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Privacy Notice according to Art. 13, 14 GDPR

As of 06.06.2024

With the following privacy notes, we would like to inform you about how we handle your personal data in detail.

A description of how we process personal data when using our website is available in our privacy policy.

Who we are

All references to ‘we’, ‘us’ or ‘the company’ in this Privacy Notice refer to the following organisation:

Virtual Identity AG
Grünwälder Straße 10-14
79098 Freiburg
Deutschland
+49 761 20758-400


https://www.virtual-identity.com

Austria

Virtual Identity GmbH
Schönbrunner Straße 213-215
A-1120 Wien

How to contact our data protection officer

The contact details of our designated data protection officer are as follows:

DataCo GmbH
Nymphenburger Str. 86
80636 München
Germany
+49 89 452459-900


https://www.dataguard.de 

For Event participants

This Privacy Notice sets out how we use personal data for the following individuals:

  • All individuals who register for and/or attend in-person events
  • All individuals who register for and/or attend online events and webinars
Our role in the processing of your personal data

When we process your personal data for purposes related to our events, we are the controller of any personal data that you give to us. This means that we are responsible for deciding how we collect, use and store information about you.

Your personal data that we process

If you sign up to participate in an event or webinar organised by us, we ask you to provide certain information so that we can process your interest in the event, provide you with relevant updates, and facilitate and confirm your attendance.

Specifically, we may collect the following information:

  • Personal Identification Information: First name, last name, title
  • Contact information: Email address, phone number, postal address
  • Professional Information: Job title, affiliated organisation, industry
  • Accessibility requirements: Information on disabilities or any special assistance needed
  • Interest in our products and services: Information regarding your interests in relation to the products, services, or topics related to the event.

During events and webinars, we may collect the following information:

  • Photographs and recordings: Photos, videos, and livestream recordings captured during the event

Following events and webinars, we offer the opportunity to provide feedback:

  • Opinions and feedback: Responses to post-event surveys or feedback forms, including satisfaction ratings, suggestions for improvement, and descriptions of personal experiences.
  • Interest in related products and services: A record of whether you would like to receive communications regarding future events and products or services related to the event topic.
Purposes and legal bases of the data processing

We only process your personal data when we have a lawful basis and a legitimate purpose for doing so. In particular, we process your personal data for the following purposes and under the following legal bases:

PurposeCategories of dataLegal basis
Registering your interest and facilitating your participation in our events
  • Personal identification information
  • Contact details
  • Professional Information
Legitimate interests – Art. 6 (1) (f) GDPR
  • Accessibility requirements
Consent – Art. 6 (1) (a) GDPR, Art 9(2)(a) GDPR
Marketing our related products and services to you
  • Personal identification information
  • Contact details
  • Professional Information
Consent – Art. 6 (1) (a) GDPR, Art 9(2)(a) GDPR
Posting event content on online channels for marketing purposes
  • Photographs and recordings
Legitimate interests – Art. 6 (1) (f) GDPR
Consent – Art. 6 (1) (a) GDPR, Art 9(2)(a) GDPR
Collecting feedback to enhance the quality of future events
  • Opinions and feedback
Legitimate interests – Art. 6 (1) (f) GDPR
Sharing your information with partners providing services required to organize and hold the event.
  • Personal identification information
  • Contact details
Legitimate interests – Art. 6 (1) (f) GDPR
Who we share your personal data with

We only transfer your personal data to external parties if you have consented or if this is permitted by law.

Service providers

As with most organisations, we use service providers to support the delivery of our events. When we use these service providers, it is necessary for us to share your personal data with them. If we use a service provider commissioned for data processing, we remain responsible for the protection of your data. We have agreements in place with all our service providers that we share your data with that oblige them to treat your data confidentially and to process it only in the context of providing the service.

We use the following service providers:

ServiceProviderReason why your data is sharedLocation of data processing
Amazon Web Services

Privacy Policy

Amazon Web Services EMEA SARL
38 avenue John F. Kennedy,
L-1855, Luxemburg
We use Amazon Web Services to host our website which is based on WordPress. All data submitted in the event registration process will be processed by servers and cloud services hosted via AWS.Ireland
Bit Form, WordPress Extension

Privacy Policy

Bit Code Technologies Limited
73 North Nalapara, Double Mooring Chittagong,
Chittagong 4000, Bangladesh
We use Bit Form to create and manage our registration and contact forms on our website.Bangladesh
Microsoft Teams, Microsoft 365

Privacy Policy

Microsoft Ireland Operations, Ltd.
One Microsoft Place,
South County Business Park,
Leopardstown, Dublin 18, Ireland
We use Microsoft Teams and related Microsoft 365 services to host our online events.Ireland
QFlow for events, check-in
Privacy Policy

