Privacy Policy

Personal data (hereinafter mostly referred to simply as “data”) is processed by us only to the extent necessary and for the purpose of providing a functional and user-friendly website, including its content and the services offered there.

Pursuant to Article 4(1) of Regulation (EU) 2016/679, i.e. the General Data Protection Regulation (hereinafter referred to only as the “GDPR”), “processing” means any operation or set of operations performed on 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 any other form of making available, alignment or combination, restriction, erasure or destruction.

With the following Privacy Policy, we inform you in particular about the nature, scope, purpose, duration, and legal basis of the processing of personal data, insofar as we determine the purposes and means of processing either alone or jointly with others. In addition, we inform you below about the third-party components we use for optimization purposes and to improve the quality of use, insofar as such components result in third parties processing data under their own responsibility.

Our Privacy Policy is structured as follows:

I. Information about us as the controller
II. Rights of users and data subjects
III. Information on data processing

The controller responsible for this website within the meaning of data protection law is:

Intercongress GmbH
Ingeborg-Krummer-Schroth-Str. 30
79106 Freiburg
Germany

Phone: +49 761 69699-0
Fax: +49 761 69699-11
Email: welcome@intercongress.de
Website: www.intercongress.de

The controller’s data protection officer is:

Anne Roetsch
Intercongress GmbH
Ingeborg-Krummer-Schroth-Str. 30
79106 Freiburg
Germany

Phone: +49 761 69699-14
Email: anne.roetsch@intercongress.de
Website: https://intercongress.gmbh/

With regard to the data processing described in more detail below, users and data subjects have the right

• to obtain confirmation as to whether personal data concerning them is being processed, to access the data being processed, to receive further information about the data processing, and to obtain copies of the data (see also Art. 15 GDPR);
• to have inaccurate or incomplete data corrected or completed (see also Art. 16 GDPR);
• to the immediate erasure of data concerning them (see also Art. 17 GDPR), or alternatively, where further processing is required pursuant to Art. 17(3) GDPR, to restriction of processing in accordance with Art. 18 GDPR;
• to receive the data concerning them that they have provided and to have that data transmitted to other providers or controllers (see also Art. 20 GDPR);
• to file a complaint with the supervisory authority if they believe that the provider is processing their personal data in violation of data protection regulations (see also Art. 77 GDPR).
• to withdraw any consent given at any time with effect for the future, without affecting the lawfulness of processing based on consent before its withdrawal (see also Art. 7(3) GDPR);

Furthermore, the provider is obliged to inform all recipients to whom personal data has been disclosed by the provider of any rectification or erasure of data or restriction of processing carried out in accordance with Articles 16, 17(1), and 18 GDPR. However, this obligation does not apply where such notification proves impossible or involves disproportionate effort. Notwithstanding the foregoing, the user has the right to obtain information about those recipients.

Likewise, pursuant to Article 21 GDPR, users and data subjects have the right to object to the future processing of data concerning them, provided that the data is processed by the provider in accordance with Article 6(1)(f) GDPR. In particular, an objection to data processing for the purpose of direct marketing is permissible.

We do not use automated decision-making, including profiling, within the meaning of Art. 22 GDPR.

The data processed when you use our website will be deleted or blocked as soon as the purpose for which it was stored no longer applies, provided that no legal retention requirements prevent the deletion of the data and no contrary information regarding individual processing procedures is provided below.

To obtain consent for the use of cookies on the website that are not technically necessary, the provider uses a cookie manager.

When the website is accessed, a cookie containing the settings information is stored on the user’s device so that the consent prompt does not need to appear on subsequent visits.

This cookie is required to obtain the user’s consent in accordance with the law.

Users can prevent or disable cookies by adjusting their browser settings.

a) Session cookies

We use so-called cookies on our website. Cookies are small text files or other storage technologies that are placed and stored on your device by the web browser you are using. These cookies process certain information about you to a specific extent, such as your browser or location data, or your IP address.

