microsoft Teams

If you participate in the hybrid event online, the participation usually takes place via the online meeting software "Zoom". "Zoom" is a service of Zoom Video Communications Inc, which is based in the US. Sometimes, participation may also take place via the online meeting software "Microsoft Teams". "Microsoft Teams" is a service of Microsoft Corporation, which is headquartered in the USA.

When participating in an online meeting, these categories of personal data may be subject to processing:

• Personal information: first name, last name, phone number, email address, password, profile picture, department
• Meeting metadata: topic, description, IP addresses of the participant, device/hardware information.
• For recordings: MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of all online meeting chats.
• When dialing in with the telephone: information on the incoming and outgoing call number, country name, start and end time, if necessary, further connection data such as the IP address of the device can be saved
• Text, audio and video data: You may have the option of using the chat, question or survey function in an online meeting. In this case, the text entries you make are processed in order to display them in the online meeting and, if necessary, to log them.

To enable the display of video and the playback of audio, the data of the microphone and/or the video camera of your end device is processed during the online meeting. You can deactivate or mute the camera and/or microphone at any time via the provider's online meeting software.

We use the aforementioned data to conduct the online meeting as part of the hybrid event.

If necessary, to log the results of participation in the hybrid event online meeting, we will journal text input.

The provision of your data is not required by law. However, some of the aforementioned data is required to conduct the online meeting. Without providing the data required to conduct the online meeting, you will not be able to participate in the online meeting. The communication of other data is voluntary but may be required for the use of certain services. We will inform you when you enter data if the provision is required for the respective service or function. These data are marked as mandatory fields. In the case of required data, failure to provide it will result in the relevant service or function not being provided. In the case of optional data, failure to provide it may result in our not being able to provide the online meeting in the same form and to the same extent as usual.

The legal basis for the data processing described above is Art. 88 GDPR in conjunction with Section 26 (1) of the German Federal Data Protection Act (BDSG) (implementation of the employment relationship, insofar as you are in an employment relationship with us) and Art. 6 (1) lit. f GDPR (safeguarding of legitimate interests, based on our interest in conducting online meetings and designing them efficiently, insofar as you are a participant in an online meeting without also being an employee).

b) Recording and livestream

Please note that we will be recording or live streaming some of our hybrid events. Due to the camera setting at the event location, participants may also be filmed and recorded on site. As soon as we intend to record or live stream an event, we will notify you in advance and obtain your consent. This applies both to participation in person and to participation in the online meeting. The fact of the recording will be displayed to you in the online meeting software.

The recording and livestream is based on consent in accordance with Art. 6 (1) lit. a GDPR (consent).

2.6. Information about planned photo shoots at the hybrid event

For the purpose of public relations, we will take photographs at the hybrid event, in particular of persons taking on a special role (e.g. those giving a speech or presenting themselves on a stage) as well as groupings of participants in the on-site event and the online meeting. Photographs will also be taken to depict the atmosphere of the event.

We publish these photos:

• on the Bitkom website,
• on our pages in social networks such as LinkedIn, Twitter, and Instagram, as well as in the Bitkom member portal,
• to create a photo recap or highlight video of the event.

If you do not wish to appear in these photographs, please inform the photographer.

The legal basis for data processing with regard to the taking of photographs is Art. 6 (1) lit. f GDPR (safeguarding legitimate interests, based on our interest in documenting the event with photographs for public relations purposes and using these for information and representation purposes). You can revoke the data processing.

3. Data recipient and data transfer to third parties

We only transfer your data to third parties if there is a data protection law authorization to transfer the data or you have consented to the transfer of data, e.g. in the case of our partner companies / sponsors.

For some of our hybrid events, external service providers support us in the implementation of the event. In this case, we pass on the necessary data to the relevant service provider, e.g. to Xing Events GmbH, which supports us in the registration process. You can access the data protection notice of XING Events GmbH at the following link: privacy.xing.com/en/datenschutzerklaerung.

We would like to point out that the content originating from the online meeting is available to all participants. Insofar as you participate in the event online, the provider of the online meeting software has access to your data insofar as this is provided for in the context of order processing. This does not apply insofar as we conduct an online meeting with end-to-end encryption. In this case, the provider of the online meeting software cannot access the contents of an online meeting. Apart from that, we will of course treat your data confidentially and will not transmit it to third parties.

If you have given us your consent, which is required to hold the event or we have a legitimate interest in doing so, we will pass on your data to other Bitkom Group companies to the extent required.

Where applicable, some of the service providers we use are located in a third country outside the European Union for which there is no adequacy decision by the European Commission and which has a lower data protection standard than the European Union. This may result in third parties, e.g. security authorities, gaining access to your data without your knowledge or restricting your data subject rights. In these cases, we oblige the service providers to comply with a European level of data protection through so-called standard contractual clauses of the EU Commission or through equally suitable measures. Further information or copies are available upon request from our data protection officer.

4. Storage an duration

As a matter of principle, we only store your personal data as long as it is necessary to fulfill the stated purposes or for the duration of statutory retention periods.

The data processed in the context of event participation is generally stored for the duration of the event and deleted as soon as it is no longer required for the execution and processing of the contract (usually after three years) and no (longer) statutory retention periods exist.

If you have subscribed to our newsletter or consented to our mailing, we will store your name and e-mail address until you revoke your consent. In addition, we store the data we need to prove the newsletter consent until the expiry of the limitation period of three years.

5. Rights of the concerned

As a concerned person, you have the right to information about the personal data concerning you (Art. 15 GDPR), to correction of inaccurate data (Art. 16 GDPR) and to deletion, if one of the reasons mentioned in Art. 17 GDPR applies. There is also the right to restriction of processing if one of the conditions listed in Art. 18 GDPR is present and in the cases of Art. 20 GDPR the right to data portability.

If the data processing is based on consent, you can revoke this consent at any time with effect for the future.

You also have the right to file an objection at any time on grounds relating to your particular situation, provided that the data processing is based on Art. 6 (1) lit. e) or lit. f) GDPR. We will then no longer process your data unless there are demonstrably compelling legitimate grounds for the processing which override your interests, rights and freedoms.

To assert your rights, please contact datenschutz@bitkom.org.

In addition, you have the right to appeal to a supervisory authority. The supervisory authority responsible for us is the Berlin Commissioner for Data Protection and Freedom of Information, Friedrichstr. 219, 10969 Berlin, e-mail: mailbox@datenschutz-berlin.de.

6. Contact details of the data protection officer

You can reach our data protection officer at

datenschutz nord GmbH

Kurfürstendamm 212, 10719 Berlin

E-Mail: office@datenschutz-nord.de