GDPR privacy statement

Wiretouch Ltd.
71a Church Road
Hove, East Sussex BN3 2BB, England
We use Qflow from Wiretouch Ltd. for event check-inUnited Kingdom
Zoho CRM

Privacy Policy

Zoho Corporation GmbH
Trinkausstr. 7
40213 Düsseldorf, Germany

Zoho Corporation B. V. Beneluxlaan 4B, 3527 HT Utrecht, The Netherlands

We use Zoho CRM to manage our clients’ contact data and relationship information. This applies to clients and interested parties only.The Netherlands

Other recipients

In the course of processing your personal data, we may also disclose your personal data to the following recipients:

For organizational purposes we may share data with our subsidiary Virtual Identity GmbH:

Virtual Identity GmbH
Schönbrunner Straße 213-215
A-1120 Wien

For organizational purposes of events hosted in Austria, we may share data with Virtual Identity AG:

Virtual Identity AG
Grünwälderstr. 10-14
D-79098 Freiburg, Germany

For marketing purposes, we may post event content like photographs, audio and video recordings on professional and social networks – if you gave us your consent:

LinkedIn
LinkedIn Ireland Unlimited Company
Wilton Place,
Dublin 2, Ireland
Privacy Policy

Xing
New Work SE
Am Strandkai 1
20457 Hamburg
Privacy Policy

Instagram
Meta Platforms Ireland Limited
ATTN: Privacy Operations
Merrion Road
Dublin 4
D04 X2K5, Ireland
Privacy Policy

We would like to point out that we have no influence on the data collection and its further use by the providers of the social networks. Further information on objection and removal options towards the providers of social networks can be obtained directly from these providers.

International Data Transfers

Where your data is transferred outside of the EU, we make sure that your data is the given the same level of protection, either because that country have a comparable data protection standard (Adequacy), or by using another safeguard such as an enhanced contractual agreement (i.e. Standard Contractual Clauses).

How long we keep your personal data for

We will delete your personal data as soon as the purposes for storing it mentioned in the ‘Purposes of data processing’ section above no longer apply, you object to the use of your personal data, or you revoke your previously given consent.

However, your personal data may also be stored beyond this, in particular in the following cases:

  • if there are outstanding obligations from the contractual relationship
  • if a deletion conflicts with contractual, legal or statutory retention periods.
  • for the assertion, exercise or defence of legal claims
  • if this is required under European or national law for the fulfilment of a legal obligation to which we are subject.
Your rights

You have the following rights under the GDPR:

  • right to be informed about how your data is used;
  • right of access to your personal data;
  • right to correction or rectification of your data;
  • right to request deletion of your data;
  • the right to object to the processing of your data;
  • the right to data portability.

Should you wish to exercise the above rights, please send an email to the following email address:

In most cases, we will respond to any requests to exercise your rights free of charge and within one month, if not before.

Further information on your right to object

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out in the public interest or based on our legitimate interests.

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate interests for the processing which override your interests, rights and freedoms, or the processing serves the assertion, exercise or defence of legal claims.

The objection can be made without any formalities.

Further information on your right to withdraw consent
In addition, if you have consented to the processing of your personal data, you may revoke your consent at any time. Please note, however, that the lawfulness of the data processing that took place until the revocation is not affected in this case.

Information on publication on the Internet

If personal data has been made publicly accessible and you revoke your consent, we as the responsible body are only obliged to inform other recipients. This does not affect the obligation of these recipients to delete personal data. You can take direct action against other controllers who process your personal data and request deletion. Information posted on the Internet may never be completely deleted, even if it has been deleted from the original page. In any case, the providers of the main search engines are informed of the request for deletion, so that the personal data can at least no longer appear in search queries without further ado. We would like to point out that photos and/or videos on the Internet can be accessed by anyone. Despite all technical precautions, it cannot be ruled out that such persons may continue to use the photos and/or videos or pass them on to other persons. We are not liable for third parties using the photos for other purposes, including in particular by downloading and/or copying photos.

Complaints

If you are unhappy with any aspect of this privacy notice, or how your personal data is being processed, please contact our data protection officer.

You also have the right of appeal to a supervisory authority. The supervisory authority responsible for us is the State Commissioner for Data Protection and Freedom of Information Baden-Württemberg. You can reach this authority at:

Address:
Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg
Lautenschlagerstraße 20
70173 Stuttgart

Postal address:
Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg
P.O. Box 10 29 32
70025 Stuttgart

Phone: +49 711/615541-0
Fax: +49 711/615541-15
E-mail address:

This notice was created with the support of DataGuard.