- Who is responsible for data processing?
2.1. The person responsible for data processing is EITEP - Euro Institute for Information and Technology Transfer in Environmental Protection GmbH of Marie-Jahn-Str. 20, 30177 Hannover, Germany (“we”, “us”, or “our”).
2.2. If you have any questions about this policy or our data protection practices, please email us using email@example.com, call +49 (0) 5119099210 or write to us at the above address.
- What is Personal Data?
Personal Data is any information relating to personal or material circumstances that relates to an identified or identifiable individual. This includes, for example, your name, date of birth, e-mail address, postal address, or telephone number as well as online identifiers such as your IP address.
- How do we use your Personal Data
4.2. All Personal Data that we obtain from you via the website will only be processed for the purposes described in more detail below. This is done within the framework of the BDSG and the GDPR or only with your consent. In particular, we only process and collect Personal Data if:
4.2.1. you have given your consent,
4.2.2. the data is necessary for the fulfillment of a contract / pre-contractual measures,
4.2.3. the data is necessary for the fulfillment of a legal obligation, or
4.2.4. the data is necessary to protect the legitimate interests of our company, provided that your interests are not overridden.
4.3. We process and store your Personal Data only for the period of time required to achieve the respective processing purpose or for as long as a legal retention period (in particular commercial and tax law) exists. Once the purpose has been achieved or the retention period has expired, the corresponding data is routinely deleted.
- Processing of Automatically Collected Data
To provide our website, we use the services of Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany who process the below-mentioned data and all data to be processed in connection with the operation of our website on our behalf. The legal basis for the data processing is our legitimate interest in providing our website.
5.2. Collection of access data and log files
5.2.1. We also collect data on every access to our website. The access data includes the name of the website accessed, file, date and time of access, amount of data transferred, notification of successful access, browser type and version, the user's operating system, referrer URL (the previously visited page), IP address and the requesting provider.
5.2.2. Log file information is stored for security reasons (e.g., for the clarification of abuse or fraud) for a maximum of 7 days and then deleted. Data whose further storage is necessary for evidentiary purposes is exempt from deletion until the respective incident is finally clarified. The legal basis for the data processing is our legitimate interest in providing an appealing website.
5.3.1. What exactly are cookies?
18.104.22.168. A cookie is a small simple file that is sent along with pages of our website and stored by your browser on the hard drive of your computer or other device. The information stored in it may be returned to our servers (or to the servers of the relevant third parties) on a subsequent visit. Doing so, Cookies transmit small amounts of data about your device to our web server and enable our website to recognize your computer, smartphone, or other device.
22.214.171.124. Session cookies
A session cookie is deleted when you close the website in question. A session cookie allows a website to recognise you while you browse the website, but the cookie is deleted when you log out or close the website in your browser.
126.96.36.199. Permanent cookies
A persistent cookie recognizes you again and again for a set period of time. It remains stored on your device or in your browser for this period (which can be minutes, days, or months) after you have logged out or closed the browser. Persistent cookies are used, for example, to store certain settings you have made on a website (such as your preferred language).
5.4. What types of cookies are there?
5.4.1. We can distinguish between 4 types of cookies:
188.8.131.52. Essential or Necessary cookies
These cookies are essential or necessary to ensure that our website works properly and is secure so that you can navigate our website and use its features. Without these cookies, certain features of our website would not be available, and you would not be able to use certain services.
184.108.40.206. Functional cookies
Functional cookies allow a website to remember the options you have selected (including user ID, consents you have given and/or your preferred language), your username if applicable, and any custom settings you have made (e.g., font sizes) or personalization options you have selected when browsing.
220.127.116.11. Analysis and performance cookies
Analysis and performance cookies are used to monitor and improve the function and service of a website. They can also help us track down problems you may encounter when using an online service. Analysis and performance cookies may be used to facilitate online surveys, record visitor numbers, and provide other website analytics metrics.
