Data protection information for events
Thank you for your interest in our event. We take the protection of your personal data and its confidential treatment very seriously. Your personal data is processed exclusively within the scope of the applicable statutory provisions of data protection law, in particular the General Data Protection Regulation (hereinafter “GDPR”). In this data protection information, we want to inform you about the processing of your personal data and about your data protection rights in the context of our event.
1. Controller and data protection officer; contact
The responsible controller of data processing within the meaning of data protection laws is:
Deutscher Akademischer Austauschdienst e.V.
Kennedyallee 50
53175 Bonn (Germany)
E-mail: datenschutz@daad.de
If you have any questions or suggestions regarding data protection, please do not hesitate to contact us.
You can reach our data protection officer as follows:
Dr. Gregor Scheja
Scheja & Partners GmbH & Co. KG
Adenauerallee 136
53113 Bonn (Germany)
SSL-encrypted contact form http://www.scheja-partner.de/kontakt/kontakt.html
2. Purposes and legal bases for data processing
Below you will find an overview of the purposes and legal bases for data processing in the context of our event.
2.1 Preparation and implementation of our event
2.1.1 Mandatory information
We process your personal data where this is necessary for preparing and implementing your participation in our event. The purposes include in particular:
- Recording of registrations
- Contacting for assistance with technical problems
- Sending information on how to get to the event locations
- Organisation of the hotel accommodation
- Printing of name badges
- Participant management
- Sending participant lists to the participating institutions and event venues
When you register for our event, the following mandatory information, which is marked by “*”, will be requested: Form of address, first name, lats name, Email address, current degrre, current Programme/research field, nationality. If this mandatory data is not provided, registration will not be possible. Processing is performed on the basis of Art. 6 para. (1) lit. (b) GDPR.
2.1.2 Voluntary data
In the context of your registration, you can also provide additional information on a voluntary basis. Please note that this information is not required for registration, and it is up to you alone to decide whether to share this information with us.
Data shall be processed in accordance with Art. 6 para. (1) lit. (a) GDPR or Art. 9 para. (2) lit. (a) GDPR. In cases where you must provide data for this purpose, we shall point this out expressly. If you do not provide such data, we may not be able to meet the request covered by your consent. You can withdraw your consent at any time without prejudice to the lawfulness of processing performed with your consent up to such withdrawal.
We shall erase the data when it is no longer required for the purposes pursued by us or you have withdrawn your consent, and no other legal basis applies. In the latter case we shall erase the data after the other legal basis ceases to apply.
2.2 Recording and publication of picture, video and sound material
2.2.1 Purposes
Within the framework of our event, we process picture and/or sound material in order to make it accessible within DAAD and/or towards third parties.
The picture and/or sound material on which you can be recognisably seen and/or heard will be processed for the following purposes:
- Coverage of our event and marketing of the DAAD
- Public Relations
- Dissemination of picture and/or sound material to DAAD sponsors/cooperation partners for their public relations work
If the aforementioned purposes require publication of the picture and sound material, this may take place in the following media if there is a corresponding legal basis:
- DAAD website
- DAAD Intranet
- DAAD pages in social networks (e.g. Facebook, Instagram, LinkedIn, X) and video services (e.g. YouTube)
- DAAD sponsor/cooperation partner websites and pages in social networks (e.g. Facebook, Instagram, LinkedIn, X) and video services (e.g. YouTube)
- DAAD print media (e.g. DAAD Annual Report, poster, programme brochures)
- Event app “DAAD events”
- Press coverage
Further details on the purposes are specified, if any, in the invitation, the respective contractual documents or in the contents of any declaration of consent given.
2.2.2 Legal bases
a. Data processing for the purposes of contract performance
If the processing of picture and/or sound material is necessary for the performance of a contract with you or for the implementation of pre-contractual measures, the data shall be processed on the basis of Art. 6 para. (1) lit. (b) GDPR.
b. Consent
If we process picture and/or sound material on the basis of a declaration of consent given by you, this shall be done on the basis of Art. 6 para. (1) lit. (a) GDPR.
If we specifically process special categories of personal data within the meaning of Art. 9 para. (1) GDPR, this is done exclusively if you have given your explicit consent (Art. 9 para. (2) lit. (a) GDPR).