This processing makes our website more user-friendly, effective, and secure, as it enables, for example, the display of our website in different languages or the provision of a shopping cart feature.

The legal basis for this processing is Article 6(1)(b) GDPR, provided that these cookies process data for the purpose of entering into or fulfilling a contract.

If the processing is not for the purpose of entering into or fulfilling a contract, our legitimate interest lies in improving the functionality of our website. The legal basis in such cases is Article 6(1)(f) GDPR.

These session cookies will be deleted when you close your web browser.

b) Third-party cookies

In some cases, our website may also use cookies from partner companies with which we collaborate for the purposes of advertising, analysis, or website functionality.

For details on this matter, in particular regarding the purposes and legal bases for the processing of such third-party cookies, please refer to the information below.

c) Options for removal

You can prevent or restrict the installation of cookies by adjusting the settings of your internet browser. You can also delete cookies that have already been stored at any time. However, the steps and measures required for this depend on the specific internet browser you are using. If you have any questions, please use the help function or documentation of your internet browser or contact its manufacturer or support service. In the case of so-called Flash cookies, however, processing cannot be prevented via the browser settings. Instead, you must change the settings of your Flash Player. The steps and measures required for this also depend on the specific Flash Player you are using. If you have any questions, please use the help function or documentation of your Flash Player or contact the manufacturer or user support.

However, if you block or restrict the installation of cookies, this may prevent you from fully utilizing all the features of our website.

If you contact us via the contact form or by email, the information you provide will be used to process your inquiry. Providing this information is necessary for us to process and respond to your inquiry; without it, we will be unable to respond to your inquiry, or our response may be limited.

The legal basis for this processing is Article 6(1)(b) GDPR.

Your data will be deleted once your inquiry has been fully resolved and provided that no legal retention requirements prevent its deletion, such as in the case of any subsequent contract fulfillment.

If you subscribe to our free newsletter, the data requested from you for this purpose, namely your email address and, optionally, your name and postal address, will be transmitted to us. At the same time, we store the IP address of the internet connection from which you access our website, as well as the date and time of your registration. As part of the further registration process, we will obtain your consent to receive the newsletter, describe its content in detail, and refer you to this Privacy Policy. We use the data collected in this process exclusively for sending the newsletter and, in particular, do not disclose it to third parties.

Registration takes place using the so-called double opt-in procedure: after registering, you will receive an email asking you to confirm your subscription. This allows us to verify that you are the owner of the email address provided.

The legal basis for this is Article 6(1)(a) GDPR.

You may revoke your consent to receive the newsletter at any time, with future effect, in accordance with Article 7(3) GDPR. To do so, simply notify us of your revocation or click the unsubscribe link included in every newsletter.

For technical reasons, in particular to ensure a secure and stable website, data is transmitted by your internet browser to us and/or to our web hosting provider. These so-called server log files record, among other things, the type and version of your internet browser, the operating system, the website from which you accessed our website (referrer URL), the page(s) of our website that you visit, the date and time of the respective access, and the IP address of the internet connection from which our website is accessed.

The data collected in this manner is stored temporarily, but not together with any other data you have provided.

This data is stored on the legal basis of Article 6(1)(f) GDPR. Our legitimate interest lies in improving the stability, functionality, and security of our website.

The data will be deleted no later than seven days after collection, unless further retention is necessary for evidentiary purposes. Otherwise, the data will be exempt from deletion, in whole or in part, until the incident has been fully resolved.

We use Google Analytics on our website. This is a web analytics service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, hereinafter referred to simply as “Google”.

The Google Analytics service is used to analyze user behavior on our website. The legal basis is Article 6(1)(f) GDPR. Our legitimate interest lies in the analysis, optimization, and efficient operation of our website.

Usage and user-related information, such as IP address, location, time, or frequency of visits to our website, is transmitted to a Google server in the United States and stored there. However, we use Google Analytics with the so-called anonymization feature. With this feature, Google truncates the IP address while it is still within the EU or the EEA.