18.104.22.168. Advertising cookies
These cookies are also called targeting cookies. They are used to deliver customized advertising to the user. This can be very convenient, but also very annoying.
5.4.2. The cookies we use
Below you can find the non-essential cookies we use listed in accordance with their Name, Description, Lifespan, and Type. Please keep in mind that this list may be updated from time to time.
· Youtube sets this cookie to track the views of embedded videos on Youtube pages.
· YouTube sets this cookie to measure bandwidth, determining whether the user gets the new or old player interface.
· 5 months 27 days
· YouTube sets this cookie via embedded YouTube videos and registers anonymous statistical data.
· 2 years
5.4.3. Why do we provide information about cookies?
5.4.4. Cookie consent
Our website uses a cookie consent tool to obtain your consent to the storage of non-essential cookies and to document this consent. When you enter our website, the following Personal Data is transferred to us: a) Your consent(s) or revocation of your consent(s); b) Your IP address; c) Information about your browser; d) Information about your device; d) Time of your visit to our website. The basis for processing is our legitimate interest and your consent.
5.4.5. Content Delivery Network
We use a Content Delivery Network (CDN) to distribute our online content. Our CDN is a network of regionally distributed servers of our technical service providers connected via the Internet. When our website is visited, your device`s browser transmits information to these service providers, which is collected in corresponding server log files. Server log files are generally anonymised and then transmitted without any personal reference. Server log files include, in particular, i) details of the browser and operating system used, ii) the previously visited pages (so-called referral URL), iii) the IP address of the device used, iv) the name of the Internet provider, as well as v) the date, time of all page views including the amount of data transmitted. The legal basis for processing is our legitimate interest.
5.4.6. Google Tag Manager
We use Google Tag Manager by Google LLC of 1600 Amphitheatre Pkwy, Mountain View, CA 94043, USA and Google Ireland Ltd of Gordon House, Barrow Street, Dublin 4, Ireland, which allows website tags to be managed via an interface. The Google Tag Manager only implements tags. No cookies are set, and no Personal Data is collected. Google Tag Manager triggers other tags that may collect data but does not itself access this data. The legal basis for using Google Tag Manager is our legitimate interest.
5.4.7. Font Awesome
We integrate Font Awesome of Fonticons Inc, 307 S Main St Ste 202 Bentonville, AR, 72712-9214 United States, whereby the user's data is used solely for the purpose of displaying the fonts in the user's browser. The integration is based on our legitimate interest.
We also use Google`s reCAPTCHA from Google LLC to check whether data input is made by a human being or by an automated program. For this purpose, reCAPTCHA analyzes the behavior of the website visitor on the basis of various characteristics. This analysis begins automatically as soon as the website visitor enters the website. The legal basis for using reCAPTCHA is our legitimate interest.
- Data processing when you submit it to our website
6.1. Contacting us
If you contact us, we process the following data from you for the purpose of processing and handling your request: first name, last name, e-mail address, and, if applicable, other information if you have provided it, and your message. The legal basis for the data processing is our obligation to fulfill the contract and/or to fulfill our pre-contractual obligations and/or our overriding legitimate interest in processing your request.
6.2. Live Chat
For the live chat, we use Zoho SalesIQ's live chat by Zoho Corporation B.V., Beneluxlaan 4B, 3527 HT Utrecht, The Netherlands. Zoho process your name and email address on our behalf and places essential cookies to enable you to personalize your online experience. We have no influence on the processing of data by Zoho and no possibility to influence it.
6.3. Social Media
We are present on social media (currently LinkedIn by LinkedIn Corporation of 605 W Maude Ave, Sunnyvale, CA 94085, USA, Twitter by Twitter Inc, 1355 Market Street, Suite 900, San Francisco, CA 94103, USA and YouTube by Google LLC). If you contact or connect with us via social media platforms, we and the relevant social media platform are jointly responsible for the processing of your data and enter into a so-called joint controller agreement. The legal basis is our legitimate interest, your consent or, in some cases, the initiation of a contract.