You may withdraw your consent at any time. Please note, however, that this withdrawal only has an effect for the future, i.e. your withdrawal shall apply without prejudice to the lawfulness of the processing of your data already performed with your consent up to the time of withdrawal.
c. Processing to safeguard legitimate interests
Where necessary, we shall process picture, video and/or sound material in which you can be seen and/or recognisably heard in order to safeguard our legitimate interests or the legitimate interests of third parties. In this context, data processing shall be performed on the basis of Art. 6 para. (1) lit. (f) GDPR.
We shall only process the material if, after balancing the interests involved, we believe that DAAD’s interests in the processing of the picture and/or sound material outweigh these interests. In this context, the legitimate interests are the purposes mentioned in clause 2.
3. Recipients of personal data
Internal recipients: Within DAAD, only such persons shall have access who need it for the purposes mentioned in clause 2.
External recipients: We shall only pass on your personal data to external recipients outside DAAD if this is necessary to achieve the purposes described in clause 2, if there is other legal permission or if we have your consent to do so. External recipients can be:
a) Private bodies
- Merchants, cooperation partners or auxiliaries of DAAD, to whom data is transferred for the purpose of performing our event based on consent or another legal basis, for example event and travel agencies, hotels
- Platform operators of the social networks or video services used (regularly Facebook, YouTube, Instagram, X))
- DAAD’s sponsors (if established under private law) and cooperation partners
- Users of the aforementioned platforms (registered participants of DAAD events, global public)
b) Processors
External service providers that we use for the provision of services, for example in the fields of technical infrastructure and maintenance for the registration platform offering. These processors are carefully selected and regularly reviewed by us to ensure that your privacy is protected. The service providers may use the data solely for the purposes specified by us.
c) Public bodies
Authorities and state institutions, such as public prosecutors, courts or tax authorities, to which we may have to transfer personal data for compelling statutory grounds. This also includes DAAD sponsors who have an interest in DAAD data as part of their public relations work.
4. Data processing in third countries
If data is transferred to bodies whose registered place of business or place of data processing is not located in a member state of the European Union or in another contracting state of the European Economic Area, we shall ensure prior to transfer that, apart from in exceptional cases permitted by law, either the recipient offers an adequate level of data protection (e.g. due to an adequacy decision of the European Commission, suitable guarantees such as the agreement of so-called EU standard contractual clauses of the European Union with the recipient) or your sufficient consent has been obtained. You can obtain from us an overview of the recipients in third countries and a copy of the specifically agreed rules for ensuring an adequate level of data protection. Please use the details in clause 1 for this purpose.
5. Automated individual decision-making including profiling
Automated decision-making in individual cases including profiling within the meaning of Art. 22 GDPR does not take place.
6. Duration of storage
We shall erase the data when it is no longer required for the purposes pursued by us or you have withdrawn your consent and no other legal basis for continued processing applies, in particular statutory or contractual retention periods.
7. Rights of data subjects
As a data subject, you have numerous rights at your disposal. In detail:
Right of access: You have the right of access to information about the personal data we have stored about you.
Right to rectification and erasure: You have the right to obtain from us the rectification of inaccurate data and - on condition that the legal requirements are met - the erasure of your data.
Restriction of processing: You have the right to obtain from us the restriction of processing of your data - on condition that the legal requirements are met.
Data portability: If you have provided us with data based on a contract or consent, you have the right, on condition that the legal requirements are met, to receive the data you have provided in a structured, commonly used and machine-readable format or to have us transfer the data to another controller.
Objection to data processing on the legal basis of a “legitimate interest”: You have the right to object, on grounds relating to your particular situation, at any time to our processing of your data, insofar as it takes place on the legal basis of a “legitimate interest”. If you exercise your right to object, we shall no longer process your data unless we can demonstrate - in accordance with legal requirements - compelling legitimate grounds for the further processing that override your rights.
Withdrawal of consent: If you have given us consent to process your data, you can withdraw this consent at any time with effect for the future. This shall apply without prejudice to the lawfulness of the processing of your data up to such withdrawal.
Right to lodge a complaint with the supervisory authority: You can also lodge a complaint with the competent supervisory authority if you believe that the processing of your data violates applicable law. You can contact the data protection authority responsible for your place of residence or your country or the data protection authority responsible for us.
Your contact with us and the exercising of your rights: You can contact us free of charge if you have any questions relating to the processing of your personal data, your data subject rights and any consent you may have given. To exercise any of your aforementioned rights, please contact us on datenschutz@daad.de or by post under the address given in clause 1 above. Please make sure that we can clearly establish your identity. When withdrawing you consent, you may also choose the method of contacting us that you used when giving consent.