The data collected in this way is in turn used by Google to provide us with an analysis of visits to our website and user activity on the site. This data may also be used to provide additional services related to the use of our website and the internet.

Google states that it does not associate your IP address with any other data. In addition, Google provides further data protection information, including information on how to prevent the use of your data, at

https://www.google.com/intl/en/policies/privacy/partners

In addition, Google offers a so-called opt-out add-on, along with further information, at

https://tools.google.com/dlpage/gaoptout?hl=en

This add-on can be installed with all major web browsers and gives you greater control over the data that Google collects when you visit our website. The add-on instructs the Google Analytics JavaScript (ga.js) not to transmit information about your visit to our website to Google Analytics. However, this does not prevent information from being transmitted to us or to other web analytics services. You can find out in this Privacy Policy whether we use any other web analytics services and, if so, which ones.

We use Google Fonts on our website to display external fonts. This is a service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, hereinafter referred to simply as “Google”.

To enable the display of certain fonts on our website, a connection to the Google server in the United States is established when you visit our website.

The legal basis is Article 6(1)(f) GDPR. Our legitimate interest lies in optimizing and operating our website in a cost-effective manner.

When you visit our website, the connection established with Google allows Google to determine from which website your request was sent and to which IP address the font should be delivered.

Google provides further information, particularly regarding the options for preventing the use of your data, at

https://adssettings.google.com/authenticated
https://policies.google.com/privacy

We use Adobe Fonts for the uniform display of fonts. The provider of Adobe Fonts is Adobe Systems Software Ireland Ltd., 4-6 Riverwalk, Citywest Business Campus, Dublin 24, Ireland. When you call up a page, your browser loads the required fonts into your browser cache in order to display texts and fonts correctly. For this purpose, the browser you use must connect to Adobe’s servers. This gives Adobe knowledge that our website has been accessed via your IP address. Adobe Fonts also processes your personal data in the USA and has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework. You can view the certification of Adobe Systems Software at https://www.privacyshield.gov/participant?id=a2zt0000000TNo9AAG. Further information and the applicable privacy policy of Adobe Fonts can be found at https://www.adobe.com/privacy/policy.html.

Adobe Fonts are used in the interest of a uniform and appealing presentation of our online offers. The legal basis for the processing is Article 6(1)(f) GDPR. We have no knowledge of and no influence on the storage period at Adobe. Further information on Adobe Fonts can be found at https://fonts.adobe.com and in Adobe’s privacy policy at https://www.adobe.com/privacy/policy.html.

You may object to the processing. Your right to object exists on grounds relating to your particular situation. We will no longer process your data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defense of legal claims (Article 21(1) GDPR). You can object to the processing by changing your browser settings so that your browser does not support Adobe Fonts; in that case, however, a standard font from your computer will be used.

On our website, we use Google Maps to display our location and provide directions. This is a service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, hereinafter referred to simply as “Google”.

To display the map on our website, a connection to the Google server in the United States is established when you visit our website.

When you access the Google Maps feature embedded on our website, Google stores a cookie on your device via your web browser. To display our location and generate directions, your user settings and data are processed. We cannot rule out the possibility that Google uses servers in the United States for this purpose.

If you have given your consent to this processing, the legal basis is Article 6(1)(a) GDPR. The legal basis may also be Article 6(1)(f) GDPR. Our legitimate interest lies in optimizing the functionality of our website.

Through the connection to Google established in this way, Google can determine from which website your request was sent and to which IP address the directions should be sent.

If you do not consent to this processing, you can prevent cookies from being installed by adjusting the settings in your web browser. For more details, see the “Cookies” section above.

In addition, the use of Google Maps and the information obtained through Google Maps is governed by the Google Terms of Service and the Google Maps Terms of Service.

Google provides further information at

https://adssettings.google.com/authenticated
https://policies.google.com/privacy

Sample Privacy Policy by the law firm Weiß & Partner