6.4. Registration and User account
We process your username, first name, last name, e-mail address, and the data related to your contract with us data to handle the contractual relationship between you and us. The data provided will be used for the purposes of creating and using the account and providing and/or using our services. In the context of the use of our registration and the use of your account, the legal basis for the data processing is the fulfillment of our contractual obligations and, in individual cases, the fulfillment of our legal obligations as well as consent.
6.5. When using our services
6.6. Administration, financial accounting, office organization, contact management
We process data in the context of administrative tasks as well as organization of our operations, and compliance with legal obligations, such as archiving. In this regard, we process the same data that we process in the course of providing our contractual services. The processing bases are our legal obligations and our legitimate interest.
6.7. YouTube Videos
We have integrated components from YouTube. The integration requires that YouTube can perceive the IP address of the user. The IP address is required in order to send the video content to the user's browser. If you click on a YouTube component (video) on our website, your internet browser will be prompted by the component to download a corresponding representation of the component. In this way, YouTube knows which specific sub-pages you have visited. The legal basis for the data processing is our legitimate interest and your consent.
6.8. Data management and customer support
For optimal data management and customer support, we may store the data related to your use of our services with us in our customer relationship management system provided by Zoho. This data processing is based on our legitimate interest in providing our customer service.
6.9. Ticket Purchases
6.9.1. In order to process the contract and provide you with our Tickets we use the pretix service of rami.io GmbH, Berthold-Mogel-Straße 1, 69126 Heidelberg, Germany. The processing of your data is necessary for the conclusion of the purchase between you and us.
6.10. Exhibitor Registration
If you register as an Exhibitor, we will request personal and non- personal data and business data in accordance with our registration form. This may include your name, email address, telephone number. The entry of your data is encrypted so that third parties cannot read your data when it is entered. The legal basis is our legitimate interest, your consent or the initiation of a contract.
6.11. Photo Contest Submission
6.11.1. You may upload your photograph, along with your name, e-mail and location details. In doing so, you provide both personal and special category data. Special category data includes Personal Data concerning for example your health, racial or ethnic origins, sexual orientation, and religious beliefs.
6.11.2. You have choices about the Personal Data you provide and how you share it. You don’t have to provide Personal Data or Special Category Data; however, information about you helps you to get more from our Services. It’s your choice whether to include Personal Data or Special Category Data and to make that information available to us. Please do not share information that you would not want to be available.
6.11.3. The legal basis for the processing of your personal and Special Category Data is the establishment and implementation of the user contract for the use of the service as well as your consent which is obtained through our consent form at the time of your upload.
6.12. Abstract Submission
If you wish to submit your abstract, you will be redirected to our service provider Ex Ordo Limited, Atlanta House, 36 Dominick Street Lower, Galway, Ireland. Submission via Ex Ordo requires you to log in into your Ex Ordo account or to create a user account. We have no influence on the data processing at Ex Ordo.
6.13.1. Within the Testimonial section, we may display certain personal information, share certain details, knowledge and insights. When you approve and submit your Testimonial to us your consent is obtained, and you have choices about the information in your Testimonial.
6.13.2. The storage of Testimonials is based on your consent. You can revoke your consent at any time. For this purpose, an informal communication by e-mail to us is sufficient. The legality of the data processing operations already carried out remains unaffected by the revocation.
If you have consented to receive our newsletter(s), we will use your email address and, if applicable, your name to send you information about us, our publications, promotions, and news. You can revoke your consent to receive the newsletter(s) at any time with effect for the future. You will find the unsubscribe link at the end of each newsletter. The revocation leads to the deletion of the collected user data. Our newsletter is sent as part of processing on our behalf by Zoho to whom we pass on your email address for this purpose.
6.15. Careers and Applications
If you apply for a role or job, we process the information we receive from you as part of the application process, e.g., through your letter of application, CV, references, correspondence, telephone, or verbal details. In addition to your contact details, information about your education, qualifications, work experience and skills is particularly relevant to us. The legal basis for processing data during the application process is your consent and our legitimate interest.
6.16. Downloading our publications
When you go ahead and download our publications, your IP address is requested and logged for documentation purposes only. This is a mere technical process and required to make our publications available for download to your device or depending on your browser available for viewing. The legal basis for this storage is the provision of a contract and our legitimate interest.
- Transfer of Personal Data
7.1. We will not disclose or otherwise distribute your Personal Data to third parties unless this:
7.1.1. is necessary for the performance of our services,
7.1.2. you have consented to the disclosure,
7.1.3. or the disclosure of data is permitted by the BDSG and the GDPR.
7.2. However, we are entitled to outsource the processing of your Personal Data in whole or in part to external service providers acting as processors within the framework of the BDSG and the GDPR. External service providers support us, for example, in the technical operation and support of the website, data management, the provision and performance of services, marketing, as well as the implementation and fulfillment of reporting obligations.
7.3. The service providers commissioned by us however will process your data exclusively in accordance with our instructions and we remain in accordance with the BDSG and the GDPR responsible for the protection of your data. Doing so we always make sure that service providers commissioned by us are carefully selected, follow strict contractual regulations, technical and organizational measures, and additional controls by us.
7.4. We may also disclose Personal Data to third parties if we are legally obliged to do so e.g., by court order or if this is necessary to support criminal or legal investigations or other legal investigations or proceedings at home or abroad or to fulfill our legitimate interests.
- Direct marketing in the context of a customer relationship
Insofar as you have also given us your separate consent to process your data for consulting, marketing and advertising purposes, we are entitled to contact you for these purposes via the communication channels you have given your consent to.
- Your data subject rights
9.1. These rights are standardized in the BDSG and the GDPR. These include:
9.1.1. the right to information,
9.1.2. the right to rectification,
9.1.3. the right to erasure,
9.1.4. the right to restriction of data processing,
9.1.5. the right to data portability,
9.1.6. the right to object to data processing,
9.1.7. the right to revoke any consent you have given, and
9.1.8. the right to lodge a complaint with the competent supervisory authority.
9.2. Please contact us at any time with questions and suggestions regarding data protection and to enforce your rights as a data subject.
State-of-the-art internet technologies are used to ensure the security of your data. During your visit of our website, your details are secured with SSL encryption. For secure storage of your data, our systems are protected by firewalls that prevent unauthorized access from outside. In addition, technical and organizational security measures are used to protect the Personal Data you have provided against accidental or intentional manipulation, loss, destruction, or access by unauthorized persons.
- Updating your information
If you believe that the information we hold about you is inaccurate or that we are no longer entitled to use it and want to request its rectification, deletion, or object to its processing, please do so by contacting us.
- Withdrawing your consent
You can revoke consents you have given at any time by contacting us. The legality of the data processing carried out until the revocation remains unaffected by the revocation.
- Access Request
In the event that you wish to make a Data Subject Access Request, you may inform us in writing of the same. We will respond to requests regarding access and correction as soon as reasonably possible. Should we not be able to respond to your request within thirty (30) days, we will tell you why and when we will be able to respond to your request. If we are unable to provide you with any Personal Data or to make a correction requested by you, we will tell you why.
- Complaint to a supervisory authority
You have the right to complain about our processing of Personal Data to a supervisory authority responsible for data protection. The State Commissioner for Data Protection of Lower Saxony (LFD) is the state Data Protection Authority for the state of Lower Saxony. You do however also have the right to lodge a complaint directly with the LFD, their contact details can be found on their website (www.lfd.niedersachsen.de).
- Personal information and children
Our services are aimed at people aged 18 and over. We will not knowingly collect, use or disclose personal information from minors under the age of 18 without first obtaining consent from a legal guardian through direct offline contact.
- Changes, Contact and Effective Date
We may update this policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons. For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us using the details provided above. The effective date of this policy is Wednesday, 7th June, 2023.